Tutorial: How to send emails from within the platform

In Premium and White Label promotions you can set up and send emails to participants, selecting various criteria to filter those you wish to contact at a specific time or for a particular action.

Note: The Emails Platform is not included by default in Promotions created with the Basic version. It can be included as an extension for $50USD.

 

These email communications can be set up from the Emails Platform which you can access from the promotion management page: 

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From this platform you can:

  1. Create and configure emails
  2. Manage emails
  3. Configure common options for your emailing campaign

 

How to create and configure emails

From this section you can create an email and configure it to fit your aims:

General message settings

Configure the type of message that you wish to send:

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Give the email a title

Describe in one sentence the objective of this email. This will help you identify it from a list with other emails from the same promotion.

 

Type of email

This option permits you to determine the moment at which the email is to be sent. This moment can be a particular event carried out by a promotion participant (on signup, on voting, on recruiting, on validating their email address); it can be at a scheduled date; or it can be at a time manually controlled by the administrator. The system allows you to choose from six email types:

  • On registering: this email will be automatically sent to participants as soon as they sign up for the promotion.
  • On recruiting a new user: this email will be sent automatically when a participant recruits a new user to the contest.
  • On getting a vote: this email will be sent when a user’s participation receives a new vote. 
  • To validate vote: This email will be sent so that the user who has voted validates his email so that his vote is counted. 
  • On validating the email: this email will be sent automatically when a participant validates his or her email correctly. Visit the specific tutorial.
  • On scheduled date: this email will be sent automatically at the date and time specified by the administrator.
  • Manual: this email will be sent manually by the administrator. 
  • On Accept entry: This email will be sent automatically when the administrator marks a participation as "accepted".
  • On Reject entry: This email will be sent automatically when the administrator marks a participation as "rejected".

 

Recipients

In the next section you can select which promotion participants you’d like to send the email to, depending on the type of email you are setting up.

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Types of filter that you can configure:

  • All participants
  • Date register
  • Country
  • Quiz results
  • Number of recruited users
  • Number of votes
  • Email
  • Prizes

Note: In this section you can also use the basic fields of the registration form that you have enabled (gender, age, city, etc.) as filters. This includes any additional fields you may have added, plus verification boxes.

 

How the filters work

When selecting the filter labelled “All participants” this will be added directly to the configuration of the email since it has no more segmentation.

For the rest of the filters, you should select each condition and value that will determine the filter you wish to activate. Use the green button to add the filter once you have configured it to your needs. For example:

 

The "country" filter is not linked to the “country” field of the registration form. Instead, it includes the countries where the promotion has been available (country filter available in Premium and White Label). This means that it links participants to one country or another depending on their IP address.

 

Note: You can add more than one filter to the same email. For example, you could send a message only to female participants who have obtained X points in the quiz.

 

To see common filter configurations, check this link

 

Message

  • From name: write the name of the company or brand that is sending the message. E.g. Fruterías El Campo. This field can also be configured from “Options” in the Emails Platform.
  • Reply to: Email address that will be used in case the user replies directly to the email received. Important: This is not the sender's email address. The sender address 'From email' is not editable and comes with Easypromos domains to minimize spam.
  • Subject: write the text that will be displayed as the subject of the email received by participants.
  • Body: write the text that will make up the body of the email. Use content and smart tags to fill it with customized information.
  • Attach documents: if needed, add documents to be included with the message. Consult the characteristics of compatible files.

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For greater personalization of the email, you can use smart tags, which are labels that will be filled with personalized user information, such as their name, the participation link, or the name of the prize they have won. Here is a list of all the smart tags you can use to personalize the email:

  • Username: It will show the full name that the user has indicated in the "Name" and "Last Name" fields of the entry form.
  • First name: It will only show the name that the user has indicated in the "Name" field of the entry form.
  • Last name: It will only show the last name that the user has indicated in the "Last name" field of the entry form.
  • User email: It will show the email that the user has indicated in the "Email" field of the entry form.
  • Recruiting URL: It will show the participant's URL or recruitment link. It is an individual URL for each participant.
  • My entry URL: In a promotion with a public gallery of participants, this smart tag will show the URL or individual link of participation of each participant. The link leads to the page with the participation of each user.
  • Buttons to recruit: It will show the buttons to share the recruitment URL directly on social networks (Facebook, Twitter, Whatsapp, Telegram, Line and email).
  • Buttons to share my entry: It will show the buttons to share the participation URL directly on social networks (Facebook, Twitter, Whatsapp, Telegram, Line and email).
  • Voter username: It will show the name of the user who voted for the participant.
  • Current votes: It will show the total number of votes that the user has up to that moment.
  • Promotion title: It will show the title of the promotion.
  • Promotion link: It will show the promotion main link. 
  • Email validation link: If you enable the validation email functionality, this smart tag will show the link users will need to click in order to validate their email. 
  • Quiz summary page: If the promotion has a quiz, this smart tag allows to send each participant a summary of their answers to the different questions.
  • Prize: It will show a structure with the name and short description of the prizes won by the user. If the prize is a promotional code, the value of the code and the barcode or QR is also displayed if it is available. If the prize is downloadable, the direct download URL of the prize is also displayed.
  • Promotional code: It will show only the value of the promotional codes won by the user.

 

Note: In addition to the previous smart tags, you can also add smart tags related to the additional text fields and check boxes you add in the entry form of the promotion, which in this case will show the values ​​entered by the participants in these fields. 

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Below we show you an example of the email that participants will receive with some of the smart tags mentioned above:

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Activate the delivery of this type of email

This option only appears when the email has been created. By default, on creating the email, sending is activated. If you are not ready to send it yet, uncheck this box before clicking on “create.”

 

Advanced options

If you’d like to use automatic emailing to ensure that notifications reach you, this option can be found in the last section of email configuration. Activate this option if you’d like to receive an email when the conditions specified in the “Recipients” section are met. This means that instead of reaching participants, this message would be sent only to one specific email address of your choosing.

Example: if you want to know instantly when a user obtains a maximum score on the quiz, you can create an email filtered by this characteristic and have it sent to your address as a notification.

 

 

Emailing management

In the list of emails you will see all the email types that you have configured, plus their status.

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Management options

Together with the title of each email, the following management options are displayed:

  • Edit the email
  • Copy the email 
  • Delete the email
  • Send a test email

Depending on whether you have set the email up to be sent automatically or manually, one of the following two options will appear:

  • "Confirm and send" when the email is to be sent manually. Clicking on this option will take you to the emailing launch screen.
  • “Activated-deactivated” button when the sending is automatic. This should be green, so that the configured email is sent to participants at the predefined moment.

 

Manual emails

When configuring the email, you can choose for it to be sent manually. Manually sent emails can be identified by the icon and the “confirm and send” button.

To send them:

1. Send yourself a test email to check that everything’s correct.

2. Click on the “Confirm and send” button.

3. Select the option entitled "Don’t send to users who have already been sent this email” (optional).

4. Click on the "Send now" button.

In the list of emails you will always see the date of the last email you have sent and the total number of emails sent.

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Automatic emails

Automatic emails include all email types except for the manual ones: on signup, on a scheduled date, on recruiting, on obtaining a vote, and on validating an email. They can be identified by the “activated-deactivated” button.

To send them:

1. Send a test email to check that everything’s correct.

2. Check that the email’s status button is activated.

In the list of emails you will always see the number of emails sent.

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Configure common options

From the “Options” section you can configure the following aspects common to all the emails:

  • From name: Write the name of the company or brand that is sending the email.
  • Reply to: Email address that will be used in case the user replies directly to the email received. Important: This is not the sender's email address. The sender address 'From email' is not editable and comes with Easypromos domains to minimize spam.
  • Email signature: name and address of the company in order to make clear who is sending the email. HTML code accepted.
  • Header image: attach a header image that is common to all emails. 600px wide by 100px high.
  • Footer image: attach an image for the footer of all emails. 600px wide by 80px high.
  • Correct validation text: when a participant receives the email to validate their email address they must follow the link generated with the “smart tag” <validate_email>. Here they will see a screen with the text that you have entered in this field.
  • Color customization options: You can customize the colors used in the email:
    • Background color.
    • Body color.
    • Texts color.
    • Links color. 

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Note: The email sender address cannot be customized. You will still be able to configure the name of the sender; however the email sender address will be always be no-reply@easypromosapp.com (for Basic and Premium promotions) and no-reply@cstmapp.com (for White Label promotions). Customize the email sender's address is not permitted in order to minimize the risk of the message going to the participant’s spam folder. Easypromos domains come configured with all the best practices for reducing the risk of the message being marked as spam. 

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