Send batch emails to deliver personalized emails and documents to a contact or group of contacts in NexJ CRM .

You can include multiple Microsoft Word, PDF, and CSV documents in batch emails. You can use tokens in merge fields to personalize documents and emails so that you do not need to create unique versions of each for individual recipients. Documents created outside of NexJ CRM containing merge fields are populated during batch processes or when they are associated with a contact.

For more information about using NexJ CRM merge fields in a Microsoft Word document, see Using merge fields

To send a batch email:

1. Navigate to the Contacts workspace.
2. In the contact list, select the contacts to email.
3. Click Actions above the contact list, then select Email.
   The Batch Email dialog opens.

4. [Optional] In the From drop-down, you can select your own email account or a group email account that you have access to.
   

   The Send from Group Mailbox permission enables you to send emails from a group email account.

5. In the Subject field, enter the email subject.

6. In the Body field, enter the text for your email.
   

   You can use the toolbar at the top of the Body field to format the text as rich text with styles such as bolding, italics, bullet points, and hyperlinks. You can also copy and paste formatted text into the field. You also can click the Image button   in the toolbar and upload images from your computer to use in email signatures. The images cannot exceed 2MB in size. The images must be in JPG, JPEG, or PNG format. To specify additional image settings, navigate to the Advanced tab. For example, you can specify the size of an image and its alignment.

7. [Optional] To insert a merge field into the Body field, click Merge Fields and select the required merge field from the list. For example, the ${firstName} merge field personalizes the email with the recipients' first names.

8. [Optional] To add your email signature, select Include Email Signature . To modify your email signature, click Manage Email Signature .
   

   You can create an email signature from the User Preferences dialog.

9. Adding attachments to emails overwrites the subject and body text that you may have entered in the Subject and Body fields. To specify attachments to include in the batch email:
   1. In the Files field, click the Select button . You can choose from the following options:
      1. Favorites > Manage Favorites
         Opens the Manage Favourite Documents dialog where you can select attachments.

      2. Select from Document Manager
         Opens the Select from Document Manager dialog where you can select attachments stored in the Document Manager.

      3. Select from Computer
         Opens the Select from Computer dialog where you can browse for attachments stored on your computer and select the required attachments.

   2. Select the document to include attachments for in the batch email.
      

      Selecting a document includes all of its attachments.

   3. Click OK.
      The dialog closes. In the Batch Email dialog, the document's description populates the Subject field and the document's notes populate the Body field.
10. [Optional] You can click on the Recipients tab to view message recipients. You can also search the list by first and last name. You can also click on the Add button and choose either of the following drop-down items:
    • Select individual recipients to open the Recipient Picker where you can add and remove recipients.
    • Select recipients from a list to open the Select List dialog where you can select a saved list that you previously created to add recipients.

    If you have selected a large number of recipients, you may receive a message stating that the Recipients tab is taking longer to load than expected and asking if you want to continue. Click Yes to continue.

11. In the Logging Options and Touches tab, select Create a journal entry for each recipient with personalized copies of the specified document to create a journal entry on the Activities tab for each selected contact. This checkbox is selected by default.
12. In the Log Item Description field, enter the name that you want to use for logging the record.
13. [Optional] By default, the Add Subject checkbox is selected and appends the subject of the email to the log item description. You can choose to clear the checkbox.
14. [Optional] You can select an item in the Priority drop-down to categorize the email record.
15. [Optional] You can choose to attach a related campaign, opportunity, product, or service request.
16. [Optional] In the Follow-ups tab, you can choose to add a follow-up activity by selecting the Add drop-down menu and selecting an option.
    Assigning a follow-up activity adds a task to the assignee's My Tasks tab in the Home workspace. The system creates one task for each recipient of the email. For example, assigning a follow-up activity for an email with three recipients creates three tasks. If logging is enabled, the task is also included list with one task for each recipient, and it will appear with the email log in each contact's journal.
17. [Optional] To preview the email before sending it to contacts, click Send a Draft Email to send the email to your email address. If there are merge fields in the email body and attachments, they are personalized using the information from one of the contacts.
    After you click Send a Draft Email , a message displays stating that you have sent an email to your email address. Click OK to continue.
18. To send the email to contacts, click Send Email .
    A confirmation dialog opens that summarizes of the number of attachments and contacts in the batch email.
19. Click Yes.
    The confirmation dialog closes.

The emails and attached documents are personalized and sent to the specified contacts. If an error occurs, an alarm dialog displays that tells you what caused the error and what to do next.

You can view the status of your completed batch email jobs by clicking the Options button in the navigation toolbar and selecting the Batch Processes menu command to open the Batch Processes dialog. You can also view the status of batch email jobs by clicking on the Reports button in the contacts panel, and selecting Batch Processes to open the Batch Processes dialog.

Related links

Managing documents
Merge fields
Creating an email signature

Merge fields

A merge field is an object that references a specific piece of information, such as a contact's first name. It is used in Microsoft Word and NexJ CRM to personalize documents and emails for several contacts at once. For example, if you want to send a letter to several contacts or leads that includes their addresses, a merge field can automatically populate the addresses from NexJ CRM 's database. A token name represents the code expression as the merge field placeholder in the document, signifying the location and content of the information that will be populated. Merge fields can be used in Microsoft Word, or PDF files.

Related links

Creating an email signature

Creating an email signature

You can create an email signature that you can use when sending batch emails to contacts and leads and when sending emails from the Document Manager.

To create an email signature:

1. In NexJ CRM , in the navigation toolbar, click the Options button and select User Preferences .
   The User Preferences dialog opens.
2. Select the Email Signature tab.

3. In the text field, create your email signature.
   

   You can click the Image button   in the toolbar and upload images from your computer to use in email signatures. The images cannot exceed 2MB in size. The images must be in JPG, JPEG, or PNG format. To specify additional image settings, navigate to the Advanced tab. For example, you can specify the size of an image and its alignment.

4. [Optional] To use this signature by default in your emails, ensure that the Include this signature in all outgoing emails checkbox is selected.
5. Click OK.

The email signature is available for use. You can include the email signature when you create a batch email.

Related links

Merge fields
Sending batch emails to contacts
Sending batch emails to leads