Using Focus3

Email

Overview

• Email is an Action that sends either a custom email message or a pre-defined, template-based email message from an Employee to a Contact.
• Emails sent from Focus3 will either contain the assigned Sales Exec's name and email address in the From (Reply-to) field or if you select "Use 'From' Email on Email Template", you can use one email address for all recipients of that template. Example: If you activate this feature and use info@focus-3.com (example) as the default 'From' address, anytime you send an email using that template it will come from info@focus-3.com
• Emails may be sent automatically by Action Cycles or may be sent on-demand, manually by Users.
• Emails added manually by Users may be sent immediately or scheduled to send on a later date.
• The Status of an Email Action will automatically be set to "Completed" after the email is sent by Focus3.
• Focus3 limits the total file size of each email message to 5 MB.
• Template-based Email Messages
  • Text or HTML-format emails templates may be uploaded by Users with the "Manage Sales and Marketing Attributes" Permission.
  • Template-based emails are pre-defined and the subject or message content may not be edited by Users.
  • A working unsubscribe link will be appended to each template-based email message sent by Focus3.
  • Template-based email messages may not contain attachments.
  • Template-based email messages may contain merge fields to personalize the content.
• Custom Email Messages
  • Users may enter a custom subject, add a single attachment and run spell-check on the body of custom email messages as desired.
  • A Property logo and web site URL may be automatically appended to the body of custom email messages when configured in the Property Preferences.
• Sending Group Emails
  • Emails may be scheduled to be sent to an entire Contact Group using the Action Scheduler.
  • Group emails scheduled by the Action Scheduler will be sent at 2:00 AM ET on the Date Scheduled.

Related Tasks

• To add an Email template:
  1. Click on the "Admin" tab to display the Admin page.
  2. Click on the "Correspondence/Emails" link to display Correspondence/Emails page.
  3. Click on the "Add Correspondence/Email" link on the upper-right to display the Correspondence/Email Details page.
  4. Complete the fields as desired. See the Field Descriptions below for detailed field descriptions.
  5. Click the "Save" button to display additional required fields.
  6. Select the Email Format (HTML or Text)
  7. Click the "Browse" button and select the email template file from your computer.
  8. Click the "Save" button to upload the template.
• To manually schedule an Email Action for a Contact:
  1. Navigate to the desired Contact's Contact Summary page.
  2. Select "Email" from the "Add New Action" drop-down menu in the Sales Path section.
  3. Complete the fields as desired. See the Field Descriptions below for detailed field descriptions.
  4. Click the "Save" or "Send Message" button. The Contact Summary page will be displayed and the Email will be listed in the Sales Path section.
     • Note: Since this Email is added manually outside of an Action Cycle, it will not automatically schedule a follow-up Action when completed.

Field Descriptions

• Email Template
  • Correspondence/Email ID
    • System-generated value.
    • Unique Correspondence/Email identifier. (ex. 1234567890)
  • Type
    • Required drop-down value.
    • Item type. This value is un-editable after the Email is saved. (ex. Email)
  • Name
    • Required text input.
    • Name of Email template. (ex. Pre-Tour Email)
  • Active
    • Required drop-down value.
    • Activates or deactivates the Email template. (ex. Yes or No)
  • Requires Tour Data
    • Required drop-down value.
    • Indicates if the Email template contains merge fields for Tour information, such as the Hotel or Check-in Time. Emails that require Tour data may not be sent unless a Tour is scheduled for the Contact. (ex. Yes or No)
  • Email Format
    • Required radio button input.
    • Specifies template type. (ex. HTML or Text)
  • Subject
    • Optional text input.
    • Specifies a default subject for the Email message that may be overridden by the sender. (ex. Thanks for your recent inquiry!)
  • Message Body
    • Optional text input.
    • Default value for a custom [MessageBody] merge variable that may optionally be included in Email templates. The [MessageBody] merge variable MUST be included in the selected Email template in order for this value to be displayed. Allows Users to insert a custom message within a pre-defined email template. The custom message may consist of a single sentence, paragraph or the entire message body. The value entered into this field will pre-populate the Message Body field as the default value for the Email template. The default Message Body value may be overridden by the sender as desired. Text Email templates will only allow text input in the Message Body field. For HTML email templates, controls on the Message Body field allow Users to apply basic formatting the text content (bold, italic, underline, etc.). (ex. Thanks for your recent inquiry!)
  • Total Sent
    • System-generated value.
    • Displays a count of the total number of times the email template has been sent. (ex. 1234)
  • Tracking Images Downloaded
    • System-generated value.
    • For HTML templates, displays a count of the total number of times a tracking image in the email template is downloaded. Used to determine the general open-rate of the message. (ex. 1234)
• Email (Action)
  • Send
    • Required drop-down value.
    • Specifies when the email will be sent. Only Email templates may be scheduled to be sent at a later time. (ex. Now or Later)
  • To
    • Required text input.
    • Contact's email address. Will default to the Email field value on the Contact. (ex. jsmith@abccorp.com)
  • From
    • Required text input.
    • Employee's email address. Will default to the Email field value on the Employee's Property Account. (ex. jdoe@property.com)
  • Template
    • Required drop-down value.
    • Specifies if the Email is custom or based on a pre-defined template. Defaults to custom. Subject, Message and Attachment fields will be removed if an Email template name is selected. (ex. Custom)
  • Subject
    • Required text input.
    • Email message subject. (ex. Only Five Units Remaining!)
  • Message Body
    • Optional text area input.
    • Custom Email message content. The [MessageBody] merge variable MUST be included in the selected Email template in order for this value to be displyted. (ex. Hi John! Hope you're doing well...)
  • Attachment
    • Optional file upload input.
    • File name. Each email may contain one attached file. Maximum file size is 5 MB. (ex. photo.jpg)

Sample Templates

• Sample Text Email (.txt File)
• Sample HTML Email (.html File)
• Sample Reservation Email (.txt File)

Related Items

• Action Scheduler
• Action Cycles