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Working with Emails in RevenueGrid

Sending out emails as automated business communication steps is an essential feature offered by RevenueGrid platform. Step-by-step mass emailing is implemented as campaign Sequence step type “Email”.

Most emailing campaigns consist of 2 - 5 Steps; each consequent Step is triggered after a specified time interval passes; if a prospect’s reply is received, the sequence is paused for this prospect and RevenueGrid signals about the reply and awaits user reaction.

Note

When a prospect’s response to a Sequence step email is received, the Sequence is automatically paused for this prospect, until an RG user replies to the response, finishing the Sequence or switching to another Sequence.

Each email within a sequence can be sent out fully automatically or with RG user involvement, for text checking or email personalization. Any email step can be preceded or followed by a step of another type, e.g. a video-call involving a live demo, an SMS reminder, LinkedIn contact, or another communication step.

Tip

If you see that a scheduled automated email was not sent when you expected, check the actual sending Limits, check whether the values all merge fields contained in the email’s subject and body were successfully retrieved, and whether the set wait interval has passed after the previous Sequence step.

 

To start an automated emailing campaign:

1. Create a corresponding Sequence and an Email type Step within it

 

2. Fill in the details in the New automatic email dialog

>>> Click to see a screenshot <<<

    2.1. Select email Type:

    - a New thread of communication initiated as a new email

or

    - a Reply to an existing thread, quoting previous emails

    2.2. Select a pre-set email Template to be used: look it up by its name in the corresponding field. Selected template will be inserted into the mass email’s body. Alternatively, you can copy-paste a relevant email template from an external source (plain text, rendered HTML, or HTML code).

    2.3. Type Subject to be used for the mass email

Note that merge fields ( {{ }} ), both Salesforce and RevenueGrid-specific, can also be used in the Subject field.

    2.4. Modify a chosen Template or write the mass email’s body from scratch:

    - Make use of the standard formatting tools located above the body field to format the text

      - Customize the email’s text in any way you need with standard HTML code: insert images or videos, graphs, bulleted lists, tables, implement special text effects and layout. You can also create an email’s design in your preferred HTML editor and copy-paste it into this field

    - Add URLs into the message and define how the URLs will be displayed and opened

>>> Click to see a screenshot <<<

 

    - While working on the email’s body, you can preview how it will look for the prospect(s) by clicking the (Preview) icon on the right-hand side of the text formatting toolbar.

    - Use the icon {{ }} (insert merge fields) to auto-insert personalized data into a mass email. Refer to this article for more information.

Commonly used merge fields examples: Lead/Contact Salutation, Full name and Company name, RG Sequence starter’s (Owner’s) name and RG email signature, sequence unsubscribe link, etc.

Important

On processing an email Step, RevenueGrid checks whether all its merge fields can be filled (that is, a corresponding value can be retrieved from Salesforce or RG). If a merge field cannot be filled, the automated email containing it will not be sent, instead it will be moved to RG Planner‘s Tasks (To-dos) folder.

    2.5. If you want to review and/or modify every automated email sent out on this step to the prospects, select the Review email before sending checkbox under the email’s body; then its dispatching will not be completely automatic but will require RG user’s confirmation on sending.

 

3. If needed, insert the pre-set unsubscribe link section into the email so the prospects will be able to get unsubscribed from the campaign if they are not interested. The unsubscribe links are auto-generated by the platform for every Sequence, all you need to include it into an email is configure the unsubscribe section in RG settings (see the above link) and insert the merge field {{UnsubscribeText}} into a Sequence step’s body.

 

4. Click the Add step button in the bottom right corner; the Step will be added to your campaign Sequence.

Tip

If you made important changes in the RG template that you used for this step and you want to keep them or if you want to save a custom written message as a new RG template, click the button next to Add step. This way you can either save the changes in the used template or save the message as a new template:

>>> Click to see a screenshot <<<