Mass Mailing

The Mass Mailing Utility allows you to create and send product offers, newsletters, surveys, and other items. This information is based upon a list of addresses, and you do not need to have a case associated with the addresses. You can create any number of named lists and save them; each list is identified by a Mass Mailing ID.

To view a list of current mass mailings:   

• On the Application Function Bar, select Utilities > Fulfillment Utilities > Mass Mailing. The Mass Mailing List view displays.

From the Mass Mailing List view, you have the following options:

• Double-click an existing mass mailing in the list to edit and maintain your mass mailing definitions.

• Click the New Mass Mailing button to create a new blank mass mailing definition.

• Click the Copy Mass Mailing button to create a new mass mailing using the original mass mailing as a template.

• Select one or more rows and click the Delete button to delete the definition and list entry. A warning message will display. Type DELETE and click the Delete button. All the options and saved address lists will be deleted. Any cases created or updated prior to this are not affected. When running a favorite that references a deleted definition, an error message displays.

Saving as a Favorite

You can save a mass mailing as a favorite to allow a schedule to be created for the mass mailing. This favorite behaves slightly different than report favorites. When creating the favorite, you are given two choices: Process Mass Mailing or Build Address List. You must choose one of the two before continuing. Once chosen, you can save the favorite the same way as creating any favorite. For details abotu favorites, see Favorites Overview. Opening a favorite is the equivalent of selecting the Mass Mailing from the Utilities menu as it will use the values as they are currently stored on the definition, not what they were stored when the favorite was created.

Process Mass Mailing

When running a Process Mass Mailing favorite from the Event Requestor, it will execute the creation of the Mass Mailing result (send email or print letter). The favorite uses the current settings as they are defined on the Mass Mailing utility, not how they were defined when the favorite was created. The current Processing options are run against the current list of addresses. The effect is the same as if you had opened the Mass Mailing utility and clicked the Process Mass Mailing button.

Build Address List

When running the Build Address List favorite from the Event Requestor, it rebuilds the list of addresses that are to be processed. This rebuilds the list based on the current settings (filters, sampling) as defined on the Mass Mailing definition, not how they were defined when the favorite was created. The list is recreated, and any addresses marked as disabled are now enabled if included in the updated list. Once rebuilt, the list of addresses created by the favorite is the list of address shown in the build list if the utility is accessed.

The exception to the rebuild is that if the Build List is Locked, then the list of addresses will not be rebuilt. The list as it was last saved on the Mass Mailing will be used.

If you are rebuilding the address list you need to schedule the favorite for the rebuild such that it will finish rebuilding prior to scheduling the Process favorite. If the Process favorite executes prior to the Build favorite, then the Process will use the address list from the last build not an updated list.

Creating a New Mass Mailing List

1. From the Mass Mailing List view, click the New Mass Mailing button. The Settings for New Mass Mailing page will display.

2. Enter a Mass Mailing ID, Description, and Criteria Notes in their respective fields. For a description of the available fields, see Mass Mailing Settings and Options. Then, click the Save button to save your settings.

3. Select Processing Options tab and choose settings to customize your mass mailing.

4. Select Case Update Options tab and choose settings to customize your mass mailing.

5. Select the Filter List tab. Then, click the New Filter List button, and create at least one filter.

6. Click the Save button.

7. Click the Process Mass Mailing button to build your mass mailing list. This process can be run any number of times with different options to “Add To” or “Remove From” the list of Cases and Addresses.

If you click the Process Mass Mailing button before clicking the Save button, your settings will not be applied. Although you will not lose your settings, you must click the Save button prior to processing your mass mailing.

Case Update Options: Create Case

If the Mass Mailing is set up to create a case, the following fields default to the specified values unless they are overridden in the set values section (Category, Category ID, and Code fields):

• Company ID defaults to the ID used to create and process the mass mailing.

• Case ID defaults to the next sequential case ID available in Emplifi Agent.

• Initial and Responsible User ID defaults to the User ID running the mass mailing.

• Address ID defaults to the address ID being processed in the mass mailing. This field cannot be overridden.

• Case Status defaults to “O”.

• Received date defaults to the date the mass mailing is being processed.

• Issue Sequence defaults to “1”.

• Assigned To user ID defaults to the User ID running the mass mailing.

• Issue Status defaults to “O”.

In addition, if Emplifi Agent is configured to use default values on a new case, those values will default on a case created by the Mass Mailing Utility.