How do I send bulk emails and letters?

The steps below outline how you can send an email or letter in bulk to a group of all your Landlords, Tenants or Contractors.

You have the option to either:

• Create a letter template in the Word Processor to merge and send the letter by email
• Create a letter template in the Word Processor to merge and print it for posting
• Send an ad hoc email. All recipients set to email are sent an individual email which cannot be seen by others
• Print a list of labels for all those who don't have a registered email or whose consent preference is set to post and not email

This article includes: 

• Report generator
• Bulk send an Ad hoc email
• Bulk email a letter

Report generator

1. Click Reporting on the main toolbar
2. Click General from the dropdown menu
3. The Report Generator displays
   1. Select Report Type - Information
   2. Select From - All Tenancies
4. Click Next
   1. Select Record Source - Select who you wish to email, e.g. All Landlords, Contractors, Tenancies
   2. Status - Select which Status types you want to include. Items selected show as blue
5. Click Next
   1. Specify Additional Criteria - Consent Options - The default is set to Consented
   2. Select Consent Unknown and Not Consented for sending a document you are confident falls outside of GDPR legislation
6. Click Next
   1. Report Order - Nothing needs to be edited here as you are creating an email, not a report
7. Click Next
   1. Applicants Information Report - This is a changeable name depending on whom you are writing to
   2. Continue following the steps below for either
      • Bulk sending an Ad hoc email
      • Bulk emailing letters

Bulk send an Ad hoc email

If you wish to only send an email, e.g. to all Landlords:

1. Follow steps 1 – 7 of the Report Generator above
2. Applicants Information Report - Keep Report selected. This is a changeable name depending on whom you are writing to
3. Click Create Email
4. Click Finished
   
   1. A message appears asking if you would like addresses of records who do not have an email address, to be in the form of labels. Click Yes or No
   2. A message appears warning you have records with Unknown Consent or No Consent. Click Yes to continue or No to cancel
   3. A message appears showing you which email addresses the message will be sent to. Click OK to continue
5. Compose Email opens where you can add:
   1. Subject Line
   2. Message Body
   3. Attachments
6. Click Send Email when you are happy with your message (ensure you have Outlook open at this point)
7. If you have records with no email and you have clicked Yes to the message for form labels above, these will appear in a list

Bulk email a letter

If you wish to email a letter to all Landlords, Contractors or Tenants, you'll need to create the letter in the CFP Word Processor first.
For more information on How do I create a letter, click here

1. Follow steps 1 – 7 of the Report Generator above
2. Click Letter
3. Click Preview or Print/Email
4. Click Finished
   1. A message appears warning you have records with Unknown Consent or No Consent. Click Yes to continue or No to cancel
   2. You will be navigated to the WinMan Letters folder where your letter was saved (prior to these steps)
   3. Double click on the required letter
5. If Preview was selected
   1. This will Preview all of the Letters first. They'll open in the Word Processor one on top of each other
   2. Click the Email icon at the top of the Word Processor to send each one separately
   3. Click the Print icon at the top of the Word Processor to print a copy for posting
   4. Close the document you have sent or printed and repeat the process until they are all sent
6. If Print/Email was selected
   1. This will either Email or Print the letter depending on the Delivery Type selected in the Preference Centre, on the individual Information page
      For more information on How can I record consent preferences for GDPR, click here