Introducing EDGE on Demand's new AutoMail feature, designed to streamline communication and boost efficiency by automating routine email tasks like contract renewals, welcome letters, and reminders. This highly customizable tool allows you to tailor emails with personalized client details, ensuring timely and consistent communication without manual effort. Key benefits include improved efficiency, scalability, and the ability to handle multiple configurations for different client needs. Whether it's sending contract renewal reminders, supplier enrollment confirmations, or RFP notifications, AutoMail ensures no task is overlooked. Start using AutoMail today, and our team will guide you through the setup, training, and ongoing optimization to maximize performance.
1. Overview of AutoMail Feature
Purpose: Automates the process of sending emails for contract renewals, welcome letters, and reminders.
Flexibility: Multiple configurations for different use cases (e.g., contract renewal reminders, supplier enrollment confirmations).
Integration: Works with contract data to personalize emails (e.g., client names, contract details).
2. Key Benefits
Efficiency: Automates routine tasks (e.g., reminding sales reps and clients about contract renewals).
Customization: Allows personalized emails with dynamic fields (e.g., client name, contract expiration date).
Consistency: Ensures timely reminders and communications without relying on manual follow-ups.
Scalability: Can handle multiple email configurations for different client needs.
3. Typical Use Cases
Contract Renewal Reminders:
Example: "Send an email to the client 30 days before the contract expires if no renewal is in place."
Sends to the client and/or sales rep to prompt contract renewal discussions.
Welcome Letters:
Example: "Send a welcome email one week after contract start date, reminding the client about their new supplier."
RFP Notifications (for advanced users):
Example: "Notify the primary sales rep when an RFP is completed."
supplier enrollment confirmations:
Example: "Email supplier contact one week after contract start to confirm the accounts are on the flow."
4. Email Customization Options
Sender and Recipient Details:
Sender: Customizable to show sales agent or generic company name.
Recipient: Can use client’s contact info or internal agents as needed.
Dynamic Content:
Use variables to personalize each email (e.g., client name, contract end date, supplier name).
Email Content:
Copy-paste existing templates or create new ones with specific content.
Option to add custom messages and information tailored to the client’s contract.
5. Configuration Options
Email Frequency & Timing:
Choose when emails should be sent (e.g., weekdays, off-peak hours).
Option to adjust for weekends or off-hours based on business needs.
Contract Specificity:
Select contract types (e.g., electricity, natural gas).
Set criteria for active, expired, or terminated contracts to avoid sending irrelevant emails.
Condition-Based Triggers:
Define when emails should be triggered (e.g., 30 or 90 days before contract expiration).
Set flexibility with a range (e.g., 87-90 days before expiration to account for system delays).
6. Technical Features
Plain Text or HTML: Choose the format for sending emails (HTML is most common).
Email Review and Testing:
Use internal email addresses for testing before sending emails to clients.
Review and ensure emails are triggered based on the defined conditions.
Automatic Daily Checks:
System automatically checks every 24 hours to identify contracts meeting the conditions for emails to be sent.
7. Implementation and Best Practices
Setting Up Configurations:
Adjust settings as needed based on the review to ensure it’s working as desired.
Ongoing Adjustments:
Modify email configurations based on client feedback or business changes.
Use the system’s flexibility to fine-tune email rules (e.g., timing, recipients).
8. Important Notes
Batch Emailing: Emails for expiration reminders may be sent in batches at the end of the month due to contract date overlaps.
Custom Cutoffs: Ensure the system doesn't resend emails for contracts that have already received notifications.
Group Emails:This feature also has the capability to create groups of a people at an organization to send to.
9. Next Steps
Activate AutoMail: EdgeOnDemand can activate AutoMail, and users can begin configuring their automated emails.
Provide Training: Support will be available for setting up AutoMail and adjusting configurations.
Monitor & Optimize: Regularly check email performance and tweak configurations for better results.
Configuration Screen Example with needed fields
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