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Sending a Mass Email Campaign
Sending a Mass Email Campaign

Sending a mass email campaign is simple and allows you to improve your team’s sales outreach by giving you campaign insights.

Updated over a week ago

Please view the video below to get an overview of our Mass Email feature ⤵


Email is perhaps one of the most overlooked and important components of sales communication. Take advantage of Pipeliner’s powerful email capabilities to ensure that your sales team’s outreach is fully optimized.

Pipeliner now puts at your fingertips all of the tools necessary to create, manage and track micro-marketing campaigns. Its inbuilt statistics feature also provides valuable insight capabilities for improving future campaigns by tracking message open rates, link clicks, and more ⤵

The Mass Email statistics feature also allows you to perform post-send tasks for various groups of recipients, such as sending a follow-up message to all recipients who have not yet responded, or adding respondents into an automation.

“Standard” vs “Mass” Emails

The primary difference between a “Standard” email and a “Mass” email is that a Mass Email will be sent as a separate message to each recipient (no recipient will see who else the message has been sent to) whereas a Standard Email allows recipients to see all other recipients. Mass Emails also offer more advanced personalization features when mapping related record fields into the message.

Integrating Pipeliner CRM with your Email Account

Prior to kicking off a successful email campaign, you must make certain that you have your Office 365 or Gmail email integration setup. To do so, click your avatar icon in the upper right corner of Pipeliner and then click the “Settings” button. ⤵

On the resulting screen, click the “Apps” tab and then scroll to either Outlook Email or the two Gmail email features ⤵

To view a step-by-step guide for integrating your email account, please click the corresponding link below:

NOTE: If you don’t see the Office 365 or Gmail integrations, please reach out to your Pipeliner Administrator so they can enable the associated features in the Automation Hub.

NOTE: If you encounter issues with your integration at any point in time (such as if you are unable to send emails through Pipeliner) your first step will be to return to the “Settings” menu, deactivate, and then reactivate your email integration.

Creating Email Templates for your Mass Email Campaign

Once you have your email integration enabled, Email Templates will become the foundation for your future email campaigns. Pipeliner provides two options for creating Email Templates, both of which can be used for one-off messages and for Mass Emails:

HTML Templates allow the importing and editing of email templates from other providers, or they can be used for building HTML-coded emails from scratch.

Text Templates provide an easy-to-use editor for composing and formatting emails, much as you would do in Outlook or Gmail.

In order to create a new template, hover over the Tools menu in Pipeliner’s navigation bar and then click “Email Templates” ⤵

The Email Templates screen allows you to create, store and organize all of the templates that you create. To create a new Email Template, click the “Create New” button in the top-left corner of the screen ⤵

On the resulting screen, you will input the name of your new Email Template ⤵

Next, compose your message and, when finished, click the “Save” button ⤵

You can personalize your templates by mapping fields from Leads, Opportunities, Accounts, and Contacts, as well as your stored Pipeliner User data. This advanced personalization results in message recipients being much more likely to respond to your emails, since each email reads as if the message is specifically targeted toward the recipient.

Adding an Unsubscribe Link

When composing messages for Mass Emails, it will be very important to add an unsubscribe link within the message so that recipients can opt out of your email communications ⤵

Once added, the link will read “Unsubscribe”, but you can modify the wording afterwards according to your needs.

When a recipient unsubscribes, an indicator will subsequently be seen in the related Contact or Account record ⤵

Sharing an Email Template

By default, any template that you create is designated as “Private” and cannot be seen or used by other members of your team. You can share your templates with other team members by hovering over the name of the template. This will expose a gear icon to the right of the template name. When clicked, a list of options will be displayed ⤵

Please check out our article “Creating and Using Email Templates in Pipeliner” to learn all about maximizing this powerful, convenient tool.

Please also check out our article “Personalizing the Content of Emails” to learn more about mapping personalisation fields within your Email Templates, as well as how each User can set up a default signature for emails that are sent through Pipeliner.

Sending a Mass Email via the List View

Once you have successfully set up an Email Template, it’s time to send your Mass Email. You can do so from any of the following entities in Pipeliner:

  • Leads

  • Opportunities

  • Accounts

  • Contacts

  • Quotes

  • Projects

  • Archive

The best method for sending a Mass Email is via the List View ⤵

You can use the “Power Panel” within the List View to filter records and narrow results to only targeted recipients for your campaign. You can read more about advanced filtering in our Knowledge Base article: Filters in Detail

Next, tick the master checkbox in the top-left corner of the List View, and then click Create Email > Mass

When sending a Mass Email from the “Pipeline” or “Board View” in Leads, Opportunities, Quotes, or the Archive, you can multi-select records within a given step by pressing and holding the “Shift” key in Windows, or the “Command” key on a Mac, and then click any desired cards ⤵

NOTE: The maximum number of recipients for any message is 2000.

NOTE: When your device has a smaller screen, the “Create Email” button may be hidden behind a 3-dot icon at the far right side of the button list.

NOTE: Always be certain to select the “Mass” email option when sending your campaign messages, as detailed tracking statistics are not available for Standard Emails.

Selecting a Template for Your Mass Email

When composing a message, you can select any Email Template that you’ve created, or any Email Template that has been shared with you by another User, by clicking the “Use Template” icon at the bottom-right of the editor screen ⤵

Search and filter options are available at the top of the list to help you find a specific template or set of templates.

When finished composing your message, click the “Send” button at the bottom of the screen ⤵

Sending Messages Using a Company Email Address

In addition to sending messages through your synced email account, you can also use a company email address if your organization has granted you access to the address. Simply click the “From” field in the email editor and then select the company email address from the list ⤵

The following articles provide additional information for sending emails through Pipeliner:

Tracking Your Mass Email

Once you send your Mass Email, Pipeliner provides all of the tracking tools you’ll need to assess the success of your campaign. There are a number of areas where you can track your messages:

1) Via the “Feeds” tab within a record ⤵

As seen in the above example, "Ashley Harriman" has opened the message and the "eyeball" icon has turned Green. The eyeball icon is otherwise gray when a message is unopened.

2) Via the main Feeds tab in Pipeliner’s navigation bar ⤵

3) By clicking a campaign within the “Mass Email” screen in the main Feeds ⤵

The resulting statistics screen displays all insights related to the campaign, including:

  • The full list of recipients to whom the message was sent

  • How many messages in total were sent

  • How many recipients opened the email

  • How many recipients clicked a link within the message

  • How many recipients replied

  • How many recipients unsubscribed

  • Which recipients opened the email

  • Which recipients clicked a link within the message

  • Which recipients have not yet opened the email

  • Which recipients had bad email data, such as a missing email address

  • Which recipients unsubscribed

The navigation panel within the statistics screen allows you to view the specific recipients who performed or failed to perform an action, such as if you want to view all recipients who replied to your message, or those who failed to open it ⤵

Message tracking can be used to determine the next steps in your campaign and also provides valuable insights to help improve messaging for increased conversion rates in the future. If, for instance, you don’t like the open rate of a message, you can click the “Not Opened” tab, select all of those recipients, and then easily craft a follow-up message to try to engage that specific audience.

Please check out our article “Email Tracking in Pipeliner” to learn more.

Performing Follow-up Actions

To perform follow-up actions for any segment of your audience, click the master checkbox at the top of the corresponding list and then click either the “Follow-Up Email” button at the bottom-right of the list ⤵

… or click the “Open Records” button in the top-left corner of the list ⤵

The resulting List View will allow you to perform any action that can otherwise be performed in other List Views, such as bulk updating fields, exporting records, or adding selected recipients into an Automatizer process or Email Sequence ⤵

Clicking the “Open All in Detail” button at the bottom-right of the list otherwise allows you to open all of the records in order to individually edit them ⤵

Related Articles/Next Steps

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