Sending Mass Letters, Emails and SMS

Sending Mass Letters, Emails and SMS

You will notice on each of the below modules, there is a ‘Communicate’ section.  

 

The ‘Communicate’ section includes ‘Letter’, ‘Email’ and ‘SMS’ (Text). Click on one of the following to merge a mass communication message.


Letter

After clicking the ‘Letter’ icon on any tab you will be presented with the ‘Send Letter’ window. The letter document will be different depending on which module you have clicked. For example if you click on the ‘Letter’ icon in the ‘Tenancy’ module this will bring up all tenant letters, all other modules will use general letter type, excluding ‘Applicants’ which will use the applicant letter type (For more information see ‘Creating Mail Merge Templates’ document).

From the ‘Send Letter’ window select the document you want to mass send and click ‘Merge Letter’ this will open up the ‘Merge Results’ list. In this window you can select each contact you want to send the letter to. Click ‘Print Selected’ to merge these documents and print them.




Email

After clicking the ‘Email’ icon in any tab you will be presented with the ‘Group Email’ window, from here you can select what mass Email document you want to send and which group you will send it to, for example it could be a Landlord group, Email or Tenant group Email. Select the template and click ‘Send Email’. A message will appear saying ‘Your email messages have been queued for delivery and can be sent from the Email centre’;

Click ‘Ok’ to get out of the ‘Group Email’ window.



Once you have done the above, go to the ‘Email’ tab on the main screen in Decorus (circled below), from here you can see all the contacts that relate to the template you have sent. If there is a particular contact you do not want to send the mass Email to, you can highlight the Email and click on ‘Delete Email’. When you are ready to send them, click on the ‘Send Queued Email’ button.  


 

SMS

After clicking the ‘SMS’ (Text) icon in any tab you will be presented with the ‘Group SMS’ window, from here you can select what mass SMS message you want to send, all SMS templates will be displayed regardless of which module you select the SMS icon in, so ensure you select the correct mail merge template for the corresponding contact type. When you click ‘Merge SMS’ the contacts listed will be from the tab you have selected.


You will be presented with the ‘SMS Preview’ window. All contacts will be pre-selected you can de-select any contacts you do not wish to send the SMS to by clicking on the ‘x’. Only contacts with an ‘x’ at the side will be included. Once all the contacts are selected click on ‘Send SMS’.

 

Note: To set up SMS messaging you will need to go to preferences under SMS and sign up via AQL who supply the SMS bundles http://www.aql.com/partners/vision.php



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