AccountManager Form Emails

Form Emails can be created based on templates stored in the AccountManager database.  Form Emails are useful for sending the same email to multiple contacts simultaneously, but as individual emails addressed to each specific contact (such as follow-up to a trade show visit, or pricing/product updates). Additionally, you can use Form Emails for communications you send repeatedly (such as electronic versions of your line card).  They are saved in AccountManager as linked documents to the contacts you corresponded with, they are accessible by anyone with access to those contacts, and can be treated as activities to follow up on.

Creating Form Emails

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

2. Navigate to the view that you want to use as the source for the email addresses. You can use Contacts, Action Items or any Business Document such as Opportunities, Samples or Quotes as the source for form emails. If selecting a business document you will be prompted for the account type (Customer, Distributor, etc) of the contacts you want to send the email. If you want to send it to all then reselect and choose the next account type. It will send it to both contacts if they are populated.

3. Select the contact(s), action item(s) or business document(s) you wish to email a contact, 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).

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

5. 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.

6. If you only selected one contact, you can click the “+” next to the contact’s name in the view.  The email will be displayed as a response document underneath that contact.  Double-click on it to open it. 

7. If you selected multiple contacts, go to the “Activities > Unsent Emails” view.  You should see all the Form Emails you just created, but have not yet sent in this view.

8. If no follow-up action will be needed on these emails, select them all and click the “Close Follow Up (sel)” button.  This will change the status on each email to “Closed” and you will not see them in any open Activities views.  

9. Since the emails have not yet been sent, you can make a variety of modifications by opening the emails, clicking “Edit”, making your changes, then clicking “Save” and “Close”.

• If follow-up action will be required on these emails, modify the “Follow Up Date” or “Scheduled For” assignments, or leave the default options in place.
• Additional information, comments, or a even a personal note can be also be added to one or more of the emails before sending them.

10. Once you are ready to send the emails, select them all in this view and click the “Send Email (sel)” button.  This will actually send the emails as well as populate the “Date Sent” field on each email.  Once sent, the email will no longer appear in the “Unsent Emails” view, but can still be found as response documents underneath the contacts, and in the embedded views of the open contact profiles, and in the appropriate Activities views.

[Form Emails Screenshot 1]

Form Email Field Descriptions

(Note:  The action buttons and fields available on your Emails 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: