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Automatic brochure distribution

Automatic brochure dispatch

The additional module “automatic brochure dispatch” automatically searches your inventory for properties that match the search profile of your interested parties and automatically sends offers for these properties to the interested parties you have selected.
Once a day the property inventory is searched for the selected addresses and the matching properties are sent to the interested parties by email. Only one email is sent per day. This contains max 5 properties if an brochure is sent along and max 10 properties if no brochure is sent. Others will then be sent the next day. You can individually determine which properties are eligible for automatic dispatch.

For addresses without a stored email address, an activity entry is created instead of the email. You can filter according to this activity. For example, you can create a widget on the dashboard that lists these addresses . If you use the activity widget , the appropriate property will also be displayed directly.

If it is not possible to send a property, an email will be sent to the address of the technical contact person .

Note:
Please note that the automatic brochure dispatch is an additional module with costs. Please contact your sales contact person.

In Tools >> Settings >> Basic Settings >> “General” tab >> “Automatic Brochure Delivery” category , the basic settings are made.

In order to be able to send emails to the interested parties, some settings must be made. In the search profiles, ‘radius’ or ‘regional addition’ must be set as KO criteria. For the addresses and properties in question, all mandatory fields must be filled in and the address/property must be released for automatic brochure dispatch.

Enable automatic brochure dispatch
With the fields in the basic settings you can configure the automatic brochure dispatch.

Above the settings you will find 2 sets.
1. Attention: Regional addition or radius must be activated and marked as KO criterion in the search criteria.
2. Please note that the revocation link can only be used if you select one offer per email.

The first hint disappears if the regional addition AND radius is activated and marked as KO criterion in the search criteria.

Activated

Here you can activate or deactivate shipping.

Time of dispatch

Time for sending the emails. The entered time is the earliest time, depending on the server load it can also be a few minutes later.

Brochure Format

Here you can select whether and which brochure for the property should be sent along. When sending with Brochure a maximum of 5 properties are sent per mail, without Brochure a maximum of 10 properties.

Email template

Here you can set the email template. All email templates are available for selection, the sample template Automatic Brochure Dispatch is selected at the start.

Dispatch mail address

The address set here is entered as the sender address. You can choose from the mailboxes, or enter the email address of the person in charge of the address record or the email address of the office group.

Hint:
Please note that only email addresses that are also created as mailboxes in onOffice can be used.

BCC mail address

Here you can enter your own mail address, to which a copy of the sent Auto Brochure mails will always be sent. There you can easily see which emails were sent overnight.

Percentage of hits

Here you specify how exactly the properties must match the search criteria so that the interested party receives an email.

Advance in days

Here you can enter how many days the property data record should be created before it is available for automatic brochure dispatch. This allows you to offer the property to VIP customers before it is available to everyone.

Addresses

Would you like to have the automatic brochure dispatch carried out for a specific address? Then please activate the function in the address data record on the Basic Data tab and check whether all mandatory fields have been filled in. Mandatory fields that are not filled in are marked in red. Furthermore, the address must be assigned a supervisor and at least one search criterion must be stored in which the regional addition or a proximity search is specified as a KO criterion. To set these KO criteria, go to Tools >> Settings >> Administration >> Search criteria tab for the field content you are looking for and set it to Active if it is not activated and also set the checkbox in the KOcolumn.

automatic brochure dispatch for a specific address
You can also activate the checkbox “automatic brochure dispatch” for several addresses via the mass update . Activation by the user is possible via address completion.

property

Only the properties that you have activated are taken into account for automatic dispatch. Please activate the option Automatic Brochure dispatch in the tab Basic data of the property. Set a maintainer as in the address, this does not have to be the same as in the address.

automatic brochure dispatch for property
You can also activate automatic brochure dispatch for several properties using the mass update function.

Activate automatic brochure dispatch automatically

You can also always have the automatic brochure dispatch activated when you create new properties or addresses. This can be customized for each user.
In  Extras >> Settings >> User >> User name >> Settings the corresponding setting is set.

Activate automatic brochure dispatch automatically

The emails sent are recorded in the broker’s books or activities as usual. The characteristics “Brochure dispatch” & “Auto brochure dispatch” are also set.

For addresses without a stored email address, an activity entry is created according to the following pattern:

  • Type System
  • Type –
  • Action feature: Auto brochure dispatch
  • Content/Comment: “Brochure can only be sent by mail.
    The automatic brochure dispatch was used to determine that the linked property matches the search criteria of the linked interested party. Since no email address is entered in the interested party, the offer could not be sent.”

With the action type and feature, an address filter and list widget can be set up or filtered in an activity widget .

Automatic brochure distribution