To send the same message to a group of vendors/owners/prospects, go to Reporting > Correspondence > Email Messaging.
At the top of the screen, select the recipient type: Owner, Vendor, or Prospect.
In this article, we use Owner as an example (the other two types work exactly the same way).
Complete the rest of the screen. An example is shown below.
Sender | Select the Sender for the email -- either the email address of the current user or the email address of the property management company. The CC Sender option is explained below. |
Recipient | Options are as follows: Owner, Vendor, Prospect, or Tenant. In this article, we use Owner as an example. |
Owner | Select one or more owners. If you leave the field blank, Breeze generates email for all the owners in the system. You can then select which owners you want to send it to. |
Template | In the Email Template field, you can select a template for the messages. After selecting a template, click Load. There are some standard templates that come with Breeze, and you can create your own custom templates. |
Replacement Item Token | You can use tokens to personalize your messages; for example, you are sending a message to all the owners in your system, and you want to include each person's name. In the Item to Replace field, look up Owner Name. ^OwnerName^ appears in the Token field. Copy the token and put it into your message. When Breeze generates each message, it will pull the owner's name and use it instead of the token. |
Subject Body | Enter the subject line for the email and the email message. |
Click Display. In the bottom half of the screen, Breeze displays the owners you selected. (Owners without an email address in the system do not appear.)
Select the owners who should receive the message.
When you select owners, the Upload Attachments button appears.
If your email includes an attachment, click Upload Attachments. A warning message appears.
Click OK. The Upload Attachments section appears.
Drag the file you want to attach to the Drop files here section of the screen.
Breeze uploads the file and attaches it to the selected records.
Note: At this point, the owner selection is grayed out. If you want to change the selection, you have to cancel and start over.
Click Send.
Breeze sends the email to each selected owner, with the attachment.
CC Sender Option
If you select this option, Breeze will send a duplicate message to the from address for each email sent to the owner. In some cases, this is appropriate; for example, if you are sending a legal notice to a group of owners and you want proof that the message was sent to each of them.
For routine messages, it is probably not appropriate. For example, if you send a message to 20 owners about a new employee, you would not want 20 CC messages in your inbox.
Individual Email from the Vendor/Owner/Prospect Screen
You can also email individual vendors/owners from the Vendor/Owner/Prospect screen. Click the Email button at the top.
