Tracking Responses To A Mass Mailing
Tracking the responses to the mailing is another function of the Mailings and Events tab.
To track response from a specific contact:
- Perform a Mailings and Events search by selecting 'Search' from the navigation panel. For the search criteria, enter the name of the contact that received the mailing or select the mailing name from the ‘Recent Mailings’ field within the search screen. The recent mailings field will always display the last 25 mailings that have been tracked via the Mail Merge tool.
- Examine the browse list and locate the correct mass mailing record. Double-click this record and the information will show on the Mailings and Events detail form.
- The Mail Tracking feature automatically populated Type, Topic, Contact, Date Sent, and Reply Type. The following fields should be updated manually as responses are received
- Reply Date: The date the contact replied to the mailing
- Reply Type: This is a drop-down menu usually consisting of the following values: Yes, No, No Reply. For example, if the contact will be attending the event, then select Yes
- Reply check box: Select the check box to indicate that the recipient has replied to the mailing
- Number: Indicate the number of attendees, if applicable
- Comments: Use this area to track any comments, names of additional people attending, special meal or room requests, or any other notes
Reporting on Mass Mailings
Reports and graphs can be created to track replies to mass mailings.
To view the report:
- Select Search from the navigation panel, select Mailings and Events Search, define the search criteria, and click Search
- Next, select Reports, then On-Demand Reports, select Mailings, and Events Report from the Reports folder
- Double-click or select the print icon to enter the description then Run Report. A message will appear informing you that the report has been added to the queue
- The report will run in the background, allowing you to continue working. When the report is ready, a notification will pop down from the top of the screen. To view the report, you can click the notification or click Report Outputs on the Reporting menu.