# Question about email ## Question 1: What to Keep in Mind When Sending Emails to Avoid Being Marked as Spam The reason why your emails end up in the Spam folder is due to a variety of factors and different evaluation mechanisms working together. Below are some key factors to consider: * Email Service Provider Spam Filters: Providers like Gmail, Yahoo, and Outlook use algorithms and filters to categorize whether an email is spam. These filters take multiple factors into account: the email content, subject line, sender's address, sending frequency, and recipient behavior (such as marking the email as spam). * Sender IP and Domain Reputation: If the sender’s IP address or domain has a history of sending spam or is on a blacklist, the email is more likely to be marked as spam. To reduce the chances of your emails ending up in the Spam folder, here are a few key tips: 1. **Email Content and Structure:** * Emails containing keywords commonly associated with spam, provocative language, excessive use of special characters, full capitalization, too many links, suspicious links, or large images are more likely to be flagged as spam (pay attention to the balance between text and images). * Poorly formatted emails, incorrect HTML code, or suspicious attachments can also end up in the Spam folder * Avoid overusing sales-related language and attempting to aggressively promote sales or financial offers. For example, words like “promotion,” “offer,” “discount,” “cheap,” “payment,” “rebate,” etc. Ensure the email content is useful and relevant to the recipient. * Include an unsubscribe link in your email as per the guidelines: * Keep the subject line concise and directly related to the email content. 2. **Email Sending Frequency**: * If many recipients mark your email as spam, email service providers will learn from this and apply it to similar emails in the future. A low open rate and lack of engagement (such as emails being deleted immediately) can also affect spam filtering. Therefore, it’s important to implement a warm-up process for sending emails (gradually increasing the volume of emails sent) and initially send emails to a trusted recipient list (e.g., employees, loyal customers) to ensure that the emails display well and have high open and click-through rates. * Track open rates and responses to adjust the email content and sending frequency accordingly. 3. **Regularly Clean Your Subscriber List**: Regularly filter your list of loyal customers who want to receive emails from you. Refer to this article for more details: ; Additionally, frequently remove inactive email addresses or those who no longer wish to receive emails in the Getfly system. 4. **Contact Your Email Provider**: You can reach out to your email provider for assistance with changing your sending email address and port number to ensure that you are using a reputable IP address and domain. ## Question 2: How to Download and Store Email Templates Created in Getfly System Currently, Getfly does not allow downloading email templates directly. However, if you want to store the email templates you’ve created, you can follow these steps: Go to Marketing → Email Marketing → Email Templates → Select the template you want to store.
In the Email screen, click on the < > Source Code icon.
Copy the entire code of the template and paste it into a Word document to save it on your local storage.
## Question 3: How to Send Emails or SMS to All Customers in the System? To send an email or SMS to all customers, you first need to filter the list of all customers in the system. * You can filter by the customer creation date, from the very first creation date to the present. * After filtering, save the customer list based on the search condition.
* Once you have the filter for all customers, go to Marketing → SMS/Email Marketing → Add New.
**Some notes when sending SMS/Email:** \+ For SMS, to ensure sending speed and avoid interruptions, it is recommended to send no more than 2,000 messages per batch. \+ Remember to check the sending limit for SMS/Email to avoid exceeding the system's limit.
## Question 4: How to Send Emails to Specific Contacts Within a Customer Record? To set up sending emails to specific contacts within a customer record, follow these steps: * Go to the customer detail page → Edit. * In the Contact Information column → Edit Contact. * Check or uncheck the "Receive Email" box: For contacts you don’t want to send emails to within the customer record, uncheck this box. When you send an email to all contacts within the customer record, the system will automatically exclude this contact from the email list.
## Question 5: Common Reasons for Email Sending Failure and How to Follow Up with Customers in Getfly? While using email marketing in Getfly, you may encounter common issues that cause email sending failures, such as: 1. **Incorrect Email Integration Settings** To check the email configuration, go to Settings → Integrations → Email Marketing Integration → Test the email configuration by sending a test email.
In this case, check if the email integration information is correct (for a new connection) or if there are issues with your email account (for an account that was previously successfully integrated). 2. **Exceeding Email Storage Limits on the System** Go to Settings → System Information → Marketing → Email Quantity.
If the email quantity has reached the limit, you can delete old emails by going to the email statistics section, selecting the email title, and performing the deletion.
3. **Missing or Incorrect Email Format in Customer or Contact Information**
4. **Duplicate Recipient Email in the Send List or Two Emails with the Same Subject Sent to the Recipient in One Day (To avoid Spam issues).**\
5. **Customer Unsubscribes via the Unsubscribe Link in Getfly after Receiving a Previous Email**
6. **Email Failure Due to Missing Email Information When Setting Up Automation** 7. **Unverified Sender Email on Getfly CRM**
8. **Other Factors Causing Email Sending Failure:** * Recipient email account does not exist. * Emails repeatedly failing (possibly due to non-existent emails). After 3 failed attempts, the email will be blacklisted and blocked by the system. * AMTP server address or Email service provider’s Port issue causing email sending failure (Check with your email service provider). * If using Amazon email, your email account may not have the required limits set or may be restricted. * Your email might be marked as spam, causing it to be rejected or temporarily blocked... **How to Follow Up with Customers Who Didn’t Receive Your Email:** 1. Segment Customers Based on Email Status: You can categorize customers with email addresses in your system into two groups: "Successful Delivery" and "Failed Delivery". Follow this guide: . 2. For the "Failed Delivery" Group: Process the data by removing emails with incorrect formats or those that don’t exist. 3. For the "Successful Delivery" Group (Opened or Unopened): Design a customer care process and further categorize as follows: \+ Step 1: Create a Customer Care Campaign following this guide. \+ Step 2: Set up Automation: * Add new opportunities to the campaign and send emails in a sequence.
* Between each email, add a condition to check whether the customer has opened the email to create different email flows for customers who have opened or not opened the email.
* Once the automation is set up, move customers from the "Successful Delivery" group into the Customer Care Campaign to execute the email sequence.
## Question 6: How to Use Getfly's Pre-designed Email Marketing Templates? Currently, the Getfly CRM system provides a number of pre-designed email templates to make email marketing easier and more effective for customers. You can choose an email marketing template on Getfly as follows: Go to Marketing → Email Marketing → Email Templates.
If you are new to Getfly's email marketing system, click on Sync Email Templates. The system will load Getfly's available templates to your system. The Getfly Templates tab (5) will display a variety of email templates that can be edited to suit different purposes. ## Question 7: Why Does My Email Fail to Send When I Choose to Send from My Personal Email on Getfly? If your system is integrated and email sending is working fine on Getfly, and you have been granted permission to access and add new emails, but your email fails when selecting to send from your personal email, check the following reasons: 1. **Your personal email account has not been verified on Getfly** Click the "!" icon to have Getfly send a verification email to your inbox. Then, check your inbox to verify your email.
2. **Your personal email account has not been verified for email sending in Getfly** Contact your email service provider for assistance with registering and verifying your sending email account on Getfly.
## Question 8: How to Send Email to All Customers Except Those in Two Specific Campaigns? If you want to send an email to all customers in the system but exclude those in certain campaigns, follow these steps: **Step 1:** Create a customer group called "Customers Not to Receive Email." \+ Go to Settings → System Configuration → CRM Settings → Customers → Customer Groups → Add New → Name the Group → Add New.
**Step 2:** Filter the customers in the two campaigns and add them to the "Customers Not to Receive Email" group. \+ Go to Customers → Customer List → Filters → Advanced Search. \+ Select the two campaigns you want to exclude from the email sending.
\+ To display about 20, 50, 100, 200, 500 or 1000 results per page, select the entire page, then proceed to group the customers.
**Step 3:** Create an automation to send emails to all customers in the system except the "Customers Not to Receive Email" group. \+ Set the condition: Not related event (Choose the fixed time you want to send the email; Audience: Customers; Exclude the "Customers Not to Receive Email" group).
\+ Action: Send mail
**Step 4:** After the automation runs, check the Email Marketing section to see if the emails were sent successfully to customers. **+ Note:** It's recommended to set up the automation at least 1 day before the scheduled email send date to ensure it runs smoothly. ## Question 9: What Conditions Make a Customer Fall into the "Unsubscribe" Category in Email Marketing? If your email includes an unsubscribe URL (like in the image below) and the customer clicks it after receiving the email, they will be marked as "Unsubscribed."
Steps: Go to Email Marketing → Add New Email → Fill in the email content and insert the unsubscribe URL from Email system.
**Note**: Currently, the unsubscribe link will be the default link provided by the system ## Question 10: How to Create an Unsubscribe Link in Emails in Getfly? To create an unsubscribe link in your emails, follow these steps: **Step 1:** Go to the Add New Email screen → Select the Variable List → Copy the unsubscribe URL from email system.
**Step 2:** Type the content you want to include the unsubscribe link in, then highlight the text. For example: UNSUBSCRIBE.
**Step 3:** Insert the unsubscribe link: Click the Insert Link icon in the toolbar above the email content editor.
Paste the copied variable into the URL and Title fields, then click Save.
## Question 11: Does Getfly Support Tracking Sent Emails? Yes, Getfly supports email tracking. The email tracking feature can be accessed in the following areas: 1. **Email Marketing:** When you add a new email sending command in the email marketing section, go to the Email Setup tab and check the Track Mail option.
2. **Email Sending Variable in Automation:** When designing an email sending action in the marketing automation section, click on the Send Email action and check the Track Mail option.
## Question 12: How to Create a List of Customers with Emails and Download It? To create a list of customers with emails in the system and download them, follow these steps: **Step 1:** Create a filter: Go to Customers → Filters → Enter the email field containing "@" → Apply.
The system will display all customers with email addresses you have access to. **Step 2:** Download the filtered customers: If you have the required permissions, click on the Download button to export the customer list in Excel format.
## Question 13: How to Automatically Update the Relationship of Customers Who Opened the Email? To automatically change the relationship with customers who opened an email, you can follow this automation: Condition: Customer read email. Action: Update stage (relationship).
Set the condition and action based on your specific needs. ## Question 14: How to Upload Email Templates Using an HTML File on Getfly? You can upload your pre-designed email template by uploading an HTML file, following these steps: * Go to Marketing → Email Marketing → Email Templates → Add New Template → Upload from HTML.
* Click Upload to select the HTML file → Enter the Title → Add New.
* After uploading, go to the Your Templates section to check and use your email template. **Note**: The HTML file you upload might not match the exact code used by Getfly, which may lead to code conflicts and email formatting issues. You can edit the template directly in Getfly if necessary. ## Question 15: How to Automatically Send a Confirmation Email When a Customer Submits Information on the Website? When a customer submits information on your website, Getfly will automatically send a confirmation email to the customer's email. Steps: **Step 1**: There are many ways to collect customer data from your website, such as using registration forms or APIs. If using API integration, follow Getfly’s open API guide: . Once the customer submits information on your website, use the API to push the data into Getfly into a customer group. **Step 2**: Set up an automation to create a new customer and send the email: * Go to Marketing → Marketing Automation → Add New → Develop from scratch
* Name the automation. * Choose the condition: Customer first time join CRM. * Set the action: Send Email.
\+ In the condition for first-time customers in CRM, choose the corresponding customer group.
\+ In the Action section for sending email, compose the email content.
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