Using the 'Send All' Function

The 'Send All' feature in BigChange is a powerful tool designed to save you time by allowing you to issue multiple emails simultaneously. This guide will walk you through the steps to effectively use this feature.

Accessing the Send All function

The Send All function can be found in numerous places within the BigChange CRM, but mainly used for sending financial documents in bulk such as sales opportunities, quotations, invoices etc but can also be used for sending out marketing emails for example. 

Navigate to [Top menu] CRM

1. [side menu] Contacts, Notes, Sales Opportunites & Financial Documents.
2. The Send all is an icon at the bottom of the each filter.

Using the 'Send All' Button

Once you have filtered the documents or contacts:

• Select the 'Send All' button to start the process.

Send All - Email Editor

(1) To

This indicates where the emails will be sent and is controlled by the Persons checkboxes. It also shows the number of recipients the email will be sent to.

(2) Method

The method relates to the format of the send all communication such as an email, PDF and SMS message. Depending of which option is selected the further options will change.

Email

Standard option that relates to this whole article.

PDF

The PDF option allows for the bulk download of each financial document as a PDF.

The system will automatically select the default template for each document.

SMS

By choosing this option, the system will automatically send a text message to all individuals based on the message entered in the editor window. Alternatively, you can select a pre-made SMS template from the Templates dropdown list.

hyperlinks cannot be used in SMS messages, these must be the raw link for text messages.

* SMS are charged at £0.05+VAT per 160 character message. Messages over 160 characters will be sent as multiple SMS.

(3) Persons

• Primary person - The Primary person can be found and set on each contacts Persons tab in the CRM and highlighted with a blue tick. Please refer to the article on Selecting a Contact's Primary Person.

• All persons - This option will add every person at the contact the invoice email is going to, that you have an email address in the CRM.
• Persons who Receives financial documents - This is a tickbox on the contacts record under the persons tab in the CRM. For financial documents, by default the Persons who receives financial documents will be auto selected. This can be changed by using the Persons check box.
  
  

• Persons with a flag - This option allows you to utilise Person Flags. Please refer to the article on Creating and Using Person Flags

(4) Person at parents

Person at parent - You can also 'Send to parent's persons' instead (if contact has parent)

(5) CC

This allows you to cc the email to anyone by adding a email address.

(6) Subject

This is the subject line for your email.

(7) Attacments

If needed, you can include additional attachments or images by clicking on the attachments link. The invoice PDF has already been automatically attached.

(8) Marketing

This option if ticked will include an 'unsubscribe' link to the bottom of the emails so that they can unsubscribe to Marketing emails.

(9) Email Editorand (10) Email Template selector

A new popup window will appear, providing options to:

1. Create a new email suitable for the type of document you are sending by using the email editor.
2. Select a pre-existing template you have already created by slecting from the drop down list.

(11) Draft my email

Please see separtate article on How to Use the 'Draft My Email' feature in BigChange (AI)

Finalising the Process

• Complete the process by selecting 'Send'.

Additional Applications of 'Send All'

The 'Send All' function is not limited to financial documents. It can also be used in other areas, such as sales opportunities, to streamline communication and document distribution.

Conclusion

The 'Send All' feature in BigChange is an efficient way to manage and distribute multiple financial documents quickly. By following the steps outlined, you can ensure that your document distribution process is both effective and time-saving. Explore other areas where the 'Send All' function can be applied to further enhance your workflow.