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    Sending Emails

     

    About Sending Emails

    ONTRAPORT offers a number of ways to keep your customers engaged using email. This article covers the basics of automatic and manual sending of emails.

    Automatic sends can follow up with every contact albeit leads, customers, partners, vendors or internal team members. Powerful segmentation with Campaigns allows to you send the right messages via the right channels at the right time. Examples include but are not limited to, after form fill outs, web page visits, product is purchases (or not purchased), after Tasks are completed or upon link clicks. You can easily create sophisticated Campaigns to automate everything from lead follow-up and order fulfillment to task management and even internal business processes.

    Manual sends are used by many entrepreneurs who want to send one-off messages. Select one, all or a Group of contacts in the Contacts Database, or a segment of contacts from a Campaign Map that meet certain criteria and quickly schedule an "email blast" (a.k.a, broadcast). Broadcasts can be scheduled for immediate sending or at any time in the future.

    Two sending options are available, Schedule & Send and Save & Send.

    • Schedule & Send: Send an edited email without saving the new version to the Messages library, a great feature that allows one-off emails and the use of your own email "templates".
    • Save & Send: Saves your edits to the Messages library first so the stored email always reflects your latest edits.

    To ensure maximum delivery, download our Email Pre-flight Checklist and complete it for each email you intend to send.

    Automatic Email Sending

    As an email action in a Campaign

    1. Create a new Campaign or edit an existing one
    2. Add an email action element



    3. In the Settings panel, select the email message you wish to send using the dropdown menu under the Send Contacts This Email section.
    4. If you wish to send the email later, add a Wait filter element before the email element.



    5. Edit the Wait settings to send at the time desired. Settings include:

      • What date to send the email
      • Whose Timezone (yours or the Contact's)
      • Specific time

    Now anyone who is subscribed to this Campaign will receive the email when it is scheduled to be sent.

    Manual Broadcast - Single Contact

    Sending an Email to one contact at a time:

    1. Go to the Contacts collection.
    2. Select a contact by checking the box to the left of their name.

      Contact Actions drawer
    3. Click the Email icon. The Send Email dialog appears.
    4. To create a new email click the Create New Email button

      send-email-full-view
      1. When creating a new email, the Select Message Type dialog appears to allow you to select the email editor.

        select-email-message-type.png
      2. After creating your message, you can choose to save a copy of the message in the Messages library by clicking Save & Send or send the email without saving it by clicking Schedule & Send.
      3. An email you send without saving will only appear in the contact's Contact History tab, and will not be saved in the Messages library.
      4. The Schedule Send dialog appears. Select to send the email immediately or schedule it for a particular date and time. (Note: For "immediately" ONTRAPORT queues the email for five minutes, allowing you to cancel it by visiting Contacts > Settings > Scheduled Broadcasts.)

        schedule-send-new.png
    5. To send an existing email from your Messages library instead, or to use one as a template for a new email, select it from the Select Email drop down.

    6. A preview of the email is displayed and the menu items change:

      email-edit-or-schedule-send.png
    7. You can send this email by clicking the Schedule & Send button
    8. If you would like to edit this email, click the Edit button
      1. The editor is active, and you can make changes to the email
      2. If you want to save the new version of the email in the Messages library click the Save & Send button. The new edited version replaces the older email.
      3. To send the email and not save it in the Messages library click Send
      4. An email you send without saving will appear only in the contact's Contact History tab, and will not be saved in the Messages library.

        send-save-vs-schedule-send.png
      5. The Schedule Send dialog appears. Select to send the email immediately or schedule it for a particular date and time. (Note: For "immediately" ONTRAPORT queues the email for five minutes, allowing you to cancel it by visiting Contacts > Settings > Scheduled Broadcasts.)

        schedule-and-send.png
    Manual Broadcast - Multiple Contacts
    1. Go to the Contacts collection
    2. Select the contacts you want to receive the email. To select individual contacts, click the check box next to their name.
      1. To select the entire page of contacts, click the check box in the header row

        Select ALL on page
      2. To select all the contacts in the entire group, click the check box in the header row and click the Select ALL items in group? link in the Actions menu

        Contact Actions select all in Group
    3. Click the Email icon.
    4. The Send Email dialog appears

      send-email-dialog.png
    5. To create a new email click the Create New Email button

      1. When creating a new email the Select Message Type dialog appears to allow you to select the email editor
        select-message-type.png
      2. After creating your message, you can choose to save a copy of the message in the Messages library by clicking Save & Send or send the email without saving it by clicking Send.
      3. An email you send without saving will appear only in the contact's Contact History tab, and will not be saved in the Messages library.

      4. The Schedule Send dialog appears. Select to send the email immediately or schedule it for a particular date and time. (Note: For "immediately" ONTRAPORT queues the email for five minutes, allowing you to cancel it by visiting Contacts > Settings > Scheduled Broadcasts.)

    6. To send an existing email from your Messages library instead, or to use one as a template for a new email, select it from the Select Email drop down. A preview of the email is displayed.

      send-email-dialog.png
    7. You can send the existing email immediately by clicking the Schedule & Send button

      email-edit-or-schedule-send.png
    8. If you would like to edit this email, click the Edit button
      1. The editor is active, and you can make changes to the email
      2. If you want to save the new version of the email in the Messages library click the Save & Send button. Your changes will be saved in the email in the Messages library.
      3. To send the email and not save the edited version in the Messages library click Schedule & Send. An email you send without saving will appear only in the contact's Contact History tab, and will not be saved in the Messages library.

      4. The Schedule Send dialog appears. Select to send the email immediately or schedule it for a particular date and time. (Note: For "immediately" ONTRAPORT queues the email for five minutes, allowing you to cancel it by visiting Contacts > Settings > Scheduled Broadcasts.)

    FAQs

    Q: If i create an email broadcast and schedule it to go out to a group in the future, are contacts that are added to this group in the meantime included in the list of recipients for that future email?

    A: No. The email is queued only to contacts who satisfied the requirement when the email was scheduled (contacts who were in the group at the time the email broadcast was scheduled). So if you do a group broadcast to "all in group" for the email to fire next week, the email will not be sent to contacts who were added to that group between the time the email was scheduled and the time the email was delivered.

    If you see this becoming an issue for you, you can instead create a Campaign, subscribe all contacts you wish to receive your email to the Campaign, and add the email to the Campaign as an email action step and add a Wait element to fire precisely when you want it to. This way anyone you subscribe to the Campaign up until the very moment the email step fires (sends the email) will receive the email.

    Q. Does ONTRAPORT use the time zone setting of the account to determine when to send broadcast email?

    A: No. ONTRAPORT uses geolocation to adjust the time display to the local time of the computer you log in with, and it is this time that is used to schedule the broadcast. This avoids having to do "clock math" to adjust for different time zones. When scheduling a broadcast, think of the local time you want the broadcast to send and use that.

     

    Q. I sent myself an email and opened it but ONTRAPORT isn't showing an open. Why not?

    A. The industry standard for checking email opens involves injecting a tiny 1x1 transparent pixel into your message. Attached to that pixel is a unique URL - so if you open the email and display images our system can see that you've downloaded the image and we can safely assume the email has been opened. However, if a user opens the email and doesn't display images, the pixel will never be downloaded and we won't know the message has been opened. Because of this we can only track emails with roughly 75% accuracy.

     

    Legacy: Automatic Email Sending using a Sequence or Global Rule

    As an email step in a sequence

    1. Create a new sequence
    2. Add an email step
    3. Select the email you wish to send
    4. Schedule the email

    Now anyone who is subscribed to this sequence will receive the email when it is scheduled to be sent.

    As a global rule

    Create a rule that is set up to send an email to a contact in response to any number of triggers. Maybe they visited your pricing page for the second time or perhaps they’ve clicked a link, requesting more information about a certain product or service you offer. This allows you to catch certain behaviors or characteristics that your prospects exhibit, and respond to them with a perfectly timed email in their inbox to get them while they’re still hot! In this global Rule the trigger is "Visits any Landing Page" and the email is named "Thanks for visiting us":

    rules-visits-any-landing-page-then-send-email.png

     

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