Begin by Logging In to the Web Portal and locating Customer Relations on the left menu bar, then clicking Emails and Letters.

On the Select Query window, use the Data Set drop-down to choose who will get this email. Items on this list have been broken into categories, followed by who in that group you will be communicating to. This is also where you select a template which will be gone over further in the advanced section at the bottom of this article. Below is a list of what each category is for. To move on to email creation, click Continue.

Activity - These target people who have recently given you money or attended an event.

Customers - These target your whole customer base and are limited by the group that follows.

Event - These target a specific event and then a certain group of its attendees.

Gift Card - Target gift card sales.

Membership - These target your member base, past and present.

Orders - These target orders with something missing or to compare and generate paperwork.

Package/Season - These target package purchases.

Renewal Letter - These target people who have or will renew a membership.

Ticket Pack - Targets customers who purchased a ticket pack.

Next the Edit Target Audience window will appear if this email has options on who to target. In the example, you have to open the Event menu using the blue arrow and then select the event we need to contact the audience of. Use Accept to move on.

Your target audience will now be set but you can return to the previous screen using the Edit target Audience button. The Preview Audience button will show you an abbreviated list of who is going to get this email.

Subject is the subject of the email being sent and is therefore customer-facing. Use the blue pencil to attach a file to this email.

Email Design is the body of this email and where you will build what your customers will see. The first two buttons on this bar will Undo your last action or Reapply the last thing removed.

The next button is for Tables. After you click it you then need to click Table and define its size by using your mouse and clicking inside the field on the right. Once the table exists, you can click and drag to resize as needed in your email.

Once you have a table you can use the other options in the table menu to add or remove columns as well as a number of other table-related settings.

The next two items in this area allow you to add Hyperlinks or upload custom Images to include.

The Insert Logo button will load your organization's logo onto this email. Insert Field will open a drop-down of fields with variable values that you can use, such as customer name or order details. You may also add these using the blue buttons below the email field, and the system will fill them in with the requested value. These are the items you see displayed when selecting a data set and vary wildly from one data set to the next.

Insert Snippets lets you used pre-created images, tables, and text blocks, that you have saved as a snippet. These can make creating monthly newsletters or just adding a signature much faster. You can read more at the bottom of this article in the advanced section.

The next area controls text so it is where you can change the font, size, and height as well as the fore and background colors. Immediately after that, you will find the  bold, italic, and underlining buttons.

Next are the sections for page alignment, bullet points and numbering, and indentations. This and other items past here may be hidden under the ellipses depending on screen size and resolution.

The Formatting drop-down is next and allows you to format text as you are writing it. Find and Replace will locate all instances of a word or phrase and replace it with your desired substitute.

The Source Code button will show you the raw HTML for this email, which can be handy for copying with formatting to a fresh email. Show Block will display the formatting you have in place in a more heads-up way, and Full Screen will give you as much room as possible to craft your email.

Use the blue arrow to open Optional Settings if you don't see the options in this section. 

From - The email address that anyone who gets this email will be replying to. 

From Display Name - The name customers will see this email as coming from.

Completion Notice Email - A secondary email address where a completion notice will be sent once this is done.

Description - A place for internal notes about what this email is used for, this area is not customer-facing and only available here on this screen.

The Save Changes button will save this email for you to return later and continue working or send it out. Send will ask you to confirm once again, and then send this email to everyone who should get it.

Preview will load another window where you can see what this email will look like with all of the variable fields filled in with customer information. From this screen you can also Print this email or use Send Test to see how it will look once received.

Advanced Emails Templates/Snippets

From the emails and letters screen you can also choose to create a template or snippet which can be used to save you time creating future emails. Templates will allow you to create form letters with information that doesn't change and is already filled in. Snippets allow you to create pieces of an email, such as a signature or terms and conditions.

 

Templates

In almost every way a template is also an email/letter in how you will build it and what it will contain. The main difference is that a Template does not already have a dataset until after it has been applied to an email/letter. Once you have created a template going forward while creating a new email/letter you will have a new drop-down that offers the templates you have created in the past.

Snippets

Snippets are pieces of an email that you can drop into future emails in just a few clicks. Use the New Snippets button on the emails and letters page to create a new one.

 

On the New Snippet page the top line is Snippet Name and is what you will be selecting from the drop-down menu when you're applying it. Snippet Description is internal only and will hold what this snippet is used for in a longer form.

 

The Snippet Body is where you will build your snippet. This area has all the same power as any other email or letter, except for adding an attachment. Be careful adding values with the Insert Field action because if the data set you later select does not include that field, your snippet will not load as expected.

 

Use save to create this snippet, and from now on, while creating new emails, you will be able to insert this snippet using the drop-down on that email action bar.

 

 

 

Begin by Logging In to Agile Ticketing Solutions (ATS) administration and find any green Customer Relations folder. Open this and select Emails and Letters then, in the Emails and Letters area, right-click and select New to begin creation.

On the Select Data Set window, use the Query Data Set drop-down to choose who will get this email. Items on this list have been broken into categories, followed by who in that group you will be communicating to. This is also where you select a template which will be gone over further in the advanced section at the bottom of this article. Below is a list of what each category is for. To move on to email creation, click Ok.

Activity - These target people who have recently given you money or attended an event.

Customers - These target your whole customer base and are limited by the group that follows.

Event - These target a specific event and then a certain group of its attendees.

Gift Card - Target gift card sales.

Membership - These target your member base, past and present.

Orders - These target orders with something missing or to compare and generate paperwork.

Package/Season - These target package purchases.

Renewal Letter - These target people who have or will renew a membership.

Ticket Pack - Targets customers who purchased a ticket pack.

On the Email / Letter window click the Set Parameters button on the Data Set tab to target your email to an audience as needed, not all emails require this step. In this example you will need to select an event to target. Once you make a selection the Data Set window will become a preview of the customers being contacted. You can change this group by reopening Set Parameters and choosing another option.

Swapping to the Email / Letter Body tab, Subject is the subject of the email being sent and is therefore customer-facing. Use the paperclip to attach a file to this email.

Above the Body area for this email is where you will find font and formatting options. Here you can change everything from size and color to indents and justification.

The next two items below this area allow you to add Hyperlinks or upload custom Images to include. You must highlight the text you have already written to use the hyperlink feature.

The next button will add a Horizontal Line to the body of this email and Tables which will launch a window to set the size of your table, then load it onto this email. Table properties is where you design the look of your table, cell properties is where you define it's size.

Cut, Copy, and Paste will all work as expected; the Red X will remove a selected item from this email.

The next two button will Undo your last action or Reapply the last thing removed. Search can be used to look for words or phrases in this email.

Right-click in the email body to access the Insert option which will open a drop-down of fields with variable values that you can use, such as customer name or order details. You may also add these using the blue buttons below the email field, and the system will fill them in with the requested value. These are the items you see displayed when selecting a data set and vary wildly from one data set to the next.

The Preview tab is where you can see what this email will look like with all of the variable fields filled in with customer information. From this screen you can also Print this email or use Send Test to see how it will look once received.

Use Apply and OK to Save and close this email for later use.