What's Covered? Hide
Overview
The ServMan Mail Campaign Module is an add-on to the ServMan Software that is designed to allow you to easily create and send Email Marketing Messages using your SMTP server. It also has the ability to export the resulting client information as a .csv file so that it can be sent to an outside vendor if desired. Once installed, the Mail Campaign Module is located in system procedures accessible by selecting Task -> System Procedures -> Mail Campaign -> Mail Campaign Manager.
Mail Campaign Manager
The Mail Campaign manager serves as the starting point for mail campaigns. Each Mail Campaign will allow you to select Clients to receive your mailing based off of your selected criteria. Mail Campaign Groups are unlimited and can contain an unlimited number of campaigns within each group. Contact ServMan Support for a quote to build new campaigns and campaign groups specifically designed for your business.
Select Task > System Procedures > Mail Campaign > Mail Campaign Manager
Double-click "Client" to open the Wizard
There are various Multi-Select boxes for filters such as Client Types, Marketing Sources, Sales Reps etc. as shown in the example below
If you want to filter by a specific criteria make sure you have ONLY the criteria you want selected (highlighted in blue)
If you are not specifying a certain criteria click the “Select All” button to highlight ALL of the options
NOTE: If you fail to select one or more values in each criteria box, ServMan will ONLY select records where that field is blank. In the example below, clients in all branches and all zones will be selected ONLY if their Client Type is blank.
Press the “Build Results” button to pull all the Clients who meet your selection criteria
Press the Review tab to will see your results
Each piece of information returned is in its own column. These are headings for the fields found in the “Supported Field List” box when setting up the Campaign – from here on out called Merge Fields.
The buttons on the screen do the following:
Click the “Export Data” button
A Windows Explorer window will open
Click Save and Yes on the Pop up
As long as you included the .csv at the end of your file name, clicking yes will open the file. If you did not, nothing will open; however, you can manually navigate to the file location, rename the file with the .csv extension and open the file that way
What's Covered? Hide
Select Task > System Procedures > Mail Campaign > Mail Campaign Manager - This wizard contains multiple tabs of selection criteria. The "General" tab contains the Global Filters. Your selections from the General tab will be used in conjunction with all of the other selection criteria from the other tabs.
Double-click "Clients - Advanced" to open the Wizard
Select your Global Filters
Select a conditional filter (and date range if required) for the date the client was Added
Select specific branch/s from the multi-select box - or Select All
Select specific client type/s from the multi-select box - or Select All
Select specific zone/s from the multi-select box - or Select All
NOTE: In the database, “blank” is considered a value. Press the Select All button to ensure all records, including those with a blank in the field, are selected if no values are shown in the box.
Click Next
To select clients who DO NOT have an Active Contract
Click the “Include records that do NOT have Active contracts” checkbox
Click Next
To select clients who have an Active Contract
Click the “Include records that have Active contracts” checkbox
Click either the “Include records that have this type of contract” or “Include records that DO NOT have this type of contract” checkbox
Select the type/s of contract you are filtering for in the Contract Type box - or Select All
Select the Contract Expires: date information
Click Next
To select clients based on System information
Click the “Select Records Based on System information” checkbox
Select either “Include records that have this type of system” or “Include records that DO NOT have this type of equipment”
Select System Type/s - or Select All
Select Manufacturer or leave blank for all
To select based upon the age of the equipment
Click the Age checkbox and enter the age range to select
To select based upon Purchased or Warranty ending date
Click the appropriate check box and add the date information
Click Next
To select clients based on Systems Information
Click the “Select Records Based on System information” checkbox
Select either “Include records that have this type of system” or “Include records that DO NOT have this type of equipment”
Select System Type/s - or Select All
Select Manufacturer or leave blank for all
To select based upon the age of the equipment
Click the Age checkbox and enter the age range to select
To select based upon Purchased or Warranty ending date
Click the appropriate check box and add the date information
Click Next
To select clients based on Service History
Click the first “Select records based on service history” checkbox
Select one of the 3 options:
“Include records that have this type of service”
“Include records that have not had this type of service”
“Include records that have not had (any type of) service since”
If this option is selected choose a “No Service since” date
Select System Type/s - or Select All
Choose the date the service was entered into ServMan information
Select a Lead Tech if desired
To add additional selection criteria
Click the second “Select records based on service History” checkbox
Selecting information in this second section will select all clients who meet the first set of criteria as well as everyone who meets the second set of criteria.
Click Next
To select clients based on Quote History
Click the first “Select records based on quote history” checkbox
Select Work type/s - or Select All
Choose the date the quote was entered into ServMan information
Click Next
Press Yes to build your results table
Once you have built the results, the file is saved
When you re-enter the program you will receive a notice asking if you want to continue with the existing file or start a new campaign
To modify records in the grid
Double click the field in the grid and enter the correct information
This will modify only the record in this Results file.
It will NOT change the original client record.
If you press the Back button (or any Tab to the left) you will get the message “This will build results, do you want to continue?”
If you press Yes - all modifications will be lost
If you press No - all modifications will be retained
To delete records
Select the record to be deleted, Right-click, and select Delete row
This will delete the record from the file and renumber subsequent rows.
Records must be removed individually
Press Refresh Grid button to remove any blank lines at the end of the file
To export the results as an Excel or Text file
Press the Export Data button and Save the file
Remember where you saved the document
Remember to put .CSV (Excel) or .TXT (NotePad) at the end of the file name
What's Covered? Hide
If you do not already have an HTML editor installed, request permission from your Network Administrator to download and install KompoZer, a free HTML editor. It can be found on this website: http://sourceforge.net/projects/kompozer/?source=typ_redirect
Place the field name between << >>’s
<<Account Number >>
<<Account Name>>
<<Address>>
<<City>>
<<State>>
<<Zip>>
<<Phone>>
<<Email>>
PLEASE NOTE: These fields are case sensitive. Type them in exactly as shown above.
Right click the ServMan icon on your desktop
Click Properties
Click the Find Target (or Open File Location) button
Scroll to the top of the list and find the 01 folder
Navigate to 01 > Mail Campaigns > Clients – Advanced
Click inside the address bar (boxed in RED above) to get the exact location (highlighted in BLUE below) to save the template
Leave this window open - You will use this location in the next step
If you are using the Standard Client campaign, substitute the word “Client” for the words “Clients – Advanced”
Save your email
In your HTML editor, click File > Save As
Click in the address bar area of the Save As screen and paste your ServMan Mail Campaign's folder (from the above step) path
Click the arrow in the address bar to take you to that location
The “Save as type” will be Web Page (.htm)
The file name must ALWAYS be: Clients - Advanced.htm
If you are using the standard client campaign the file must be named Client.htm and must be saved in the Client folder rather than the Clients - Advanced folder shown in this example.
Press Save
Return to the Mail Campaign Manager
Click on a row in the grid and press "Preview Selected Row" to see the email as it will appear, including merged fields
If you get a "No Data Found" message, make sure you have clicked on a row in the grid and press Preview again
If you get no error message and no data appears, close and reopen the Mail Campaign Manager Wizard – Make sure you Click YES to work with previous results
Open your HTML editor
Navigate to the Clients – Advanced folder on your server and open the file Clients – Advanced.htm
Modify the contents of the email and press Save
Do not make changes in the Edit Template window
Click the Send Tab
Click the Email Settings button
Enter your SMTP Server settings - See your network administrator for this information
Press Save
Click on the Send a test email checkbox
Enter your email address, subject and content for this test
Press Send Test button
This process tests only the SMTP settings entered on this page
If you DO receive an email, your settings are correct - Proceed to the next step
If you DO NOT receive an email, contact your network administrator to verify you have the correct settings - If you do not receive an email from this test, your clients will not receive an email either
Enter the name of the person you want the email to originate from
This can be a real employee or a fake name
Enter the email address you want the email to originate from
This must be a real, working email address
Enter the Subject of the real email
Select "Email" as your Destination
Click the Enable Test Mode checkbox
Enter the quantity of test emails you want to receive
Enter your email address in the To Email: field
Press Send Test Email(s) button
Test Mode will send a copy of the actual email to the email address entered into the To Email: field
The test email will include mail merge fields as they will appear to the client
This may take some time based upon your company's email send and receive message settings and/or network traffic
When the SendMail notice appears, press ok
Verify you have actually received the test email
Proofread and test all links to verify they are working properly
If you did not receive this test email - Contact your Network Administrator
To send the email to your clients
Uncheck the Enable Test Mode checkbox
Press Send Results button
Press finish
Tip: after sending the email, rename the .htm file for archiving and/or later use.