How to Create an Email Campaign Step

 

Email steps allow you to trigger automated outbound emails to prospects or customers in your sequence. This article provides a detailed overview of how to create an Email step

 

Follow the steps below to get started:

 

1. Select Automations from the hamburger menu on the side navigation
2. On the Automations page, in the sequence tab, select the sequence you'd like to add an email step to. You can quickly create a new sequence if you don't have any currently running.
3. Next, click on the Add step dropdown on the top-right corner of the page, then select Email step. OR click on the Add Email step button on the action bar at the bottom of the page.
4. This will open up a multi-step slide-out with Configuration, Email Address, and Message tabs. 

 

Configuration Tab

Title

In the title field, enter a title for this step in the sequence. E.g. Welcome Email

 

Delay 

Specify a time interval before the email or email task is triggered for your Reps 

 

Email Mode

Select your preferred email mode to determine how you want the campaign messages delivered to your customers or prospects. There are two emailing options available; Automated or Manual

 

Manual Emailing As the name implies, this emailing mode requires your team members to manually send the campaign messages to your prospects or customers. So when an email step is due, an email task will appear in the assigned reps task tab, and they will be responsible for clicking the “Send” button to deliver the messages to your audience.

 

Automated Emailing This mode lets you send bulk email messages with less effort. The campaign messages will be sent to your audience automatically when triggered by a specified date, event, or contact activity that you select.

 

Daily Start Count

Specify how many prospects or contacts you'd like to add to this step on a daily basis. The two options available are Unlimited and Per day;

 

• Per Day: This option lets you put a cap on the number of contacts that will be added to the step each day. For example, suppose your audience consists of a thousand prospects, but you only want to send messages to 100 prospects per day, simply select the Per day option and specify the maximum number of contacts you want to email per day.
• Unlimited This option adds everyone in your audience to the step at the same time subject to the availability of your Reps and the specified emailing window/cut-off time for the campaign each day.
•  

Select Preferred Emailing Window

Choose the days and times you want the Email campaign to be triggered. The options available are:

• Any day at any time: As the name implies, selecting this option will result in the email campaigns being triggered at any time during the day that you specify. 
• Custom day and time: With this option, you can specify the day(s) and time of the day when you want the campaign to be triggered. To configure this option, follow these steps: 
  • Click on the Custom day and time radio button
  • Choose a day of the week e.g. Monday, then click + Add new time block link
  • Set the start and end times for the call campaign step. Please keep in mind that you can add numerous time blocks to each day. E.g. 9am - 12noon, then 1pm - 5pm. This example leaves a 1-hour gap to mirror a typical work schedule
  • Repeat these steps for Tuesday through Friday to set up time blocks for the entire work week.
  • Next, select a timezone for the campaign to run in. Ideally, you want to select the timezone that best fits the location of your audience so that messages are sent at an appropriate time during the day.

Exit from sequence if email response is received

Toggle on this option to remove contacts from the sequence after receiving a response from the email campaign; this means they won't receive any additional follow-ups/steps in the sequence (email, SMS, or voice).

 

Email Address Tab

Set Email Address

Choose an email address from the dropdown menu to send email campaigns from.

 

Important Note:

• Multiple email addresses can be used to send the email campaign. 
• Ensure that the email address(es) you've selected for this campaign is assigned to you or the team/team members that will be sending the Email campaign messages.

 

Track Email Opens

Toggle on this option to receive a notification every time a recipient from your campaign opens or reads the campaign message.

 

Track when links in your email have been clicked

Toggle on this option to receive a notification whenever a link in your email is opened.

Note: Link tracking increases the likelihood that your emails will land up in your recipient’s spam. For best campaign results, we don’t recommend enabling this feature.

 

Routing Options

Specify how the email messages in the campaign will be distributed among the team members assigned to the sequence. The available routing options are:

 

• First come, first serve With this routing option, the email messages will be routed to your team members based on their availability.
• Split Evenly This routing option distributes the email messages evenly across the team members assigned to the sequence. For example, if you have 100 contacts to reach out to in this campaign, with 5 teammates assigned to this sequence, each team member will be given 20 contacts to send an email to.

Note: Routing options are only available if you selected Manual Emailing as your emailing mode in the Configuration Tab. By default, the automated emailing mode's routing option is split evenly.

 

Message Tab

Email Type

Follow up to previous email

Select this option if you would like to have the email campaign sent as a follow-up to a previous communication with the recipient.

New Thread

Select this option if you would like to have a new email thread created for the email campaign.

 

Email Message

In this section, compose the campaign message that will be sent out to your audience by following these steps:

1. In your composer, draft up your message, including any variables if needed.
2. Once you’re done, click Save.

Note: You can choose to create multiple variants of the same message to be sent to your audience. To create multiple variants, click on + Add Variant and repeat steps 1 and 2.

 

Add a Signature

Use each member's signature

Select this option if you want the signature of the team member who sent the email to appear at the end of each email message. 

 

Create new signature

To create a new signature follow these steps

1. Select Create new signature
2. Next, compose your email signature. To insert variables, click the insert variable icon and add as many as you need.
3. You can also customize, bolden or italicize the text as desired.

 

Sent Via Distrobird

Toggle on this option to include a ‘Sent via Distrobird’ signature in the email messages. 

Note: This signature is included by default for the free and startup tier, however, it is optional for other tiers.

 

When you're finished, click Save.

 

 

If you have additional questions regarding email campaigns in Distrobird, do not hesitate to contact us at [e-mail]; a member of our team will be happy to respond to your questions and resolve any issues you might be experiencing.

Happy selling!