AccountManager Emails

Emails can be created and sent from within the AccountManager database.  Depending on the methods utilized, your emails can be saved in AccountManager as linked documents to the contacts you corresponded with.  These linked documents are then accessible to anyone with access to that particular contact, and can be treated as activities to be followed up on.

AccountManager provides three types of Email options:  Email, Form Email, and Broadcast Email.  Each type is useful for different purposes, with examples and instructions as follows:

Creating Emails

Standard emails may be used for a variety of purposes.  Composing and sending from within the AccountManager database allows you to link the email to a particular contact or even an existing Opportunity.  It also makes the information available to other AccountManager users.

1. Open the AccountManager database, and go to any Contacts view.

2. Select the contact you wish to email, click the “Email” action button, and then the “Email” choice under that.  (Note: you could also follow these same steps from inside a contact profile).

3. A new Email document will open.

• The Email area will be pre-populated with the contact’s email address and first name, and your email signature (as entered on your AccountManager user profile).
• The Activity area will be pre-populated with a Follow-Up Date, and your name as the “Scheduled For” and “Scheduled By” person.

4. Enter a Subject for the email, and compose the body.  You may also cc: or bcc: other individuals (though this email will only be linked to the contact you started with).

5. If future follow-up action will be required on this email, fill out the Activity area with the follow-up date and person(s) the action is “Scheduled for”.  You can also specify a specific principal, if appropriate, and enter some comments.  If no follow-up action will be needed, change the status to “Closed”.  (Note:  The recipients of this email will not see any of the information from the Activity area).

6. Send the email by clicking the “Send” button.  This will also populate the “Date Sent” field for future reference.  The email will appear under the linked contact in Contact views, and also in the embedded view of the contact profile when open.

[Emails Screenshot 1]

Creating Form Emails

Form Emails are useful for sending the same email to multiple contacts at once, but as individual emails addressed to each specific contact (such as follow-up to a tradeshow visit, or pricing/product updates).  Additionally, you may wish to use Form Emails for communications you find you send repeatedly (such as general information requests or electronic versions of your line card).

7. Open the AccountManager database and go to any Contacts view.

8. Select the contact(s) you wish to email, click the “Email” action button, and then the “Form Email” choice under that.  (Note:  you could also follow these same steps from inside a contact profile).

9. Select the Form Email Template you wish to use from the picklist.  (For more information on creating Form Email Templates, see “Correspondence” Help).

10. A new email based on that template will be created under each contact you selected, but the email(s) will not have been sent yet.

• The Email area will be pre-populated with the contact’s email address and first name, the body of the email template, and your email signature (as entered on your AccountManager user profile).
• The Activity area will be pre-populated with a Follow-Up Date, and your name as the “Scheduled For” and “Scheduled By” person.

11. Go to the “Activities > Unsent Emails” view.  

12. If no follow-up action will be needed on these emails, select them all and click the “Close Follow-up on Selected Docs” button.

13. If you wish to add an additional information, comments, or a personal note on one or more of the emails, open them in this view, and edit accordingly, then “Save” and “Close”.

14. To send the emails, select them all again and click the “Send Selected Emails” button.  This will populate the “Date Sent” field on each email for future reference.  The emails will appear under the linked contacts in Contact views, and also in the embedded view of the contact profiles when open.

Creating Broadcast Emails

Broadcast Emails are best utilized when you want to send the same email anonymously to multiple recipients and not keep a record of the email in the AccountManager database.  A Broadcast Email is literally one email document sent to multiple recipients (in the “Bcc:” field by default).  You may choose to use Broadcast Emails for situations that don’t require “personalization” or when you need to disseminate information to multiple recipients, but will not need (nor want) the extra documentation and follow-ups in your AccountManager database (such as notifications of a holiday schedule, or distribution of a quarterly price list).

15. Open the AccountManager database, and go to any Contacts view.

16. Select all the contacts to whom you wish to send the Broadcast Email, and click the “Email” action button, and then the “Broadcast Email” choice under that.

17. Click “Yes” to the prompt enquiring if you’ve selected all the contacts you wish to email.

18. A new email document will open.  Email addresses for all the contacts you selected will be in the “Bcc:” field by default.  (Note: if desired, you could cut and paste these addresses into the “To:” or “Cc:” fields instead, if you wanted the recipients to see each other’s addresses).

19. Enter a subject and compose the body of your email.

20. Click “Send” as you would when sending an ordinary email.  This email will not be visible anywhere in the AccountManager database.  There is no Activity area, or follow up settings.  Depending on your email program and settings, you may have a copy of this email in your “Sent” folder.  See your administrator with questions.

Email/Form Email Field Descriptions

(Note:  The action buttons and fields available on your Email forms may vary slightly from those in the example, depending up on your company’s configuration.  See your AccountManager administrator with any questions).

Action Buttons:

Field Descriptions: