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Configuring bulk email

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Configure bulk email to send to multiple recipients, which reduces manual work for sales representatives and increases their daily effectiveness. The bulk email feature is enabled by default. The configuration steps in this task differ depending on whether you introduce custom fields for emails when implementing the product.

If you did not introduce any custom changes, perform the following steps to configure bulk email:

  1. To configure whether there is a limit on the maximum number of recipients that your bulk email can reach, as well as a limit on the number of emails that the system can send every day, perform the following steps:

    1. In the navigation pane of App Studio, click Settings Application Settings .

    2. In the Bulk Email Configuration section, depending on your requirements, select the Maximum number of recipients per email field and enter a new value, and select or clear the Enable limits per day for sending bulk email check box.

      The default value for the Maximum number of recipients per email field is 200. If your email SMTP server has a daily limit on sending emails from a single account, enable the Enabled limits per day for sending bulk emails check box. If you select this check box, remember to set a Maximum number of recipients per email value as well.
    3. Click Save.

  2. In Dev Studio, check whether your public URL is compatible with email tracking:

    Email tracking works by hiding a pixel image in the email body. When you configure email tracking, the system creates a tracking URL by adding /PRHTTPService/TrackSendEmail/PegaFW-Document-Email/OpenSendEmail to your public URL.
    1. In the header of Dev Studio, click Configure System Settings URLs .

    2. In the Public Link URL field, check whether your URL is in the following format: https://domain.domaintail.com/prweb.

    • If your public URL matches the correct format for bulk email, no further action is required.
    • If your public URL does not match the correct format, enter the correct URL in the Value field of the TrackingPixelDomainURL dynamic system setting.

      The TrackingPixelDomainURL dynamic system setting overrides the URL in the Public Link URL field.

    If you leave both values blank, the system disables tracking for emails. If you then send an email to Google or Amazon work email servers, the email open count might not be accurate because Google and Amazon servers use an image caching mechanism in which the server loads images internally. The open count can then increase, even if the email is unopened. If email is sent to recipients whose email server is hosted by Google or Amazon.
  3. Enable the SendEmailProcessor job scheduler.

    The SendEmailProcessor job scheduler invokes the sending of bulk email, which invokes the Pega Platform Call-Automation API. This API uses the SMTP protocol to send emails to recipients.
    1. In the navigation pane of Dev Studio, click Records SysAdmin Job Scheduler , and then search for and open the SendEmailProcessor job scheduler.

    2. Turn on the Enable Job Scheduler switch.

      This job scheduler must run on a single node only.
  4. Configure email accounts or multiple accounts for bulk email in App Studio.

    1. In the navigation pane of App Studio, click Settings Email accounts .

      Depending on whether your email SMTP server has a daily limit on sending emails from a single account, or one account is not enough for your whole organization's needs, configure either one or multiple accounts. If you do not configure any email account, the SendEmailProcessor job scheduler will not process any emails.
      If you SMTP server has daily limits and you change the default bulk email settings in App Studio, configure email accounts only for the bulk email feature's use.
    2. Search for and open the Pega-BulkEmail-Sender-First email account.

    3. Configure the Sender section by entering your SMTP server values.

    4. Click Submit.

    5. Optional:

      If needed, search for, open, and configure the Pega-BulkEmail-Sender-Second and Pega-BulkEmail-Sender-Third email accounts.

Configuring bulk email with custom fields

Send bulk email to multiple recipients, which reduces manual work for sales representatives and increases their daily effectiveness. The configuration steps in this task differ depending on whether you introduce custom fields for emails when implementing the product.

If you did create custom fields for your bulk email, perform the following steps:

  1. To configure whether there is a limit on the maximum number of recipients that your bulk email can reach, as well as a limit on the number of emails that the system can send every day, perform the following steps:

    1. In the navigation pane of App Studio, click Settings Application Settings .

    2. In the Bulk Email Configuration section, depending on your requirements, select the Maximum number of recipients per email field and enter a new value, and select or clear the Enable limits per day for sending bulk email check box.

      The default value for Maximum number of recipients per email is 200. If your email SMTP server has a daily limit on sending emails from a single account, select the Enabled limits per day for sending bulk emails check box. If you select this check box, remember to set a Maximum number of recipients per email value as well.
    3. Click Save.

  2. Configure merging of custom dynamic fields:

    Pega Sales Automation supports merging of contacts, leads, operators, and classes out of the box. You can merge all the fields that are marked as relevant records into the email body.
    1. In the header of Dev Studio, search for and open the D_LoadContextEntries requestor level data page to see the merge field context pages.

    2. In the header of Dev Studio, search for and open the Code-Pega-List.LoadContextEntries data transform to configure and add the fields to merge.

    3. Click Expand All to see the full actions list.

    4. Click View Data Transform Parameters next to the LoadContextEntriesExtension data transform and configure the following fields:

      • Configure the Label field to display the merge fields window when composing an email.
      • In the Class name field, enter the class name from which to source the relevant records.
      • In the Page name field, enter the page title to display in an email body after merging fields.
      • In the Enttype field, enter the entity name, for example, contact, lead, or operator.
      • Select the IsSelectedAsRecipient check box to identify the recipient types in the chosen entity type. This setting is not only for use with bulk email, but also to support dynamic templates.
  3. Optional:

    To configure custom merge context pages, implement the code for resolving the merge fields when sending emails:

    1. In the header of Dev Studio,, in the search box, search for and open the ManagePagesBasedOnConditions activity.

    2. Locate and open the ManagePagesBasedOnConditionsExt activity.

    3. Configure the ManagePagesBasedOnConditionsExt extension activity using the ManagePagesBasedOnConditions activity as an example.

    4. Save the ManagePagesBasedOnConditionsExt activity into your implementation layer.

  4. In Dev Studio, check whether your public URL is compatible with email tracking:

    Email tracking works by hiding a pixel image in the email body. When you configure email tracking, the system creates the tracking URL by adding /PRHTTPService/TrackSendEmail/PegaFW-Document-Email/OpenSendEmail to your public URL.
    1. In the header of Dev Studio, click Configure System Settings URLs .

    2. In the Public Link URL field, check whether your URL is in the following format: https://domain.domaintail.com/prweb.

    • If your public URL matches the correct format for bulk email, no further action is required.
    • If your public URL does not match the correct format, enter the correct URL in the Value field of the TrackingPixelDomainURL dynamic system setting.

      The TrackingPixelDomainURL dynamic system setting overrides the URL in the Public Link URL field.

    If you leave both values blank, the system disables tracking for emails. If you then send an email to Google or Amazon work email servers, the email open count might not be accurate because Google and Amazon servers use an image caching mechanism in which the server loads images internally. The open count can then increase, even if the email is unopened. Your system should be available to the internet to make email tracking work if email is sent to recipients whose email server is hosted by Google or Amazon.
  5. Enable the SendEmailProcessor job scheduler:

    The SendEmailProcessor job scheduler invokes the sending of bulk email, which invokes the Pega Platform Call-Automation API. This API uses the SMTP protocol to send emails to recipients.
    1. In the navigation pane of Dev Studio, click Records SysAdmin Job Scheduler , and then search for and open the SendEmailProcessor job scheduler.

    2. Turn on the Enable Job Scheduler switch.

      This job scheduler must run on a single node only.
  6. Configure email account or multiple accounts for bulk email in App Studio:

    1. In the navigation pane of App Studio, click Settings Email accounts .

      Depending on whether your email SMTP server has a daily limit on sending emails from a single account, or one account is not enough for your whole organization's needs, configure either one or multiple accounts. If you do not configure any email account, the SendEmailProcessor job scheduler will not process any emails.
      If you SMTP server has daily limits and you change the default bulk email settings in App Studio, configure email accounts only for the bulk email feature's use.
    2. Search for and open the Pega-BulkEmail-Sender-First email account.

    3. Configure the Sender section by entering your SMTP server values.

    4. Click Submit.

    5. Optional:

      If needed, search for, open, and configure the Pega-BulkEmail-Sender-Second and Pega-BulkEmail-Sender-Third email accounts.

  7. Optional:

    To edit the daily email limits for Google, Microsoft Outlook, and other types of email server, customize the source values in the SetMaxEmailsCountPerDayOnConfigExt data transform, and then save the transform into your implementation layer.

    The default for Google is 2000, for Microsoft Outlook the default is 10000, and for other types of email server the default is 5000. If you select the Enabled limits per day for sending bulk email check box in App Studio, editing the SetMaxEmailsCountPerDayOnConfigExt data transform will not override this setting until a maximum of 24 hours later, which is the system reset time.
  8. Optional:

    To change the conditions under which the system sends emails using all email accounts, configure the GetEmailAccountBasedOnTimeOfDay decision table based on your business requirements, and then save the table into your implementation layer.

    You can also use the GetEmailAccountBasedOnTimeOfDay decision table to send emails from multiple accounts equally. By default the decision table is configured for 3 email accounts.
  9. Optional:

    To always populate the email sender from the email address, in the PopulateFromEmailStringHeaderExt data transform, set the when rule to Always, and then save the transform into your implementation layer.

    After you send a bulk email, recipients see the bulk email creator and the bulk email address in the From field. If your email account has permission to send as all the operators in your organization, you can override the PopulateFromEmailStringHeaderExt data transform.

Sending emails in bulk

As an operator with the Sales Rep persona, you can effectively send emails to multiple recipients by using email templates, custom distribution lists, and adding custom fields to email body, to then send these emails in bulk with less manual work.

For more information about email templates, see Creating email templates. For more information about distribution lists, see Managing distribution lists.

To send emails in bulk, perform the following steps:

  1. Enable and configure bulk email.

    For more information, see Configuring bulk email.
  2. Log in to Pega Sales Automation as a sales representative.

  3. In the User portal navigation pane, click Bulk emails.

  4. Click Send bulk email and perform the following steps:

    1. To add recipients, click + Add recipients from and select either: contacts from distribution lists, business or individual contacts, organization-related or account-related contacts, or any lead.

    2. Select any contact from the list by selecting the check box next to the contact's name.

    3. Click Submit.

    4. If needed, select another list and select more recipients.

    5. Click Continue.

    6. Enter the email details manually or select the Select email template list to choose the preconfigured email template.

    7. Click Continue.

    8. Review the desktop and mobile email preview, and click Send.

  5. After sending the email, track contacts who opened and replied to the email by performing the following steps:

    1. Open the sent email.

    2. In the left navigation pane, click Recipients.

    3. In the Recipients table, review the Opens and Replied columns for every recipient.

      You can also view the email correspondence analyzing the contact. Open any contact and under the Emails tab, view every email exchanged with this contact.
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