Differences

This shows you the differences between two versions of the page.

--- ug10-3 [2014/05/27 09:34] – barbara
+++ ug10-3 [2022/06/03 12:37] (current) – Shelley Hunter
@@ Line 1: / Line 1: @@
-====== How to do a mail shot ======
+====== How to do a mail shot / mail merge ======
-**Note:** Consultants should have permission to Mail Merge set (Maintenance -> Users)\\
-  - Select the records you wish to send the mail shot to:
-    - Open the Company Selector if you are mailing Company People; in the Company Selector you must make sure the Person radio button is selected then make a selection of people before starting a Mail Merge.
-    - Open the Person Selector if you are emailing Candidates.\\ \\ <color red>If you are using a version prior to 2.2.9.9, all the records in the selection will be included not just those highlighted</color>. To mail only selected contacts in versions prior to 2.2.9.9, highlight them and save as a stored selection. Retrieve the stored selection then continue.\\ \\
-  - Select the Mail Merge tab.\\ The Combo box will show the Logged in User and the table will show the list of saved merge documents that belong to the User.  If you need to use a document linked to another User or Department, select them from the Combo box.\\ \\
-  - Select the document to be used and click **open**.\\ If you need to make a New Mail Merge document click **New**. A list of letter templates is offered on which to base the mail merge or you can start from a blank document.\\ You will be asked to confirm who the signatory for the Mail Merge is.\\ \\
-  - Word is opened within IQX.\\ Edit the fields and text as required.\\ Standard fields such as Name, Address, Salutation, Users Name can be inserted through **File, Insert**.  They will appear as the data for the first selected recipient. Use the video buttons to step through the letters to check them. The Number will show which letter you are on.\\ \\
-  - Send the mail merge.
-    - If E-mail or Fax is to be enabled (used if the recipient has an email or fax address), click on the button and complete the subject line. When you click print, those enabled will be sent by the method selected; those without an email or fax will be printed on paper. (From version 2.2.9.15 if Enable Email is used and there are records without email addresses, a line appears with radio buttons for print to Email for All, only with or without Address.)
-    - If Contact Event is enabled (depending on your settings then contact events can be set to be made automatically when doing a mailmerge or optionally or not at all) either by default or by using the CONTACT EVENT button to enable it, a contact event will be recorded against each recipient of the mail merge.
-    - The letters can be sent all at the same time, one by one, or from the selected letter to the end so individual tailoring can be made.
-    - It is not necessary to save the merged document when you close the form unless it will be used again in the future.\\ \\
-  - If you have not automatically logged a contact event against the recipients of the mail merge, you will need to do this after it has gone.  Note that this will not obey the options that you may have selected for highlighted or subscribed only and will log against each record in the selection. Back at the Mail Merge Tab use the **Contact Event** button can be used to add a contact event to each person on the current selection (this method can also be used for other bulk communication, not just for mailmerges).\\ The contact event does not save a copy of the merged letter against each person, but can say which template was used on which date.\\ \\
-  - **Link to Applicant**. It is possible to attach the CV of one candidate to multiple client recipients, as in sending out speculative CVs. Use the Link to Candidate button to select the relevant candidate.\\ When enabling email for the send out of the mail merge, tick the CV(s) box to attach the candidate's CV to each letter.\\ When Contact Events is used each will also be linked to the Candidate. Letter text is saved in the contact event letter text tab.
+There are version differences - these are highlighted **<color red>NB version details</color>**
+Consultants need to have permission to Mail Merge set (Maintenance> Users).
+. Select the records you wish to send the mail shot to.\\
+  * Open the Contacts Selector if you are mailing Company People; in the Company Selector you must click the Company People radio button and make a selection of people before starting a Mail Merge.
+  * Open the Person Selector if you are mailing Candidates.
+\\ Highlight any contacts you want to filter. In the below example I have highlighted one that I do not want to include in the mailer.
+{{ ::mail_merge.png?nolink |}}
+**<color red>NB if you are using a version prior to 2.2.9.9</color>** then you will then have to highlight and save the records that you want to send the mailer to into a stored selection, retrieve that stored selection and then continue. **<color red>For versions 2.2.9.9 and after</color>** you can continue without saving the selection, just keeping those you wish to filter highlighted on the selector.
+. Select the Mail Merge Tab.\\
+The Combo box will show the Logged in User and the table will show the list of saved merge documents that belong to that User.  If you need to use a document linked to another User or Department select them from the Combo box.
+{{:mail_merge_table.jpg|}}
+.	Select the document to be used:
+  * Select existing document from the list in the table and click OPEN.
+OR
+  * To make a New Mail Merge document click NEW.  A list of letter templates is offered on which to base the mail merge or you can start from a blank document.
+You will be asked to confirm who the signatory for the Mail Merge is.
+.	**<color red>NB. If using version 2.2.9.9 or above:</color>** if some records have been highlighted, you will then get a box asking you to select which records you wish to send the mail to – All, Only Highlighted or All Except Highlighted.
+{{:mail_merge_filter.jpg|}}
+.	**<color red>NB. If using version 2.2.10.1 or above:</color>** this box will also ask you to filter by marketing question – which records do you wish to send the mail to – contacts that are Subscribed to marketing, Unsubscribed to marketing or ALL.  See [[ug10-11|Unsubscribing a contact from marketing]]
+{{:mail_merge_filter_2.jpg|}}
+. The document is opened.\\
+Edit the document as required. \\
+Further database fields can be inserted through File, Insert Fields. They must correspond to fields relevant to where the mail is being created (eg. progress fields will only be populated when the mail merge is created from the progress screen etc.). Inserted fields will appear as the data for the first selected recipient.
+Use the video buttons to step through the letters to check for each recipient. The number will show which letter you are on.
+{{:mail_merge_insert_fields.jpg|}}
+. Send the mailer. \\
+If you are just printing letters to send then you can skip a and b and go straight to c.
+  * a) To send by E-mail click on the Enable E-mail button and complete the subject line and other details in the box.
+{{:mail_merge_by_email.jpg|}}
+**<color red>NB Versions up to 2.2.9.13 only:</color>** When you click print, those enabled will be sent by the method selected; those without an email or fax address will be printed on paper. When creating your selection it is worth to include 'has email address' in the search criteria.
+**<color red>NB Versions 2.2.9.13 onwards:</color>** if there are any records without an email address it will show how many records do not have an email address and a radio button for options - merge for all, only with email address or only without email address.  If ALL or without email address are selected then those without email address will be printed.
+{{:records_without_email_address.jpg|}}
+  * b) Once you have completed the email details click ok.
+  * c) The letters can now be sent by the selected method using the PRINT buttons – this will then send by email or fax if you have enabled them or straight to printer if you have not.  The options are
+  * PRINT ALL - will send all letters.
+  * PRINT THIS ONE button – means you can send just one at a time and allow you to make further individual tailoring to the letters.
+  * PRINT TO END – will print from the current one you are viewing to the last one.
+  * d) It is not necessary to save the merged document when you close the form unless it will be used again in the future.
+. Contact events.\\
+There are three options for whether contact events are made when doing a mail merge to contacts. This is set up by your agency according to requirements. See [[faq10-00| How to create a contact event from a Mail Merge.]]
+.Link to Applicant.\\ It is possible to attach the CV of one candidate to multiple client recipients, as in sending out speculative CVs. Use the Link to Candidate button to select the candidate.\\
+\\
+When enabling the send out of the mailmerge by email tick the CV(s) box to attach the candidate’s CV to each letter.\\
+\\
+When Contact Events is used each will also be linked to the Candidate. The Candidate will show in the Linked Column on the list of Contact Events in the Company record\\
+\\
+\\ Version 2.21.11+ to ensure users are searching correctly and only sending targeted mail merges by text or email it is possible to limit the number of emails/texts that can be sent in a single mail merge.  If a user tries to send a mail merge or bulk text to more people than specified here they will get a message stating they have exceeded the limit.  <ifauth @technical> To set a limit on the number of emails/texts that can be sent in a single mailshot please go to Maintenance>General Settings and set the group to Email/Telephony and then in the search box search for ‘430’. This will bring up a setting ‘Maximum number of SMS/Email’. In the value column set the desired number and save and close. </ifauth> \\
+\\
 <note warning>It has come to our attention that some problems have been experienced when the User tries to run a mail merge from within the candidate selector or client contact selector screens within IQX.
-Whilst the mail merge is running, if the User attempts to send any emails within Microsoft Outlook, there is a great risk that the email(s) might be hijacked by Microsoft Outlook resulting in sending these emails to one or many of the recipient’s addresses on the mail merge list.
+Whilst the mail merge is running, if the User attempts to send any emails within Microsoft Outlook, there is a risk that the email(s) might be hijacked by Microsoft Outlook resulting in sending these emails to one or many of the recipient’s addresses on the mail merge list.
 The error is not simply limited to emails, as a User working in Microsoft Word with a document, can find it too has been hijacked by Microsoft Outlook when sending out an attachment to an email.
@@ Line 27: / Line 84: @@
 </note>
-\\ See also [[faq10-00|Automatic Contact Events from Mail Merges]]
+\\ See also [[faq10-00|How to create a Contact Event from Mail Merges]]
 \\ Back to [[http://www.iqxusers.co.uk/iqxhelp/doku.php?id=1_online_user_guide|Online Users Guide]]
 \\ Back to [[UG10-00]]