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HERE'S A FLASH FOR YOU!
Introduced with the release of Spectra 2012, the Communication Wizard combines the functions of several StudioPlus 2011 features: the Email Wizard, the Create a Group of Call Records tool, and the Merge Letters option found in the Form Letter Builder. See what else is new in Spectra 2012! |
Use the Spectra Communication Wizard (found on the Tools menu) to create a variety of communication records (email, SMS texts, phone calls, or letters) for multiple clients at a time. Follow the instructions below for the type of communication you wish to create.
Press Next
Client Selection Screen: On this page you can choose which clients you will communicate with. You can sort by client group, client status, marketing plan, and a filter. Make your selection from the drop-down box then check the group, status, plan, or filter you want to communicate with. Press Next.
Specific Client Selection Screen: On this page you can choose which individual clients you want to include. This is based on your choice of client group, client status, marketing plan, or filter. You can choose to check/uncheck individual clients or select all/unselect all in the upper right. Click Next.
Communication Type Screen: On this page you can choose how you want to communicate with your selected clients. You can choose to send a group Email or SMS Text Message, create Phone Calls, or print Form Letters for the group. Select Emails and click Next.
Email Draft Screen: On this page you are drafting your email you are going to send to all the chosen clients.
Letter/HTML - The first blank is for choosing a form letter or HTML email. You can choose to send a form letter that you have already created (using the Form Letter Builder) or choose to send an HTML email that you have already created (using the HTML Email Builder).
Email Subject - The second blank is for the email subject. Type in whatever you want included as the email subject. This will get pasted into the email and the client will see it as the email subject.
Send As - You can choose to send this email as an HTML email or as plain text. HTML is a richer and more graphic type of email while plain text is just text. Use HTML if you are sending an email with picture, colors, etc. Basically if there is other stuff in your email besides text, use this! Remember that clients will need Internet to be able to read HTML emails. If you are just sending plain text, use plain text.
Text Field - Use this space to type in your email if you are using plain text. If you have chosen to use a template this field will automatically be populated with the template.
Attachments Screen: On this page you can add attachments to the email you are going to send. Click Add to open a browse form and browse to the item you want to add. Click Open to attach. To remove an attachment, select the attachment and click Remove. Click Next.
Client Notes Screen: On this page you can choose what you want stamped into the client status notes for each of the clients. Simply type in what you want to include. Click Next.
Test Email Screen: On this page you can send a test email to an email address. For example if you want to see what your clients will be receiving, send the email to yourself. Simply type the email address into the text box and click send. An email will automatically be sent to that address alone. When you are satisfied, click Next.
Finalize Screen: On this page you receive your final warning before the emails are sent. At the top it tells you how many emails you are about to send. This is helpful to make sure that you are sending the right amount of emails. For example, if it says sending 25 emails and you know there are only 10 clients, it would be a good idea to make sure you don’t have another client box checked. (Throttle the Sending Process)
Press Next
Client Selection Screen: On this page you can choose which clients you will communicate with. You can sort by client group, client status, marketing plan, and a filter. Make your selection from the drop down box then check the group, status, plan, or filter you want to communicate with. Press Next.
Specific Client Selection Screen: On this page you can choose which individual clients you want to include. This is based upon your choice of client group, client status, marketing plan, or filter. You can choose to check/uncheck individual clients or select all/unselect all in the upper right. Click Next. NOTE: Clients must have their SMS text messaging check box checked on the client form next to their phone numbers, otherwise they will not receive the message.
Communication Type Screen: On this page you can choose how you want to communicate with your selected clients. You can choose to send a group Email or SMS Text Message, create Phone Calls, or print Form Letters for the group. Select SMS Test Messages and click Next.
Text Draft Page: On this page you can create the text message you are going to send.
Text Source - Here you can select to create your own text or use a form letter that has already been created.
Text Field - Here you can type in the text message you want to send. This field will be automatically populated if you chose a form letter. Just above the text field is label that shows how many letters you have left. NOTE: When the maximum letters is reached (160 letters), a checkbox will appear above the text field that asks if you want to split this message into multiple messages.
Client Notes Screen: On this page you can choose what you want stamped into the client status notes for each of the clients. Simply type in what you want to include. Click Next.
Test SMS Text Screen: On this page you can send a test SMS message to a cell phone number. For example, if you want to see what your clients will be receiving, send the text to yourself. Simply type the cell phone number into the text box and click Send. A text message will automatically be sent to that number alone. When you are satisfied, click Next.
Finalize Screen: On this page you receive your final warning before the text messages are sent. At the top it tells you how many text messages you are about to send. This is helpful to make sure that you are sending the right amount of text messages. For example, if it says sending 25 text messages and you know there are only 10 clients, it would be a good idea to make sure you don’t have another client box checked.
Press Next.
Client Selection Screen: On this page you can choose which clients you will communicate with. You can sort by client group, client status, marketing plan, and a filter. Make your selection from the drop down box then check the group, status, plan, or filter you want to communicate with. Press Next.
Specific Client Selection Screen: On this page you can choose which individual clients you want to include. This is based upon your choice of client group, client status, marketing plan, or filter. You can choose to check/uncheck individual clients or select all/unselect all in the upper right. Click Next.
Communication Type Screen: On this page you can choose how you want to communicate with your selected clients. You can choose to send a group Email or SMS Text Message, create Phone Calls, or print Form Letters for the group. Select Phone Calls and click Next.
Call Draft Screen: On this page you set up the call that will be added to your call list for each of the clients chosen.
Call Description - This text will appear as the call description in the phone call.
Call Type - Choose what type of call you want the phone call to be.
Call User - Choose who you want to make the call. Select multiple users and the phone calls will automatically be evenly divided among the selected users.
Due Date - Choose what day you want this call to be made.
Target Session Date -
Call Priority - Choose how important this call is.
Call Notes - Type in any notes you want included with this call.
Finalize Screen: On this page you receive your final warning before the phone calls are created. At the top it tells you how many phone calls you are about to create. This is helpful to make sure that you are creating the right amount of phone calls. For example, if it says creating 25 phone calls and you know there are only 10 clients, it would be a good idea to make sure you don’t have another client box checked.
Press Next.
Client Selection Screen: On this page you can choose which clients you will communicate with. You can sort by client group, client status, marketing plan, and a filter. Make your selection from the drop down box then check the group, status, plan, or filter you want to communicate with. Press Next.
Specific Client Selection Screen: On this page you can choose which individual clients you want to include. This is based upon your choice of client group, client status, marketing plan, or filter. You can choose to check/uncheck individual clients or select all/unselect all in the upper right. Click Next.
Communication Type Screen: On this page you can choose how you want to communicate with your selected clients. You can choose to send a group Email or SMS Text Message, create Phone Calls, or print Form Letters for the group. Select Form Letters and click Next.
Letter Draft Screen: On this page you can choose a form letter or HTML email to print.
Letter/HTML - You can use this to choose a form letter or HTML email that you have created.
Text Field - This field will be automatically populated with the form letter or HTML email you have chosen.
Client Notes Screen: On this page you can choose what you want stamped into the client status notes for each of the clients. Simply type in what you want to include. Click Next.
Finalize Screen: On this page you receive your final warning before the letters are merged. At the top it tells you how many letters you are about to print. This is helpful to make sure that you are merging the right amount of letters. For example, if it says merging 25 letters and you know there are only 10 clients, it would be a good idea to make sure you don’t have another client box checked. You can then choose to print your document, preview your document, or export your document. Use Print to print out the form letters. Use Preview to preview the form letters on your computer. Use Export to export your form letters to another document.
