How can you tell when someone hasn’t opened an email in LeadMaster

LeadMaster has some great E-Marketing and marketing automation tools that make it easy for you to track who has opened and who has clicked on links in your email marketing. For example, the reports available from the E-Marketing menu provide many options.

Reporting on Opened Emails, Links that were Clicked etc.

But how do you track emails that haven’t been opened? You could click on the contact link in each record and examine the email history for each contact, but if you’ve got a large list it wouldn’t be very efficient. To automate the process requires a couple of straightforward steps.

First mark all the records indicating they haven’t opened an email. The easiest way to do this is to search for the records you want to track and use the option menu to update records. For this example I’m using the marketing mix field, but any field that can be updated using ‘Update Records’ will work.

Update Records Initially with a Status of 'Has not opened Email'

Next, you’ll want to create a workflow condition that says – if someone opens an email and they have a mark on their record that says they haven’t opened an email – then mark it that they have opened the email.

This will take a couple of steps. First, create the workflow by clicking the ‘Add Workflow Process’.

Workflow Setup - Check to see if they've opened an email

Second, create the condition in workflow that checks to see if they opened an email.

Workflow Condition

Now you’ll want to mark the record saying they have opened an email. Again you’ll use workflow and ‘update records’.

Update the record that it was opened using workflow 'Update Record'

Now you are ready to send your email campaign. After sending you can search on the marketing mix to see which records equal ‘Has Not Opened.

Search on Marketing Mix to Find Records that Have Not Opened the Email

From here you can add them to a lead nurturing track, assign them to inside sales for follow-up, send them a direct mail piece etc.

Email Marketing – Getting your emails to show up correctly in all email clients

While using LeadMaster’s built-in E-marketing some people have commented that the email doesn’t always look the same when viewed in different email clients, especially if the email included a lot of HTML.

The reason is that different email clients treat HTML differently. This is especially true of Outlook. Take a look at the charts below compiled by campaign monitor. You’ll notice that of all the email clients listed below Outlook blocks the most.

To get your email to show correctly in most email clients use Tables instead of HTML

tags. Some email clients, like Outlook, strip styles, positioning, background images, padding etc.

LeadMaster HTML Email Editor

HTML-Email-Compatibility-Chart1

HTML-Email-Compatibility-Chart2

Task Management Reminders Support Email Templates

The LeadMaster task manager now allows access to your email templates. Here’s an example of a LeadMaster task manager task.

Sample Task Manager Task - Update this lead in 5 minutes or it will be reassigned
Here’s the email interface, now with access to email templates. This is a full HTML email editor so you can add videos, graphics etc. to make your message very professional and really stand out.

Task Manager Access to Email Templates

As a reminder, the task manager provides a business rules feature for managing your sales process and leads. A task can be associated with a specific record and assigned to any level in the hierarchy (rep, manager, partner, etc). You get to specify when tasks are considered complete based upon a specific action having been completed. Those actions can be based upon a variety of conditions such as – sales stage, lead status, campaign, lead value, forecast date, lead source, marketing mix, the assigned sales rep or partner rep, custom fields and more.

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Email Message Template Management

The application includes a powerful email tool complete with mail merge, email history logging for each contact and email bounce management. The ability to send bulk email will not be active until it has been enabled by Super-Admin.

Email message templates can be used for Lead Nurturing Tracks, sending individual emails and sending emails to groups of people. Email templates are useful for sending newsletters through the system. Email message templates are also available from Automation and Workflow Management. Using the Automation and Workflow Management tools email templates can be used as the email for an AutoResponder.

Creating an email template for merging with data in the system is as easy as writing an email and selecting the fields you wish to insert. After writing your email in the email editor select an insertion point in the email and select a merge field from the Insert Merge Field dropdown and then click Insert. In the image below you can see the first name inserted after the word ‘Dear’ in the newsletter example below.

You can also insert custom forms into your email. Select the insertion point, select the form you wish to insert from the Insert Custom Form dropdown and click Insert.

The email message template editor is a complete HTML editor. You can add graphics, video, links etc. to create professional looking email messages.

You can also create merge templates with Microsoft Word. This following section explains the security parameters associated with the functionality as well as detailed instructions for creating mail merge templates for your users.

Authorization is Required to Send Email

To provide users with the capability to send email, relevant privileges in their Logon Profile need to be activated.

In Administration > Logon Management, placing a checkbox next to ‘Send Email Messages’ will provide the user with the ability to send emails from the Profile or Sales Update pages. Remember to click Submit to make the change take effect. Users with the Send Email permission will also have an Email Signature box displayed on their User Settings page.

In order to merge documents from Library when sending email, in addition to the parameters discussed above, users must have View Library permission (listed in the Library section of the Privileges page) turned on in order to have access to the Add Merge Documents area of the Send Email interface.

The ability to add, move and delete template folders and documents is controlled by the Library privileges section. Users with permission to create Private Folders may also designate a template folder as Private, in which case only those users given access to that folder in the Internal page of the Logon Profile will see that template folder displayed.



To create a template folder

To use Mail Merge Templates in the Send Email function, the templates must be stored in specially defined Template Folders in the online Library. To create a template folder, go the Library and click on New Folder. Click Yes for the “Is template folder?” setting. You can also designate the template folder as Private if you wish; however, note that you will need to add access to this folder in the Logon Profile for all users whom you wish to grant access to the merge documents in that Private folder.



The small document icon to the right of the folder name identifies folders as template folders. Note that template folders can only be defined at the root level. Template folders can be renamed and deleted just like any other Library folder.

Creating mail merge templates

To provide users with templates for mail merges, you need to first create a Mail Merge Template Document in Microsoft Word and then upload it to a template folder in the Library (see preceding section). Begin by downloading the file of available merge fields by going to any contact, clicking on the Send Email icon and then clicking on the View Merge Fields tab.



This window displays a list of Standard Fields, which are the merge codes that must be used in the Word template. For easy translation into the terms in use in the WorkGroup you are working in, it also displays the Custom Equivalent for each field, which is the Custom Field tag that corresponds to that standard field.


Click on the Download Merge Fields tab to save a copy of the merge fields to your local computer. The file must be saved in comma separated (.csv) file format. Be sure to make a note of where you have saved the file.

Create the Word document

Next, open a new Microsoft Word document and add the standard text you wish to include in the merge template. Alternately, you can open an existing Word document you wish to use as the basis for the Merge template and edit the text.

Insert merge fields

In Word, go to Tools>Letters and Mailings>Show Mail Merge Toolbar. In the merge toolbar (see Figure 5), click on the Open Data Source icon and browse for the .csv document you saved in the earlier step. Click OK when the file is displayed in a pop-up.

Place your cursor in the location in the Word document where you wish to insert data from the online database and then click on the Insert Merge Fields icon in the Merge Toolbar. This displays the names for all available merge fields using the Standard Field names. Highlight the field you wish to use and click Insert. Repeat for as many fields as you wish to add and then click Close. Repeat in other places throughout the document as needed.

Upload new template to Library

Save the document to your local computer. In the online system, go to the Library, open the Template Folder you created in the earlier steps of the process and then use the Upload File button to Browse for the Microsoft Word template document you created on your local system and upload it to the template folder. Your users with Send Email and View Library privileges will now have the template available for use in the Send Email interface.

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Email Notifications

How do I control the content of the email notifications from the system?

You’ll need access to Administration. Click Admin / Email Notification Content. There you’ll find the ability to edit all of LeadMaster email notifications.

Basic of Email Notification

Email Notification

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