Xplan Expert12th Feb AMA: I'm Courtney Youngblutt, Xplan Design Consultant & efficiency expert, Ask Me Anything!
Hi courtney.youngblutt,
What is your tip to track emails sent in bulk from XPLAN to be able to identify if the client has opened the email or not?
Is it best practice to use the Client Portal instead to share messages securely with clients instead of emails, and if so, how would you do this in bulk? i.e. add all clients in list to the same file note or is there another way?
Thanks
Jackie
Xplan ExpertHi Jackie, thanks for the question! When sending an email from Xplan, you can tick the ‘Return Receipt’ button in the email editor to get notified when someone opens an email. This is just when an email is opened though (like a read receipt), unfortunately Xplan does not track if an email is received and not read or if an email bounces.
Xplan does have an integration with external email campaign management software Mail Chimp - you can send a list of clients to MailChimp, design and send your email from MailChimp and have access to email events and email analysis back into Xplan.
But you are right - from a best practice point of view, it is better to use a Client Portal or secure messaging system, rather than using email when sending any communication that has personally identifying information in it. Adding a bulk file note would work well for a newsletter or when sharing generic information (when you add a note in bulk, the same note is attached to all clients so it shouldn’t contain any personal information.)
If you are wanting to provide an attachment such as a portfolio report to review fact find, you could set up the merge template to save to the client using a note template that is set up to enable access via the Client Portal and notify the client.
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