This letter is sent out to confirm that a company has been assigned to a booth, or booths for a specific event.
1. Update the Confirmation letter template
1.1 Events > Content > Settings > Email Templates > ConfirmLetter (yours might be another number)
1.2. Edit Content of letter
1.2.1. Add merge fields
To add a Merge Field, select the field from the drop down entitled “List of Fields”, place your cursor where you want the field to be, and then click Insert. Do not remove the ## characters because this tells the system it is a merge field.
NOTE – there are some special merge fields as follows:1. TO_Contact – these fields use the name and/or contact information of the contact from the TO hierarchy (see 1.2.6)
2. SSO link – a Single Sign On link that takes the recipient to the public side and logs them in as the company.
3. Public Side URL – This field adds in the Public Site’s URL, so that even if the URL is changed the template will not need to be updated.
1.2.2. Add images
Images are first uploaded into Events > Content > File Management, then selected by clicking the Image Manager Icon (or using crtl+M on your keyboard). Select the image from the folder you have uploaded it into, and select any styling from the menu.
1.2.3. Add hyperlinks
Hyperlinks are added by highlighting the text you want to link, clicking on the Hyperlink Manager, and entering the URL that you would like to link the selected text. Be sure to use http://.
1.2.4. Edit text
You can edit or enter new text into the main text area.
1.2.5. Format text
Text is formatted using the standard tools like Bold, Italicize, and Underline, and more advanced items like Strikethrough, page justification, font type, font size, font color, highlight color, and paragraph styles [ex. Numbered list, Heading 1]
1.2.6. Configure TO: and CC Hierarchy
These 2 fields are set up as a hunt sequence. The First Contact type will be sent the email, in the case that there is not an email address for this contact, or not a contact of this type associated, then the system will look to the next contact in the hierarchy. If there are no contacts associated to any contact type in the hierarchy, the system will use the Company Contact.
1.2.7. Update
Click the update button to update the Template.
2. Send out the Blast
2.1. Reports > Printing & Email > Exhibitor Confirmation Letters
2.2. Set Criteria
2.2.1. Select Mail - All/Sent/Not Sent
All – Selects ALL the Exhibitors
Sent – Selects All the Exhibitors who have already been sent a confirmation letter for this event
Not Sent – Selects All the Exhibitors who have NOT been sent a confirmation letter for this event
2.2.2. Date Assign
This allows you to select the exhibitors that were assigned during a specific date range.
To Use - Select the Start and End dates by clicking on the Calendar tool
2.2.3. Sort by – Company Name/Email/Date Assigned
To Sort the list of Exhibitors alphabetically by Company Name, Contact Email Address, or Date the booth was assigned.
2.2.4. Email Type – Live/Test
Test Email – Select this, and then enter your email address to send the emails selected on the next screen to your email address. This does not mark the emails as sent.
Live – This is selected by default, and will send the emails out to the exhibitor, and mark them as sent.
NOTE: It is a recommended practice to send yourself a TEST message before sending out the LIVE messages.
2.2.5. To/CC Hierarchy
This is filled in automatically from the Template, however if you need to change the hierarchy for this time only, then you can change it here. If you need to change the hierarchy for every time that you send it going forward, you will need to go back and change the template.
2.2.6. Click ‘Go’
2.3. Select recipients
Use the Checkboxes on the left to select which Exhibitors you would like to send the confirmation letter to at this time. Use the “ALL” box at the top of the list to select everyone on the list.
2.3.1. Print
The Confirmation Letter can be printed, by selecting Word Format, and then Print. This will create a Word Document that contains all the Confirmation letters for the selected companies.
2.3.2. Email(s)
To Email the confirmation letter, click the Email(s) button and the letter will be sent to all the selected companies. By default this sends in HTML Format.
2.3.3. Mark as sent
If you have Printed the Confirmation letter, and sent it by some other means (USPS, Fax, etc) and would like to mark the selected companies as having been sent a letter, then click this button.
3. Send out one Letter
To send a confirmation letter to just one company, it is easiest to go to their Company Record>Booth Tab, and click the Print/Email link under Confirmation Letter. Then select either Email or Print.
3.1. Print
The Confirmation Letter can be printed, by selecting Word Format, and then Print. This will create a Word Document that contains the Confirmation letters for this Exhibitor.
3.2. Email(s)
To Email the confirmation letter, click the Email(s) button and the letter will be sent to this Exhibitor. By default this sends in HTML Format.
3.3. Mark as sent
If you have Printed the Confirmation letter, and sent it by some other means (USPS, Fax, Etc) and would like to mark the company as having been sent a letter, then click this button.