Marketing Automation (7)

Go to New -> Task to create a task for a certain contact or click on the task icon in the main toolbar. All tasks are shown in your task list which can be found at menu item Go to -> Task list. Priority, expiration date and reminders can be set for each task. When working with multiple database users you are able to create and manage tasks for your team members.  More information about tasks can be found in the SpinOffice user guide.

Although you may not realize it, sending texts from your SpinOffice database is possible and extremely useful. If you want to send an SMS to a mobile phone, there’s no need to opt for a third-party service — you can do so directly within your SpinOffice account. Instead of using a service you don’t know or trust, you can deliver a text message by using our SMS gateway. So long as you have added the person’s mobile phone number to the contact card, you can easily send out text messages. Great thing is that all messages end up in the contact's archive. It's possible to use text message templates and you can schedule a text message to be sent out later. In the Pro edition, you will have the option to change the sender.

Access all your CRM associated email exchanges in one place, right inside your Inbox. All messages are, on entry, automatically linked to the proper contact. If the recipient is unknown you can add the contact to your database as new or link it to an existing contact and SpinOffice will pick up all former communication and will add it to the contact’s archive. Building up your database has never been easier! Your team will become more efficient. Each user will get its own inbox with many options as internal forwarding, folder linking, converting to task and more. SpinOffice uses IMAP protocol to retrieve email messages from your mailbox. The inbox folder, sent items and trash folder are in sync. All your emails remain in your current mailbox but every day we make a backup of your data on our highly secured servers.

Every prospect has its own contact card with relevant contact information and archive with communication and agreements from the past. To create a selection, for instance all your prospects: Go to the field ‘Contact type’ on the card; Click on the field just once; Choose 'Filter on' in appearing popup; Type ‘Prospect’ and press enter or ‘Filter contacts’; All prospects are shown in the left column; TIP: create a separate contact type ‘Hot prospects’ or similar to make distinction between hot- and less concrete prospects. Go to menu item Extra -> Administration -> Contact type to add new contact types. Combination of filters is possible. For instance the contact type field and the Account Manager field, or a combination of a field and keywords below the contact card. This way you're able to cross filter domestic or international keyword and prospects, or products/services field and prospects.

The most important thing is that, after you have created the link between SpinOffice and Mailchimp once, you can synchronize relationships within Mailchimp audiences and SpinOffice. Create filters in SpinOffice and shoot them to any desired Mailchimp audience. And the other way around, import Mailchimp contacts into SpinOffice so that all desired contacts are in your CRM and synchronized from then on. The most important possibilities of the Mailchimp integration at a glance: Synchronize contacts between SpinOffice and Mailchimp. Manage the status of the contacts in sync; opt in, opt out, bounce. Import Mailchimp contacts into SpinOffice based on your Mailchimp audiences. Export SpinOffice contacts to Mailchimp audiences based on filters. There's a Mailchimp chapter in the user manual that explains more about this integration.

It's very easy! Follow the steps to connect your Mailchimp account to SpinOffice. In SpinOffice, go to the main menu. Choose menu option Mailchimp. Fil in the MailChimp API Key. Where do you find this? Log in to your Mailchimp account and go to account settings. Copy the API Key in Mailchimp to your clipboard. Return to SpinOffice and paste the API Key into the required field and click 'Save Mailchimp API key' to connect the accounts.

It is a common misconception that email delivery is instantly completed after you hit "Send." Email is designed to be sent from mail server to mail server until it reaches the ultimate destination, with no guarantee on how long it will reside at each intermediary stop.  There are a few reasons why an email may be delayed, some of which are a delay by SpinOffice and some on the receiving email client's end. Delays on SpinOffice's end Delays on SpinOffice's end can be due to the following: Slow or overloaded mail servers This overload could be due to volume, combating spam, or other tasks. Reputation-based deferrals (giving us 4xx responses saying "rate limited") These are temporary errors, and our systems will try sending the message again. We continue to attempt to send these messages for up to 24 hours until the message is delivered. If a message is continuously deferred for 24 hours, we will discard it. Mailbox providers and Internet Service Providers have standards regarding how many connections we can have open to them They also have standards for how many messages per connection we can send simultaneously. There are times when volume exceeds these thresholds, which can cause the mail to be queued. Pre-send processing If there is a technical issue with sending the mailing, that can lead to delays. Examples can be a large mailing group or attachments, etc. Compliance campaign approval process All mailings go through an approval process. This ensures that your campaign is within our Terms of Service and meets industry standards. However, even seasoned users may find that their communications must go under a manual review.  Delays on the receiving side Delays on the receiving side can be due to the following: Slow or overloaded servers Again, this can be due to too much incoming mail, filtering/spam, or other tasks, or their server may need to be faster to process mail in general. The mailbox may be full Anti-Virus/Spam screening programs Mostly, these programs are quick and usually only delay from a few seconds to a minute. However, this process can take longer, as emails are screened in the order they are received, and the overall file size or attachments can cause delays. The send/receive cycle of the email program, Internet Service Providers, and or Mailbox providers Many providers have timed interval cycles for sending/receiving. The most common cycles are from a few seconds to 15 minutes. Please contact our Support Team if you still need help determining what may be causing a delay.