Mass emails or customer mail-shots in Weighsoft are managed through the Letters section in Lookups, and sent using the Mail Run Tracker. This guide outlines the steps and requirements to successfully create and send these communications.
Pre-Requisites
Before sending out letters via email, ensure the following are in place:
A Letter Template created in the Letters section of Lookups.
A Mail Run Template set up in the Mail Run Tracker screen.
Contacts at the Account or Address level with:
A valid email address.
Both Email and Letter contact preferences enabled.
Step 1: Create a Letter Template in Lookups
Navigate to:
Administration > Lookups > Letters
Click Templates (top-right corner).
To create a new template:
Leave the “Template (Load)” box blank.
Select Document Type:
Letter.Enter a Template Name.
Edit the content like a Word document:
Use the toolbar in the Content field.
Insert dynamic fields using @ tags on the right.
Use Shift + Enter for single line spacing.
Click Export to PDF to preview.
Once satisfied, click Save
Tip: To add images, host them online (e.g., company website), then use the Image button in the toolbar and insert the image URL.
You cannot paste images directly into the Content field.
Step 2: Create a Mail Run Template
Go to:
Modules > Invoice > Mail Run Tracker
Fill out the following fields:
Template Name: e.g.,
LetterSubject: Email subject line
Invoice Run Type: Leave blank
Template Type: Select
LetterCompany: Choose the relevant company
Message: Email body (use dynamic tags like
[AccountName])
Note: The Email template is what will be sent out to the recipient. The Letter template will be attached to the email as a PDF file.
Step 3: Ensure Valid Contacts
Only contacts meeting the following criteria will receive the email:
A valid email address.
Email and Letter contact preferences enabled.
Each account must have at least one qualifying contact.
Step 4: Send the Letters
Go to:
Administration > Lookups > Letters
Select your template from the Template dropdown.
Configure Letter Options to define the recipient scope:
Available Filters:
Non-Cash Accounts: determines if the email is sent to Non-Cash Accounts
Cash Accounts: determines if the email is sent to Cash Accounts
Active Accounts Only: if ticked, the email will only be sent to accounts that are marked as "Active"
Live Addresses Only: if ticked, the email will only be sent to addresses that are marked as "Live"
Include Accounts On Stop: if ticked, the email run will include On Stop accounts
Include Sites with no Orders: if ticked, even sites with no active orders in place will receive the email
Broker Accounts Only: If ticked, the email run will only target accounts with the "Broker" tag enabled.
Live Trade Contracts: if ticked, the email will target accounts with live trade contracts (allowing you to target only trade customers)
Address Type
Primary Address - the system will only check for contacts on the Primary (invoice) address of an account
Delivery Account - the system will check every address in the system for relevant contacts
Accounts that Receive Email Invoices Only: if ticked, only accounts that are setup to receive email invoices will get the letter sent out to them.
Accounts Over Credit Limit: if ticked, the email run will include over-limit accounts
Skip Jobs newer than X Months: entering a value will only send the email to addresses that have had a skip job in the last X months (leaving it blank effectively ignores this filter). You could use this to, for example, exclude any addresses that have not been used in the last 12 months.
Material Jobs Newer than X Months: entering a value will only send the email to addresses that have had a material job in the last X months (leaving it blank effectively ignores this filter). You could use this to, for example, exclude any addresses that have not been used in the last 12 months.
RMC Jobs Newer than X Months: entering a value will only send the email to addresses that have had a RMC job in the last X months (leaving it blank effectively ignores this filter). You could use this to, for example, exclude any addresses that have not been used in the last 12 months.
Haz Jobs Newer than X Months: entering a value will only send the email to addresses that have had a Hazardous job in the last X months (leaving it blank effectively ignores this filter). You could use this to, for example, exclude any addresses that have not been used in the last 12 months.
Company: determines which company this letter will be for (this will also determine which mail run template to use, assuming you have more than one "letter" template with different companies set against them)
Click Email (top of screen).
Enter an email address (optional).
Leave Title and Message blank to use Mail Run Template defaults.
Click Send.
The system will generate a mail run with individual emails for each matching contact. You must then go to the Mail Run Tracker to schedule the send date and time.
Step 5: Perform a Test Email Run
To test the setup:
Create a new contact on any active account.
Set your own email address against that contact.
Enable Email and Letter preferences.
Save the contact.
Go to Letters, select your template.
Click Email, enter your email address.
Click Send.
This will generate a mail run targeting only your test contact.
Other Resources
There is also a webinar available on this process here: Weighsoft How-To Series - Letters