The Email section of the Settings Tab controls many important defaults about the emails in your improveit 360 system including default email addresses, your company's website and the email templates assigned to be sent to your Staff and Prospects. Remember to click 'Save' at the top of the page if you make any changes. Let's review each section.
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In the Settings Tab click on the 'Email' section. |
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The General sections hold three key settings: |
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Organization-Wide Email Address [make them look like they came from...] - this is the default email address that all of the emails sent from your system will look like they came from. By default this is set to 'The sender [default]' meaning that all emails will come from the User's email address that sent the email. If you would like all of the emails in your system to come from one specific address such as a 'info@yourcompany.com', click on your name in the upper right hand corner and click on 'Setup'. |
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Type 'Organization' in the quick search and click on the 'Organization-Wide Addresses'. |
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Display Name - the name you would like to display when your Prospects receive your emails, most commonly your Company's name. |
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Email Address - the email address you would like all of your emails in the system to come from. This must be a real email address as you will have to verify the change via email. |
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Click the 'Allow All Profiles to Use this From Address' and click Save. |
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You will see the new email address in the Organization-Wide Email Addresses list view, notice the status reads 'Verification Request Sent 10/16/2015'. Whenever you create a new Org-Wide Email Address a verification email WILL be sent to the address and it MUST be verified or errors will occur when sending emails.
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Once the new Org-Wide Email Address has been verified you can then go back to the 'Settings' Tab and select the new email address and click 'Save': |
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'Use this as my company's website URL' holds your company's website. This will be the website that will automatically get placed on all of your automated emails.
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'Log to Prospect' by default will automatically check the 'Log to Prospect' checkbox when sending an Ad Hoc email in the system. When an email is sent with the 'Log to Prospect' box checked, a completed task will get added to the Prospect page noting the date, time and the user who sent the email.
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The Appointments section controls which email templates are sent to: |
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Your Sales Reps for Appointments they are scheduled and if an Appointment they are assigned is canceled. |
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Your Prospects for Appointments they are scheduled for and if their Appointment is canceled. |
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Click the 'Attach ICS to Prospect's Confirmation Email' checkbox to add the ICS calendar invitation to your outgoing Prospect Appointment Confirmation Email. This will allow your Prospects to add the Appointment to their personal calendar. |
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Click the dropdown next to each section and pick an email template you would like sent for this action. By default, the out-of-the-box email templates will be assigned. These only need to be changed if you create a new email template for your Sales Reps Appointment or Prospect notifications. |
NOTE: The ICS calendar file is attached to ANY Email Template sent to the Sales Rep. If you select to "Send Sales Rep this email" the Email will include an ICS calendar file attachment. If you do not want your Sales Reps to receive the ICS calendar file a separate automation will need to be used to send the email template without the ICS file.
NOTE: Finish all steps in this section or emails will not be sent to your Sales Reps. Enabling this setting will STOP emails from being sent to Sales Reps when they are assigned to an Appointment. Appointment Notification Emails will only be sent at the selected time the day before the Appointment Date.
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Check the box next to "Batch Sales Rep Emails" if you would like Appointment Notification Emails sent to your Sales Reps the day before their Appointments.
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Select the time Appointment Notification Emails will be sent by clicking the drop down next to "Batch Email Time".
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Click the "First Time Setup" tab to complete scheduling the emails.
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I have already scheduled Batch Sales Rep Emails, how do I change the time?
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Select a new time in the "Batch Email Time" drop down |
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Click the "Scheduled Jobs" link in the "Batch Email Time" description |
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Click "Del" next to the "Send Appointment Staff Confirmation Emails" job |
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Click the "First Time Setup" tab to schedule the new Email Batch Job
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The Sales section controls which email templates are sent to: |
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Your Prospects when their Sale has been moved to the 'Paid in Full' or 'Final' Status. |
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Click the dropdown next to each section and pick an email template you would like sent for this action. By default, the out-of-the-box email templates will be assigned. These only need to be changed if you create a new email templates for your Prospects in the Sale process. |
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The Project section controls which email templates are sent to: |
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Your Staff Members when they are assigned to a Project Activity Appointment or if they removed from a Project Activity Appointment. |
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Click the dropdown next to each section and pick an email template you would like sent for this action. By default, the out-of-the-box email templates will be assigned. These only need to be changed if you create a new email templates for your Staff when they are assigned to a Project Activity Appointment. |
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The eLeads section controls which email templates are sent to: |
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Any email address when an eLead is received, received with a requested Appointments and if there is a problem with an eLead. |
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Click the dropdown next to each section and pick an email template you would like sent for this action. By default, the out-of-the-box email templates will be assigned. These only need to be changed if you create a new email templates for your Staff when an eLead is received. |
Important Facts:
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Remember to click 'Save' at the top of the page if you make any changes to information on the page. |
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If you setup an 'Organization-Wide Email Address' make sure to VERIFY the email address via the email sent. If the email address is not verified, you will have problems sending emails from your system. |
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If you ever have an issue with a specific email not being sent to your Prospect or Sales Rep, check this section first and make sure that a template is selected for the specific action. |