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How to email out an attachment to a list of Clients

This article covers the basic process of emailing out an attachment to all your clients.

Summary:

  1. Select the Entities with
  2. Email addresses Email out the email with Attachment
  3. Make sure the generic letter is setup as a template in LawMaster.
  4. Select the Entities without Email addresses
  5. Mail out the attachment

Step-by-step guide

  1.  Select the Entities with Email addresses 
    1. Go to Menubar > Enquiries > Entity Search
    2. Select "Top Clients" from the Advanced Search drop down box and click Search
    3. Select the earliest YBD - From year and click OK
    4. Make sure your Max records figure is higher than your No. of Hits (Increase your Max Records figure as needed)
    5. Click the filter icon for the Email column header
    6. Untick the Unchecked box
    7. Click Close
  2. Email out the email with Attachment
    1. Right Click on one of the Entities and select: Select All
    2. Click the Send an email toolbar option
    3. This will create an email with all the recipients in the To box
      NOTE: duplicate email addresses are stripped out so only one email will go to each unique email address

      NOTE: This will send an email to the individual users so you do not need to move any recipients to the BCC field.
      IMPORTANT: You cannot make any changes to the recipient list from the email screen. It is best to go and add the entity to the client/contact or select them from within LawMaster and then select Email. Do not include anyone in the BCC field from LawMaster as this will send a copy the email to them for the number of recipients in the To field.
    4.  Add the attachment as you normally would to the email
    5. Add the Subject and message to the Body of the email.
  3.  Make sure the generic letter is setup as a template in LawMaster.
    1. This page of our Knowledge base covers how to add a basic document as a template to LawMaster: Add a new document template
    2. This page of our Knowledge base covers how to add basic fields to an existing template: Adding a Merge Field to an Existing Template in LawMaster
  4. Select the Entities without Email addresses
    1. Go to Menubar > Enquiries > Entity Search
    2. Select "Top Clients" from the Advanced Search drop down box and click Search
    3. Select the earliest YBD - From year and click OK
    4. Make sure your Max records figure is higher than your No. of Hits (Increase your Max Records figure as needed)
    5. Click the filter icon for the Email column header
    6. Untick the Checked box
    7. Click Close
  5. Mail out the attachment
    1. Right Click on one of the Entities and select: Select All
    2. Click the Mail Out toolbar option
    3. Click OK
    4. Click the Send Letter tool bar option:
    5. Enter the name of the template you setup in step 3 above eg) zztest.docx
    6. Select the address Type
    7. Select the Action
      NOTE: Print and Save will Print the document for each person and save them as a folio
    8. Change the Precis to what you want to appear for each folio (optional)
    9. Click OK

Updated