Contacts

Email Correspondence

When notifying customers for frame order pick-up save time by emailing a scripted notice. You can customize this email message.

Pick-up Notification Emails Explained

• One click of a button will send a personalized email message to your customers letting them know that their framing is ready to be picked up.

How to Create a Custom Email Message

1. Go to the Main Menu > Work Orders section > Options tab.

2. Click the Edit Email Message button.

3. Consult this article Setting up your Completion Email Message

4. When you are finished making your changes, click the Done to exit.

Bulk Email Explained

Recommended: Exporting Email Addresses for Third Party Bulk Email

See also: Exporting a Customer List to Third Party

Sending Bulk Email to Small Groups

When you send email messages to a large group it is best to send small batches rather than all 500 or more together in one email message because it is likely to get spam-blocked by your ISP.

Here is a way to send a message to a small group from your list while keeping track of whom you have sent to and who still needs to be sent to.

A) Find Your List of Customers

1. In the Contacts file, find the group of people to whom you wish to send an email message.
   
   If it is everyone in your database who has an email, click on the Find All button located to the right of the email address field (left center area). Or perform a selected search by other criteria, including an asterisk (*) in the email address field.

2. Once you have found your group, you should identify how many clients are on your list. Click on List View button (top center).
   
   Look at the number of records in the top left corner under To Do List button. Decide how many records you would like to include in your mailing.

Tip: if you click on the person’s first or last name, you will be able to see which record you are on in the list, e.g. 25 of 500.

B) Select a Batch of Customers from the List

Still in the Contacts file, in List View:

1. Click on the name of a person listed 20 to 30 names down on the list. ( Or any number you want.)
   
   The screen changes to Form View.

2. Click Menu Bar > Perform > Omit Multiple.
   
   The Omit Multiple dialog box appears asking how many records, starting from the current record, to omit.

3. Omitting a portion of your list will simply take them off this list. Omit is not the same as Delete.

4. Type in the number  9999   and click on OMIT. (This is easier than counting them out in handfuls.)
   
   Another box appears telling you the exact number of records that can be omitted (instead of the 9999 you requested).

5. Click OK.
   
   This new number is automatically entered into omit field.

6. Click the Omit button.
   
   Switch back to list view. You now have the first batch of people to whom you will send email. Not to worry - all the other records still exist.

C) Document What You will Send this Batch

Still in the Contacts file:

1. Click the Form View button at the top of the screen.

2. Click the Date/Notes tab at the bottom of the screen.

3. Click on the “Add Notes to all records in the Found Set” button on the right.
   
   The Add Note To Found Set dialog box appears.

4. Type in a note for this mailing, e.g. Email Spring Sale and give the note a short and memorable Subject (we'll use it below).
   
   The same note is entered onto all the records in this list. Now we have marked these records with a custom flag - we'll use this as a filter in step 5.

D) Send the Email Messages to the Batch

In the Contacts file > Form View:

1. Click on the Send button (located beside the Email Address field).
   
   The Message dialog box appears.

2. Click the Found Set button.
   
   An email message screen opens with all the names in the Bcc: Field. This hides from everyone the email addresses of all the people to whom you are mailing.

3. Enter your company’s email address in the To: field.

4. Compose your email message and click Send to deliver it.

E) Find the Next Subsequent Batch

Now we want to find our same group again but this time exclude the people to whom you have already mailed.

In your Contacts:

1. Click the Find button and perform the same find as before (remember to place an asterisk (*) in the Email field)

2. Click on the New Request button.
   
   The new search screen, blank, appears.

3. Click on the OMIT button at the top of the screen.
   
   You will notice that the “Find Request” number (top left) now Totals 2.

4. Locate the Notes Field (lower right) and enter the Subject of the note.

5. Click the Perform Find button.
   
   You will now have a list of the people with email addresses to whom you have not sent the current email message.

Repeat Steps B - E Until No Records Match your Request

• If the list is already short enough, move to step C.

Note: Only available in FrameReady version 8 and higher