1 Set an "Undelieverable" Rule
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- Erick Poole
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1 How to: Mass with eagent 1 Set an "Undelieverable" Rule in Outlook When sending a mass in eagent it is a good idea to first set a rule in outlook to automatically file all undeliverables. This way, your inbox is not overwhelmed with undeliverable and it s stored in a specific place for easy follow up. You will only need to do this once and it will be ready for all future mass campaigns. Click on options on the upper right hand side of your outlook main page. Select See All Options from the drop down
2 Select the Organize option from the left hand margin. Select the drop down option next to New to create a new Outlook Rule. Select the 3 rd Option for Move messages with specific words in the subject to a folder
3 Click on the link that reads Enter words Enter one word at a time into the field type words or phrases here. After you enter each word click the green + icon. Suggested words: undeliverable postmaster daemon When you re done select ok Click on the link that reads Select one Select Inbox and click on Create New Folder
4 Name your new folder. Suggested Folder Names: Undeliverables Undeliverable Bad s Select ok Select Save Your rule is set and will appear in your list! NOTE: This rule will automatically file away any undeliverable sent from eagent or directly from your outlook inbox.
5 2 Set Up Your Template(s) Templates in eagent are form letters. Prior to sending any mass you will need to ensure your templates are created and saved in the system. From eagent, click on the Set Up tab. Next, select Templates To add a new template, select New Template..
6 Fill in the required fields: Template Name - This is how the office will identify which template to use. Subject - This is the subject the client will see when receiving the Body This is the message you will want your clients to see when they open the NOTE: You can create your own verbiage or copy/paste from an existing template. Template Parameters parameters are codes you can enter that will help personalize the to the customer or customers you are sending the to. For example, "Dear [firstname]," will look like "Dear John," when sent to the customer John Smith. IMPORTANT: It is imperative the template parameters are exactly as shown including the open and closed brackets. You may want to copy/paste directly from eagent as opposed to rewriting to avoid errors.
7 Select add template Your template has been successfully added to your library!
8 3 Test Your Template It is highly recommended that you test your template before sending a mass . This will ensure that everything appears the way you d like it to. This will also allow you an additional opportunity to check for spacing, grammatical and spelling errors. Look up yourself in eagent or someone in your office that would be okay receiving and reviewing the on your behalf. Select the golden envelope to the right of the address listed Select the appropriate template.
9 Click Send If you re happy with your template, move on to step 4. If you want to make changes, go back to step 2 except select edit template to make the appropriate changes. Retest until satisfied with the results.
10 4 Run a Report and Mass Run a report in eagent to correspond to the group you are trying to contact. Run your report by selecting the reports tab at the top of your screen Select the type of report you want to run, choose your filters, select run report It is highly recommended that you export your report to excel by selecting the icon next to the envelope. Saving this by a specific name will allow you to remember you report filters. In addition, you can take this list and import it into other marketing tools (like TaG or POD) or use for mail merges for those that do not have an on file!
11 If you want to mass the entire list, simply select the empty box in the blue header next to Insured. If you d like to suppress certain clients from receiving this simply click on the box next to their name to unselect. Once you re satisfied with your recipients, select the golden envelope icon. Next, choose your template and select send Important Notes: Any of the merge parameters (i.e. [firstname]) you preset in your template will not fill until sent! All of your recipients will be Bcc d.
12 You can find a record of the in your clients history tab. Clicking the text will open up the that was sent. Remember, if you set up the undeliverable rule in step 1, all of those files will be automatically sent to your established folder be sure to follow up on these! All of your replies will be in your outlook web access inbox. 5 Stay Compliant! For any campaign you run through eagent (or otherwise), please be sure to refer to the Agency Standards Guide. Check Agency Standards before sending your communication Click here to access Agency Standards
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