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Creating Bespoke Email Lists using Email Bundles

While the Entrant Mailout functionality enables you to create email notifications based on specific criteria (such as particular Awards, Categories, Statuses etc.), there may be scenarios where you need to create bespoke email lists comprising users who are not unified by such criteria. Also, you may want the flexibility to Edit such lists outside of set criteria, by Adding and Deleting contacts at any time.
Email Bundles enable you to do this, and also save these lists for future use in case you will be contacting them on an ongoing basis.
Email Bundles are an option on any page on the Admin site where assets or users are organised into a list. So, that is:

  • Entry List
  • Email Queue
  • Media Items List
  • Invoices List
  • Users List
  • Organisations List

How to Set Up Templates for Email Bundles

You can set up templates for Email Bundles using the same process as you would to create templates for Entrant Mailout ie. all templates must be prefixed with Mailout/ .

  1. Log into the Admin Interface
  2. Go to Actions>Misc
  3. Under the Email Management section, choose Email Templates
  4. Click Add
  5. On the Add new EmailTemplate Type page give your template a Name (prefixed by Mailout/ ) , and decide if you want it to be Award-Specific
  6. Click Save and Close
  7. The Add new EmailTemplate page opens. Set the following:
  • Enabled? Yes
  • Include Standard Header and Footer? As you require
  • Emails To Queue In This State? As you require
  • Deliver Priority? As you require
  • Set the Subject as you require – remember that if the Subject is blank an email won’t send, even if Enabled
  • Input the body copy in the Content field, as you require
  • Click Save and Close

How to Create an Email Bundle

  1. On any of the list-based pages above (as required in your circumstances), filter to select the initial contact base for your Bundle.
  2. Click on the Add To Email Bundle button that appears above the list
  3. A new screen will open, called Email Bundle. Here you can either:
    a) Create a Bundle with only SOME of the email addresses from a selected list-based page. To do so:
    Type in additional User email addresses in the the Add Email field, and click Add to save them to the Bundle. Note that any email added must belong to a user who is registered in the system.
    b) Create a Bundle with ALL the existing email addresses from a selected list-based page. Please just note that once you’ve opened the page, ALL of them will automatically be added to the list, not only the rows that are visible are on screen. To do so:
    Click Save Bundle, where you will be taken to the new page Edit existing Mass Email Bundle Segment. Here you will give your Bundle a Name and also a Description for ease of reference and recall in future, when you may have several such Bundles.
  4. Click Save and Close
  5. The Bundle will now be Saved and will be given to you as an option to either use or add to whenever you use Email Bundles in the future

Note – When you are in the Email Bundle page, you can create a NEW bundle at any time by clicking the Create New Bundle button. You will be prompted to click Save Bundle if you want to preserve the current bundle before beginning the new one.

Where to Find Email Bundles

On any of the above list-based pages, you can search for the Email Bundles you have previously created by clicking on Add To Email Bundle and using the Change Email Bundle selector on the following page.
There is also another area where your existing Email Bundles can be located:

  1. Log into the Admin Interface
  2. Go to Actions>Misc
  3. Click Email Bundle Settings from the Email Management section
  4. Use the Change Email Bundle selector to toggle through your different Bundles

How to Send an Email Bundle

Now you have created your Email Bundle template and created your Email Bundle list, you can send an email to them by selecting your Email Bundle as above.

  1. Log into the Admin Interface
  2. Search the Email Bundle you wish to use
  3. Click on the Send Email link that appears above it
  4. The Specify Mailout Parameters page opens
  5. Select your Email Template
  6. Click Schedule
  7. The Confirm Mailout Details page opens
  8. Select your Start Sending Date and Time (or leave blank to select asap)
  9. Select your Repeat options
  10. Give your Email a Batch Name
  11. Specify From Address and From Name, if different from your default. Alternatively, leave blank to use your default
  12. Add any address to Send Notification To
  13. Decide if you want the email to still try to Send if there are no Recipients selected
  14. Decide whether you want the email to placed On Hold, by ticking the Just Add Emails To Queue box or not
  15. Click Send

Managing Individual Users and Entire Bundles

There are many actions you can take to manage Users and Entire Bundles:

  1. Log into the Admin Interface
  2. Go to Actions>Misc
  3. Select Email Bundle Settings
  4. You can remove individual Users from your Bundles at any time, by clicking the Remove from bundle button alongside their record in any given bucket
  5. If you click Edit alongside their record, you can make changes to their user account details – saving you the hassle of closing the bundle to make such changes.
  6. You can also delete an Entire Bundle by opening it, and then clicking the Delete Bundle button above the list
  7. You can edit the name and description of any Bundle by opening it and then clicking the Edit Bundle button above the list