Email Campaign
An Email Campaign in ERPNext is a controlled and automated set of emails that are sent to pre-identified recipients like Leads, Contacts, or Email Groups based on a pre-specified schedule.
Email marketing still remains one of the most powerful means of dealing with both leads and clients, enabling you to ensure relationship building, create brand awareness, and promote conversions. To give an example, you will be able to create a campaign announcing a product launch where each of the emails will progressively uncover a new feature, educate the reader on its worth and move them towards a purchase.
ERPNext also features personalization tokens (e.g., {{ first_name }}) to render emails more interactive, and offers performance tracking for open rates, click-throughs, and bounces. It also automatically handles opt-outs to ensure that you remain compliant with email marketing laws such as GDPR and CAN-SPAM.
To get to Email Campaigns, go to:
1. Prerequisites
- Campaign - The primary campaign record, in which the email campaign will be attached to.
- Lead, - Contact, or - Email Group: The recipients of the campaign.
- Email Template - Create email templates to be used in advance to standardize brands, content and format.
2. The Way to Create an Email Campaign
- You must click on Email Campaigns group and then on New.
- Select a Campaign: Here we chose the parent campaign within which the email multi-part that we are creating resides.
- Set Start Date: Set the date on which you want to send the email of the series.
- Email Campaign For - Please tick a check box to state who this campaign is For:
- Find specific leads in your CRM: Lead.
- Contact: Reach out to existing customers or representative of the supplying companies.
- Email Group: This is to send a list of over one predetermined email address.
- Recipient - To the specific Lead, Contact or Email Group.
- Sender- The sender will be the user of the ERPNext with the name and email that he/she uses.
- Save out the record.
After it is saved, the schedule for sending emails will be according to the Campaign Schedule set in the associated campaign record.
2.1 Email Scheduling and Running
- The Send After (days) setting in the Campaign Schedule will set the time lag for each email with respect to the Start Date of the Email Campaign.
- Emails get dispatched automatically in the right sequence and at the right time without any intervention.
- You may check the End Date of the Email Campaign, determined from the last scheduled email of the campaign.
- Emails for campaigns are sent through your set-up Email Accounts in ERPNext to help improve deliverability and branding.
For example, if your campaign begins on 22-07-2025 and your last email is scheduled to be sent 4 days later, the End Date would be 26-07-2025.
2.2 Make several Email Campaigns for a Campaign
Under ERPNext one can create multiple Email Campaigns with the same parent Campaign. This is useful where you have to contact different Leads, Contacts or Email Groups without getting all the actions associated with one central campaign split out. Suppose you have different email series for new customers and repeat customers but nevertheless wish them to be tracked under the same Campaign for performance monitoring.
To add more Email Campaigns:
- Navigate to the Campaign for which you wish to create the Email Campaigns.
- Under the Email Campaigns, press the "+'" button to create a new Email Campaign.
- Enter the required information like recipients, starting date, and sender details, and save.
This process is the best way to manage different audience groups without losing sight of the main campaign's overall performance.
3. Features
3.1 Linked Communication
When emails are sent out to the corresponding Leads or Contacts as part of an Email Campaign, ERPNext does it automatically and records them as linked Communications on the Email Campaign document. This way, you can see the entire history of all dispatched messages, monitor delivery, and make sure that recipients are seeing the right content—all from one place.
3.2 Unsubscribe from Email Campaign
Every email that is sent via an Email Campaign has an unsubscribe link. When a Lead, Contact, or Email Group member clicks this link, they are automatically set as unsubscribed within the system and the Email Campaign's status for the recipient is changed to Unsubscribed.
It is a fully automatic procedure that will not only result in the compliance with email marketing regulations such as GDPR and CAN-SPAM but will not lead to any prospective emails being furtherly addressed to the recipients that are not within the opt-in list.
3.3 Use Lead or Contact fields in Email Template
ERPNext enables personalization by providing you with the ability to include dynamic information from the associated document in your Email Templates. You can refer to "doc.fieldname" to show information from the Lead, Contact, or Email Group record. For instance:
- When Email Campaign For is Contact, typing "doc.first_name" within the template will show the actual first name of each recipient.
This aspect of personalization aids in crafting more informative and interesting emails, which can enhance response rates.
3.4 Status indication
An Email Campaign's status changes automatically depending on its timeline and actions by the recipients:
- Scheduled – The Email Campaign will commence on a future date.
- In Progress – The campaign has been operating between the Start Date and End Date.
- Completed – All of the scheduled mails are dispatched and the campaign has ended.
- Unsubscribed -The addressee had been removed during the campaign.
With this status tracking, it is possible to keep the marketing and sales teams up to date on the progress of the campaign in real-time without any manual follow ups.