BizCortex documentation

Email campaigns

Write a template once; the agent personalises it for every lead and customer, you approve, it sends and follows up.

An email campaign is the written counterpart of a calling campaign. You write the emails as a template with placeholders such as {{ company.name }}. The agent fills them in for each recipient and writes the AI fields from its research. You read every email, change what you like and approve all of them in one go. The emails go out on business days within the sending hours, and follow up steps go out by themselves until the person replies, the address bounces or the person unsubscribes.

Who can use this

  • Owner
  • Administrator
  • Sales (approve and send needs the outbound email permission)
  • Compliance (audit only, read)
  • Viewer (read)

Steps

  1. 1. Create the campaign

    Open Campaigns and click "Create campaign". Choose the channel "Email", enter the name, the language and "Max. emails per day". Click "Create campaign". The campaign page opens.

  2. 2. Write the template

    In the tab "Template" write the subject and the text of step 1. Click a placeholder to insert it at the cursor. Add follow up steps with "Add follow up step" and set after how many business days without a reply each one is sent. The preview on the right fills in sample data. Click "Save template".

  3. 3. Add AI fields

    In "AI fields" add a field, give it a name (for example opener) and an instruction (for example "One sentence about a recent development at their company"). Insert it into the text as {{ ai.opener }}. The agent writes it for each recipient from its research and the data on file.

  4. 4. Add recipients

    In the tab "Recipients & review" click "Add leads" or "Add customers". For customers, tick "Existing customer exception (UWG §7(3)) applies" if its conditions are met; this is stored as the legal basis.

  5. 5. Let the agent write

    Click "Write emails". The agent researches each recipient and writes every step. Recipients who may not be emailed or who miss a value are shown as blocked with the reason.

  6. 6. Review

    Open a recipient to read the emails and the AI values. Use "Edit" to change one email, "Write again" to let the agent rewrite it, or remove the recipient.

  7. 7. Approve and send

    Click "Approve N recipients and send" and confirm. Recipients you add later are approved the same way, also while the campaign runs. Use "Pause" to stop sending; approve again to resume.

  8. 8. Follow the results

    The tab "Results" shows sent, replied, bounced and unsubscribed, the emails per step and why recipients stopped. Replies arrive in the replies inbox.

Fields and options

Placeholders

Contact (salutation, first name, last name, full name, position, email), company (name, website, city, industry), customer (number, name), sender, your company, research and the AI fields. A missing value blocks the recipient; write {{ contact.first_name | default("") }} to make it optional.

Max. emails per day

1 to 5000 per sending day. Emails go out Monday to Friday, 08:00 to 17:00 in the recipient's time zone, about 90 seconds apart.

Steps

Up to 5. Step 1 goes out on approval, every further step 1 to 30 business days after the previous one.

Recipient status

not written, writing, waiting for approval, approved and waiting to send, blocked, in progress, done, stopped.

Good to know

  • Only leads with an email consent and customers with the confirmed existing customer exception are emailed. Consent is checked when the emails are written and again right before each email is sent.
  • The signature, the unsubscribe link and the privacy notice are added below every email automatically and cannot be removed.
  • A reply, a bounce, an unsubscribe or a booked meeting stops the remaining steps for that person.
  • The template can only be changed before the campaign is approved. Single emails can still be edited until they are scheduled.

Related

  • Campaigns

    Group contacts and spread the calls over the permitted calling window.

  • Replies to follow up emails

    What contacts answered, what the agent read from it and already did, and what you should check.

  • Legal basis and consent

    Document the reason to call (§7 UWG) and record express consent for email.