Sansan

How to Use Emails Function

 

Send Emails

About Search Items

Items Description
Subject This is the search criteria for the subject before insert.
Sender This is the search criteria for a sender Email address or name.
Recipient Email This is the search criteria for a recipients Email address.
Date This is the search criteria for a date.

 

 

About Status

Items Description
Sent Email has delivered
Waiting Sending schedule is reserved.
Sending Being delivered
Delivery Failed Failed delivery Emails will be shown.
Draft Drafts will be shown.
[Draft] Drafts stored in the trash will be shown.
[Schedule] Canceled Emails stored in the trash will be shown.

* There is a few minutes delay for the status transition of Waiting (->Sending) -> Sent.

 

About Items and Calendar

Items Description
All "Scheduled" and "Delivered" will be listed.
Waiting Scheduled and sending items will be listed.
Sent Delivered items will be listed.
Delivery Failed

Delivery failed items will be listed.
Some items may have been sent.
Please contact our support center for details.
* Click only when there are failed deliveries.

Draft Item in the draft will be listed.
Trash Drafts move to trash and canceled Emails will be listed.

Calendar
"Waiting", "Sent", "Delivery Failed" Emails of each day will be shown in the calendar.

 

Number of Emails

Items for Number of Emails are as follows:

Items Description
Recipients This is the total number of recipients.
Sent

This is the total number of successfully Emails.
* Error Emails may take about 1 day to be delivered. Until then they will be included in "Successfully Sent".
* Please confirm Email delivery status a day after sending.

Bounced This is the total number of undelivered Emails.

 

About the Retention Period

The retention period for Email history will be for the last 3 years.
Email history from more than 3 years ago may be downloaded as CSV files.

 

About The Email Distribution Status
The following are undelivered distribution status details:

 

Items Description
Unknown user This occurs when the users does not exist or when the email address of the recipient is no longer valid. It is also possible that the letters before the @ are not correct. This mail address will be added to "Undelivered" in "Manage Filters", and will no longer be added to lists for bulk mail delivery.
Unknown host This occurs when the recipient host does not exist. It is possible that the letters after the @ are not correct. This mail address will be added to "Undelivered" in "Manage Filters" , and will no longer be added to lists for bulk mail delivery.
Rejected This occurs when the recipient user or server have been set up to block the Email.
Insufficient disk capacity This occurs when the recipient user's inbox is full and cannot receive additional Emails. This may be solved when Email is re-sent.
Timed Out This occurs when Email was not delivered due to network problems of sender/recipient. This may be solved when Email is re-sent.
Transmission failure This occurs when Email was not delivered due to channel problems between sender and recipient. This may be solved when Email is re-sent.
Server settings error This occurs when Emails could not be delivered due to errors in the recipient's server settings. This may be solved when Email is re-sent, also Email address may contain errors.
User settings error This occurs when Emails could not be delivered due to errors in the recipient's user settings. This may be solved when Email is re-sent. Email address may contain errors.
Other Error type cannot be specified because there are no details in the error message.
Temporary error Email is taking longer than expected to reach a user. Automatically re-sending.
Received auto-reply This means an automatic reply Email was received indicating the Email was delivered.
Unidentified error Error message cannot be analyzed and it could not be categorized in any other error type.

 

Compose

About [Recipients]

  • To Select Recipients

Recipients may be selected from cards with tags attached using tag function.
Cards with no Email address cannot be selected as the Email recipient.
If no tags are created, go to "Tags" in the menu, and attach tags.
* If recipients are not confirmed, emails cannot be sent.


  • About Options
Options Description
Include Sub Tags Include cards of "Sub Tags" of tags specified for recipients. The number of sub tags is the number of cards (Email Addresses) that exists in sub tags only. Cards (Email Addresses) included in both main tags and sub tags will not be counted.
Same "Email" If Same "Email" is selected, only 1 Email will be sent regardless of multiple Emails in a tag. The latest card will be used as the source of information used to send this Email.
Include Unsubscribed Contacts Include Email addresses managed as unsubscribed contacts in recipients.
Include Excluded Contacts (Email/Company Name) Include Email addresses managed as excluded contacts Email/company name in recipients.

 

  • About Cards held by others

Number of cards held by others in recipients will be shown.

 

  • About Non-enterable Character "●"

Number of items with Non-enterable characters "●" (Please reference Card Data Input Specifications) will be shown.

* To modify Non-enterable character "●", please follow the process below.
- Go to Organize Cards; Advanced Search
- Set Search Criteria as the following
- Set Tag to recipients
- Select "Yes" for "Non-enterable character "●" of "Others 1" in "Others".
- Modify Card Information Details in Search Results

 

  • About corrupt characters in JIS CODE

Number of cards including characters in Company/Name/Title/Department fields that may become corrupt in Emails will be shown.

 

About [Sender]

Sender will be specified in the following 2 ways:

  1. Card holder
    Holder User Name/Email Address of the card assigned to the tag will be specified as sender.
    To change user name/Email address, go to "Settings" in the menu on the right.

  2. Fixed Address
    A general Email address (such as info@example.com) instead of the card holder may be specified as sender.
    To send Email from a fixed address, specify the sender Email address and name.
    You can set signatures if needed.

 

About [Insert]

Insert is a function to insert business card information/Sansan user information to Email's subject/body.
You can insert person names and company name to each Email you send just like sending a normal email.

Example) Template
((#Company Name#))
Mr./Ms: ((#Full Name#))

This is ((#Senders Name#)) from Sansan, Inc.
Thank you for using our service.


SAMPLE Inc.,
Mr/Ms: Taro Yoshida

This is Terada from Sansan, Inc.
Thank you for using our service.
  • To Specify Insert
    Roll cursor over to the location you wish to insert data, and click [Insert] button.
    ((#Insert Item name#)) data will be added to subject/body.
  • Insert Item
    There are 8 existing items:

 

Items Description
Company Name Company registered on card will be inserted. * Company name "(None)" will be left blank.
Name Name registered on card will be inserted. * Name "(None)" will be left blank.
Name (Last) Name (Last) registered on card will be inserted. * Name[Last] "(None)" will be left blank.
Department Department registered on card will be inserted.
Title Title registered on card will be inserted.
Sender name Sender name specified in "Compose" will be inserted. * If sender is the "card holder", the user who hold the card will be inserted. If sender is a "Fixed Name", the entered sender name will be inserted.
Recipients Email Address Email address of recipient will be inserted.
Sender Signiture

Sender signature specified in "Compose" will be inserted. * If sender is the "card holder", signature of the user who owns the card will be inserted. If Sender is a "Fixed Name", the entered signature will be inserted.

  • To Confirm Insert Data
    Data may be confirmed in the preview window by clicking the preview button on the bottom of create from window.
    You may see the actual insert data such as company/full name in the preview window.

 

About [Preview], [Send Test Email], and [Send] buttons

  • About [Preview] buttons
    You may confirm the actual Email recipients/sender/subject/body for all Emails to be sent.
    You may also confirm if there are corrupt characters in the Emails.

  • About [Send Test Email] Button
    Specified subject/body/attached file will be sent to your Email address.
    Your user name will be the sender.
    Please note that any "Insert" part in subject/body will be sent as-is and will not be converted to card information.
  • About [Send] Button
    Emails will be sent to the specified recipients.
    Emails to be sent immediately will be processed 15 minutes later.
    This action cannot be canceled if it passes 5 minutes before scheduled delivery time.

 

About [Manage Filters]
There are 3 types to manage filters:

Items Description
Undelivered Email addresses with "Unknown user" and "Unknown host" as a result of Email delivery will be shown.
Rejected Email addresses of customers who rejected delivery will be shown.
Excluded Contacts Email addresses that the sender does not want to deliver Emails will be shown.

How to Manage

  • To add, multiple Email addresses/company names can be added at once by inserting a new line.
  • To remove from undelivered management, click "Delete" next to Email address/company name.

Notice
Filters only works when Email address matches exactly, company name should match completely
including corporate entity.

* Email address is not case-sensitive.
* If "Sansan", "Corporation Sansan" is saved in company name excluded contacts, and for "Sansan, Inc." will not be filtered.

 

About the Destination Items

Items Description
Sender User name/Email address of cardholder will be shown for "Card Holder."
Signature Email signature of cardholder will be shown for "Card Holder".
Recipients Recipients of Email will be shown.
Company Recipients company name will be shown.
Name Name of recipients will be shown.
Department Department of recipients will be shown.
Title Title of recipients is shown.