NetSuite’s Mail Merge feature is a powerful tool to simplify bulk communication with customers. This guide walks you through the prerequisites, steps, and tracking mechanisms for using Mail Merge effectively.
Accessing Mail Merge
To begin the process, navigate to:
Documents > Mail Merge > Bulk Merge
- Define a Customer Group
- Create a group of customers to ensure targeted communication.
- Navigate to Lists > Relationships > Groups > New and set up your group.
- Create a Predefined Email Template (Optional)
- Templates standardize communication and save time. Navigate to Documents > Templates > Email Templates > New to create a template.
- Upload Required PDF Attachments
- PDFs must be available in the File Cabinet. Upload them via Documents > Files > File Cabinet > Upload Files.
Steps to Execute a Mail Merge
- Navigate to the Mail Merge Page
- Go to Documents > Mail Merge > Bulk Merge.
- Select the Email Option
- Choose Email for sending emails.
- Choose Recipient Group
- Under the Recipient subtab, set:
- Group Type: Select Customer.
- Group: Select the predefined group name.
Note: The OPT-OUT OVERRIDE checkbox includes customers whose Global Subscription Status is set to Soft Opt-Out.
- Customize the Message
- Under the Message subtab, specify:
- Subject: Enter the email subject.
- Message Body: Add the email content.
- If using an email template, select it from the Template dropdown. The email body will auto-fill with the template’s content.
- Attach the PDF
- Select the PDF from the dropdown menu in the Attachment section. Ensure the PDF is already uploaded in the file cabinet.
- Send the Emails
- Click Merge and Send.
- A confirmation message will appear, indicating that the emails have been sent.
Tracking Sent Emails
- Send Email List
- View sent email details via:
- Setup > Company > Send Email List.
- Customer Record Communication Tab
- Enable the Bulk Merge subtab on the customer form to access email details.
- Navigate to Customization > Forms > Entry Forms to customize the customer form.
- Merge History
- Check the status of past mail merges at:
- Documents > Mail Merge > Merge History.
Optional Services
- Create a Customer Group
- If needed, we can assist in creating a group for all active customers.
- Design Predefined Email Templates
- Provide us with the email content, and we will create a standardized template for bulk use.
- Upload PDF Attachments
- Ensure necessary PDFs are uploaded in advance for selection during the merge.
Summary
The Mail Merge feature streamlines communication by automating bulk email processes. By following these steps, you can efficiently send emails, track their status, and manage customer communication.