Send Email

From the Send Email page, you can create, preview and send email. Additionally, you can view a Prospect's notes. After sending an email, you can change a prospect's status and delete open actions. Click the following links for more information.

Create and Send an Email

Turn on Read Receipt

Schedule an Email for Future Delivery

Change Status and Delete Open Actions

Create and Send an Email

Open the Prospect Details record for the individual to whom you want to send an email.
Click Send Email.
Type a message in the text box.

Important Notes:

The prospect's email address and other information is already included in the email form.
Use merge codes to improve accuracy and reduce typing.

Note: Merge codes do not work when sending email from a pager.

Use templates by selecting a template from the Template list.
Do Not copy images and text from web pages and paste them in the text window. Formatting can be lost, extra characters added or images display incorrectly.

Click Send Email.

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Turn On Read Receipt

Read Receipt allows you to track whether or not the recipient of your email has read your message. Read Receipt is available for manual emails only. You cannot receive read receipts for automated or broadcast emails.

To turn on Read Receipt in a manual email:

From the Send Email window, create a new email from scratch or with a template.
Select the check box Turn on Read Receipt (HTML Email).

Important Notes:

Read Receipt notifications contain the date and time the recipient opened the message.
You must send your manual emails using HTML to receive Read Receipt notifications.
The recipient must open your message and view the images in it for a notification to be sent back to you in Web Control.
You can turn on Read Receipt for all manual emails by selecting On for the Read Receipt setting in User Defined Settings.

Schedule an Email for Future Delivery

When you create an email to an individual prospect, you can send it immediately as previously described or schedule it to be sent at a later time as an automated email.

To schedule and send an email for future delivery:

From the Send Email window, create a new email from scratch or with a template.
Select the check box for Schedule This Email.
Type the date you want to send the message, or click the Calendar icon to select the day you want to send the message.
Click Send. When the scheduled day arrives, the message will be sent to the prospect.

Important Notes:

When you create and send an email message using this method, it counts as an Automated Email in Web Control reports.
The email is only scheduled for future delivery if you select the Schedule for future automated delivery check box. Otherwise, when you click send, the message is sent immediately as normal.

To modify the delivery date or delete an email scheduled for future delivery:

Open the Prospect Details record of the person whose email you want to modify or delete.
Click the Actions tab.
In the Pending Automated Emails section, locate the email message you want to change.

To modify the delivery date of the message, click the Calendar icon, and select a new date.
To delete the message, select the check box next the message, and click Delete Emails.

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Preview an Email

Preview the final version of your email to verify content before sending it. This is particularly helpful if you use merge codes or a template.

Click the Preview Email link at the top of the Send Email window.
Scroll through the message to review the content before sending.

View Notes

Access notes on the prospect's record from the Send Email window.

Click the View Notes link at the top of the Send Email window.
Click the arrow next to each note to see more information.

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Change Status and Delete Open Actions

After the email is sent, you can change the prospect's status and delete any open actions that are no longer applicable.

From the Status list, select a new status and click Finish.
Select the actions you want to delete and click Continue.

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Revised: April 2010