Mail Campaigns

What is it and what is it for?

Instead of writing and sending an email to each customer one by one, this feature lets you draft a single message (subject, rich-text body and attachments) and send it at once to every Customer that matches the filters you pick. AdmCloud only considers active Customers with a registered email address; everyone else is skipped automatically.

The send doesn't happen instantly from your browser: AdmCloud queues it and works through the recipients one by one in the background, so it doesn't lock you out of your session while a large list is processing. You can follow the send's progress from the Processes screen, which AdmCloud takes you to automatically right after you confirm the send.

Every campaign you send is kept on record, with its recipient list and, for each recipient, their own open and click history, so you can measure how effective the send was.

How to use it, step by step

1. Open "New" from the Mail Campaigns list. The main list only shows campaigns that have already been sent (date, tag, and the filters used); it's read-only and doesn't let you create or edit campaigns directly from there.
2. Choose who the email goes to, combining one or more of these filters (all are optional; if you don't set any, the email goes to every active Customer with a registered email address):
   • Tag: sends only to Customers who have that tag assigned.
   • Customer Class, Item Class (automatically includes its subclasses), Sales Territory and Sales Rep: sends only to Customers whose card has that same value assigned.
3. Enter the Message Title (subject) and the email body in the rich-text editor.
4. Attach files if you need to, using the upload-file button (for example, a PDF catalog or a promotional image).
5. Click "Send E-mails" and confirm. AdmCloud queues the send and takes you to the Processes screen, where you can see how many emails have gone out and when it finishes.
6. Review the result by opening the already-sent campaign from the list: you'll see the message that was sent and the list of addresses it reached. From each Customer's Activities tab you can also open the "View statistics" link for that particular email, to see whether it was opened, how many times, and which links were clicked.

Main capabilities

• Send a single email, with subject, rich-text body and attachments, to a filtered group of active Customers with a registered email address.
• Filter recipients by tag, customer class, item class (with subclasses), sales territory and sales rep, combining several filters at once.
• Process the send in the background, without locking your session, with progress tracking from Processes.
• Review, for every campaign already sent, the full message and the list of addresses it was sent to.
• See, for each individual email sent, how many times it was opened, its delivery status, and the detail of every link clicked (approximate location, URL, IP address and browser/device used).

Key fields

Validations when sending

• The Message Title (subject) is required.
• The Mail Body is required. You can't send an empty email.
• At least one active Customer, with a registered email address, must match the chosen filters. If no Customer matches, the send doesn't go through and the Process is marked with an error.
• Your company's name must be configured, since it's used as the sender name on every email that's sent.
• Emails are always sent one at a time (each recipient only sees their own address, not anyone else's); this feature has no CC or BCC option.

Tracking sent emails

Every individual email that goes out from a campaign is logged as an Activity on the Customer who received it. From that Customer's Activities tab you can open the View statistics link for that specific email to check:

• Who sent it and which address it was delivered to.
• How many times the email was opened.
• Its delivery status (for example, delivered, rejected, marked as spam).
• The detail of every click recorded on a link in the email: approximate location, URL, IP address and the browser/device used.

Availability, permissions and conditions

• This feature requires the CRM module: it's available on the Premium Plus CRM plan, or on the Enterprise plan with the add-on CRM module active. If your plan doesn't include CRM, the screen shows a "not available on this edition" message.
• Access is controlled with the "Mail Campaigns" permission, with separate levels for browsing and adding (sending).
• Only Customers marked as active and with a registered email address on their card ever receive the send; inactive Customers or ones without an email are never included, even if they match every other filter.
• The campaign list and detail are read-only: campaigns that have already been sent can't be edited or deleted.

Tips and common mistakes