Tag: bulk email sequence

Updating Templates and Signatures in in-queue messages

Updating templates and signatures in in-queue messages ensures that the messages being sent to customers are up-to-date.

Outdated templates and signatures can lead to confusion and inaccuracies.

Overview

To launch bulk text sequences, you want to start by creating templates and sequences. Then you set the launching date.

Once a text sequence is created, the system retrieves

  • the corresponding template(s),
  • the phone number used to initiate the sequence,
  • and the lead info available at the time of creation.

Modifications made to the template(s) or the signature of the phone number used to launch this text sequence can be reflected in the sequence, post-launching.

However, any changes made to the lead info are not currently being updated in the queued-up texts.

How to include template updates in the sequence

When editing a template’s content, you can choose to update all in-queue texts that are using this template.

  • Go to Settings > Automations > Text or Email Templates

  • Click on the pencil next to the template to go to the edit view

  • Make your changes.
  • And click Save.
  • Afterward, go back to the edit view once again to click on Update in-queue texts or emails.
  • Otherwise, the template’s updates will be saved but changes will not reflected in in-queue texts and emails.
  • In case there are no messages in queue using this template, the update in-queue button is disabled.

Note: The update might take several minutes depending on the size of the in-queue messages.

How to include Signature updates in the sequence

Update Text signatures in-queue

When editing a signature saved in a phone number, you can choose to update all in-queue text templates that were sent from this number.

  • Go to Settings > Phone Numbers
  • Click on the pencil next to the phone number to go to the edit view

  • Type in the new signature,
  • And click Update.
  • Then, you should go back to the edit view once again to click on Update in-queue texts.
  • Otherwise, the signature updates will be saved but changes will not reflected in the in-queue texts.
  • You can also see the number of in-queue texts that are using this phone number.
  • In case there are no messages in queue using this template, the update in-queue button is disabled.

Note: The update might take several minutes depending on the size of the in-queue texts

Update Email Signatures in-queue

When editing a signature saved in a email account, you can choose to update all in-queue email templates that were sent from this email account.

  • Go to Settings > Email Accounts
  • Click on the pencil next to the email to go to the edit view

  • Type in the new signature,
  • And click Update.
  • Then, you should go back to the edit view once again to click on Update in-queue emails.
  • Otherwise, the signature updates will be saved but changes will not reflected in the in-queue emails.
  • You can also see the number of in-queue emails that are using this email account.

Note: The update might take several minutes depending on the size of the in-queue texts

Email-sending limit

Every email server has an Email-sending limit and it predefines how many messages it allows you to send each day.

aNinja was designed to make sending and receiving Emails easy, using your Email server.

Through aNinja, you can send a bulk email sequence to all your leads, or a group of leads that you pull out using a Smartlist.

Bulk Email sequences stopped sending out

When you’ve reached the daily Email-sending limit allowed by your Email server, it stops sending Emails from your account.

The daily sending limits of the different Email service providers

Godaddy Workspace

500 SMTP relays per day

GSuite

10,000 sent Email messages per 24-hour period. However, this can be lower if your Google Workspace account is still in a trial-like period.

Gmail

2,000 sent Email messages per day

Office 365 / Outlook

Daily recipients: 5,000

Maximum recipients per message: 500

What to do to send a large bulk of Emails

The best recommendation would be to connect aNinja with a Transactional Email service provider (such as Sendgrid). You’ll then be able to send 10K to 1M+ eventually Emails without affecting your Email provider.

Moreover, Sendgrid adds Unsubscribe links to the Emails you send through it. It also tracks spam scores and notifies you.

SendGrid is usually used to send out bulk email sequences and it works well with aNinja.

Connecting Sendgrid with aNinja

To connect Sendgrid with aNinja:

  • Create a Sendgrid account (so you get an API key that we place in aNinja). You can start with a free tier or their basic tier.
  • Authenticate your outgoing domain DNS (we can assist with this).

Please let us know if you’d like to Integrate with Sendgrid. Leave us an email at support@aninja.com. We’re more than happy to assist you!

Launch a text or email sequence to a bulk import list

Here are the steps to bulk import a CSV list of leads and launch a text or email sequence targetting those leads.

Locating the bulk import list

  • After the import is complete, you can view the file imported in Settings > Bulk Import > Previous Bulk Imports.
  • Each file has an ID number that identifies it.

Launch a text or email sequence to a bulk import list

Launching a text or email sequence to a bulk import list

There are 2 ways to launch a text or email sequence to a bulk import list:

  1. Go to Settings > Bulk Import 
    • In the Previous Bulk Import section, locate the list you want.
    • Then, click on the number under Records.
    • As a result, this opens the leads view where you can see all the leads saved in that list.
    • Also, in the top navigation bar, you can see the query that was used to bring you the data. It looks like:

lead.bulkimport_id=THE BULK ID

    • Save the results as a Smartlist for future use.

2- In the top navigation bar

    • You can search for the bulk list using this query: lead.bulkimport_id=TYPE HERE THE BULK ID

Now, hit the “Bulk Email Sequence” or “Bulk Text Sequence” button to target those leads with your text or email sequence.

Need help? Leave us an email at support@aninja.com. We will happily assist you!

Test your email for spam score

To ensure the deliverability of your emails, aNinja recommends you test your email for spam score before sending it.sending email aninja

Sending emails

Sending emails whether from aNinja or from outside is an easy thing to do. You just fill in the recipient, type the content of the email or use a template, and hit send. It’s something that you do frequently on daily basis. And it is an efficient way to communicate with your leads. But did you ever think that the Spam filters would block your emails?

aNinja uses your email server to deliver your email. But how can you ensure the delivery of your emails without being caught by a spam filter?

Avoiding emails from being flagged as Spam

To help you avoid your emails being flagged as spam, make sure the content of your email or the template you’re using doesn’t have things like all caps or a lot of special and repeated characters in the subject or the email body.

While special characters can increase the open rate of your emails, they still can affect their delivery.

Testing your email for Spam score

To test your emails for spam score, use third-party email testing software like https://www.mail-tester.com/. This way, you ensure that your emails are going to be delivered to your prospects.

Updating lead info after creating a sequence

After creating a sequence, you may need to update lead info to ensure that the sequence is effective in nurturing and converting leads.

Although updating the lead info is a common practice, lead info changes are not currently being reflected in the sequence post-launching. This means that any updates made to the lead info after launching the sequence will not be applied to the queued-up text messages.

Overview

To send bulk email sequences or bulk text sequences, first, you create the templates and sequences. Then you set the launch date.

Immediately, the system retrieves the data from the lead info and templates.

It then saves them in the sequence till the time is due to launch the sequence.

Modifications made to the template(s) or the signature of the phone number used to launch the sequence are now accurately reflected in the sequence.

However, any updates made to the lead info after the sequence has been created will not be applied to the queued-up text messages.

Preparing the email and text sequences

When you create an email sequence or a text sequence, the system queues up all the emails and texts as soon as the bulk email or text is created.

That means it builds up the emails/texts to be sent from the template and lead information at the time and queues those up for future sending.

How to include the lead updates in the sequence

To reflect any lead info changes in the text sequence, you need to cancel the current sequence and re-create a new one with the updated lead info.

Lead’s Contacts

The lead’s contact section in the Lead View, shows all the contacts saved under your lead (employees of the same company, relatives, etc…). It’s a good component for filtering based on contact info. The lead’s contacts are email, phone number, and URL.

You can mark a contact as “do not contact“. They will stop receiving your bulk sequences. You can still send them emails / texts from the lead view.

Relocate the contact in the lead’s contacts if you have multiple ones. Drag it to the top. The first one in order will be considered the primary contact.

Lead's contacts

Incorrect email address or phone number

It is important that the lead contact are correct so your outbound emails and texts reach your leads successfully.

Moreover, if you’re intending to use the phone number for texting, save the mobile number as the primary number (first number in the contact). Otherwise, your text will not reach the lead.

However, you will be notified that your outbound was not sent due to the incorrect email address or phone number.

Using the contact info for leads search

Just type the contact info on the top navigation bar, and aNinja will search all your CRM to find the lead(s) related to your search.

The results will show in the Leads View. For future use, go ahead and save the results as Smartlist. You can share your Smartlist with other users too.

Bulk Activities

Now, you can perform the below activities on the results in the Leads View:

Bulk email sequences not reaching all leads

Sometimes, you might face troubles when sending bulk email sequences to your leads.

The main reasons why emails are not reaching the leads

  • When sending out the bulk email sequences, the system uses the email address that was saved / imported upon the creation of the lead.
    • It is important to use the right info so your bulk sends properly and reaches all the leads.
    • During the mapping when importing a CSV file, use this aNinja field:

contact_email1

for the email address.

  • Another reason behind this issue would be the large amount of emails attempting to send. Manage to segment your outbounds to meet the limitations of your email provider. You can segment your leads using Smartlists.

Launching Bulk Email sequences

Launching bulk email sequences typically refers to the process of sending a large number of emails to a one or a group of recipients all at once, using an automated messaging system.

You can also launch an email sequence to a bulk import list.

The emails are typically pre-written (email templates) and scheduled in sequences in advance. aNinja takes care of sending the messages at the designated time or interval.

Launching bulk email sequences to all leads

Launching bulk email sequence

  • You’ve just started an email sequence for all your leads.

Launching email sequences to a group of leads

  • Choose a saved Smartlist or create a new one.

Launching bulk email sequence

An alert pops up to show the number of leads included in this sequence and that have no email addresses. Click on the number to see those leads.

Checking the status of email sequences

After launching your email sequence, you can check for its status in the Dashboard Widget “Bulk Sequences”.

Stopping an email sequence

From the Dashboard Widget “Bulk Sequences” you can also stop the email sequence if the sequence delay setup is of 1 or more days.

You can stop a sequence for a single lead from the “Active Email Sequence” in their lead view.

 

Launching Email Sequences

With aNinja, you can start launching Email sequences, which refers to the process of sending a certain number of emails (one or more) to one or a group of recipients all at once, using aNinja’s automated messaging system.

Email sequences can be used for various purposes, such as sending marketing messages to a list of subscribers, providing updates to customers or team members, or sending reminders or notifications for appointments or events.

Those messages are typically pre-written (email templates) and scheduled in sequences in advance. And, ultimately, aNinja takes care of launching those email sequences at the designated time or interval.

However, it is important to ensure that the messages comply with applicable laws and regulations, to avoid your messages being marked as SPAM.

Email sequences can be created to be sent individually to a single lead, in Bulk to a group of leads, to a Bulk Import list, or to all the leads at once.

Creating email sequences

  • First, prepare the email template(s) that you want to include in the sequence.
  • Afterward, go to Settings > Automations > Sequences
  • Create an email Sequence with at least one step. Choose to send “Immediately” if you want your sequence to launch with no delay.
  • Lastly, you can choose to either send your email sequence to a single lead or in bulk.

Launching an Email Sequence to a single lead

Launching an email sequence to a single lead is done from the lead view

  • ( + ) Active Email Sequence,
  • Or from the Toolbar > Email dropdown > Email Sequences

Launching a bulk email sequence

After creating templates and sequences, you can launch bulk sequences to your leads.

 

Launching email sequences to all leads

 

Launching email sequences to a group of leads

  • You want to create a custom field that identifies a group of leads (e.g. Source). Then create a Smartlist that retrieves leads having this custom field saved in their lead view.
  • Then launch your special campaign to this group of leads.

 

Launching email sequences to a bulk import list

 

To access detailed articles and obtain full instructions and images, please click on the links in red.

Or, browse aNinja Knowledge Base. You can always contact support@aninja.com for help!

Troubles in sending Bulk Email Sequences

If you overpass the daily limit of your email provider, you will face troubles in sending bulk email sequences

Ech email provider imposes a daily email sending limit.

Having troubles sending your email sequences

You might need to check the following:

Still unable to re-launch your email sequences

For a large number of daily emails, we highly recommend you process your run through our transactional email processor SendGrid. You can enable it directly from your aNinja account > Settings > Global Settings.

Or send us an email at support@aninja.com. We’re happy to assist you.