Creating a new Mailshot (Steps 1 to 4)

This article and video will explain how to create a brand new Mailshot, covering the first four steps of the process.

Guidance on using the Email Builder - found on Step 5 of creating a new Mailshot - can be found in our Knowledge Base here: Help Articles - Email Builder (for Mailshots and Events)

To start creating your Mailshot, Navigate to the Mailshot Module, and select New Mailshot in the left hand menu. This will take you through to Step 1 of creating your new Mailshot.

Step 1: Mailshot Details

Here you can complete information on your mailshot, please see definitions of the following fields and sections:

Mailshot Title – Here you can give your Mailshot a title. This will be for internal use only.
Mailshot Description – You can give a further description on your Mailshot, again for internal use only.
Email Subject – This will be the subject for the email that your recipients will see when they receive your Mailshot.
From Name – This is a free text box where you can enter the name of the person, team or organisation you want recipients to see when they receive your Mailshot.
From Email Address – This is the email address that the mailshot will be sent from.

System Admins: To set up new email addresses for use in the Mailshot module, ensure you have added to the email address first in the System Admin > Email Configuration page: Tractivity Email Setup Guide (Technical Documentation)

Then email support@tractivity.co.uk with the address and the name of the Project you want this email to be available for use in. Our team will set this up for you and confirm when available.

Reply-To Email Address – This is a free text box where you can enter the email address that you would like any responses to come through to.
Include Link to HTML webpage Version – This toggle, if set to Yes, adds a link to your Mailshot for recipients to view your Mailshot in their web browser.
Priority – You can set your Mailshot to High, Medium or Low priority.
Owner Teams – This is where you can select which of your system's Users can edit your Mailshot. This defaults to all Users (Default Team).
Templates – Here, you can select any existing Mailshot templates to use for your Mailshot, or you can start from scratch by selecting a blank one.
Attachments – You can attach a file that you would like to be attached to your Mailshot.

Attachments will not be sent if your Mailshot has more than 1,000 recipients.

Step 2: Distribution List Recipients

Steps 2, 3, and 4 let you choose who will receive your Mailshot. On Step 2, you can pick out recipients from your system's Distribution Lists.

Select a Distribution List from the list simply by clicking on its name. The number next to the name indicates how many Contacts are included on this list. You can select multiple lists by holding the Ctrl button on your keyboard (on Windows devices) and clicking on each list you want to use. Please note that only Mailshot-type Distribution Lists will be available to select here.

You can find more information on the Distribution Lists module here: Help Articles - Distribution Lists.

Step 3: CSV Upload

Step 3 allows you to upload recipients via a CSV file. All you need to do is download the template and enter the details of each recipient you wish to include in your Mailshot. Once you have the completed file, you can upload this to add your recipients.

Please note: Any Mailshot recipients uploaded via CSV will not be created in Tractivity as a Contact and will not show in any part of your Tractivity system. We recommend only using this option for recipients that you do not need to add as a Contact on Tractivity.

Step 4: Review Recipients

Step 4 shows you a summary of all recipients added to your Mailshot, either via a Distribution List or CSV file.

Once you are happy with the list of recipients, click Next to go to Step 5, opening the Email Builder.

Creating a new Mailshot (Steps 1 to 4)

Set up a new Mailshot and assign recipients with ease