The Regular Mailing Send Menu (Templatecomm Menu) displays a list of scheduled communications. From this menu you can:
- Select several different processes to be performed with the selected mailing.
- View the information regarding the mailing.
- Create a new mailing.
The Templatecomm menu is navigated to from the CRM home page. The link is within the Communications Processes section under Regular Mailings.
- WHEN: Create a mailing or list or Send. Clicking on this link will open the Templatecomm menu.
The Template Communications filter can be used to reduce the number of items on the menu. The templates can be filtered up to three ways: sent date, content title and audience. You can enter one field or all of the fields.
- (To Be) Sent Date. The Date From and Date To fields are used to select the dates that the communication was sent. Use the mm/dd/yyyy (ex. 12/05/2004).
- Content Name. Enter the content title in this field.
- Audience. Enter the name of audience in this field.
- Using Wild Cards. The "%" is the wild card used for the regular mailing send title filter. For example, we want to search for regular mailing sends that include Seniors. Enter "%Senior%" in the regular mailing send filter. Then click on FIND. The result will be all of the titles that have the word "Senior".
Note: The search is case sensitive. In other words, if the entry was "%senior%", it would only show those regular mailing send titles with "senior" all in lower case. In most cases the title is in small caps.
The following are the information blocks on the Templatecomm menu.
- ID. This is the record number for the Templatecomm record.
- Date Sent (or to be). This is the date that the communication was, or is to be, sent. Communications to be sent will have "TB" preceding the date.
- Regular Mailing. This is the title of the Content. The Content record ID is in parentheses.
Note: Red text indicates tasks to be completed before the mailing is sent. See Content Form.
- Audience. This is the name of the audience selected for the mailing. The audience record ID is in parentheses.
- Comm Type. This is the type of communication (mail or e-mail)
The Add Record link is used to open the Templatecomm Send form. This form is used to schedule a new communication.
Note: See Regular Mailing Send Form.
The View link is used to view the information related to a communication. This link is available for sent records and also To Be sent records. Clicking on this link will open a window with the following information:
- ID. This the communication record number.
- Regular Mailing. This is the title for the content record. The content record ID number is in parentheses.
- Audience ID. This is the title for the audience. The audience record number is in parentheses.
- Date To Be Sent. This is the date the communication is to be sent.
- Date Sent. This is the date the communication was sent.
Note: See Edit Recipients.
- Desired Response. This is the desired response from the communication record.
- Comm Type. This is the communication type, mail or email.
- Is Except Already Received. This displays if the Exclude Already Received was selected to Yes (Y) or No (N) in the communication record.
- Date Received Since. This displays the date that will exclude any recipients that have received this communication since this date.
- Exclude International. This displays if international addresses are excluded from the mailing.
- Count Sent. This displays the number of communications sent for this record.
- Effective Dates. This lists the start and end date for the communication record.
- Created By - Date. This lists the creators ID number and the date the communication record was created.
- Modified By - Date. This lists the creators ID number and the date the communication record was last modified.
The following are links that are displayed on the opened window:
- Edit Recipients. This link opens the Recipient List menu.
Note: See Recipient List Menu
- Template Comm Menu. This link returns to the Regular Mail Send menu page.
- Contact Management Home. This link opens the CMR Home page.
The Resend link is used to reproduce the Excel mail merge spreadsheet. This link is only available on the sent communication records. Clicking on this link will open the Excel mail merge spreadsheet for this communication record. This mail merge spreadsheet will be used by the mail department for the mailing.
The Clone link is used to reschedule the mailing. This link is only available on the sent communication records. Clicking on this link will open the Regular Mail Send form for this communication record. The dates can be changed to reschedule the mailing.
Note: See Regular Mailing Send form.
The Update link is used to edit the schedule information for a communication. This link is only available on the To Be sent communication records. Clicking on this link will open the Regular Mail Send form for this communication record.
Note: See Regular Mailing Send form.
The Send link is used to produce the Excel mail merge spread sheet that is used to send the communication and log the recipients. This link is only available on the To Be sent communication records. Clicking on this link will open the Templatecomm Send page. This page validates the SQL entered into the Content record for pulling fields. If the SQL is not valid, then you will need to return to the content screen to re-enter the SQL. This page displays the following:
- ID. This the communication record number.
- Regular Mailing. This is the title for the content record. The content record ID number is in parentheses.
- Audience ID. This is the title for the audience. The audience record number is in parentheses.
- Date To Be Sent. This is the date the communication is to be sent.
- Goal. This displays the goal for the communication. This goal is used to benchmark the effectiveness of the communication.
- Desired Response. This is the desired response from the communication record.
- Comm Type. This is the communication type, mail or email.
- Is Except Already Received. This displays if the Exclude Already Received was selected to Yes (Y) or No (N) in the communication record.
- Date Received Since. This displays the date that will exclude any recipients that have received this communication since this date.
- Exclude International. This displays if international addresses are excluded from the mailing.
- Count Sent. This displays the number of communications sent for this record. Normally this will be 0.
- Effective Dates. This lists the start and end date for the communication record.
- Created By - Date. This lists the creators ID number and the date the communication record was created.
- Modified By - Date. This lists the creators ID number and the date the communication record was last modified.
- Your SQL- Content is Valid. This will display if the Content SQL statement is valid.
Note: SQL-Content is a link that will open the Content form for this communication. Changes can be made to the SQL statement on this form.
- Count for "Title of Communication Record". This will display the number of recipients for this communication.
Note: To adjust the count number, go back to the Audience menu and add or take away criteria from the audience filters (WHERE Snippets).
- Date Sent. Entering in a date in this field will override the send date.
- Send Button. Click this button to continue the send process. The database will log a recipient row for each member of the audience group. The mailing list is then assembled from this log.
Attention: Clicking on the Send button is the last step to send the regular mailing. Once the button is clicked the mailing is processed.
The Purge link will delete the communication scheduling information from the database. This link is only available on the To Be sent communication records.
Attention: This action cannot be undone.