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Automatic brochure dispatch

Please note that this module is a chargeable add-on module. Therefore, it may not be included in your onOffice enterprise version. Please get in touch with your sales contact person.

The add-on module “Automatic brochure dispatch” compares your active listings with your prospects search profiles on a daily basis and automatically sends matching listings via email.

How It Works & Settings

Dispatch Cycle: The synchronization takes place once a day. A maximum of one email will be sent per prospect. You decide how many properties to include; additional results will follow the next day.
Property Activation: For a property to be included, the “Automatic brochure dispatch” checkbox must be selected in its detail view. Inactive or archived properties are ignored.
Error message: If a shipment fails, the technical contact receives an email explaining the cause of the error.

Special features: Contacts Without Email Addresses

If a suitable prospect does not have an email address, an activity entry is created instead.

Tip: Filter by these activities (for example, using a dashboard widget) to view the affected contacts. When you use the Activities widget, relevant properties will be displayed directly alongside it.

Requirements / Configuration

Under Extras >> Settings >> Basic settings >> “Automation” tab >> “General” sub-tab >> “Automatic brochure dispatch” category make the basic settings.

Before the emails are sent to the prospects, a few settings must be made. For dispatch, it is necessary that the search profiles contain ‘radius’ or ‘regional addition’ as a KO criterion. Please also fill in all mandatory fields for the contacts and properties in question.

If you have selected Extras >> Settings >> Basic settings >> “General” tab >> “Block marketing on”category activated one of the checkboxes? In this case, your property must fulfill the selected options so that marketing is not blocked. Otherwise it will not be included in the automatic Brochure dispatch.

Use the fields in the basic settings to configure the automatic Brochure dispatch.

Please note the information above the settings.

Activated

Use this checkbox to activate and deactivate the automatic Brochure dispatch.

Time of dispatch

This is the time at which the emails are sent. The time entered is the earliest time; depending on the server load, the process may take a few minutes. If the set execution time is before the time of activation, the automatic Brochure dispatch will not be executed on this day.

Advance in days

Here you enter how many days the property record should be created before it is included in the automatic brochure dispatch. This gives you the opportunity to offer the property to your VIP customers before it is available to everyone else.

Brochure Template

Select whether and which Brochure should be sent for the property. You can set the exact maximum number of properties that can be sent under “Number of properties offered”.

Email Template

This is where you define the email template for sending. We recommend a mail template with the macro “_AutoExposeLogoutLink(x)” macro so that prospects can unsubscribe from the automatic Brochure dispatch. Registering for automatic Brochure dispatch is very easy for prospects. To do this, use the “autoexpose” parameter or the “Automatic brochure dispatch” checkbox in the contact data completion.

Email address of the sender

The system uses the address set here as the sender address. Select either one of your mailboxes, the email address of the person responsible for the contact record or the property or the email address of the office group of the person responsible.

The email address of the property or contact supervisor is taken from the “User settings >> email >> Send >> Default sender email address”. The email addresses of the office groups can be found in the group administration under Basic data >> Office contact details: Email:

Attention: Only email addresses that have been created as a mailbox in onOffice enterprise can be used.

Email contact BCC

Would you like a copy of the emails that are sent by automatic brochure dispatch? Then enter an email address here.

Number of offered properties

Here you can set the maximum number of properties to be offered for automatic Brochure dispatch. Notice: If you use the “_agreementLink” macro, only 1 property can be sent. The number is adjusted when the configuration is saved.

Percentage of hits

With this setting, you specify how precisely the properties must match the search criteria for the prospect to receive an email.

Activate contacts / properties

Contacts

You can activate automatic brochure dispatch for a specific contact in the respective contact record. To do this, select the “Basic data” tab in the “Administration” category tab and check all mandatory fields. If mandatory fields are not filled in, the system will notify you.

For the automatic Brochure dispatch to work, the contact must contain both a supervisor and at least one search profile in which the regional addition or a radius search is specified as a criterion for exclusion. To set criteria for exclusion, search under Extras >> Settings >> Administration >> “Search criteria” tab for the desired feature. Via the checkbox “Search criterion” activate the field for the search profiles, in the column “Exclusion”, set this as a criterion for exclusion.

With the Mass update activate the checkbox “Automatic Brochure dispatch” checkbox for several contacts at the same time. Your prospects can enter their search profile themselves using the contact data completion function and activate the dispatch function.

In your user administration there is a setting to blocka prospect for a certain period of time after the brochure has been sent. If this option is active for you, the “Blocked until” field appears in the basic data of your contacts in the “Contact” category. Here you can individually set until when a contact should not receive an automatic brochure dispatch.

Properties

The system only considers properties for automatic brochure dispatch that you have activated. You will find the checkbox for this in the Basic data Of your property data record under “Technical details”. As in the contact, it is necessary to appoint a supervisor. However, this does not have to be the same as in the contact.

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

Activate automatic brochure dispatch automatically

Should automatic brochure dispatch always be activated directly for newly created contacts and properties? No problem! Under Extras >> Settings >> Users >> User name >> Settings you have the option of making this setting individually for each user.

agent’s log entries and activity entries

The system automatically creates an activity for the emails sent in the property’s agent’s log or in the activities tab of the contacts. It also sets the features “Brochure dispatch” and “Autoexpose dispatch”.

Contacts without email address

For contacts without a stored email address, the system generates an activity entry according to the following pattern:

Type: System
Kind: –
Action feature: Auto brochure dispatch
Content/Comment: “Brochure can only be sent by post. The automatic Brochure dispatch determined that the linked property matches the search criteria of the linked prospect. Since no email contact is entered in the prospect, the offer could not be sent.”

The kind of action and characteristic can be used to contact filterand List widgets can be set up. Alternatively, you have the option of using the Activity widget to filter for it. This allows you to see at a glance which of the contacts could not be reached, and you can then complete the entry of the contact data, e.g. using the contact data completionstart entering the contact data.

Automatic brochure dispatch