Email Burst

Overview

Email Burst, a feature in our Sales Engagement package, enables you to send personalized mass emails to your targeted audience. With this tool, you can access detailed analytics to see which recipients opened your emails, clicked on links, and more.

Creating and Sending an Email Burst

Creating an Email Burst 

1. From Composing an Email in Outlook:

   • Click on "Create Email Burst" from the "Actions" tab in Riva Insight.

2. From Email Read View in Outlook:

   • Click on "View Email Burst" and then click on the "+ Email Burst" button.

Drafting an Email Burst:

1. Start by filling in the contents of the email burst by entering in the details in the Outlook subject field as well as the email body. There are tools to assist in drafting up the email:

   1. Apply an Email Template: Use an existing template to streamline the drafting process.

   2. Insert Booking Link: Add your booking link from Riva Bookings to allow recipients to schedule meetings.

   3. Insert Merge Fields: Personalize the email by including recipient-specific details like first name, last name, or any default fields from Salesforce Contact or Lead objects.

   4. Adding attachments - you can add attachments to an Email Burst just like any other Outlook email

5. Send on Behalf of Someone Else: Select a user from the "Send on Behalf of" dropdown if you wish to send the email on behalf of another person. Note: You can only access users who have added you to their "Delegation Permissions" setting in the Riva Portal

6. Schedule the Email Burst: Use the "Schedule Email Burst" option to send the email at the most opportune time.

7. Sync Email Engagement Information: Check "Salesforce Email Analytics" to sync information on who opened or clicked on links, which emails bounced, and which were responded to.

8. Exclude Unsubscribed Recipients: Enabling this field will filter out the unsubscribed emails from Salesforce

9. Send a Test Email: Validate the email burst contents and merge fields by sending a test email to yourself by choosing any recipients. The recipient's details will populated in the test email that is sent to your email account. Note: You can choose up to 5 recipients and you will receive 5 individual test email burst to inbox. 

Adding Recipients

There are 4 ways to add recipients to an email burst

1. Outlook: Using To, CC, BCC Fields in Outlook. Riva can extract individual emails from distribution lists or contact groups.

2. Add recipients Manually: Enter the names, email addresses, and any merge field values of the recipients.

3. Importing Recipients via CSV: Add recipients in bulk by importing a CSV file. You can download a CSV template to see how the columns should be structured.

4. Import with Salesforce: Search for contacts and leads in Salesforce by adding fields to filter or selecting different list views.

Sending the Email Burst:

1. Warning Message: A soft warning message appears in the below conditions

Condition (a) - Attachment Size:

• When the Email Burst includes any attachments with 50 recipients a soft warning message appears, informing the user that the email may take a long time to send due to the large attachment.

Condition (b) - Recipients Count:

• When the email burst includes 150 or more recipients, a soft warning message appears, informing the user that the email may take a long time to send due to the large number of recipients.

User can click 'Send' when Email Burst is ready. 

On send: Once the Email Burst is sent user will see an Email burst being sent message to indicate the Email Burst is progressing sending. 

Progress track: 

The Email Burst sending process can be tracked through the Sent tab. When an email burst is in progress, any additional bursts initiated will appear with a "Queued" status. This ensures that users are aware of the sending order and can trust that queued bursts will be sent promptly once the current process completes.

Viewing Analytics

Once some time has passed since sending an Email Burst, now it's time to look at how the Email Burst performed. 

Click "View Email Burst" under the "Actions" tab. You will see three tabs:

1. Sent: Displays the Email Bursts you have sent out.
2. Scheduled: Shows the Email Bursts that are scheduled to be sent.
3. Shared: Contains Email Bursts that others have sent on your behalf.

To view analytics information, select any Email Burst from the Sent or Shared tab and click on "Manage." You will be able to see detailed engagement metrics, including email opens, link clicks, bounces, and replies.