Temail - Using in Back Office

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Temail has been implemented throughout Wine Software Back Office and can be found on the toolbars of most screens within the sales & fulfillment menu with extended functionality on customer and subscriber datasheets.

Temail Dashboard

The Temail Dashboard provides a way to see and manage your email batches. You can view email batches by template, status, and date. Batches can be canceled or viewed.

To open the dashboard, go to the Sales & Fulfillment menu, select Temail Dashboard from the Activities section.

Actions

New: This will reset any field selections (filters) to their default value.

Edit: Select a batch and click Edit (or simply double click the batch) to see a list of recipients in the batch. This will open the Temail List Editor screen where you can see the recipient list.
Note: Double click a recipient to open their customer page. Then, view their Ticklers to see a history of emails sent.

Cancel Batch: Select a batch to be canceled and click Cancel Batch. This will update the batch status from Open to Canceled. No emails from the batch will be sent when the batch is canceled.
Note: You can re-activate a batch by selecting the canceled batch and clicking Cancel Batch again to toggle its status.

Print / Preview: Use to print or preview the selected batch.

Close: Closes the Dashboard.

Filter Selections

The following filters can be used to filter the batch view. Use these to narrow your search if you are looking for a specific template, batch status, or activity date range.

Template: Use the drop-down to select a template to view.

Status: Choose a status to view: Show All, Open, Closed, Cancelled. Email Date Fm / To: Select a date range to view batches for.

Sending Email

Sending email to your customers is straight forward.

The Send Email screen

We’ll begin with sending an email to a customer. Open the Customer screen and search for a customer to send to and click the Email button on the toolbar. The following screen will appear:

• 1. Choose a Template from the drop-down list.
  
• Note: Template choices may differ from screen to screen based on the Data Source defined in the Persona of the template.
  
  
• 2. Enter a Subject for this email – this will default to the subject that was entered into the template when it was created.
  
  
• 3. Enter Teaser Text – this will default to the teaser text that was entered in the template when it was created.
  
  
• 4. Send yourself a test email (optional) – This will send a test email to the Reply Email specified in the Persona of this template.
  
  
• 5. Send the email! – Submits the email to the Temail Job Processor.

Congratulations! You just sent your first email!

Send Email to a Group of Recipients

Sending email to a group of customers is just as easy as sending to one customer. The primary difference is where you go to select your customers. There are many ways to select a group of customers which we’ll address later in this document, but for now let’s keep it simple and use Bullseye.

We’ll email all customers who live in Texas. Start by opening Bullseye from Sales & Fulfillment menu.

• 1. Click New on the toolbar to clear any selections.
• 2. Check the Has Email check box so we only send to people who have an email on file.
• 3. Select Texas from the State field.

Note: Bullseye is a powerful tool that provides advanced customer selection criteria.

Click the Email button on the Bullseye toolbar. The Temail window will pop-up (same as previous example), but this time, you will notice at the bottom the screen, it shows the number of customers that matched the criteria of: Has Email and State=Texas.

As before, select your Template, Subject, and Teaser text. Then optionally send a test email and finally, click Send to Recipient(s).

Congratulations! You just sent your first group email!

Ways to Select Recipients

Select a Single Customer

• Customer Screen: Search for a customer, then click Email on the toolbar.
• Subscriber Screen: Search for a member, then click Email on the toolbar.
• Sales Order Entry: Open an order, then click Email on the toolbar.

Select a Group of Customers

• Datasheets: Datasheets are a great way to drill down to a specific group of customers or members. Both the Customer and Subscriber datasheets can be used to select a group of customers to send email to.

  To send a group email to a list of customers or members in a datasheet:

  1. Open the datasheet and filter to the group you want to send to (Search on "reports" in the Support Center documentation for more information on using datasheets).
     
     
  2. With the datasheet open, switch back to the Customer or Subscriber screen that you opened the datasheet from and click the Email button on the toolbar. You will be given a choice to send to the customer loaded on that screen, or to send a group email to customers listed in the datasheet.
     
     



• Subscriptions: You can send email to members of a specific Subscription from the subscription screen.

  1. Open the Subscription screen and search for the subscription you want to send email to.
     
     
  2. Click the Email button on the toolbar to send email to the active members (excludes inactive and suspended members).
     
     

  At the bottom of the Send Mail screen, two Member Filters will appear as shown:

  
  
  
  3. Choose a Fulfillment Type (All, Pickup, or Ship).
     
     
  4. Enter a projected credit card expiration date to send reminders to members whose card will soon expire. This filter is optional - leave blank to bypass this filter.
     
     

• Order Management Screens: Order Management Screens have an Email button on the toolbar. Simply select your batch(s) and click the Email button.

  • Order Management
  • Order Exceptions
  • Charge Credit Cards
  • Shipping
  • Pickups



• Bullseye: Bullseye is a great tool to select a group of customers or members based on advanced criteria and segmentation choices. (Search on “reports” in the Support Center documentation for more information on using Bullseye).

  1. Select your Bullseye Criteria.
     
     
  2. Click the Email button on the toolbar.

View Email Sent to a Specific Customer

There will be times you want to view emails sent to a specific customer. This can be done in either of two ways:

• Use Ticklers from the Customer or Subscriber screens
  From the Customer or Subscriber Screen, search for the customer, then click the Tickler toolbar button to see their email activity.
  
  
• Use the Temail Dashboard
  Open the Temail Dashboard and highlight a batch of emails. Then click Edit on the toolbar to get a recipient list. Double click any recipient to open their customer page and then click the Ticker toolbar button to see their email activity.