Organizing mass mailing

Introduction

The CRM module allows you to send mass emails directly to your contacts without using an external email client.

This guide describes how to do it.

Step 1. Configure SMTP server

ONLYOFFICE Workspace allows you to send messages without opening any external email client software; all you need is to specify the parameters of the SMTP server for the mail service you commonly use. You will be able to send mail to your clients from your usual email address via your portal interface.

To configure the SMTP settings:

1. Go to the portal Settings section. To do that, click the icon in the upper-right corner.
2. Select the Integration tab.
3. Open the SMTP Settings page.
4. In the SMTP Settings section, complete the fields you need. You can get the specific settings from your email service provider:
   • In the Host field, enter your SMTP server host name, such as smtp.domain.com.
   • Specify the Port number used by the SMTP server. It is recommended to use port 587 or 25.
   • Select the Authentication checkbox if the SMTP server requires authentication.
   • Complete the Host Login and Host Password fields.
     Host login is your mailbox address for the email server you specify the SMTP settings for. Host Password is the password you use to access the corresponding email box. Make sure that your email address and password are valid.
   • Select the Auth via NTLM checkbox to be able to sign in using SaslMechanismNtlm.
   • Enter the name you want in the Sender Display Name field.
   • Specify the corresponding email address in the Sender Email Address field. It must match the one specified in the Host Login field.
5. Select the Enable SSL checkbox to enable encrypted connections.
6. Click Save.
7. To verify whether the specified settings are correct, click Send Test Mail. If the settings are specified correctly, you will receive the SMTP Test Message at the email address specified in your user profile on the portal.

Step 2. Access the CRM

Sign in to your portal and click the CRM link.

Step 3. Create a mailing list

Your mailing list can contain up to 50 recipients. To create it, select the contacts you want to send your email to in the Contacts list. To facilitate the search of the contacts you need, use the filter above the contact list.

Verify that all the selected contacts have the email address specified. If not, to add the address, click the Actions button to the right, select the Add email option from the drop-down list, and enter the address into the field that appears. To confirm it, press the Enter key.

When all the contacts are selected, click Send Email above the contact list and select the Internal SMTP (50 email recipients maximum) option.

Step 4. Compose a message

When all the settings are configured, the Compose Mail page will open.

In the From: field, you will see the sender name and email address indicated while configuring the SMTP server. The To: field shows the number of the selected contacts.

All you need to do is enter the Subject for your letter and type your message. The Formatting Toolbar helps you format your text by changing font style, font color, alignment, size, etc.

If you need to add variables to your message, use the Personal Tags.

If you want to add the recipient name to the salutation, place the mouse cursor at the point where you want the variable to be added, then select an appropriate tag from the drop-down list and click Add to Letter Body. In this case, it will be FirstName and LastName, as the letter is sent to Persons. As a result, you will see the following line: Dear $(Person.First Name) $(Person.Last Name).

The necessary data will be automatically taken from your CRM customer database.

You can also attach a file to your message. Click the Show file attachment panel link below the Letter Body field, and using the Attach File button, browse your hard disk drive for the file you need.

Select the Store this message in History checkbox to add the corresponding event to the interaction history of each contact in the mailing list.

Step 5. Preview and start mailing

To preview the result, click Next (to preview) below the Letter Body field.

If you are satisfied with the result, click Send to start mailing.