Cimmaron Software On Demand Technical Support

To create and send a vendor email broadcast:

1. In the vertical menu bar, select the Marketing section, and then click the Broadcast Finder icon.
2. When the Find Broadcasts screen opens, click Add and select Vendor Broadcast.
3. Vendors can be Referral Partners (ie. Real Estate Agents, Title Companies, Lenders) or Normal vendors (i.e. Ins Co, Surveyor, Office Supply Co.)
4. Enter the details of the Broadcast:
   
   
   1. Send Date – Select the date for when you would like the broadcast to go out. Leave the current date selected to today to send the Broadcast out immediately, or select a specific date by clicking on the drop down arrow.
   2. Start Time - Set to a specific time if desired (not required).
   3. Recurrence - If the broadcast is to go out more than one time, click the Recurrence button and set Recurrence to: Daily, Weekly, Monthly or Yearly with options to Skip Weekends and set End Date.
      
      
      
      
   4. Broadcast Description – Enter a general description for your Broadcast. This can only be seen by users in the system and is not displayed to your Vendors.
   5. Assigned To User or Assigned To Role- Select which user the broadcast activities are assigned to. A user could be a specific Vendor Owner. A role could be all Vendor Owners. By selecting an Assigned To Role you can dynamically generate activities for multiple Vendor Owners. The Assigned To setting determines which user's return email, name and phone numbers will be merged into the template.
   6. Category – Select Outbound Email.
   7. Subject – Enter a subject for the Activity. If the Activity is an Outbound Email then the subject will be the subject line of the email that is sent to the client. For any other type of activity, the subject will appear as a description of the activity.
   8. Reminder - If checked and a time is selected from the drop down list to the right a reminder of the Pending Broadcast will pop up if your logged into the application at that time. This is typically not checked for email Broadcasts.
   9. Delivery Provider - Selects which Email server is to be used, Cimmaron's server, your Outlook or your SMTP server.
   10. Live Web Stream URL - Will insert the content of a selected web page in the body of the email message if a web page URL is entered.
   11. Message Text – Enter the text for the email or to use an Email Template as the message text do the following:
       
       
       1. Click the Web radio button.
       2. In the folder pane of the Select Files screen, navigate to the folder that contains the template you would like to insert.
       3. Highlight the template and click Select.
          
          
          
          
       4. The Select Files screen will close and the web template will appear in the text box on the screen.
       5. To edit the message body, click the Edit Button (located next to the Select button). Perform your edits and Click OK to save. Any editing will only affect this Broadcast and will not affect the original template.
          
          
          
          
       6. To add an Attachment to the email (not required), click on the Attach button and do the following:
          
          
          
          
          1. In the folder pane, navigate to the folder that contains the file you would like to attach.
          2. Highlight the file and click Select.
          3. To edit the attached file. Highlight the attached file name (next to the Attach button) Right click and select Edit.
          4. Perform your editing and save.
          5. For PDF files you may want to insert a hyperlink to the file into the body of the text rather than attaching the file. This will make the outbound email size smaller and is preferred by people that don't like to open attachments due to security concerns.
             
             

5. Add Recipients:
   
   
   1. Click on the Recipients button at the bottom of the screen to open the View Recipients page.
   2. Select - Specify Individual Recipients or Specify Criteria.
      
      
      
      

    

   1. If Specify Individual Recipients is selected:
      
      
      1. Click the Add button to open the Select Recipients page.
      2. Select your Vendor Criteria. After you have selected your criteria click Find Now. The selected matches will show up in the bottom pane of the screen. Inspect your search results. You can re-specify the Criteria to rebuild the list.
      3. When satisfied with your results - highlight the Vendor records in the Results grid. You can highlight a range of Vendors by holding the Shift key and using the up or down arrows on your keyboard to highlight a range of Vendors or you can you hold the Ctrl key and click on individual Vendors. Click the Select button at the bottom of the screen and you will be taken back to the View Recipients screen.
         
         
         
         
      4. From the View Recipients screen you can delete Recipients by highlighting the Recipient and then clicking the Delete button to the right of the screen. You can add more Recipients by clicking the Add button to the right and repeating steps 1 thru 3 above.
      5. If at a later time you copy this Broadcast, the Vendors selected in this original Broadcast will be the exact same clients to be used in your new Broadcast.
      6. When done click the OK button at the bottom of the View Recipients screen. This will take you back to the Broadcast Detail screen.
         
         
         
         
   2. If  Specify Criteria is selected:
      
      
      1. Select your Vendor Criteria. After you have selected your criteria you can view the first 50 results by clicking View Results. You can not edit the results and additional results beyond 50 are not displayed in this view.  This is only the first 50, your actual Broadcast may have more depending on your Criteria.
      2. Unlike specifying by Individual Recipients as described above. If you copy this Broadcast in the future, the recipients used in the new broadcast will be based on your selected Criteria using your current client database. The new Recipients will not necessarily be the same recipients used in the original Broadcast.
      3. Click the OK button at the bottom of the screen to select your criteria. This will bring you back to Broadcast Detail screen.
      
      
   3. Click The Save button at the bottom of the Broadcast Detail screen. Your Broadcast will be saved with a Pending Status. Set the Broadcast Status to Ok to Generate to send the Broadcast out at the time selected.
   4. Pending Status- When a broadcast is set to Pending it is on hold. This allows the Broadcast to be modified and it will not go out until the Broadcast Status is set to: Ok to Generate.
   5. Ok to Generate Status - When a Broadcast it set to OK to Generate it is ready to go out at the time that specified. The Broadcast cannot be edited when set to Ok to Generate. Change the Status back to Pending if modifications need to be made.
   6. Status can be set by clicking on the Status button and selecting Pending or Ok to Generate. In the example below the Broadcast is set to Pending with an option of selecting Ok to Generate.