Defining Email Marketing Messages

The Marketing Email Message Maintenance screen allows you to save and reuse messages to be used on different marketing lists. Most of the functionality for this screen can be applied to marketing. However, the Available Columns button is not used in the marketing application. Prospect records have no order or activity records associated with them, and so as a result, only columns available in both the Marketing Prospect and Customer tables are used.

Email templates are defined based on the Org ID/Org Unit and are not shared across Org Units.

The Message Preview Text tab displays the sample email body for the selected event. Any columns used in the email body are replaced with the test data found in the Marketing Email Column table.

The system replaces only exact matches where brackets are used. If a typo or other error occurs, the system does not replace the value with the data shown as typed.

As of 7.4.1SP1, email message sent via MKT800 can be viewed in CRM360®. However, because the system displays the latest version of the email message template, if you modify an email message template that has already been sent out via MKT800, the CRM360 screen will display the updated email message template, as opposed to the email message template sent to the customer.

As of 7.5.0, you can also send out mass email with a promotional code. For more information, please see Automating Market Codes.

The Canadian Anti-Spam Law, which went into effect on July 1, 2014, states that if you are sending a commercial electronic message (CEM) to an electronic address, then you need to comply with the following three requirements: (1) obtain consent, (2) provide identification information, and (3) provide an unsubscribe mechanism.

(1) Consent can be explicit or implied. From the Canadian government site: Consent may be implied where CEMs are sent to members of an association, club or voluntary organization. When sending CEMs to your membership based on implied consent, you should ensure that you are only sending to members. "Membership" means the status of having been accepted as a member of a club, association or voluntary organization in accordance with its membership requirements.

Via implied consent, you can market to your Canadian members. To market to the Canadian non-members in your database, you will have to wipe out the past responses from your Canadian non-members and send them to the Communications Preferences control in Personify360 e-business to record their explicit consent. The preferences will need to be defaulted to be unchecked for Canadian non-members (the new Canadian law does not recognize pre-checked answers as consent).

(2) This is incumbent on each organization to properly identify themselves when sending out emails.

(3) Personify360 uses the Communications Preferences control to record opt out preference from promotions, subscriptions, or appearance in member directories.

To create a new email message:

1. From the Personify360 main toolbar, select Marketing & Communication > Email Messages.
The Marketing Email Message Maintenance search screen displays, as shown below.

2. Enter your search criteria in the corresponding fields and click Search.

3. Select a list from the results grid.
The Marketing Email Message Maintenance screen displays, as shown below.

4. Click Create New Marketing Email Message.
The Marketing Email Message Maintenance screen displays.

5. Enter the Email Message ID.
Enter the code in the first text box and the long name in the second text box.

6. Enter the Subject of the email.

7. If applicable, check the Active checkbox.

8. Select whether you want the email to be in HTML or Plain Text format.

9. Enter the body of the email.

10. To enter variables of text (text that will be replaced with a customer name or address, for example) click the Available Columns button.
The Generic Chooser displays.

11. Select the appropriate column name and click Select.

12. Click the Message Preview Text tab to preview the email, as shown below.

The variables populate to show you how the email will display to the receiver.

13. Click Save.

Screen Element	Description
Email Message ID	Text box. This is a free-form data entry field to allow you to enter in a new code for email messages. Enter the email message code ID in the first text box and the long name in the second text box.
Subject	Text box. The subject of the email. This subject displays for all recipients of the email.
Active	Checkbox. When checked, indicates the email is active. Only active emails can be sent.
HTML	Radio button. When selected, the Design Window displays the HTML text editor tools, which are used to format the text similar to Microsoft Word. Some benefits of HTML includes the ability to emphasize text, use block quotations, and use diagrams or mathematical formulas. The problems with using HTML include compatibility issues, privacy attacks, increased spam, and large message sizes.
Plain Text	Radio button. When selected, the Code Window displays, which you can use to enter the body in unformatted plain text. Even though this method is unformatted, it can be used without very much processing readable by simple computer tools, such as line printing text commands in Windows DOS window type.
Available Columns	Button. This displays a list of column names. These are provided to allow associations to personalize an automated email. When selected, the column name is placed at the last cursor location in the body of the email. When the Message Preview Text tab is selected, any columns used in the email body are replaced with the test data found in the Marketing Email Column table. The system replaces only exact matches where the brackets are used. In the event of a typographical or other error, the system does not replace the value with the data shown as typed.
Check Spelling	Button. When clicked, a spell checking utility opens for the email subject and body. This button is only available when Plain Text is selected. When HTML is selected, the text is spell checked automatically.