How To Batch Email Debtor Letters
This topic describes a way to use the Email feature to
send emails to a list of debtors. It requires that you have
a properly set up and fully functioning email program
installed on your computer.
There are several ways to send email in a batch. This
topic shows how to select a list of Debtors and schedule
a letter to send to each, using a contact plan. Then
the entire batch is sent via EMAIL. We will also use the
Batch ID feature of the Batch Letter Options to prepare
the letter batch.
We will:
It is recommended that you have an operator
set up specifically for doing your email batch jobs.
This is for control purposes so that only emails get
printed during your email batch process.
It is recommended that you enable SMTP
when printing batches of email. Please refer to
How To Setup Sending Email in Collect! for details.
Create A Letter Contact Plan
1. Make sure that you have a letter that you want to use in
your list of Report Definitions. The text of the letter will be
sent as the body of your email. By default, the email Subject
will be the Report Definition Name for the letter.
2. Make sure you have set up an operator as your email
operator in the list of Operators.
3. Create a contact plan with a Letter type Event. In the
Description field, choose the letter that you want to send
as an email.
4. In this Letter Event make sure that "Assign to Specific Operator"
is selected and select your email operator.
Select Debtors For Batch
1. Select Browse from the top menu bar and then
select All Debtors from the drop-down choices.
2. Press F6 to create a list of debtors using search criteria.
After choosing criteria, Press F8 to filter the list or press
the Search button. Your list of chosen debtors is displayed.
OR
Use the spacebar and arrow keys to choose and tag debtors.
Select Edit from the top menu bar and then select View Tags
to filter the list. Your list of chosen debtors is displayed.
3. From the Tools menu at the top of the Collect! screen,
choose Batch Processing.
4. Select ' Run contact plans' from the list of choices that are
presented to you. Press the Next button.
5. The Select Accounts To Process dialog is displayed.
Please make sure that 'Tag individual records' is selected.
You have already chosen your debtors in the previous steps.
Collect! will use these previously chosen debtors.
6. Press the NEXT button and choose the appropriate
contact plan from the drop-down pick list. Press Next.
7. Press the START button and the contact plan will run.
This will schedule a letter to each one of your chosen debtors.
Print Letter Batch To Email
1. Exit to the Main Menu and choose Daily Administration.
2. From the next menu, choose Daily Batch Processes.
3. From the next menu, choose Scheduled Batch Letters.
4. You will be asked whether you want to print reports/letters
or mailing labels. Choose Letters.
5. Now the Batch Letter Options dialog will display. Choose
the ID of your email operator for the Batch ID. Press Print.
6. In the Print Options dialog be sure that 'Email' is selected.
Then press the PRINT button.
7. Collect! will ask you if you want to 'Mark this batch as
completed.' Before doing so, it is recommended that you go
to your email program and confirm that it has sent the
emails. (You can check the Sent Items area to confirm this.)
8. If you are satisfied that your emails have been sent, you
can choose 'Yes' to mark the contacts completed and
Collect! will tell you how many emails were sent.
Customizing Email Subject Line
By default, the email Subject will be the Report Definition
Name for the letter. You can personalize the Subject
using the @SUBJECT command in your letter's Report Body.
Please refer to Help topic,
How to Add a Subject When Printing to Email, for details.
Letter Contact And Notes
When a letter is printed to Email, the Class field on the Letter
Contact will display the value for "Email" from the Type pick list.
This is "19" and you can attach a pick list to the Class field to
display this as the word "Email." This will let your operators
know that the letter was printed to Email, not to the printer.
Also, when a letter is printed to Email, the Debtor's Notes
will display "printed to Email" in addition to the name of the
Letter that was printed.
Email Content
The content of the Email letter will be saved to the Letter
Contact. The Email contents are not turned into a metafile.
They are stored as text only. When opening the Email blob,
Collect! uses its standard Text Editor.
The Data field will contain the
words "Email: {File Number}." This is the Debtor or Client
Number and is the same convention used when sending an
Email directly from a Debtor or Client.
The Email content will only be attached to the Letter Contact if
the Email was successfully sent to the mail server AND the
Letter Contact is marked 'Done'.
See Also
- How To Send Email In Collect!
- How to Add a Subject When Printing to Email
- Batch Processing Topics
- How To Use Contact Plans
- Print Batch Email in Scheduler
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