Email Send: Send an Email Template

Introduction Add Recipients >>

An Email Send is the record where you set up the information for sending an email through ClickDimensions. Anytime an email is sent through ClickDimensions, you are at some point going to create an Email Send record. In this section, you will learn how to send your Email Template to multiple recipients using ClickDimensions. At first you will be working with a Draft Email Send, but once the message goes out it will be a Sent Email Send.


The first step is to create an Email Send record. In Microsoft Dynamics CRM, navigate to Marketing > Email Marketing >Email Sends and click on it.

Click New in the upper left corner to create a new Email Send.

This is the draft of the Email Send record:

email send record oct 2017

The first field you will see on the Email Send record is the Name field.

email send name field oct 2017

The Name field is used to provide your Email Send a name other than the subject line so that you can easily determine which Email Send is which if you need to come back to the record at a later time.

NOTE: The Name field requires ClickDimensions version 8.12.0.

Next is the Status field at the top of the Email Send record. This field will populate with a Draft indication when the Email Send record has been saved as a draft.  Once you have sent the Email Send, you will be able to see if it is processing, sent, in error recovery, or if the error recovery has stopped.

email send status field oct 2017

Email Send Status Indications and What They Mean:

Draft: The Email Send is still a Draft; it has not yet been sent out and can still be edited.

Pending: The Email Send is being processed in preparation for sending.

Sent: The Email Send has been sent out.

Error Recovery: An issue occurred that is preventing the Email Send from sending. We will make three attempts to resend the email.

Recovery Stopped: The additional attempts to send the Email Send in Error Recovery were unsuccessful and no further attempts will be made.

NOTE: Email Sends with a status of Error Recovery or Recovery Stopped will be displayed in the Error Email Send view.

In the new record, fill in the following fields:

Email Template (Optional)

In this field use the Look Up icon on the right side of the field.

The Look Up Records dialog window will open. Search for the Email Template record that was previously created. Select the record and click OK.

The Email Template name will populate the Email Template field. Also, the Subject and Preheader that was entered in the Email Template record is brought into the respective Subject and Preheader fields. You can still edit the subject field and the preheader field, and any updates you make will reflect only within this particular Email Send record; they will not change in the original Email Template record.

If you are associating a preexisting Email Template with your Email Send record, notice how the type of designer also populates the Editor Type field within the HTML Version section of the Email Send record. If you choose to create an Email Template within the Email Send record, rather than associating a preexisting Email Template, you must choose Editor Type before you save the Email Send record and build your Email Template.

NOTE: Once the Email Template is attached, any changes made to the Email Template must be made in the HTML editor of the Email Send record for the changes to be seen in the sent email. To learn more click here.

Subject Field (Required)

It is alright if an Email Template is not attached or the Email Template does not automatically populate the Subject field. Simply enter the text for the subject line of the email. This is the text that will appear in your recipients’ inbox.

Preheader (Optional)

This is the third line of text that will appear when looking at a message in the inbox’s list.  This field exists within Email Send records and Email Template records.

Campaign (Optional)

In the Campaign field you can associate a CRM campaign record. If you associate a CRM Campaign record with your Email Send, you will be able to see all the Sent Email records created from this Email Send in the CRM Campaign record. We’ll also automatically add it as a utm_campaign parameter in your links for Google Analytics. If you don’t want this to happen, please toggle Add Google Analytics Campaign Tracking to No under Advanced Settings.

FROM Settings

From Record Owner (Required)

The From Record Owner field determines who is listed as the From Name and Email Address. Click to toggle the values from Yes to No. If you select Yes, the From Name and Email Address will come from the Owner of the Lead, Contact, or Account record that is listed as a recipient. The From Name and From Email address will change dynamically depending upon who the recipient is and which CRM user owns the recipient’s record. If you choose No, the email will come from the same name and email for all recipients (set below).

From Name and From Email (Required)

A From Name is required in order to send an Email Send record. It can be the company’s name, a personal name, etc. There are no limits in specifying the From Name.

Any valid email address is allowed in the From Email field. The From Email field will receive any replies or auto-response emails to the email blast.

NOTE: These fields are still required if you choose Yes in the From Record Owner section. This is to ensure that there is always a From Name and From Email–just in case a record does not have an owner or the owner’s user record is missing the email address.

You may also use FreeMarker tags in the From Name field of an Email Send record to further personalize the experience. For example, here we show the country the recipient lives in as part of the From Name:

EmailSendFromDynamic2013

It will show up this way when sent:

From Name Free Marker

Another reason you may use Freemaker here is if you have multiple User lookup fields on a Contact record in addition to the Owner field. For example, you may have a Trainer field that shows the User who trained that contact. The Freemarker for this will be very similar to the Owner Freemarker. It would look something like this:

${Recipient.contact.trainerid.trainer.new_name[0]!””} and ${Recipient.contact.trainerid.trainer.new_email[0]!””}.

In the first code above, trainerid represents the schema name of the field on the contact record. The trainer piece refers to the schema name of the entity. And new_name is the schema name of the field on the trainer entity that you want to pull in.

From User

Use the Lookup Icon to select a User in CRM to be listed in the From Name and From Email. The From Name and From Email fields will be populated automatically with the user’s name and email address. You can select any user in the CRM system; you do not have to be logged in as the user to select his or her record.

Tip: Having a personal name in the From field increases response rate.

Reply To Email Address

Put a different Email Address in this field and when someone replies it will go to this email address instead of the From Email.

NOTE: this will not work with out of office or auto response emails. This is because the email client standard is to send auto response emails to the From email address.

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DELIVERY Settings

Send Immediately (Required)

You can send a ClickDimensions email immediately (default option is Yes) or you can schedule the delivery. To schedule the delivery, click Yes to toggle the option to No next to Send Immediately. The Send On fields will become active. Select the Date and Time you want the email to be sent. Once you click Send, ClickDimensions will wait and send the email on the specified date and time.

NOTE: Even if you are scheduling an email, you must click Save and then Send otherwise we will not know the message is ready for sending (the Email Send record will remain in the Drafts System View). Clicking Save and then Send will set the Email Send record to the Scheduled System View, where it will reside until the the Send On Date and Time you specified has been reached.

NOTE: If you’re using ClickDimensions version 8.0.0 or newer, ClickDimensions will now automatically save the Email Send record and all of its current settings that are in place at the moment you press Send. However, we still recommend that you manually save any changes you make.

Once all of the required information and additional fields have been entered, click Save.

Test Email Addresses (Optional)

It is highly recommended that you place at least one email address in the Test Email address field. The email addresses in this field will receive a test copy of the email when the Test button is clicked. These addresses must be separated by semicolons. For more information on testing an email, click here.

RECIPIENTS Settings

Before you can add recipients to your Email Send, you must first save the Email Send record. Click the Save button on the top ribbon.

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Add Marketing Lists, Contacts, and Leads

Once the Email Send draft has been saved, click the plus sign within the grid(s) to choose the recipients’ records you would like to include.  You may send ClickDimensions Email Sends to Marketing Lists (static or dynamic), or individual records (Leads, Contacts, Accounts) or a combination of Marketing Lists and individual Lead/Contact/Account records.

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Suppressed Marketing Lists

You may select one or more static or dynamic Marketing Lists to exclude from your Email Send.  For example, if you want to send an email to people who have not yet RSVP’d for an event you are hosting, you can use your original Marketing List of possible attendees as the one you will send to, and set other Marketing Lists of people who have already said they will attend and people who have already said they will not attend as your suppression lists for the Email Send.  Anyone on the suppression list(s) will be excluded from being sent the email even if they are on the original Marketing List of possible attendees that was set for the Email Send if the email addresses match.

To learn more about this feature, click here.

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Optional Advanced Settings

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Email Address Field (Optional)
If you want to send your message to an email address other than the email in the Email (emailaddress1) field in the Lead or Contacts’ records, you can change that here (select between Email Address 1, Email Address 2, and Email Address 3).  If you leave this field untouched, it will send your message to the Lead or Contact record’s main/Email Address 1 field on the record as a default.

Email CNAME

If you would like to brand the links in this specific email send differently than the default Email CNAME, you can set up multiple Email CNAMEs and select from one of the alternatives. More on this feature here.  If this field is left blank, the links for this email will be branded with the default Email CNAME you have set.

Add Google Analytics Campaign Tracking

If you associated a CRM Campaign to this Email Send above, and you set this option to Yes, ClickDimensions will automatically add the Google Analytics tracking script to each link in the Email Template for that same CRM Campaign name. Read more here.

Track Email Events

Choose either Yes or No if you would like for ClickDimensions to track the interactions with this email send. By default, this value is set to Yes.

Make sure to click Save! The next steps are to add recipients and edit the template.


You must always create new Email Send or Clone an existing one. Under no circumstances do you ever want to reactivate a deactivated Email Send.

The first step is to create an Email Send record. Go to Marketing > Email Sends > Create a New Email Send record.

New Email Send

Email Send 2011

Notice the Status field at the top of the Email Send record. This field will populate with a Draft indication when the Email Send record has been saved as a draft.  Once you’ve sent the Email Send, you will be able to see if it is processing, sent, in error recovery, or if the error recovery has stopped, etc. right within the Email Send record.

Email Send Status Indications and What They Mean:

Draft: The Email Send is still a Draft; it has not yet been sent out and can still be edited.

Pending: The Email Send is being processed in preparation for sending.

Sent: The Email Send has been sent out.

Error Recovery: An issue occurred that is preventing the Email Send from sending. We will make three attempts to resend the email.

Recovery Stopped: The additional attempts to send the Email Send in Error Recovery were unsuccessful and no further attempts will be made.

Email Send 2011

In the new record, fill in the following fields:

Email Template (Optional)

In this field use the Look Up icon on the right side of the field.

Email Send 2011 B

The Look Up Records dialog window will open. Search for the Email Template record that was previously created. Select the record and click OK.

The Email Template name will populate the Email Template field. Also, the Subject and Preheader that was entered in the Email Template record is brought into the respective Subject and Preheader fields. You can still edit the subject field and the preheader field, and any updates you make will reflect only within this particular Email Send record; they will not change in the original Email Template record.

If you are associating a preexisting Email Template with your Email Send record, notice how the type of designer also populates the Editor Type field within the HTML Version section of the Email Send record. If you choose to create an Email Template within the Email Send record, rather than associating a preexisting Email Template, you must choose Editor Type before you save the Email Send record and build your Email Template.

Email Send 2011 - Editor

Note: Once the Email Template is attached, any changes made to the Email Template must be made in the HTML editor of the Email Send record for the changes to be seen in the sent email. To learn more click here.

Subject Field (Required)

Email Send 2011 A

It is alright if an Email Template is not attached or the Email Template does not automatically populate the Subject field. Simply enter the text for the subject line of the email. This is the text that will appear in your recipients’ inbox.

Preheader (Optional)

Email Send 2011 Preheader

Preheader Text Outlook

This is the third line of test that will appear when looking at a message in the inbox’s list.  This field exists within Email Send records and Email Template records.

Test Email Addresses (Optional)

EmailSendBlankTE

It is highly recommended that you place at least one email address in the Test Email address field. The email addresses in this field will receive a test copy of the email when the Test button is clicked. These addresses must be separated by semicolons. For more information on testing an email, click here.

Campaign (Optional)

Campaign

In the Campaign field you can associate a CRM campaign record. If you associate a CRM Campaign record with your Email Send, you will be able to see all the Sent Email records created from this Email Send in the CRM Campaign record. We’ll also automatically add it as a utm_campaign parameter in your links for Google Analytics. If you don’t want this to happen, please toggle “Add Google Analytics Campaign Tracking” to No under Advanced Settings.

From Record Owner (Required)

From Record Owner

The From Record Owner field determines who is listed as the From Name and Email Address. If you select Yes, the From Name and Email Address will come from the Owner of the Lead, Contact, or Account record that is listed as a recipient. The From Name and From Email address will change dynamically depending upon who the recipient is and which CRM User owns the recipient’s record.

From Name and From Email (Required)

From Name and Email

A From Name is required in order to send an Email Send record. It can be the company’s name, a personal name, etc. There are no limits in specifying the From Name.

Any valid email address is allowed in the From Email field. The From Email field will receive any replies or auto-response emails to the email blast.

Note: These fields are still required if you choose Yes in the From Record Owner section. This is to ensure that there is always a From Name and From Email–just in case a record does not have an Owner.

You may also use FreeMarker tags in the From Name of an Email Send to further personalize the experience. For example, here we show the country the recipient lives in as part of the From Name:

From Name Free Marker

It will show up this way when sent:

From Name Free Marker

Another reason you may use Freemaker here is if you have multiple User lookup fields on a Contact record in addition to the Owner field. For example, you may have a Trainer field that shows the User who trained that Contact. The Freemarker for this will be very similar to the Owner Freemarker. It would look something like this:

${Recipient.contact.trainerid.trainer.new_name[0]!”} and ${Recipient.contact.trainerid.trainer.new_email[0]!”}.

In the first code above, trainerid represents the schema name of the field on the contact record. The trainer piece refers to the schema name of the entity. And new_name is the schema name of the field on the trainer entity that you want to pull in.

From User

From

Use the Lookup Icon to select a User in CRM to be listed in the From Name and From Email. The From Name and From Email fields will be populated automatically with the user’s name and email address. You can select any User in the CRM system; you do not have to be logged in as the user to select his or her record.

Tip: Having a personal name in the From Name field increases response rate.

Send Immediately (Required)

Delivery

You can send a ClickDimensions Email immediately (default option) or you can schedule the delivery. To schedule the delivery, click No next to Send Immediately. The Send On fields will become active. Select the Date and Time you want the email to be sent. Once you click Send, ClickDimensions will wait and send the Email on the specified date and time.

NOTE: Even if you are scheduling an Email, you must click Save and then Send otherwise we will not know the message is ready for sending (the Email Send record will remain in the Drafts System View). Clicking Save and then Send will set the Email Send record to the Outbox System View, where it will reside until the the Send On Date and Time you specified has been reached.

NOTE: If you’re using ClickDimensions version 8.0.0 or newer, ClickDimensions will now automatically save the Email Send record and all of its current settings that are in place at the moment you press Send.  However, we still recommend that you manually save any changes you make.

Once all of the required information and additional fields have been entered, click Save.

Advanced Settings (Optional)

Click the text Advanced Settings to see these options.

Email Send 2011 Advanced Settings

Email Address Field (Optional)
If you want to send to an email address other than the email address in the Email field in the Lead or Contacts’ records, you can change that here.

EmailSendEAF

Add Google Analytics Campaign Tracking

If you associated a CRM Campaign to this Email Send above, and you set this option to Yes, we will automatically add the Google Analytics tracking script to each link in the Email Template for that same CRM Campaign name. Read more here.

GA 2011

Reply To Email Address

Put a different Email Address in this field and when someone replies it will go to this email address instead of the From Email. (*Note: this will not work with out of office or auto response emails. This is because the email client standard is to send auto response emails to the From email address.)

Reply to Email Address 2011

Make sure to hit save! The next steps are to add recipients and edit the template.


Feature Added: Original
Feature Updated: 8.12.0
ClickDimensions Version Need: 8.12.0
Introduction Add Recipients >>