Mail Room

In TUNE, you can use the Mail Room to send emails in bulk to partner, advertiser, or employee users in your network. This fully integrated mass emailing system is available to all customers.

To access the mail room, go to Company > Mail Room. You will be presented with a list of your most recent mailings. To review past mails, click on the relevant mailing and a list of the recipients is displayed, plus a view of the mail itself.

Requirements

Before you can send emails via Mail Room, you must have an SMTP server set up in your network-wide domain settings.

On that page, set the Email Domain setting to “Enabled”. Additional fields appear for an alternate SMTP host, port, type, username, and password. In the Alternate From Name and Alternate From Address fields, set the name and email address you want to appear in the “From” field for users receiving emails.

Creating a Mail Room Message

To begin your email, click the Start New Email button.

Step 1: Choose Recipients

The first step is to choose who you want to receive your message. Recipients are categorized into partners, advertisers, and employees. In each category, you can further narrow down your recipient segment using the dropdown menus:
Choose any combination of recipients for your email, and click Continue to Email once you’re ready.

Tip: To add multiple recipients in the same segment, hold Ctrl (Cmd for Mac) while clicking on recipients.

Step 2: Draft Your Email

Like in most email clients, you can edit the From, Subject, and Message fields to craft the message you want to send to users. You can also switch to code view and edit the HTML directly by clicking the </> button:

When you’ve finished drafting your mail, click Continue to Preview.

Template Tags

You can also personalize your emails with template tags. For example, you can include the first and last names of your recipient by beginning your email with “Dear {firstname} {lastname}”. Once you send the email, TUNE replaces the corresponding tags with the recipient’s first and last names as they appear in the platform.

In the email editor, use the Template Tags dropdown menu to select from the available tags:

Template Tag Description
{firstname} User’s first name
{lastname} User’s last name
{email} User’s email address
{company} If advertiser or partner, company name of account
{affiliate_id} If partner, ID of account
{affiliate_ref_id} If partner, reference ID of account
{advertiser_id} If advertiser, ID of account
{advertiser_ref_id} If advertiser, reference ID of account
{date} Date in “MM-DD-YYYY” format (Example: 11-09-2012)
{date_in_words_short} Date using abbreviated month names (Example: Nov 9, 2012)
{date_in_words_long} Date without abbreviated month names (Example: November 9, 2012)
{unsub_email_url} URL to remove user from mailing list; based on standards set by the CAN-SPAM Act

Dynamic Tracking Links

One way to use the template tags in Mail Room is to dynamically modify tracking links in emails you send. For example, you can use the {affiliate_id} tag in the tracking link to insert the partner ID of a partner user recipient:

http://demo.go2jump.org/aff_c?offer_id=2&aff_id={affiliate_id}

By sending tracking links via Mail Room, your partners have another place to access their tracking links.

Unsubscribe Links

Due to the CAN-SPAM Act of 2003, all emails sent must provide an unsubscribe link. To change the wording around the unsubscribe link, use the {unsub_email_url} template tag in your message. Before sending the message, TUNE replaces that tag with the unsubscribe URL for your network. The unsubscribe URL includes the email address of the user to be removed from the mailing list.

Note: For compliance purposes, TUNE adds a footer containing the unsubscribe link automatically if the {unsub_email_url} tag isn’t found in the message.

Step 3: Preview and Send

To preview a mail for a particular recipient, click the arrow icon in the Preview column for that recipient. Here you can check that your template tags have been properly replaced.

To exclude a particular user from receiving your message, first search for that user. Then, click the Exclude button.

When you’re ready, click Send Email to schedule the mailing process and be redirected back to the main Mail Room page.

Opting Out of Mail Room

Users or employees with access can update a user’s settings to opt-out of receiving emails. This can be done by going to Company > Manage Employees and selecting the employee. Then in the Settings panel, click Edit. On the page that appears, set Notification Email to “Disabled”.

Tip: If you’re instead logged in as the employee, the opt-out setting is in Company > My Account > Settings.

Troubleshooting

SMTP Relay Limits

If the Mail Room fails to send 6 mails in a row, it stops processing the batch. In almost all cases, this issue is due to an SMTP relay limit outside of our control. If this occurs, then the batch is marked as failed, even if some messages have already been sent. The batch is still displayed on the Mail Room page. To see the status of all emails within a batch, select that batch.

Click Retry to continue sending unsent messages. You can repeat this action until the entire batch is sent.

“Why aren’t my email notifications working properly?”

Frequently, issues with email notifications are caused by network-wide settings. Here are the most common settings you should check:

Custom SMTP Server Settings

If you have a Custom SMTP Server, the entered SMTP information must be correct and work properly. You can find your SMTP settings by going to Company > Customize Application > Settings > Domain. Use the Send Test Email tool to test your custom SMTP settings from within the application to verify no error is returned.

Partner Sign Up

To receive notifications when a new partner has signed up and is awaiting your approval, first go to CompanyCustomize Application > Settings > Partner. Then set Partner Sign Up to “Require Approval”. This setting defaults new partner accounts to a “Pending” status, where they must be approved by your network. Partners who sign up for your network also receive an email notification that their account is set to “Pending”.

Account Email Notifications

To send an email notification any time a user changes a partner’s account information, first, go to CompanyCustomize Application > Settings > Partner. Then set Account Email Notifications to “Enabled”. Disable this setting to stop all email notifications for partners in your network.

Support Email

Make sure that Support E-Mail goes to the correct address, as this is where the network e-mails are sent. If this is not defined, then emails instead go to “[email protected]”. To preview your support email settings, go to Company > Customize Application > Settings > Application and find the Support E-mail setting.

“Why doesn’t the sent email look the same as it did in Mail Room?”

Unfortunately, you can’t control how a recipient’s email client renders emails, and many email clients render formatting differently. For example, some email clients won’t render the line breaks of a plain text email. Some email clients take an HTML formatted email and strip out the HTML so the text might come back without style.