Creating an Email: Send To
In this step you will choose the recipients of your email.
In this article:
How to Choose Folder and Subscriptions
1. Expand the Folders and Subscriptions drop-down, and hover over a Folder in the drop-down menu.
You'll see the Subscriptions of each Folder, click on the Subscription you wish to send this email to.
Decide to keep or exclude duplicates
If you are using CRM ID as the Unique Identifier for your account it can happen that multiple Profiles have the same email address. In this step you can choose whether you’d like to send to all - or only one of the email addresses.
Choose keep all and you will send to all email addresses.
You can see the duplicates by clicking see duplicates that can help you decide.
When selecting "Exclude duplicates", you can decide to exclude email addresses based on time of consent which Profile to send to. You can Keep oldest or Keep newest.
How to Use Segments
Time for some Segmentation! In this step, you will choose the Segments that best describe your desired recipients.
Once added, you can see not only the chosen name for these Segments but the amount of addresses, so you can have a better idea of the people that you're communicating with.
Click Segmentation to see the available options.
A Segment is a number of Profiles grouped based on a condition. Segmentation will help you make sure that your messages reach your desired audience. You may do this with Profile tags or Segments.
Once you set up your Segmentation preferences for your activity, note that any changes made to the Segment in the Segment Builder will be reflected upon sending. In other words, editing a Segment that is in use in any activities will result in the latest version of the Segment being used by the tool when sending to the recipients.
If you need more information about creating segments for your campaigns, head over to Creating a Segment. If you want guidance on how to include and exclude existing Segments for your email campaign, see Working with Segments.
Under Segmentation, click Add included Segment or Add excluded Segment, depending on what you wish to do. You may include and exclude Segments in this step.
Choose a Segment that works for you from the drop-down menu.
Choose if you wish to send to those who match all or any of the Segments by clicking on the drop-down menu.
How to Filter by Tags
Under Filter by Tags, you may include or exclude Profiles who match all or any specific tags. To begin, click Add tag.
Click on the drop-down menu to select a tag.
Then select whether you wish to include or exclude the Profiles who match the tag.
Lastly, choose if you wish to send to those who match all or any of the tags by clicking on the drop-down menu.
Click on the x to remove an included or excluded Segment or Tag.
How to set the Frequency
Click on Frequency to see the frequency options.
This option allows you to skip sending email messages to those Profiles that you already sent an email to recently. Profiles with an Email - Sent Event logged within the time period you choose will be excluded from this sending.
Please allow at least one hour between sendings to make sure that Profiles are excluded with the frequency filter.
1. Tick the box next to Do not send to Profiles who received email messages within...
2. Choose the time period you'd like to take into consideration.
You have the option to skip Profiles who you sent an email to within the last 72, 48 and 24 hours, as well as a custom time period.
3. To set up a custom time period, first click Custom.
4. Enter a number and choose between hours and days from the drop-down menu.
If you have an CRM integration running, like the Efficy Enterprise, make sure this checkbox is ticked and you have chosen the correct User groups.
if you do not have an CRM integration running this step is not visible.
How to Calculate Profiles
The next step is to assess how many Profiles will receive this email based on your Segmentation preferences. Approximately 200,000 Profiles can be calculated at once.
Profiles with invalid email addresses, as well as those that have had 3 hard bounces, are removed from all Email sendouts, and therefore will not be shown in this calculation. Read more about bounces.
1. On the bottom of the conversation, click Calculate now.
2. The number of Profiles will be shown. If the number is too low, simply return to your previous settings and make sure they're not too specific.
3. After successfully calculating the Profiles, you can click Show Profiles to see exactly which Profiles will receive your email.
4. A list with the Profiles that matched your settings will be shown.
Click on an item to jump to a Profile in Audience, where you can take a look at their Profile data.
5. Adjust your Segmentation settings if necessary, and continue when you feel confident that you've chosen the right recipients from your Audience.
Occasionally, calculating Profiles will fail, and you will see this message:
To retry the calculation, click Try Again, or click Next to continue sending your email without a Profile calculation.
If your send-to settings are too complex, you will see this message:
To retry the calculation, click Try Again.
If it doesn't work, adjust your send-to settings before continuing.
Click Next to continue. Please note that if you don't adjust your settings before sending, you will see this error message, and have to return to the send-to step:
Why did the calculation fail?
It is possible to calculate for approximately 200,000 Profiles in APSIS One. If the calculation fails, it is most likely a temporary server error, so try again to calculate your Profiles.
If the calculation fails because you've exceed the maximum amount of filtering, then you need to adjust your send-to settings. It's likely that the combination of Segments and Subscriptions being used are too complex, which results in a request that is too large for the server to handle.
If you still encounter problems with sending your email, please reach out to APSIS One Support.