Reach Releases

You can use the Releases functionality to send out bulk e-mail communications to groups/contacts/organisations. These communications can be branded or standard e-mails. Sending out a Release will also allow you to track and monitor delivery and click rates. 

You can view, manage and send out Releases via Interactions > Releases

Create a new Release

New releases can be created by either:

• Clicking on the red +Release button at the top of your screen

or

• Clicking on the green +Organisation button in the Releases screen

Give your release a name, and choose a branded template if applicable and click Create. You now have to fill in each tab:

1. To

To specify who the release will be sent to. You can select:

• Groups - to send it out to contacts belonging to the certain groups
• Organisations - to send it out to contacts belonging to certain organisations
• Contacts - to select individual contacts to send it to

2. Details & Attachments

To provide the details of the release.

• Description - for your own internal purposes to provide context on the release
• Category - to set what type of release this is, see here on how to add and manage Release Categories.
• Portfolio - an additional way to organise, categorise and filter, see here on how to add and manage Portfolios.
• Related Subject - to link the related Subject
• Tags - you can input any tags related to the release
• Signed Off By - to input the name of the person who signed off on the release
• Attach Documents - you can attach documents by either:
  • Selecting files uploaded onto the related Subject you've linked to the release
  • Uploading files from your computer

3. Content

To provide the content of the release (the body of the e-mail)

• Input an E-mail Subject
• Fill in the e-mail with text, images and links to click. Use the formatting options at the top to customise and style the release, and input any images and links.
• At any point when creating a release you can press Save for Later to save the release as a draft so you can complete it later

• Before sending a release out, you can send a test email to ensure you are happy with the release by clicking on Send a Test Email  underneath the e-mail content - you'll then be prompted to input an e-mail to send the test to

• When you're happy with the release, you have two options to send it out:

  • Schedule - to select a specific date and time for the release e-mail to be sent

  • Send - the release e-mail will be sent straight away

Once the release has been sent out, you can then monitor it.

Managing and Filtering Releases

All Draft and Sent releases will be listed in the Interactions > Releases screen. Here you can filter and manage your releases 

To manage a release, click the Action button next to it for different options:

• Edit (only if the release is in the Draft status) - to continue editing your release before you send it

• View Stats/Status (only if the release is in the Sent status)- this is where you can track and monitor the stats of your releases that have been sent off. Please see below for more details on monitoring your releases.

• View Release - allows you to see the content of the release

• Related Enquiries - opens a screen with a list of all Enquiries that have been linked to the Release

• Rename - if you need to change the name of the release

• Clone Release - allows you to create a copy of the release which you can then edit (in case you need to send an up-dated version, for example, or you may want to base a new release on one which has been particularly successful)

• Delete - to delete the release 

• Archive - to move the release into the Archive screen

• Unarchive (only if the release has been Archived) - for archived releases that you want to bring back into the normal release screen

To filter your releases:

• Use the search function to find a particular Release
• Click on a column to sort your releases by Release Name, Category, Status (Draft or Sent), Schedule Date, Date Sent, Number of Contacts it's been sent to and the number of contacts it's been Delivered to
• Use the Excel or PDF button to pull off a report containing all contacts displayed on your current screen and the filtering & columns you've applied

Monitor sent Releases

You can monitor your sent releases to keep track of whether recipients have opened the release and if any have not delivered or bounced. Click on Action next to your sent release and select View Stats/Status.

• The top has a summary of stats with the percentage rate calculated:
  • Total Recipients - number of contacts you sent the release e-mail to
  • Delivered - number of contacts the e-mail actually delivered to 
  • Open Rate - the number of contacts that opened the e-mail 
  • Click Rate - the number of contacts that clicked on links within the e-mail
  • Bounce Rate - the number of contacts where the e-mail bounced
• You can see the number of clicks for each individual link you included in the release e-mail
• The Groups/Organisations/Contacts you sent the release to
• A table with a breakdown on whether the e-mail was delivered, opened, clicked, or bounced for each recipient 
  • You can filter this recipient list by clicking on a column to sort by Contact Name, Email, Organisation or whether it was delivered, opened, clicked or bounced
  • You can also use the search bar to find certain recipients
  • Click on Download All Records to download an excel spreadsheet of the table