Letters, Emails and SMS - bulk send adhoc email/letter

Quickly and easily create and send adhoc messages to groups via email or post (depending on the customers' preferred delivery method).  When sending messages, you can choose either buildings or account numbers to send correspondence to, ensuring it is sent to the correct recipients.

Note:  Bulk send emails/postal letters need to be manually approved to be sent.

To send a bulk messages, go to the Maintenance menu, System Configuration and select Letters, Emails and SMS.

Click on the Bulk Send wizard

Choose whether you want to send messages to buildings or account numbers.

Buildings

Select the buildings you want to send correspondence to.  If you have more than one brand, all buildings will be listed.

Select the customer types

Account number

Enter the account numbers you want to send messages to.  Enter account numbers separated by spaces, commas, or line breaks. All account numbers are validated, and if any issues occur during correspondence generation, users will receive detailed information about the outcome, including which accounts did not receive the correspondence.

Write an adhoc message from the Select correspondence type to send dropdown list.

Enter your email subject and email body text.

Attachments (Optional)

Upload an additional PDF to be sent with the message. Only one PDF can be attached.

Preview

Click on the Preview Email and Preview Letter buttons to see the correspondence that will be sent.

Generate

Click the Generate button to generate the emails and letters to be sent.

A confirmation message will be displayed.  You can cancel the process or click generate to proceed with creating the correspondence.

Your correspondence is now queued and ready to be sent.  If any issues occur during correspondence generation, a partial success screen is displayed with information about the outcome, including which accounts did not receive the correspondence.

The emails will appear in the Undelivered Emails dashboard screen, and postal letters will appear on the Undelivered Posted Mail dashboard screen. 

Important: Postal letters may take up to 15 minutes to generate.

Error messages

If correspondence fails to generate, an error message will be displayed identifying the affected account. For example, when sending bulk SMS messages, an error will occur if a customer does not have a mobile phone number recorded.