Sending Mail from Digital-Clay

There are many ways to send e-mails using Digital-Clay tools, each method with its own advantages and disadvantages:

Document Templates are created using the Template Builder, and then generated either from lists of items using the Print/Save Document feature, or from the Documents tool.

• Using Document Templates, a classic mail-merge feature is available where formatted letters or reports are created with embedded fields, analysis values, tables, graphs, lists and charts.
• The values in these embedded Digital-Clay fields/objects are filled on-the-fly when the actual document is created from the Template.
• The document can be e-mailed automatically to thousands of targets using e-mail addresses stored in any connected e-mail field.
• The target list can be compiled using advanced filters in the browser and then e-mailed using a couple of clicks.
• E-mails are sent using a built-in SMTP client.

Practical Uses: Standardized letters with mail-merge fields, and personalized reports per user/contact that don't need to be changed every time they are sent.

Disadvantages: Must build a mail-merge template first using the Document Template Builder.

• This feature is identical to the previous except the merged documents are saved as files instead of being sent via e-mail.
• Files can be saved in various formats, sent later, or even altered before they are sent.

Practical Uses: This should be used in cases where the merged document must be sent manually using other methods except SMTP (e.g. snail-mail, fax, other mail protocols). Another possible use for this is when the saved merged files must be modified before they are sent.

Disadvantages: The manual work involved in sending multiple files.

E-Mails can be sent to multiple targets without having to create Templates first. This feature is accessed from lists of items by right-clicking on the list and selecting “Send E-Mail”

• An alternative method to send e-mails to multiple targets (also a list compiled in the browser using filters), but without merge fields.
• The e-mail message can be typed on-the-fly.

Practical Uses: Simple mass-messaging with on-the-fly content.

Disadvantages: No merge fields, no formatting.

• The same as the previous feature only the e-mail body is created using an external program.
• For example, Word can be used to write the e-mail, then the document is saved as HTML and sent via Digital-Clay send-mail feature
• Non-HTML files such as Word Documents can be attached and sent as well but these will not be embedded inside the e-mail.

Practical Uses: Mass-messaging with on-the-fly formatted content.

Disadvantages: No merge fields, external editor.

All Automation features are accessed via the Administration/Automation Events menu.

• This feature is identical to the Document Templates feature except the documents are sent on an automatic schedule.
• Filtered lists of items can be set up as targets and mass e-mailed automatically.
• E-mails are sent using a built-in SMTP client in ClayCentral.

Practical Uses: Reminder letters, automatic follow-up letters, birthday greetings, periodical personalized reporting.

Disadvantages: None if used for its intended automated purpose.

• Similar to the previous feature except letters/reports are sent when items are changed or specific item values are set.
• A mail-merge document template can be used if data from the system is needed in the e-mail OR a simple mail message can be sent for notification only.

Practical Uses: Tracking of important changes, notification when field value criteria are met.

Disadvantages: None if used for its intended automated purpose.

• A document/report is created on an automatic schedule and sent to one/multiple recipient(s)

Practical Uses: Generation of periodical general reports for use by management or external recipients.

Disadvantages: None if used for its intended automated purpose.

This feature depends on the ClayStation for Outlook add-in.

• Outlook is used to create and send e-mails but Digital-Clay is used as the address book to build a list of recipients.
• A target list can be built using advanced filtering.
• As an alternative, Contacts can be imported into Outlook from Digital-Clay and then the built-in Outlook Address Book is used to build a recipient list. Recipient lists can also be saved in Outlook this way for future use.

Practical Uses: When Outlook is preferred for it's editing or connectivity options, this tool helps create an advanced list of targets.

Disadvantages: No merge fields.

• An external program may be used for mail-merge with simple merge fields. A list of targets and needed columns is built using browser filtering, and then the data is exported to CSV/Excel for use by the mail-merge program.
• For example, Word can be used as the e-mail editor and using its mail-merge feature, can be used to insert fields from a Digital-Clay list and then send letters to multiple recipients.

Practical Uses: When external merging/editing/mail sending features are needed that are not available inside Digital-Clay.

Disadvantages: External tools, no merged lists/graphs/tables/charts.