The PPS Mail Merge facility can be used to quickly contact all, or a large number of your clients in one go. This is convenient for instances where you need to notify your clients about changes to your business, send newsletters, or get out some exciting marketing materials.
It's important to ensure that clients who do not wish to receive marketing type emails are easily excluded from them. The following guide will advise on excluding specific clients from marketing emails, and also excluding clients based on criteria such as age.
Important: The data you store on clients and use to contact them is under your control. You should therefore use these steps as an example only and look to your own procedures for sending and excluding clients from correspondence from your PPS system, mass or otherwise.
Excluding individual clients from marketing emails
PPS comes ready with the ability to exclude clients from certain types of correspondence either individually or en mass. You can find details this process generally here, but for the purposes of this guide we'll be looking at excluding individual clients from marketing emails only.
a. To begin, locate a client who wishes to be excluded from marketing emails and open their client details screen.
b. Scroll down to the Preferences section or choose Preferences at the top of the window to be taken straight there.
c. Mr Quinn would like to stop receiving all marketing type emails from us so we'll tick "Exclude from Mail Shots".
We don't need to lock this preference as it is excluded from all global updates and will William will be excluded from mailshots unless we enter this screen again and untick the box.
Once done, click Save at the top of the Client Details screen.
d. Now, once you're undertaking the mail merge process we can easily exclude William and any other clients who we've marked to be excluded if the nature of the email falls under the exclusions allowed to the client.
Excluding clients from marketing based on specific criteria
For certain mass emails you may wish to exclude a particular spectrum of client. This can be done using the reports that form the basis of the mail merge process.
For the purposes of this guide we'll be looking to exclude all clients under a certain age, but you can use your own criteria to exclude a section of clients that suits your own procedures. Find details of the possibilities of PPS reporting and criteria here. If you're struggling to locate the right criteria for you then send an email to firstname.lastname@example.org and we'll do our best to assist!
a. In order to exclude clients under the age of 16 from our mailshot we'll run the Client List report and navigate to the criteria tab.
We'll use the age criteria to only include clients 16 and over as results in the report and thus eligible to receive our email.
d. You can then proceed with the final stages of the mailshot process.