Emailing your Clients Estimated Reading Time: 4 Minutes Use Email Client Base to send one email to many clients, for example to tell clients about scheduled maintenance. You select the clients with filters. Ubersmith then sends the email to each client and replaces the variables in the email with the details of each client. To use Email Client Base, you must have the update permission for client mass email. Open Email Client Base Go to Clients. The Client Manager dashboard opens. Under I WANT TO…, click Email Client Base. Select the clients The Email Client Base window shows "Please choose which clients to email:". Select one or more filters: Filter Clients that Ubersmith selects All Clients All active clients of the brand. When you select this filter, the other filters are not available. With a balance Clients with a balance that is Greater Than, Equal To, or Less Than the amount that you type. With invoices _ days overdue Clients with an unpaid invoice that is overdue by the number of days that you select: 1-30, 31-60, 61-90, 91-120, or 120+. With _ services Active clients with a number of active services that is Greater Than, Equal To, or Less Than the number that you type. With the service plan Active clients with a current service on the service plan that you select. Mailing List Active clients on the mailing list that you select. If you select more than one filter, Ubersmith selects only the clients that match all of the filters. In Send email to, select the recipients for each client: Primary Contact: The email address of the client account. All Authorized Contacts: All active contacts of the client. Click Compose Email. If you do not select a filter, Ubersmith shows "No options have been selected". If no clients match the filters, Ubersmith shows "No Clients found". Tip: You can also send an email to the clients from an Advanced Search. On the search results, click [send mail to list]. Email Client Base opens with Include Advanced Search Mail List selected. Ubersmith adds the clients from the search to the clients from the other filters. Write the email In Sender, select the email address that sends the email. Optional: To see the recipients, click view/edit/export recipients. See Check the recipients. In Subject, type the subject of the email. In Message, type the text of the email. Optional: To attach files, click the Attachments area, or drag files to it. Click a button: Send: Ubersmith starts to send the email and shows the status of your emails. Send & New: Ubersmith starts to send the email and opens a new Email Client Base window. Back: Go back to the filters. You can then change the clients. Cancel: Close the window. Ubersmith does not send the email. You must complete the Sender, Subject, and Message fields before you can send the email. Use variables In Subject and Message, you can use variables. Ubersmith replaces each variable with the details of each client. For example: Variable Ubersmith uses ##full_name## The name of the client or the contact ##company## The company of the client ##client_id## The client ID ##balance## The balance of the client ##num_of_packages## The number of active services of the client ##list_of_packages## The list of active services of the client To see all of the variables, click View Variables. Note: If you select All Authorized Contacts, the ##first_name## and ##last_name## variables are empty. Use ##full_name## to show the name of the contact. To send an HTML email, put the full HTML document in Message, from <html> to </html>, with a <body> element. Check the recipients Click view/edit/export recipients. The View Recipients window shows each recipient, with the Client ID, Company, Name, and Email Address. To remove recipients, select Remove for each recipient, then click Update Recipients. To get the full list again, click Reset Recipients. To download the list as a CSV file, click Download CSV File. To close the window, click Done. Monitor the emails After you click Send, Ubersmith sends the emails in the background. You can close the window. To see the status, open Email Client Base and click View Status. The page shows each email that you sent, with the number of emails that Succeeded and Failed, the Total, and the Status. The page refreshes every 2 seconds. To stop the refresh, click stop refreshing. To write a new email, click New Mail. To remove the emails that are complete, failed, or canceled from the list, click Clear. Ubersmith also saves each email in the mail log. To see it, go to Clients, then click View the Mail Log.