Mass email to contacts in projects / opportunities / organizations

Hello,

I can not find a way to easily email all people on a project, in an organization, or within an opportunity. The only thing I did find is that I can make a custom filter contact filter by an organization name, view the contacts for that organization, and email them. That leads me to believe that I would need many filters for any organization that I may want to mass email. Plus, everyone I need to email (like for a project) may not be connected to the same organization.

I did read the "how do I mass email" post (http://help.insightly.com/how-do-i-send-a-mass-email-from-insightly/), but that is not feasible / manageable long term at all. That pretty much says that I should tag contacts with something specific.. like a project name, or a business name, or an opportunity name?.. and later filter contacts with only that tag. I already have a project with a contact list. Managing that list plus some random tagged contacts is double the work. Just being able to filter contacts connected to that project would make things much easier.

I know in previous posts here you have asked for examples. Well I have a project started with a specific group of businesses that I will be promoting this summer. I am going to create a project for the promotions and add the specific contacts to it. I want to email them all a "welcome" message, and other follow-ups as we go. This is one of about 6 similar projects we have this summer.

A nice way to handle mass emails from a project / contact / etc, would be that when viewing a project (for example), you can click the actions and select something like "Email all contacts", or maybe "Download CV of contact emails". I have already checked this for all the different asset types but it is not available. Another nice option would be that when on the New Email page, you can add contacts by typing the project or organization, rather then just by contact names.

Also, when I send mass emails, they are sent to each recipient, one at a time. This is perfect for mass mailing of customers. But when I am emailing everyone connected to a project, I want all the of the recipients to be visible to each other. This allows everyone on the message to reply to all, and not just met. How can this be done?

Thanks.

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Comments

35 comments
  • Jeff, I read your post and I can relate to your problem. With the new insightly email feature i would think you could email all the contacts in an organization pretty easy. I would think setting it up through something like mailchimp would be hassle. To help, I created a quick screenshot video for you. I hope this helps!

    http://screencast.com/t/MScOzLQFddK

    All the best!

    Melissa Bamfo

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  • Hi Melissa. Thank you for the reply and the video. Certainly helped me better understand your thinking. But I am seeing different behavior within my installation. I need to run some tests to confirm, but it seems like that is not working for me. I will try now and reply shortly.

    Also, I do want to mention that my post here was that I don't want to just email contacts connected to a business. What I mentioned was that I found the filter within the contacts for filtering by organization name, but that is not what I needed. I work with many groups at once for marketing projects, and being able to email people connected to that specific project, for that specific month is very important. The only connection I have in my system is that project. Adding them to fake organizations or making temp tags is not manageable long term.

    Thanks again. I will reply shortly.

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  • Ok .. I think either my installation works differently then yours (which would be very strange), or your test may not have been giving the results you were testing for. My theory is that the Send To search brings up matching contacts based on the text they have in their contact information. Specifically, that your three contacts have Griffco within their email addresses, and not because they were connected to the Griffco organization. Please review the following:

    1. I have an organization, lets call it "Flowers And Bows"
    2. This organization has 3 contacts (employees), all with the email domain of flowersandbowsDOTcom
    3. I go to the Emails page, click New Email, and type "Flowers" within the "SEND TO" field. All three contacts come up.
    4. Next, I type "Flowers And" .. no results.

    The reason I am seeing this is my bigger issue here. It is not searching for contacts that match any type linked connections (like organization connections, project connections, etc). That Send To field is just searching the text within the contact information of your contacts, and not what they are linked to.

    To confirm this, I added a new contact to Insightly, and made them an Employee of "Flowers And Bows". This time I gave a unique email address domain to the contact.. Lets say gmailDOTcom. When I refresh the page (because Insightly seems to cache certain results), and search for "Flowers", the only contacts displayed are the original three with the flowersandbowsDOTcom email. If I change the email of the new contact to flowersandbowsDOTcom, all 4 contacts show up. Again, it is because of the text within the contact, and not the Linked connection to the organization.

    Can you confirm this as well?

    Thanks.

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  • Melissa,

    Have you been able to run the tests mentioned above? I would love to better understand the situation / what you are seeing. Especially if you are seeing different behavior than I am.

    I would also like to ask that if you find any suggestion / post valuable, please "up vote" that post to show the Insightly development team that multiple people support that idea.

    Have a great day!

    Thanks.

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  • Hello,

    It can not be called mass mail yet. It is far not mass mailing...

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  • I completely agree.  Mass email function is limited at this point.

     

    We use opportunities to manage all quoted customers.  Connected to an opportunity we have the end user, the installer, the contractor, and other interested parties.  

    Within an opportunity, I should be able to email all people associated.

     

    Also...

    From the Mass Email page, I should be able to add opportunities to the list of people to be emailed.  Adding the opportunity would add all associated contacts.

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  • Another solution to this I think would be to filter contacts based on links to projects. E.g a project is called AAA111 and if I want to see all the contacts linked to this project I create a filter based on Project Name equal to AAA111.

    How can this not exist?

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  • I'd like to send an email to all the contacts that are connected to 'won' opportunities. Is there a way to do it? 

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  • @Shiomo. What you may want to try is to filter your won Contacts and send them to MailChimp to send out an email or you can gather the names to email them separately as well. :)

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  • How would I filter my won contacts? There is no 'won' status for a contact just opportunity. I don't use mail chimp but get response, so I"m not sure how this can help. Can you elaborate?

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  • @Shlomo. You're correct we do not offer a Custom Filter for a Won status you would need to filter your contacts individually and then select the MailChimp option. Unfortunately, since you do not use MailChimp this option would not work. I apologize. You can choose to filter the contact (again done individually) and click the email option (icon with an envelope).

     

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  • :( 

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  • How can you filter the contacts individually? what would be the best way to do it? can I perhaps tag them ?

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  • Hello , will be glad if you can help me and explain what would be the best way to do this, even that your system does not support this yet. Thanks!

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  • Hi Slomo! Thanks for your follow-up question. Nora is on vacation so Lyla will be stepping in to help you shortly. Thanks!

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  • Hi @Shlomo:

    You can definitely use tags or custom fields along with custom filters to group your records together.

    Hereare articles on both  Using Tags and Creating Custom Fields. You can try these on a few records to see which of these works best for you :)

     

     

     

     

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  • Add my votes for:

    Being able to email all contacts associated with an organization, a project, or an opportunity

    AND

    Being able to make it a group email-- so one email sent with all recipients in the CC list, so they can see each other-- on most of my emails, we wants all the recipients to be able to see each other and respond to each other or the whole group-- one of our big goals this year is to build community among our organization's participants, and having emails that look like they were all BCC'ed works directly against that goal.

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  • Thanks for taking the time to vote and provide your great feedback Shula!

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  • Dear Nora - Can you PLEASE give the group feedback on when this could be implemented? I am nearing the end of my rope with Insightly (with many regrets). What good is a database if I can only email folks once at a time? Very frustrated. The first request for this was earlier this year. 

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  • Hi Genevieve, Nora is out on maternity leave but I'm happy to respond on her behalf.

    We appreciate your added feedback on this feature. This unfortunately doesn't have a spot on the immediate roadmap. However, votes and feedback are important in helping decide what is to be considered and we'll let you know if something changes. Thanks!

     

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  • Yes. I would like to weigh in that it would be nice to have an "email" function when you are looking at a project or organization.  If I want to send an email update to everyone associated with a certain project it would be so helpful to be able to go to that project and click "send email" and then contact them all at once (not necessary or desired for it to actually be a "mass email" - fine for separate ones to go out).  It's really time consuming to have to have two windows open, create a template (particularly if I'll never send the email again) and then add each person to the email.

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  • This is such an important feature, I don't know why Insightly is dragging their feet.  

    It's been over a year that your customers have been requesting this change, and it feels like we are being totally ignored.  

    You say "This unfortunately doesn't have a spot on the immediate roadmap."  Well, it's been 7 months since this update - and everyone on this thread would still tell you that the need is real.  We were not kidding when we are telling you this is a legitimate deficiency in your product.

    Please escalate this request to your Support Manager and ask them to respond directly to your customer comments listed in this thread.  Thanks!.  

     

     

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  • I need this feature. Has it been addressed yet? I have 200 customers over 75+ groups. If I cannot email them in some systematic way, I need another solution. Can someone on the Insightly team please address this request once and for all?

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  • We very much would like this feature as well. To add to it, we have our fingers crossed for the ability to use merge fields within those emails.

    Scenario: We are a mobile entertainment company and use each "project" to represent a wedding, party or special event. We link our collaborators such as bride, groom, photographer, videographer, caterer and so on as "contacts" and "organizations." During the planning phase, it's critical for us to send correspondence to the vendor team. We'd like the ability to click one button and email each of our collaborators as a whole. We'd then like to insert snippets of data from the project into those emails. Side note: I'm not too keen on the CC idea. I'm more of a BCC person because I have found that most people really suck at determining when a situation is appropriate for "reply all." 

    Example: The wedding is a few days away, and we want to contact the entire vendor team by email. In that email, we want to share vital pieces of information that are stored within our custom fields such as the start and end time of the event and emergency contact information.

    Right now, the only workaround that we see is to create similar custom fields for contacts and then take the extra time to copy and paste redundant data from the project into to contact. Our entire experience with Insightly over the past year has been nothing but a LOT of double work and endless "workarounds" to features that we feel are common sense (Seriously, though -- we still cant't even print project data without using a copy/paste workaround). We have our fingers crossed that 2017 will be a better year for Insightly features. The whole point of having a CRM is to save time. Insightly has not helped us at all in this regard. Honestly, the only thing keeping me with Insightly right now is the fact that it will be a complete headache to migrate all of our data to a new CRM system -- I just don't think I have the strength for that right now. While we've been patient waiting for improved features, the clock is ticking. We can't wait around forever at $59/user/month. 

     

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  • I support this 'Email by Project' proposal.

    Its a very basic feature which surely should be too difficult to code.
    Having to manually list email recipients is far too clunky and in my opinion completely defeats the object of a CRM.

    Insightly, Please update and consider :)

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  • Plus one for me!

    Being able to send a group email for an opportunity of project is an essential feature and frustrating not to have it. 

    An example from me. I run lots of public courses. When someone registers they get entered into insightly as a contact and linked to an opportunity (the specific course). As time goes by I can see a list of who is registered and also see what else they have done with me from other links. I'm just sending a confirmation email and pre course survey to 40 participants on a course. There doesn't seem to be a way to do this as a bulk action other than to go hunt for them individually in the contact list. If I could filter contacts based on their links that would be very helpful right now.

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  • Two years on from the original post - PLEASE add this feature!  There doesn't seem a lot of point in having (and creating!) lots of links between contacts, organisations, opportunities etc if they're not actionable.

    We have lists of organisations and want to filter a subset of these by type (eg associations) and email all their employees they have listed with us as relevant contacts. Whether it's emailing through Insightly, through an export to Mailchimp, or even copying and pasting a list into Gmail - we need to easily create that list.

    Can you please give us an update whether it's in the development roadmap yet?

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  • Plus one from me to Martin's solution of filtering Contacts based on linked Project names. The function should include other links as well such as Opportunity or Organization links. If you get the Contacts as a list of contacts you can not only send mass mail, but also perform other bulk editing functions such as adding tags or adding certain Contacts to new links etc. To get it as a list of Contacts will also enable the opportunity an easy way to exclude some of the Contacts in the list.

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  • We are now actively looking at other CRM providers as the latest update to insightly has removed all links between contacts and organisations, apart from the organisation name. It is unbelievable that being able to filter contacts based on custom fields in organisations, or projects that an organisation has been linked to has not been implemented. This is the most basic requirement of a CRM.

    Example: I want to e-mail all contacts using our product. There is a custom field tick-box in each organisation where our product is being used. This is not possible using insightly. Until this is fixed my advice to any new user is look elsewhere for a CRM if you require this basic feature.

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  • Hello Q Masters,

    Taking a look at your Insightly Account I do see that Contacts and Organizations are still showcasing all links between each other. Are you able to provide a screenshot of a Record where this is not true? 

    Also, may I suggest using our Advance Reports > Organization Report to view a list of Organizations with the custom field you are referring to? 

    Thanks for your patience! 

     

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