Address data record maintenance

Before you send the address completion email, you must select the addresses to which the email is to be sent. To do this, you can create an address filter that only searches for addresses that match the desired criteria.

As an example we take addresses of prospective tenants in Aachen who have not yet entered any search criteria.

Therefore we create an address filter (Address list view: Edit filter), “Filter type: Simple filter” with the following criteria:

• Type of contact: interested party rent
• place: Aachen
• search criteria: Checkbox – without search criteria

Click on the “Filter” button in the action bar to enter the criteria in the “Previous filter” box. Now save the address record filter under “Save new filter” and assign a name to the filter. Under “Access” you can define whether only you are allowed to see this filter or the colleagues in the group or whether everyone is allowed to see and use it.
In the example, we decided to use a “public filter” because it can also be used by all other employees.

Of course, you can also explicitly filter for certain search criteria by omitting the check mark for “without search criteria” and entering certain criteria in the specified fields.

Now open the address module again via the Moduli con, the filter you just created is already set.

You can then use this filter to write an email

Address data record maintenance by email templates

Now all address data records that correspond to the filter can be written to. You can do this by sending a serial mail, for example. onOffice has prepared email templates for address completion. You can find them when you write an email under “Templates >> General – HTML Design”. You can choose from 3 different template variants:

• Completion of contact data Completion
• of contact data + search criteria Completion
• of search criteria

Example

As an example we take the address filter just created and the template “Completion of contact data + search criteria”.

• Open a new email Select a new mail
• merge Select a
• new address filter Select a
• template

If you want, you can also add attachments. Please check the email preview before sending the email.

Create your own email templates

If you don’t like our email templates, you can customize them or create your own email templates. You can add the macro for address completion “_Adr_Vervollstaendigung(x,y,z,bemerkung, newsletter, agb, kontakt, E-Mail, autoexpose)” into this macro.

You can readmore about working with macros or creating templates here

Receiving an email to complete

your address When you’ve sent the email, you want to know what your contact is receiving.

On the one hand, your contact will receive this email:

And as soon as he clicks on the link in the email, the following form will open for him to fill in. This can vary from customer to customer, depending on the settings in the administration:

After saving, the information is updated directly in the address record

If you want to write an email without writing a serial email, you can also select the contacts to whom an email should be sent in the address list. You do this by clicking on the checkboxes of the individual contacts in the address list and clicking on Write >> email
in the address action bar.

You can then write an email to “Separate recipients” in which you can also use one of our templates or the template you created