Core Feature: Sending Email with Quicksend

Quicksend is currently available on the Contact and Listing object. To access Quicksend, open any contact or listing record and click the Email tab. From here you can send a personalized email, with multiple file and listing attachments, to up to 20 recipients. The following article will dive into the many features available in Quicksend.

Personalization

Merge Fields allow you to quickly and easily personalize your email messages - even while sending to multiple recipients. You can add a merge field by clicking the “Merge Fields icon” in the lower left corner of the Quicksend screen.

You can then filter through the available merge fields by typing in the search box. Alternatively, you can scroll through the available merge fields. Selecting one will insert into your email.

To ensure that multiple recipients receive personalized messaging, make sure the “Send a personalized email to every recipient” option is checked.

Note: Cc and Bcc recipients will see personalization for the first recipient only. In the example below, Ethan and Layla will both receive an email that is personalized for Jack. Bobby will still receive a personalized message.

Quicktext

Quicktext will tremendously lower the amount of time spent drafting emails, by allowing you to automatically generate personalized, predefined messaging for each send. Quicktexts can be accessed by clicking the “quicktexts icon” in the lower left corner of the Quicksend screen.

You can then browse available quicktext using the quicktext collections screen.

Click here to learn more about quicktext collections.

To use quicktext, click the “+” next to it and then click Insert Quicktext.

To save any message as a new quicktext, click the far right “save icon” in the lower left corner.

Templates

Templates determine the look, feel and structure of your emails. You can change the layout for your message by clicking the templates icon” near the bottom right of Quicksend. To preview any template, simply click the “preview icon” which is located immediately to the right of the templates icon.

Editing Template Branding

With Quicksend, you also have the ability to modify and create new templates.

Note: It is recommended that only those with proficiency in HTML & CSS coding language modify templates. Propertybase does not support or offer help with HTML or CSS.

In the example below, we modify a branded template to change the company logo.

Note: It is recommended that you copy the HTML & CSS into a separate code editing program when making changes. Once finished you can copy and paste your modified code back into Propertybase.

  • Click the app launcher in the top left of the page.
  • Click Templates.
  • Click Branded Template.
  • Click Edit in the top right corner of the screen.
  • Next copy the HTML from this screen and paste it into your code editor of choice.
 
  • Locate where says “Company logo settings”.
  • Replace the code between the single quotes with the URL to your company logo.

Note: Recommended image size for logo is 210x36.

  • Copy the updated HTML and paste it back into Propertybase.
  • Click Save.

Editing Your Signature

If you use the Branded Template, your email signature is automatically populated using your profile data. You can modify what is included (or excluded) by updating your profile information.

  • Click your portrait in the top right corner.
  • Click Edit.

On this screen the Name, Title, Company, Address, Phone, Cell and Agent Image URL fields will be pulled into your signature as long as information is provided. If you don’t want to include a specific field, simply leave it blank.

You can preview your signature by clicking the preview icon in the lower right corner of the Quicksend window.

Changing Default Templates

Your Propertybase account should already have default templates configured, however you can change these defaults in the Control Center.

  • Click the app launcher in the top left of the page and select Control Center.
  • Click Quicksend.
  • Set defaults to the image below (or whatever you prefer.)
  • Click Save.

Send Listings with Quicksend

One of the most powerful features of Quicksend, is the ability to attach one or more listings and send them to a contact. There are two ways to send listings: inline or attached.

Note: By default, the status of a Listing must be set to active to send through Quicksend.

Inline Listings

Inline listings live inside your email message. This allows your recipient to view the listing quickly, without the need to open external attachments.

Note: Some email clients, like Gmail, will automatically shorten emails that are over a certain size. To prevent a recipient from missing content when sending a large number of listings, send them as attachments instead of inline. However, there is no limit to the amount of listings you can send.

To insert an inline listing, click the “Insert Inline Listings icon” in the lower left corner of the Quicksend screen.

From here you can browse listings using the search textbox at the top. To add one or more listings, click the “+” and then click Insert Inline Listing.

Attached Listings

Attached listings live as attachments to your email message. This keeps your email uncluttered and allows your recipient to download and/or print them as a PDF attachment.

To add an attached listing, click the “Attach Files and Listings icon” in the lower left corner of the Quicksend screen.

In the following window, select “Listings” under the Objects header. From here you can browse and attach one or more listing to your email.

You can also change the PDF layout (used for any listings attached to the current email), by clicking the "select layout" icon in the top right corner of the modal window.

One of four PDF layouts available for attached listings

Use the Media Manager to select which images get used when you send listings. Click here to learn more.


Automatically Create Linked Listing

In Propertybase version 1.498 we added a new Quicksend setting for Listings. When enabled, this setting will automatically create a new Linked Listing on recipient Contact records when sending a Listing through Quicksend. This setting can be activated in the Control Center as shown below.

Click here to update if you not on version 1.498.

  • Click the App Launcher in the top left corner of the screen, then click Control Center.
  • Click Quicksend.
  • Check or uncheck Auto-Create Linked Listing to enable or disable this feature.

Send Files with Quicksend

You can attach files in Quicksend the same way as any email client.

To add an attachment, click the “Attach Files and Listings icon” in the lower left corner of the Quicksend screen.

From here you can upload new files by clicking the Upload button in the top right corner of the window. Alternatively, you can search, select and attach files you have uploaded previously.

To add one or more file, click the “+” and then click Attach to Email.

Enabling Auto BCCs

Another feature available in Quicksend is the ability to enable automatic BCCs on all emails. This means that when you send an email through Quicksend, Propertybase will send a copy of that email as a BCC to you, the sending user. To enable this feature, perform the following:

  • Click the app launcher in the top left of the page and click Control Center.
  • Click Quicksend.
  • Scroll down and enable the setting.
  • Click Save.

Send and Preview Errors

Sometimes when trying to send or preview an email Propertybase will display an error message.

email_error_must_login.jpg
Displays when you aren't logged into the system.

To fix this, go back to the "Home" tab and login when prompted by the popup window.

Screen_Shot_2017-08-07_at_3.21.52_PM.png

Once you are successfully logged in, you should see the following welcome message:

login_box.jpg

In rare cases you might receive "unauthorized" as message:

system_status_unauthorized.jpg

If this happens, simply reload the Home tab once again.

Note: in order for Propertybase to function properly, you must permanently allow popups.

Restricted Access

All users that need to use emails will need to have access to the Templates and Quicksend objects in their Profiles.


Related Articles


This is Part 3 of 10 in our Propertybase Core Features series. We recommend you continue to follow along, in order, as we walk through the entire Propertybase process, in detail, from lead to close.

Propertybase Core Features: Table of Contents


Next Up: Inquiry Management

At this point, we've covered how to manage both Contacts and Companies, as well as how to communicate with them using Quicksend. In the next section, we'll cover how to find the perfect Listing for your customers, through the use of detailed Inquiry data and a powerful little tool called Matching.

Click here to learn about managing Inquiries in Propertybase.

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