Mass Email Campaigns

Propertybase Mass Email Campaigns allows you to send or schedule emails for your entire contact database, design and customize templates, view detailed reports and statistics for your sends and more. Mass Email Campaigns takes the features normally found in a standalone email marketing suite (and the extra associated costs) and makes it available inside Propertybase - which you already use! In this article we will cover the steps required to configure email campaigns as well as an overview of all available features.

Important: Some configuration is required prior to using Email Campaigns for the first time. Click here to learn more.

Note: Customers migrating from a third-party email marketing platform to Propertybase email campaigns should be respectful of contacts that have previously opted out of correspondence.

Table of Contents


Creating Campaigns

Ready to send some campaigns? In this section we will learn how to build, schedule and send email campaigns.

Note: Before sending campaigns, click here to verify all installation steps have been completed.


Create "all email campaigns" list view (optional)

To build an email campaign, start by opening the "Email Campaigns" tab. (Email campaigns can also be accessed through the Marketing Center located in the Control Center or quickly through the application launcher.)

Not sure how to use the application launcher?

The application launcher (a.k.a. "app" launcher) can be used to access most Propertybase features. If you don't see a tab for something, there is a good chance you can still find it in the app launcher. Follow the steps below to open Email Campaigns using the app launcher.

  • To open the app launcher, click the "nine dots" in the top left corner of the screen.
  • Locate and click Email Campaigns in the feature list.

When you first open Email Campaigns, you will be presented with a list of recently viewed Email Campaigns. If you haven't viewed any campaigns recently, this page will be blank. If you would like to view "All Campaigns", you will need to create that list view. Follow the instructions below to do so.

Not a reader? Watch this video instead.

Create "all email campaigns" list view (optional)

  • Click the gear icon to open list view controls, then click New.
  • Fill out the fields according to the image below, then click Save.
  • Leave the filter options at their default settings.

Done! You just created a new list view for email campaigns.

You can view all your campaigns by changing the current list view to "All Email Campaigns".


Creating and editing campaigns

Use the table below to learn more about creating and modifying email campaigns.

Creating a new campaign

  • To create a new email campaign, click the New button in the top right corner of the screen.

Modify an existing campaign

  • To modify an existing campaign, click on the campaign name.

Navigating campaign creation

Once you open a campaign, you will notice that there is a "path" at the top of the screen. This path shows your current position in the creation process. In addition to this path, there are a few other interface elements that will help you navigate email campaigns.

Not a reader? Watch this video instead.

Navigating campaign creation

Use the table below to learn more about these interface elements.

Campaign path

The path at the top of the screen shows your current position in the creation process. You can navigate the elements of a campaign by clicking on any of these four stages.

Saving your progress

You can save your current progress at any time by clicking the Save button in the top right corner. By using the save feature, you can edit your campaign at a later date without losing progress.

Note: Closing a campaign without clicking "Save" will erase changes to the current campaign.

Next and previous

To move from one stage to the next (see "Campaign path" above), use the left and right arrows at the bottom of the screen.

Note: Using these arrows will not erase changes to the current campaign. 


Defining campaign details

The first screen, when creating or modifying a campaign, is the "details" screen. If you are creating a new campaign these fields will be blank; if you are editing an existing campaign these will be filled with the information you entered previously. Use the table below to familiarize yourself with each detail field and how it will effect your campaign.

Not a reader? Watch this video instead.

Defining campaign details

Campaign Name

This field is used to distinguish between the different campaigns in your Propertybase account. This field is for internal use only and will not be visible to recipients of your campaign.

From Address

This field will be used as the first part of the from address. For example: if you entered "name", this would result in the campaign being sent from "name@domain.com". Lowercase is recommended.

Domain

This field will be used as the second part of the from address. For example: if your domain is "example.com" this would result in the campaign being sent from "name@example.com".

Administrators can change the domain in the Control Center. For instructions on changing the domain, see the "Domain Settings" section in the "Prerequisites" tab on this page.

From Name

This field will be used as a label for the from address. For example: if you entered "Company Name", this would equal "Company Name <name@example.com>". Using your full name or company name is recommended.

Recipient List

This field is used to determine who will receive the current campaign. Campaigns can only be sent to "lists". These lists can be created and modified using the Contact Manager. For more help using the Contact Manager, click here.

Additional Recipient(s)

This field is used to send the current campaign to recipients outside the selected list. When entering more than one additional recipient, email addresses should be separated by a comma. 

Subject

This field will be used to determine the subject for the current campaign.

Once you have determined details for your campaign, the next step is to select a template and add some content.

  • Click the "right" arrow at the bottom of the screen to continue.

Saving your progress

You can save your progress at any time by clicking the Save button in the top right corner. This can be done from any of the campaign screens: Details, Template, Content or Send. By using the save feature, you can edit your campaign at a later date without losing progress.

  • To save your progress, click the Save Progress button in the top right corner.
saveprogress.jpg

To learn more about using templates, click the "Templates & Content" tab at the top of this page.

Table of Contents


Templates & Content

Once you have determined the details of your campaign, it's time to select a template and start adding content. 


Understanding template types

Templates that display this indicator are fully editable. This means that you can add and remove text, images, listings and more using the content editor. If a template does not show this indicator, that means it will not support content editing. It is recommended that you only use "editable" templates when creating email campaigns.

Not a reader? Watch this video instead.

Understanding template types


Creating your own templates

To create custom templates that work with Propertybase email campaigns, you must use the MJML templating language. MJML is a templating language that allows you to quickly create responsive emails that work will all major email clients (Outlook, Gmail, etc.)

Note: This information applies to the "email_template" template type only. Not all MJML features are supported. Please test all custom templates before using them in a campaign.

To create your own templates, follow the configuration steps below. Once complete, open the application launcher, select "Templates" and then click the "New" button.

Required configuration for creating custom templates.

Adding "isMJML" to the template page layout

 

Click here to learn more about MJML.


Selecting a template

Each available template on this screen will display a preview image (if available), the name of the template and a drag and drop indicator if applicable.

Note: Selecting a new template after creating content (see "Defining campaign content" below) will erase your work!

  • To select a template, click the blue select button beneath it.

Once you select a template, you will automatically be taken to the content screen.


Defining campaign content

Once you have defined details and selected a template, it's time to define content for your campaign.

Not a reader? Watch this video instead.

Defining campaign content

Currently, there are six different types of content available to campaigns: text, listings, dividers, images, buttons and raw code.

  • To add content, drag it from the right side and drop it onto an available content area (as shown below.)

Once you have dragged a content to an available content area, a new menu will appear on the right side of the screen. This menu will be specific to the type of content you selected. Use this area to modify the selected content (format text, select a listing, etc.)

To learn more about specific content types, click on the individual sections below.

Adding text to campaigns

Use the table below to learn more about adding text to campaigns.

Modify text size

To modify the size of text, highlight it and select from the list of headings. To reset text to the default size, select "text".

Modify text style

To modify the style of text, highlight it and select from the list of formatting options.

Insert merge fields

To insert merge fields, click the "code" icon in the bottom left corner and select from the available merge fields. For example: "First Name" will automatically pull the "First Name" field from the recipient's Contact record.

Adding listings to campaigns

Use the table below to learn more about adding listings to campaigns.

Search for listings

You can search your listing database using the search bar. This will display results that contain your search query.

Select a listing template 

Using the drop down menu, you can select which template should be used to display the selected listing in your campaign.

Add a listing to your campaign

To add a listing to your campaign, simply click the "plus" sign on the left side of the listing. Once added, this will change to a green checkmark.

Note: Not all listing templates work with all email templates. "Inline Listing with 1 Image on the Left" and "Inline Listing with 3 Images on the Left" should be used with the single column email layout only.

Adding dividers to campaigns

Use the table below to learn more about adding dividers to campaigns.

Adding a divider

Like other content types, a divider can be added simply by dragging it to a content area in your template. Currently, there are no formatting options available for dividers.

Adding images to campaigns

Use the table below to learn more about adding images to campaigns.

Search for images

You can search your image database using the search bar. This will display results that contain your search query.

Upload new images

To upload new images, use the upload button.

Add an image to your campaign

To add an image to your campaign, simply click the "plus" sign on the left side of the image. Once added, this will change to a green checkmark.

Note: Only images 1 MB or smaller will show up in this list. This size limit will be increased in the future. Keep your eye on the release notes!

Adding buttons to campaigns

Use the table below to learn more about adding buttons to campaigns.

Adding button text

Use this field to determine a button's text.

Adding a button link

To link a button to a specific URL, select "Web address (URL)" and specify the URL in the address field below.

Adding a button email link

To link a button to someone's email address, select "Email" and specify the email address after the "mailto:".

Note: The email link will not work if the "mailto:" is not included.

Change button alignment

You can change the alignment of the button, within your email, but using the available alignment buttons.

Change button size

You can make a button "full width" (take up the entire horizontal space of a content area) by toggling this option.

Note: Alignment cannot be changed on full width buttons (see "Change button alignment" above.)

Adding raw code to campaigns

Use the table below to learn more about adding raw code to campaigns.

Add raw code

To add HTML to an email, drag the "raw code" content type to any content area. Your HTML should go between the table tags, where is says "insert your code here."


Once you are satisfied with the content in your campaign, the next step is to send it.

To learn more about sending and scheduling, click the "Sending Campaigns" tab at the top of this page.

NEW FEATURE - Send Email Campaigns on Behalf of Others

Send Email Campaigns on Behalf of Others

In addition to sending an email campaign from yourself, it is now possible to send email campaigns on behalf of other users in your account. When sending on behalf, all "from" values are filled using the recipient's contact owner. If a value does not exist, fallback values are used. These values are defined with creating the email campaign (see image below.)

Note: Footer information (name, phone number, etc.) is filled using the recipient's contact owner. However, if that information does not exist the sending user's information is used.


How to Activate this Feature

To use this feature, accounts must update to Propertybase 1.551. Click here to update.

  • Once updated, open Mass Email Campaigns in the Control Center.
  • At the bottom of the page, check the box next to Send on Behalf.

Note: Free version limited to 10,000 contacts. To increase this limit please contact your Account Executive.

Table of Contents


Not a reader? Watch this video instead.

Sending campaigns

 

Previewing your campaign

Before sending or testing, you should review your campaign for errors, misspellings, out-of-date listings, etc.

Note: If your campaign includes listings, please verify that the information has not changed since you first added the listing to your campaign.

There are several ways to preview your campaign content, each with its own benefits. Review the table below for an explanation for each feature.

Mobile View

Use this preview option to see what your campaign will look like on the average mobile device. This preview renders your campaign using your web browser.

Desktop View

Use this preview option to see what your campaign will look like on the average desktop computer. This preview renders your campaign using your web browser.

Email Preview

Use this preview option to see what your campaign will look like within the average email client. This preview takes into consideration how email clients will render your campaign.


Reviewing campaign details

Once you have visually reviewed your campaign, it's a good idea to review the details of your campaign. These details are shown to the right of the campaign preview. 

Note: If you see an error, you can make changes on the "Details" screen. To access the details screen, click "Details" in the path at the top of the page.


Testing your campaign

If the campaign preview and details look correct, the next step is to test your campaign. To test you campaign, enter one or multiple email addresses in the field below. Once you have determined who should receive the test, click the Send Test Email button.


Sending or scheduling your campaign

Once you've tested your campaign and are ready to send, you have two options. You can send your campaign immediately or schedule it for a future time and date.


Sending a campaign immediately

If you would like to send your campaign immediately, you can do so by clicking the Send Campaign button. After reviewing the information displayed, click the Send Campaign button.

Your campaign will be scheduled immediately. However, it generally takes 10-20 minutes for your campaign to be delivered to your selected recipients.


Scheduling a campaign

If you would like to schedule your campaign for a future date and time, you can do so by clicking the Schedule Campaign button. After selecting a date and time, click the Select send date button.

Note: Your campaign will be scheduled immediately. Once scheduled, a campaign is no longer editable.


Changes to campaign content

In addition, updates to contact lists or listing data will not be reflected in the campaign. You will need to unschedule your campaign, update the appropriate information and then reschedule your campaign.

To unschedule a campaign, click the Unschedule Campaign button.

Table of Contents


One of the most powerful benefits email marketing has over traditional marketing is the ability to track how many people opened your emails and see exactly what was clicked. Email Campaigns in Propertybase are no different.

Note: At this time, only campaign-wide statistics are available. Individual contact statistics for Email Campaigns will be available very soon. Make sure you are always on the latest version of Propertybase to ensure you receive this update as soon as it's available.


Viewing campaign statistics

Upon successful delivery of an email campaign, campaign-wide statistics become available. These stats include important metrics like open, click, bounce and unsubscribe rates. To view these statistics for a campaign, follow the steps below.

  • To begin, click the "Email Campaigns" tab. (Email campaigns can also be accessed through the Marketing Center located in the Control Center or quickly through the application launcher.)

Not sure how to use the application launcher?

The application launcher (a.k.a. "app" launcher) can be used to access most Propertybase features. If you don't see a tab for something, there is a good chance you can still find it in the app launcher. Follow the steps below to open Email Campaigns using the app launcher.

  • To open the app launcher, click the "nine dots" in the top left corner of the screen.
  • Locate and click Email Campaigns in the feature list.
  • Next, click on a campaign with the status of "sent".

When you open a sent campaign, you will notice that the regular "details", "templates" and "content" sections have disappeared. These sections are replaced by a single page showing you an overview of the campaign details and content, as well as a new "send details" section.

  • Scroll down the page until you see the "Send Details" section.

In this new section, you can see percentages for who opened, clicked, bounced and unsubscribed from your campaign. These statistics will help you tailor your future campaigns to be even more effective.


Creating campaign reports

In addition to viewing statistics for your campaigns within the Email Campaigns object, it's also possible to use the same data points to generate reports and dashboards in Propertybase. In this section, we will walk through the steps required to build a report based on the "opens" metric. Through this exercise you will acquire the knowledge needed to build out reports for other campaign metrics like "bounces", "clicks" and "unsubscribes".

Note: New to building reports? Click here for an overview of how reporting works in Propertybase.

  • First, click the Reports tab at the top of the screen.

Note: Don't see a Reports tab? You can also access Reports, like any other object, through the application launcher.

  • Next, click New Report in the top right corner of the screen.
  • From the list of report types, select Email Campaigns.
  • Click Continue.
  • In the top left corner, click the pencil icon to rename the report.
  • Name this report "Email Campaigns - Opens" and then hit enter on your keyboard.

Next we need to add columns to our report. These columns will tell us information (name, subject, number of recipients, etc.) about each campaign sent.

  • Click the text box where it says Add column...
  • Next, add the following columns to the report and reorder them based on the image below.

With our columns in place, the next step is to add a group so that they can be organized by rows. In this example, we will use the campaign name for our rows.

  • Click the text box where it says Add group...
  • Select "Email Campaign: Name".

Nice work! All of our columns and rows are in place. Next we need to make sure our filters are appropriate for the type of information we want to display.

  • Click Filters in the top right corner of the screen.
  • Next, click "My email campaigns" and determine if you want to see only your campaigns, or if you would like to see campaigns sent by ALL users in your Propertybase account. If you only want to see your campaigns, you can leave this at its default value. In this example, we will select "All email campaigns".

Next we want to add a status filter so that we only see "sent" campaigns. It doesn't make much sense to include campaigns that haven't been sent, right?

  • Click "Add Filter..." at the top of this section.
  • In the list of filters, select Status.
  • For filter options, set the Operator to equals and then type "sent" in the second text box. When finished, click Apply.

Almost there. Next we need to set a few more options and then we will build our visualization (aka graph.)

  • At the bottom of the screen, uncheck "Row Counts", "Subtotals" and "Grand Total".
  • Next, at the top of the screen, click Add Chart.
  • Click the "cog" icon to modify chart properties.
  • Underneath "Display As" select Column.
  • Next, let's add another unit of measurement to our chart. Click "+ Measure".
  • Copy the settings so that they match those in the image below.
  • Lastly, set the Legend Position to Bottom.
  • Click Save & Run at the top of the screen.
  • In the next window, name your report and also determine which folder it should be saved to.

Note: If you would like this chart to be available to all users, make you save it to a public folder.

Congratulations! You just built a beautiful chart displaying open rates for your email campaigns. With the knowledge gained in this exercise, you can build reports for other key email campaign metrics.

FAQs


What if content or my contact list changes after I schedule a campaign?

When you schedule a campaign, Propertybase makes a "snapshot" of everything related to your campaign. This includes recipients, content, listing information, etc.

If any of this information changes within your Propertybase account, you will need to unschedule your campaign, update the appropriate information and then reschedule your campaign. See the "Sending Campaigns" tab on this page for more information.

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