You can send mailshot emails to candidates and contacts from saved lists, e.g., to promote products or services. Using saved lists lets you save time as all recipients can be contacted at once.
When creating printed mailshots, you can choose the event of the mailshot as either to reflect day-to-day activity. In a target event, you can populate other records, e.g., a source candidate in order to ensure that the mailshot is geared to creating opportunities, e.g., new potential vacancies at an organisation.
You first choose candidate/contact saved list entries. Then, you can do the steps for validating saved list entries to ensure that a valid email address and Communicate method settings exist, Once completed, you do the steps for creating a mailshot email.
Choose Candidate/Contact Saved List Entries
You can select all or some entries in a saved list:
Go to Menu (Main), Reports & Lists, Saved lists. The Saved lists page appears.
Double-click a list of candidates or contacts. The Saved List detail page shows.
If you want to use all entries, observe that each of the entries is flagged.
To choose selected entries, click the Unflag all link from the Other action Context Menu Panel and select the Flag box for the relevant items.
Validating List Details
Validating list details, and then updating the records where applicable, ensures validation errors do not show when sending the email. Validating beforehand lets you save time creating emails.
Email Addresses - When you validate email addresses, a message box lists emails that are valid or invalid. If an email address does not exist on a record, or is written in the incorrect format (e.g. without the @ or . sign), it is deemed invalid.
📌 Note: You can also validate other communication data in addition to the email address, e.g., phone numbers, email, and address. However, when sending a mailshot, you are likely to validate the recipients work or home email address only.
Communicate method - When you validate the Communicate method, you are informed of entries where the Email Communicate method is not enabled for the Mailshot, or any other Communicate type that you want to use for a mass email. As part of the company's GDPR requirements, you may want to ensure that Email is enabled as the Communicate method for the Communicate type before sending the email. If Email is not enabled as the Communicate method for the Communicate type, do suitable next steps as required by your company's GDPR policies.
Validate Email Address (Communicate Data)
Click the Hamburger menu from the Other actions Context Menu Panel followed by the Validate communicate data link. The Validation of Information window shows.
For choosing a work email address, ensure that Work email address is selected in the Field to Validate list.
To validate on the home email address, choose Home email address from the Field To Validate list.
Click OK. The Validation of Information message box shows indicating the number of invalid and/or valid entries.
Click OK again to clear the message box.
When you click OK in the Validation of Information message box, the Flag box for invalid saved list entries is cleared, which lets you know the records that are invalid.
📌 Note:
For a candidate record, if no Communication Type setting is specified in the Communication page, the home email address is used for the validation.
For a contact record, if no Communication Type setting is specified in the Communication page, the work email address is used for the validation.
Validate the Communicate method
1. Click the Hamburger menu from the Other actions Context Menu Panel and then click the 'Validate communicate method' link. The Validate Communicate Method window shows.
2. Select Mailshot or any other relevant category for mass mailing from the Communicate type list.
3. Choose Email from the Communication method list.
4. Click OK. The Validation of Information message box shows with the validation data.
5. Click OK again.
When you click OK in the Validation of Information message box, the Flag box is cleared for invalid saved list entries, which lets you know the records that are invalid.
Creating a Mailshot Email
You enter form options in the email form and observe key settings.
Before you fill in the form, note that Candidates in list or Contacts in list is displayed in the To candidate field. This indicates that the email is sent to all candidates in the saved list. You do not need to enter individual names in To Candidate.
Enter Record Details:
You can enter record details in the blank record fields. The To Candidate field shows the text Candidates in list if you are sending them a mailshot. Similarly, the To Contact field shows the text Contacts in list if you are sending them a mailshot.
Enter the Candidate Name:
If blank, type in the name in the candidate field or use the Finder.
Enter the Vacancy Name:
Type in the name of the vacancy in the Vacancy field or use the Finder.
Enter the Contact Name:
If blank, type in the name of the contact in the Contact field, or use the Finder.
Enter the Organisation Name:
Type it in the Organisation field, or use the Finder.
Select Work or Private:
The Work or Private setting is the type of email address that you want to send the email to.
The private email address is used for non-work purposes. Select an option from the Work or Private list.
Choose Event type:
A mailshot is usually of the Email sent event type. If required, select another Event type from the Event type list.
Select Communicate type:
Select Mailshot or the relevant Communicate type option for en-masse emails from the Communicate type list.
Add To, Cc, and Bcc Recipients:
The To field shows (Candidates in list) or (Contacts in list) indicating that all people in the saved list are recipients. However, you can add other contact, candidate, or staff members, and/or other recipients with valid email addresses.
You can set these people as To, Cc, or Bcc recipients. For example, you can add your manager as a Cc recipient if you want them to have visibility of mailshot emails.
📌 Note: The contact or candidate names you add must match the names in the record fields.
To add other To recipients, click the To hyperlink:
The Additional To Recipients window shows.
Click Plus a pop-up window shows.
To add a contact, select Add contact and include their details using the finder.
To add a candidate, select Add candidate and include their details using the finder.
To add a member of staff, select Add staff and include their details using the finder.
To add another recipient with a valid email address, select Input address and include their details using the finder.
To include Cc recipients, follow the same first 2 steps above, clicking the Cc hyperlink.
To include Bcc recipients, follow the same first 2 steps above, clicking the Bcc hyperlink.
Enter a Subject: You should enter the title of the email in the Subject field so that the topic of the email is understood by the recipient.
Type in an Email Message:
Enter text in the box for the content of the email message. Using the editing options, you can also style the text for presentation.
Alternatively, you can create the mailshot text in Microsoft Word (using the Open In Full Editor) or Import an HTML file.
Attach a Document - Profile allows you to add documents from different sources, including candidate/contact records and your company network. This alleviates you from moving between screens on your PC and Profile. You can attach documents that you want to include in the mailshot, e.g., a survey form. Click the Attachments hyperlink. The Extra File Attachment window appears.
To select a document from the candidate record:
Select Candidate in Type of attachment.
Select a document below the drop-down list.
Click Plus and OK.
To select a document from the contact record:
Select Contact in Type of attachment.
Select a document below the drop-down list.
Click Plus and OK.
To select a document that is stored on your network:
Select Browse in Type of attachment.
Click the three dotted button to locate the file in your Windows folders.
Click Plus and OK.
Update a Task
By default, the Create task box is selected to ensure you follow up the email task on a date and time in the future. You are reminded to follow up on the next day by default, as indicated by the date in the Remind me on field. The time of the follow up is the same time in which you sent the email. When set, the email task is listed in the SMARTfeed widget labelled Tasks on your dashboard.
The Tasks widget includes the time, the email event, and contact or candidate name.
To set a reminder for today at a different time, do the following:
Enter today's date in the Remind me on field.
Enter a time in the At field. You can enter a time in the 24 or 12 hour format (appended with am or pm.)
To set a reminder for a different day, do the following:
Enter the date of a different day in the Remind me on field.
Enter a time in the At field. You can enter a time in the 24 or 12 hour format (appended with am or pm.)
Create the Email Message in MS-Word
You can create your email content in Word and use the rich styling capabilities of the editor for headings, paragraph styles, images, and tables. Using Word also lets you perform a spell-check.
📌 Note: If Full formatting is set on the message template, the Create with MS-Word hyperlink appears in the form allowing you to create the message text in Word. If Limited formatting is set, the Word formatting option is not available. For more details, see Add Properties to the Email Template.
Click the Open In Full Editor hyperlink. Word opens.
Create a Word document for the email message.
Choose the Save option and close the file. The document shows in the message box.
Select Import Html file
If your company prefers emails to be sent in HTML format, you can select Import Html. This option lets you add a "pre-created" HTML file to Profile that has wording and styling. Your email also appears with an eye-catching design of a web-based newsletter or mailshot.
1. Click Import Html file. A message shows indicating that the email message will be overwritten.
2. Click Yes in the displayed window.
3. Find the HTML file from a Windows folder location and click Open.
4. Double-click the HTML file. The message body displays the HTML styling of the file.
Sending the Email
Select Event type:
When emailing, Email sent is selected as the Event type.The email event is used for reporting purposes. The event is indicated in the Events page of the relevant records.
If required, select a different event type from the Event type list.
Specify Delivery receipt and Read receipt:
You can set Delivery receipt and Read receipt to confirm that the email has been sent to the recipient's mailbox and has been read.
This allows you to track your email communication on the recipient's side.
To receive confirmation that the email has been delivered, select the Delivery receipt box.
To receive confirmation that the email has been read, select the Read receipt box.
Save Email Copy:
When you select Save email copy, the original email is saved in the email event on the Events pages of the different records.
This allows you to view the email with any styling that you added.
📌 Note: You can view the email by selecting View email from the Other actions Context Menu Panel of the relevant event item.
Update Priority:
You can update the priority ranking of an email from the default setting of Normal to High or Low depending on the level of importance.
Select High or Low from the Email priority list.
Use the Spellcheck:
To ensure that impressions with the contact are positive, you should check the spelling of your email. This is particularly useful if you have altered the wording in the template.
You can perform a spellcheck for a message created in the form or through MS-Word.
Click the Spellcheck link in the Other actions Context Menu Panel. Perform a spell check.
If you have created the email message in MS-Word, the application loads. Add, change, or ignore specific text, or use suggested text from the spellchecker window. Misspelt or unrecognised words are displayed in the standard spell checker window. If the spelling in the Word document is correct, a message is displayed indicating that the spell check is done.
If you have created the email message on the form, perform a spell check in the Profile spell checker window. Note that if there are no spelling mistakes on the form, a message similar to the above is displayed.
Complete Final Steps
If you have already validated the email recipients for Communicate methods and email addresses, you can click Send. The email is then sent and no further validation is done on the mailshot email.
📌 Note: Clicking Next, however, lets you validate the email recipients for Communicate methods and email addresses.