Creating a Bulk Notification

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Pick who should hear from you, write the e-mail or SMS once, and either save it as a draft or send it straight away.

Opening the Screen

Bulk Notifications, Drafts tab, then the Create Draft button: {admin}/tools/bulk-notification/create

What Is on the Screen

One form in two columns.

General Information The name, the channel and the newsletter list.
Client Criteria or Staff Criteria Who the message goes to. Only one of the two is on screen.
Service Criteria Narrows clients further by what they own. Clients only.
Email Content or SMS Content Subject, body, extra addresses and the delivery mode.
Selected Criteria The right column. It repeats your choices and counts the recipients live.

The body card also lists Site Variables and, in Personalized delivery, User Variables. Click one to copy it, then paste it into the message. Switching to Batch or to a newsletter list takes the user row off the screen.

Two buttons close the form: Send Now and Save Draft. Send Now opens once the count is above zero.

Fields

General Information

Draft Name Required. This is the name you will see in the list.
Type Email by default, or SMS. SMS hides the subject, the extra addresses and the newsletter row.
Newsletter Subscribed Users E-mail only. Not defined by default. Each language shows its subscriber count and an eye button.

Who receives it

Recipient Type Client or Staff Member. It swaps the criteria card below.
Client Groups Optional. Tick as many groups as you need.
Countries Optional. Matches the address on the account.
Languages Optional. The panel language chosen by the account.
Account Status Optional. Active, Blocked or both. Left empty it reaches active accounts only, so tick Blocked when blocked accounts should hear from you too.
Non-purchasing Off by default. Narrows the recipients down to clients who have never made a purchase. Combined with Service Criteria it always leaves nobody, because the two conditions exclude each other.
Birthday Marketing Off by default. Narrows the recipients down to the clients whose birthday is today.
Departments Staff only. Reaches the people assigned to the ticked departments.

The staff card carries Languages and Account Status as well, and they work the same way.

The count reaches clients who accept marketing notifications; a client who turned that category off is left out of the count and the send. Each client gets one message at one address. An active sub-user or invoice contact can stand in when the main address is not eligible.

Service Criteria

Service Status Optional. Active, suspended, cancelled and the rest.
Products Optional. A tree of groups, categories and products; pick at any level.
Servers Optional. Useful when you write about one machine.
Addons Optional. Grouped by category.

Content and delivery

BCC E-mail only, optional. Extra addresses, one per line. In Personalized delivery each one gets its own copy; in Batch they join the same single send.
Subject Required for e-mail.
The body Required. The rich editor for e-mail, a plain box of up to 1000 characters for SMS.
Delivery Personalized, the default, or Batch. A note under it explains the trade.

Above the e-mail body sit Editor and Preview. Open in New Window shows the same preview at full size.

Tasks

Build a draft and save it

  1. Name it, pick the type, then set the criteria.
  2. Write the subject and the body, and choose the delivery mode.
  3. Watch the count in Number of Notification Recipients.
  4. Click the Save Draft button. The draft joins the Drafts list.

Check who the criteria found

  1. Click the eye button next to the recipient count.
  2. Read the addresses in Recipients List.
  3. Click the Export List button for a text file of the same list.

Send it right away

  1. Click the Send Now button.
  2. Check the type, delivery, recipient count and subject in the window.
  3. Click the Send Now button inside that window. The messages join the notification queue.

Edit a newsletter list

  1. Click the eye button beside a language under Newsletter Subscribed Users.
  2. Edit the addresses, one per line. Total counts as you type.
  3. Click the Update List button. It replaces that language list with what you typed.

Things to Watch

Send Now reaches everyone the count shows

Confirming the window fills the notification queue at once, and the queue starts sending on its own. Personalized delivery queues one message per recipient; Batch queues a single record carrying every address. Read the count and open the recipient list before you confirm.

A newsletter list replaces every other filter

Choosing a language under Newsletter Subscribed Users closes the client, staff and service criteria and delivers to that list alone. It also forces Batch delivery. Go back to Not defined to use the criteria again.

Batch delivery drops the user variables

Batch sends one message to everyone at once, so nothing can be filled in per person. Use Personalized whenever the text greets people by name.

Required Privileges

The form, the recipient count and the send need TOOLS_BULK_MAIL or TOOLS_BULK_SMS.

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