Using an Advanced People Search, you can locate a group of people to whom you want to send the same letter. From the Search Results page, you can select some or all of the found records and send letters to them via U.S. Mail or E-Mail. This process creates one Mail record for all selected people. If there are duplicate email addresses, IQ will select the duplicate Primary email address from the People record with the most Mail records. Note: To reduce the amount of time that it takes to process outgoing e-mail to multiple people records, select E-Newsletter as the outgoing method. This method is used in conjunction with letters that only contain the merge fields: name_based_on_salutation, fulladdressCRLF and salutation_for_merging.
To send email to multiple people:
Search for the People records you want to send the e-mail to.
On the Search Results page, select the check box next to the People records you want to send the e-mail to, or click the Select All link at the top of the listing to select all records that were found with your search.
Select the Add Mail action to go to the Create Targeted Mailing dialog box. IQ displays a list of possible exclusions:
If you want to exclude People records that contain affiliation codes with popup messages, select the check box next to each code you want to exclude. The number of records containing the code along with the code and its translation appear next to the check box.
If you want to exclude People records that contain a duplicate primary e-mail address, select the "Exclude # with a Duplicate Primary E-mail Address" check box.
If you want to exclude People records that do not contain a valid primary e-mail address, select the "Exclude # with No Valid Primary E-mail Address" check box.
Note: In addition to the above exclusions, IQ automatically excludes any People records with record security of Read or None.
Click the Create New E-mail Text to create a new form letter and a Mail record.
OR
Click the Create Mailing button in the Create Targeted Mailing dialog to create a single Mail record for selected People records.
Complete fields on the Mail panel of the Mail Record. IQ automatically sets the In Method field to No Incoming.
If you know the name of the letter, type it in the Form Letter field or select a form letter by clicking the search icon and in the Select Form Letter dialog that appears, click the letter you want to use. Note: Form letters that contain bullets (such as numbered lists) may not format correctly in outgoing e-mails.
The letter ID and status appear next to the Form Letter field. Note that if the form letter status is not Approved or if the letter is checked out, you will not be able to send an e-mail message containing the letter. If the letter is added to a batch, it cannot be printed from the batch until the status is changed to Approved or it is checked back into the server.
If you assign a letter that's been sent to this individual or to someone else in this person's household, a popup message "n of n duplicate letters to person" or "n of n duplicate letters to household" appears. In addition, the notation n of n duplicate letters to person or n of n duplicate letters to household appears next to the Form Letter field. If the letter is a duplicate for both the person and the household, then the message "n of n duplicate letters to person and n of n to household" appears.
Route the correspondence for approval if your office uses an approval process for mail, and if you need approval of the correspondence. You can do this in one of two ways:
Click in the Status field and select Request Approval. This lets the person or persons with review and approval authority locate and approve the correspondence.
OR
Select the Request Approval WF action. This action launches a workflow that routes your mail to the person or persons who have authority to review and approve the correspondence. The workflow that is used with this action is assigned in your user Preferences.
Select the Review People action on the People panel to remove people who have received this letter previously or those who do not have a valid e-mail address. You can also move selected people to another Targeted Mail record by selecting the Move to and Edit New T-Mail button.
Select the Send
All Emails action. The Send E-Mail
dialog box displays how many of the letters can be emailed. A listing
of those that cannot be emailed appears with an explanation
Select Foreground Now and click the Send E-Mail button to process the mail records immediately. IQ displays the number of remaining mail records to be processed. When completed, the status of the mail record is automatically changed to Completed. Select the Close action to close the record and return to the Search Results page.
OR
Select Background Now or Background Later and click the Send E-Mail button to process the targeted e-mail as a background job. If you select Background Later, you can select the date and time that you would like IQ to process the emails. IQ creates a separate background job for a selected number of records in the targeted mailing. The selected number is stored in your office's System Configuration Settings in the Default Buffer Size for Background Email. The status of the mail record is automatically changed to Completed. Select the Close action to close the record and return to the Search Results page.
Remember that for a targeted mailing, a single mail record is created and attached to all selected People records. When you access that mail record, either through one of the People records it's attached to or directly from a mail search, you can view a listing of all People records to which the letter was sent by clicking the People tab. You can also use the Expand T-Mail action to display all of the people records that are attached to targeted mailings on the Mail Search Results page.