Sending an Email From The Admin Portal
Before you can send an email (from the agent or from the admin), you need to make sure to enter the following information into the Integration module:
- SMTP Host + Port
- Sender Name (Usually something like DoNotReply)
- Sender Email Address (usually the same as the username used to log in)
- Username (usually an email address)
- Password
- Whether or not the system should use SSL to connect
The system uses one general email address to send all emails.
To input this information, click the 3 dots on the top right hand corner of the admin app then go to settings -> integration. The Email tab will be the first displayed.
Once you have entered those settings, you will be able to send emails using templates you've uploaded to the server (please reference the scripting article for more on this).
Simply click on search from the left menu -> perform a search for the records you would like to email -> right click any record.
From the menu that pops up, you will see the following options:
- Email Selected leads: this will only use the records you have selected
- Email all in search: this will use all records for emailing
Once you've clicked either option, you will get a pop up window with a few options. They are as follows:
- Script Template: Here you will select the script that the system will use to send the email. Note: The system will use the information attached to each record to fill in information like first name, last name and any custom fields you might have in the script itself.
- Send As Plain Text: This option will disable all HTML found in the script and will only send the emails as regular text
- Email Type: You have a couple of options here.
1) Send To Sales Rep - This is used for external sales reps. If selected you will need to map the email field of the sales rep from the "User Email Field" drop down (configured via "Specific Data" in the Admin Accounts module).
You will also have the option to select a lead source field. This is used to look for the external sales rep's username. Generally you'll want to select the SalesRep field if you are using the integrated scheduler.
2) Send To Customer - This will send the an email using the selected template to the customer. You need to select the field that contains the customers email from the "Lead Source Field" drop down.
3) Send Custom Email - This will allow you to manually specify what email address to send the email template to.
Once you've selected the appropriate settings, click the "Email" button and your email will be sent.
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