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SuperMailer

With the SuperMailer module, PC CADDIE offers you the possibility to send a large number of emails. This module must be licensed. SuperMailer allows you to send personalized serial emails with HTML attachments directly from PC CADDIE - for example, newsletters.

Advantages over Outlook:

  • Send personalized e-mails with direct form of address;
  • Delivery of professional HTML documents;
  • Any kind of attachment is possible;
  • Direct Address export from PC CADDIE in accordance to the persons filters;
  • The SPAM probability is significantly reduced;
  • Outlook allows a maximum of 50 addressed in BCC; if more, the email is considered to be spam. SuperMailer individually sends every email.

You must install the program on each computer on which you want to work with the Super Mailer. A server installation is of no use, this is strictly a local application.

This is how you install the SuperMailer:

Installation

The installation and licensing of SuperMailer on the first workstation is included in the license price and is taken over by our support team. Would you like to use SuperMailer on other workstations as well? The next chapter describes how you can easily install it. Contact our support team after you have completed the installations so we can license them.

Download SuperMailer

Download the German-English version http://www.supermailer.de LOCALLY on your computer. So you always have the most current version available and avoid licensing problems with Windows7 computers.

You need administrator rights on the computer where you want to install SuperMailer. A new installation is necessary should you replace the computer!

Double click on the 32bit or 64bit version, depending on the operating system.

confirm with OK

start with double-click

User access control query: Do you want to save the changes? YES

English, OK

NEXT

You do not need the SuperMailer icon on the desktop, since the program will start via PC CADDIE. You can usually leave this box unchecked. However, starting the program from the desktop is the fastest way, and it may prove useful if, for example, you often need to look at the newsletters you've already sent; in this case you should check the box.

Settings for emails sending

Click on Project and select Send settings…

Input the following in the Email addresses tab:

  1. Sender's address = the email address of you club;
  2. The name you want to be displayed on the letters (for example, Sonnenschein Golfclub);
  3. The address where you want to receive the answers.

Enter the details of your email server in the tab Email sending. Click on Test email sending in order to check your settings. Your inputs are correct if the email is successfully sent.

We recommend that you send newsletters with small breaks in between. These can be set using the Limits tab:

Create a Newsletter

Excursus: Supermailer and the EU-GDPR

Since the entry into force of the General Data Protection Regulation on May 25, 2018, care must be taken to ensure that no newsmail unlawfully reaches recipients who had objected to the receipt.

Therefore, as PC CADDIE fully complies with the EU-GDPR, the export of mail addresses is suppressed. :!: You will not receive any addresses during the first export. Of course, there are ways to work anyway, and you can find out how here: EU General Data Protection Regulation with PC CADDIE.

Defining the persons group

Select Persons/SuperMailer in PCC

Select the desired groups. Use Define to check that the correct options have been set.

Set the Person filter as normal filter, but make sure you set the 2 options as shown above:

  1. The checked option means that the persons without „NONEWS“ set as Additional information will receive an email. Thus, the email address must not be deleted, and it is enough to store the additional info. More information can be found under: Unsubscribe
  2. Only those persons with a valid email address are considered. The exclamation mark means that this field must not remain empty.

Confirm your settings with OK.

Select and start the data export.

The following window may open if you are using the CRM/DMS ALINK-contact partner: Find out more about ALINK-contact partner.

You can individually decide who the partner is for each of the records. You can also decide not to choose a partner.

In the automatic mode you can set in advance which contact person should be chosen for further interactions. In this case no additional settings will be necessary. Please pay attention to the following aspects when you fill-in the following window:

  • Everyone will get an email if you check the Emails from all contacts box.
  • If you check the Emails from all matching contacts box, the contact set in the field take this first and then this one will be chosen.
  • If you want to select from the group of persons all persons which have also filed additional information (in our example, all contacts salutation with additional info CM) you can enter the additional information.
  • If you are not sure of your settings you can use the button Note in the address output window; you will be able to control the addresses if you click on the F7 Check export list button.
  • Or you can check this in the SuperMailer program under Recipient groups.

There are additional configuration options if you are working with the CRM/DMS module. Please contact out support team to unlock all these options.

First, use the filters to define who should receive the email, for example, all individuals with a valid email address, all persons with a turnover of €2000, or all persons with the additional info “nomag” as in our example.

Click Export. The task now is to send an email to all the contact persons with additional info “nomag”. The following setting is required:

Automatically as follows, if contact partner available means that PC CADDIE selects all contacts and all persons with additional info “nomag”. Checking the box Emails from all matching contacts ensures that the email will be sent only to those individuals with additional info “nomag”.

Checking Emails from all contacts ensures that the email will be sent to all individuals with a contact person with additional info “nomag”.

Another example: you want to send the mail to all managers with additional info “nomag”; in this case use the following settings:

On the top right you can check the number entered and assess whether everything is in order with the filters.

Export addresses and select the template

Clicking on will open the SuperMailer folder in your PC CADDIE.

It is very convenient to work with a template, in order to avoid errors and to have a uniform format for your newsletters. Save all your newsletter in the same directory but under different names; you will get a good overview if you sort them chronologically.

Select the (master)template and click OK. The SuperMailer program opens and prompts for the desired email fields, then expect a confirmation regarding deleting duplicates.

:!: Decide whether you want to remove or to retain duplicates. For example, if Daisy and Donald Duck are registered with the same email address, only one of them will receive a personalizede=mail.

The persons indicated above will appear in the Email recipients window:

You can see the number of email recipients at the bottom of the window.

Here you can again randomly Search for an individual.

Error importing addresses

If no addresses were imported or the list contains old, incorrect addresses, proceed as follows:

Click Import in the recipients window.

1 - Here you can check that the path for the List.txt corresponds to that which is stored in the main window under Layout.

2 - Then check the box for the automatic import of addresses, and import the new addresses.

Close the window and check whether you have the correct addresses in the recipient list.

Email's text

Click on the email's text in the left window. If you have already provided a HTML text during the installation, you will see it here. We are happy to help you create an Individual SuperMailer template.

The window will be empty if you haven't inputted any HTML-Text. Select the Newsletter template option. This wizard helps you to easily create a template/newsletter with just a few clicks and to personalize it.

  • Customize the text with the help of the SuperMailer Editor practical functions.
  • Copy an already written text or write the text you want. As in a form letter, you can also click on the Insert field in SuperMailer to enter individual fields. This will give the newsletter a personal touch, and the recipient will feel as directly addressed.

The most popular fields for the personal address and the subject line are listed in the following table. You can also see the examples presented next to the fields.

This filled-in field …looks like this in the email sent to Axel Heck …
[SALUTATION1],Dear Mr. Heck,
Latest news for[ADDR2]Latest news for Axel Heck

Use the following commands for including the date or information regarding how many persons have received the newsletter (for example emails to juniors, women, seniors or groups):

This general command …can also be very useful…
Hertenstein, [Datum_kurz] ([Date_Short]) Hertenstein, 24.12.10
This email was received by [Mail_Empfänger_Anzahl] ([Number_of_recipients]) persons. This email was received by 999 persons.

It is recommended to insert texts without MS Word formatting or to write it directly in SuperMailer in order to avoid error messages.

Have you written the mail in another program? The function Load text from the Internet (on the left side of the Options dialog), allows you to load the text via the link directly into the SuperMailer.

Pictures in text

Use tables in order to correctly position images into the email's text. You can center, left- or right-align images with the text within the tables. The images may be located on your hard disk or on the Internet. Keep in mind that sending large files is much slower - so add low resolution images or just the link in the text.

The functions needed to editing can be found in the editor:

Form letter preview

Click on Form letter preview on the left side of the Options dialog once you have created your email. This feature shows you how your newsletter will look like for the recipient. You can scroll through each newsletter recipient individually. The placeholders are already replaced with the receiver's information, so you can check the personalization.

Save form letter (under)

Save each new newsletter individually, thus ensuring you do not overwrite the master template. Go to File/Save project as… Assign it a new name to uniquely identify it later - for example, a combination of date and file name: 20150512-Spring_greetings. If you save the file in PC CADDIE's main folder (on the server), you will be able to reuse it in the future.

Attachments

SuperMailer allows you to send attachments of any size and to any recipient.In order to do that you have to switch to the Attachment tab:

Please note that large attachments and a slow internet connection may lead to delays in sending the attachments (up to a few hours). Your internet connection may also block if you attempt to send large attachments to customers who don't have enough space in their mailbox.

In this case we recommend that you replace the attachment with a hyperlink. This can point to an article on your internet site or to your PC CADDIE://online tournament calendar. This has the further advantage that other issues on your website may draw your customer's attention. In order to insert the link in your email you just have to select a word an right-click on it.

Sending newsletters

Control and test email

Please ask yourself the following questions before sending the email:

  1. Did I choose the correct group of recipients?
  2. Is everything correct: layout, content, date, spelling, location?
  3. Have I provided the correct Legal notice?
  4. Maybe I should re-format the newsletter as text? (This is important for email recipients who do not want to receive HTML files)
  5. Is the subject correct?
  6. Have I added the right attachments (PDFs)?
  7. Does the preview look as expected?

Click Send emails after you have done all the recommended checkings.

The following summary window opens, also including the error logs.

In the upper area you can see the attachments or other things that you want to send. The error log will contain information regarding any of those objects which is not suitable for shipping; in this case, the Send now button will be inactive.

  1. Test here whether your email is fit for Outlook 2007.
  2. You should also perform a spam test.
  3. You can send a test email to all the control readers.

Sending the email

Do you like the email?

 4. Click on **//Send now//** to send the email. 
 5. Press **//Cancel//** to cancel the email sending.

You see the code 250. This code does not indicate an error! 250 means your email was successfully sent.

You will see the log as soon as the job is completed. This indicates whether the delivery was successful, or if your email could not reach some of the recipients - either the email address is not valid or the inbox is already full.

Undelivered emails

SuperMailer doesn't take any action regarding the undelivered emails (Mail delivery, Delivery Status Notification, Mailbox unavailable, etc.). It will be easier for you to direct all the undelivered emails to a specific address, for example newsletter@, to check that mailbox 2-3 days after the delivery, and to make the necessary corrections directly in PC CADDIE. then all the changes will be applied for the next email delivery.

For example, the following situations may occur:

  • The customer's inbox is full; you can try to contact them using other means and discuss it.
  • The address is incorrect; you must enter the correct one.
  • The e-mail address does no longer exist; you can just remove it from the system.
  • The e-mail address does no longer exist, but the undelivered email notification shows an unknown address, where the email was forwarded; this is often difficult to understand.
  • The domain is not known by the receiver system, and the email is therefore not accepted; in this case a technician needs to mark the sender domain as trustworthy.

The legal regulations foresee that every newsletter must contain a complete legal notice. The PC CADDIE legal notice is as follows:

Carefully consider the following aspects:

  1. Complete address;
  2. Email address and website - for your own benefit;
  3. Managing director and Commercial register;
  4. Reason why the customer receives the message;
  5. Possibility to unsubscribe from the newsletter.

Tracking

Tracking means logging everything that happens. Each user leaves tracks whenever he opens a newsletter or a website, i.e. information regarding which site lead to opening this one.

You can automatically activate tracking in your SuperMailer project: Menu Project/Tracking.

You must have access to a web server / web space for transmitting and receiving the tracking data, with the corresponding access data credentials. Alternatively, we will gladly set this up for you: PC CADDIE://online customer service

SuperMailer can also evaluate the data using a Google Analytics account, if you have one. You can make the necessary settings via: Menu Project/Google Analytics Setup…

The tracking statistics are available under: Menu Project/Retrieve and display tracking statistics…

  • A personalized tracking (allowing you to individually follow the activities of each customer ) is not allowed in Germany.
  • A pure Tracking for success (how many people have opened the email, how many people have clicked on something) is allowed.

Newsletter subscription cancellation

The newsletter-provider is legally obliged to allow the subscription cancellation at any time and without additional hurdles. The customer must be informed about this right in each newsletter, which is usually done as a text in the imprint. The intention to unsubscribe can be expressed as a reply to the newsletter. A more convenient way is to provide a cancellation link directly in the email accompanying the newsletter.
Both of these, a reference, respectively an email address for manual newsletter unsubscription or a link for automatic cancellation can be integrated into a SuperMailer template. Read more:

Manual newsletter cancellation

You can use the additional info field „NONEWS“ (without quotes) to mark the persons who don't want to receive a newsletter or who would want to cancel their subscription. Select the person after clicking on Persons/ …new, change, delete. Enter NONEWS as additional info in the “Infos” tab.

Confirm with Change.

Automatic newsletter cancellation

We can provide the automatic Newsletter cancellation as an online service at no additional cost, if you use our PC CADDIE://online modules for tournament management or tee time reservation. In this case we can include in your newsletter template (in SuperMailer) an unsubscription link; your customers will be able to use this link to automatically cancel they subscription.

For example:

After you customer confirms the cancellation, the additional info NONEWS will be automatically updated in PC CADDIE as described above, without any manual operations from our part.

Specials

Individual SuperMailer template

We will be happy to personalize your template to match the appearance of your golf course.

The following information is required to create the template:

  • The preferred font and its size…
  • Desired photos, logo, advertising partners…
  • Specific colors, etc. (Corporate Identity)

Please send us your inquires regarding cost, duration and possibilities at support@pccaddie.com.

Personalized salutation: Dear Mr./Mrs.

HINT: There are definitely situations in which you want to address customers with Dear Mr. or Dear Mrs. An “if-then-priority” is necessary for doing this. This is how you can set the priority:

You can find the corresponding function in SuperMailer, under Project/Query functions. The following window opens:

Click on Add and enter a name for your function:

Click again on Add:

  1. IF Field “ADDR1” is chosen
  2. Comparison operator “=”
  3. Compared string “Mr.”
  4. then OUTPUT “r”
  5. confirm withOK

Confirm one more time with OK

… and Close the window.

Now you are back in the project; write “Dear”.

Click on Insert field and select our “Sweet nothings”.

If you add [ADDR2], the text will look like as follows:

And you can use the Newsletter preview to see the final result:

“Dear Mr. Axel…”

…and “Dear Mrs. Tina…”

You are now ready to send personalized, warm emails.

Private and professionals emails

Do not delete a customer's business email address even if he explicitly specifies he wants to receive the newsletter only on the private email.

Suffices if you place an exclamation mark (!) in front of the email address in the 2. Address tab. Then the address will no longer be considered by PC CADDIE during the next newsletter issues.

Send emails to clubs

You can also use SuperMailer to contact clubs, provided their contact is already stored in the clubs list. Open the SuperMailer window under Persons/SuperMailer.

Select Setup/Clubs+Courses/Export addresses in PC CADDIE.

Enter the path from the SuperMailer template in the Target file: field, for example, P:\PCCADDIE\SuperMailer\List.txt. Or press the button from the right of the field and select the correct path.

Narrow the list of clubs you want to address using the Abbreviation, the LGV, or any of the other available options. Press Export.

Confirm with Yes. Select Quit in the “Club addresses” window.

Click on the in the SuperMailer window. The previously selected clubs appear in the window Email recipients.

Write the text and send the email as described in the previous sections.

Online update

As any other software, SuperMailer needs to be updated from time to time. In case you are prompted to make an update when you open the SuperMailer, you should follow the recommended steps. Otherwise, you can make an update by clicking on the question mark (?) in the main menu, and selecting the Online-Update… option.

The following window opens; click on Next:

SuperMailer then connects to the server to check for updates.

There are no updates available in the presented example. In case there are updates the user can Select all (1) and then perform the updates by pressing the Load selected update(s) (2).

SuperMailer will inform you that the program must be restarted in order to complete the updates. Please follow this instruction as well.

And you are once more up-to-date.

SuperMailer manual

More detailed information and explanations regarding the SuperMailer can be found in the user manual, available at: http://int.supermailer.de/smeng.pdf

SuperMailer error codes

SuperMailer will return an error code in case it could not send all the emails. Please consult the following list to see what the error code means (available only in German): http://www.supermailer.de/smtp_reply_codes.htm

en/personen/supermailer/supermailer.txt · Last modified: 2018/11/09 15:29 by emilia
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