We provide the option to email or SMS/TXT a client directly from the contact card. Below is a step-by-step guide on both processes.
In order to use the SMS/TXT function in Vault, you will need to ensure that you have the SMS/TXT Module Access ticked within your user management settings. More information can be found in the User Management Settings knowledge article.
Contents:
Step by step
Send Email
1. Navigate into an example contact > Click on the Send Email tab
2. You are then able to select the below details of the email:
- Context: - If the contact is attached to a property and you are using property-related merge fields within the email, here you can select the desired property you would like to populate the details of
- Cc: - Select a user to Cc within the email or tick the Enter email address instead tickbox to update to a freeform field
- Bcc: - Select a user to Bcc within the email or tick the Enter email address instead tickbox to update to a freeform field
- From: - Select the sender of the email (if the recipient responds back to the email, this will go to the selected sender's email address)
- Template: - Select an existing email template to populate, including Designly templates (Market Report/eCards only). More information on creating an email or Designly templates can be found via the eMarketing (Set Up Email Responses) and Guide to Designly knowledge articles
- Subject: - Add your desired subject of the email
- (tick) to include attachments/links - Upload an attachment, include an attachment from the eMarketing Storage, a property eTable link or include a file from a property or contact filing cabinet. More information on these functions can be found in the below knowledge articles:
- (tick) to include a calendar event - If the email contains calendar-related merge fields, here you can select an existing calendar event to populate the event details
You have the option to click on Preview Email to review prior to sending. This will generate a preview showing the recipient, subject, email content and attached email signature. If you do not have an email signature attached, please refer to the eMarketing (Set Up Email Stationery) knowledge article.
3. Once you have completed your email, you are then able to click on Send Email
Send SMS
1. Navigate into an example contact > Click on the Send SMS tab
2. You are then able to select the below details of the SMS:
- Sent To: - If the contact has multiple numbers, here you can tick/untick which number(s) to send the SMS to
- Send From: - Select the sender of the SMS (If sending via an Australian number and the recipient responds back to the SMS, this will go to the selected sender's defined contact number. For New Zealand numbers, any responses will populate via the SMS/TXT Replies widget - More information on how to set up this widget can be found in the Dashboard knowledge article)
- Timing: - This will automatically populate the current date and time, however, you have the option to schedule on a different date/time
- Template: - Select an existing SMS template to populate. More information on creating SMS templates can be found via the eMarketing (Set Up SMS | TXT Responses) knowledge article
- Message: - If not selecting a template, you can create your own message or edit your selected template prior to sending
Each SMS/TXT sent will incur a charge per SMS part (each part is 153 characters of text if the total message length is over 160 characters).
3. When you have completed your SMS and agreed to the charges, you are then able to click on Next
4. This will then queue the SMS to be sent as per below
Additional information
Once an email or SMS has been sent, the email/SMS will automatically be recorded against the contact notes, with the option to view the contents of the message.
We provide the option to view the activity of the email sent by clicking on the Other tab > Campaigns - More information on this function can be found in the Contact Record: Campaigns knowledge article. You can also view any pending SMS under the same tab > Pending SMS.
We also provide the option to view pending SMS via eMarketing > SMS/TXT Communicator > View Pending tab. Here you can also use the Remove button to stop the pending message from being sent if required.
We provide the option to track all SMS/TXT sent via vault. This can be done via Reports > SMS/TXT Usage. More information on this report can be found in the SMS/TXT Usage Report knowledge article.