EMAIL COMMUNICATIONS
Brevo
Brevo is currently the main communication tool we use for automated business emailing. This page will show ways we can effectively use it for both leads and clients.
Brevo Basics
This section will populate on information the basics of using Brevo.
Composing Emails
Email Template Guidelines
Email Templates Location
- You can create new email template inside the ⌲ Marketing > Templates area.
- The updated style for emails is contained in from #63 onwards ('👋 Welcome to the portal Pt.1 (Revised template)'.
Logo
- Now a smaller size - the new email template styles have the following constraints for the logo:
- Desktop: 150px wide
- Mobile: 50% size
- To check/change the size of the logo, simply click on it and adjust by dragging on desktop, or on mobile by clicking the element and adjusting the 'width % in the Layout option area. The below images illustrate this.
🖥️ Adjusting the logo on desktop
📱 Adjusting the logo on mobile
Mobile view padding
- To adust the padding for mobile, first ensure you are have selected the mobile view.
- Ensure the padding for each message block is 15px on all sides (Top, Right, Bottom, Left).
- To adjust each message block, click on the text box and the settings menu will appear. Go to the layout section and enter the values.
- The image belows shows this.
Adjusting the padding
Contacts
Contact Fields
Email Templates Location
- You can create new email template inside the ⌲ Marketing > Templates area.
- The updated style for emails is contained in from #63 onwards ('👋 Welcome to the portal Pt.1 (Revised template)'.
Logo
- Now a smaller size - the new email template styles have the following constraints for the logo:
- Desktop: 150px wide
- Mobile: 50% size
- To check/change the size of the logo, simply click on it and adjust by dragging on desktop, or on mobile by clicking the element and adjusting the 'width % in the Layout option area. The below images illustrate this.
🖥️ Adjusting the logo on desktop
📱 Adjusting the logo on mobile
Mobile view padding
- To adust the padding for mobile, first ensure you are have selected the mobile view.
- Ensure the padding for each message block is 15px on all sides (Top, Right, Bottom, Left).
- To adjust each message block, click on the text box and the settings menu will appear. Go to the layout section and enter the values.
- The image belows shows this.
Adjusting the padding
Brevo Automation Contact Fields
This section shows significant Brevo contact fields used for automation emails and how they align with contracts.
Brevo automation contact fields
Brevo Contact Fields - Explanations
CLIENT_PROJECT_START_MSASOW_SIGNED_DATE
ℹ️ The date the foundational 'MSA' (Master Services Agreement) and SOW (Schedule B - Statement of Work) is signed.
CLIENT_OB_DATE
ℹ️ The date the client is starting their onboarding.
CLIENT_PORTAL_INVITED_DATE
ℹ️ The date the client has been invited to the portal.
CLIENT_GCL_SETUP
ℹ️ The date that the GoCardless direct debit bank mandate has been setup.
CLIENT_OB_INITIALPAYMENT_DEADLINE
ℹ️ For one time projects, the deadline date for the deposit payment.
CLIENT_PROJECT_END
ℹ️ The date which one time projects are scheduled to complete.
CLIENT_PROJECT_MAX_DURATION
ℹ️ The latest date which one time projects should finsh.
Brevo Contact Fields for Template 'MSA & Sch B'
Set A (Essentials)
CLIENT_PROJECT_START_MSASOW_SIGNED_DATE
Field value: If this field does not have a recent date value (within the last 6 weeks) - 👉set the field to tomorrows date.
]CLIENT_OB_DATE = set to date of contract completion
If this field does not have a recent date value (within the last 6 weeks) - 👉 set the field to tomorrows date.
CLIENT_PORTAL_INVITED_DATE
If this field does not have a recent date value (within the last 6 weeks) - 👉 set the field to tomorrows date.
CLIENT_GCL_SETUP
If this field does not have any value and it's a new client - 👉 set the field to tomorrows date.
Set B (Essential + Regular)
CLIENT_PROJECT_START_MSASOW_SIGNED_DATE
If this field does not have a recent date value (within the last 6 weeks) - 👉 set the field to tomorrows date.
CLIENT_OB_DATE = set to date of contract completion
If this field does not have a recent date value (within the last 6 weeks) - 👉 set the field to tomorrows date.
CLIENT_PORTAL_INVITED_DATE
If this field does not have a recent date value (within the last 6 weeks) - 👉 set the field to tomorrows date.
CLIENT_GCL_SETUP
If this field does not have any value and it's a new client - 👉 set the field to tomorrows date.
CLIENT_OB_INITIALPAYMENT_DEADLINE
If this field does not have a recent date value (within the last 6 weeks) - 👉 set the field to the 'Deposit Payment Date' in the contract
CLIENT_LAST_PAYMENT_DATE
If this field does not have a recent date value (within the last 6 weeks) - 👉 set the field to the 'Final Payment Date' in the contract
Set C (Essential + Regular + Occasional)
CLIENT_PROJECT_START_MSASOW_SIGNED_DATE
If this field does not have a recent date value (within the last 6 weeks) - 👉 set the field to tomorrows date.
CLIENT_OB_DATE = set to date of contract completion
If this field does not have a recent date value (within the last 6 weeks) - 👉 set the field to tomorrows date.
CLIENT_PORTAL_INVITED_DATE
If this field does not have a recent date value (within the last 6 weeks) - 👉 set the field to tomorrows date.
CLIENT_GCL_SETUP
If this field does not have any value and it's a new client - 👉 set the field to tomorrows date.
CLIENT_OB_INITIALPAYMENT_DEADLINE
If this field does not have a recent date value (within the last 6 weeks) - 👉 set the field to the 'Deposit Payment Date' in the contract
CLIENT_LAST_PAYMENT_DATE
If this field does not have a recent date value (within the last 6 weeks) - 👉 set the field to the 'Final Payment Date' in the contract
CLIENT_PROJECT_END
If this field does not have a reasonably close future date value (within the next 8 months) - 👉 as per 'Project End' date in contract
CLIENT_PROJECT_MAX_DURATION = as per 'Max Duration' date in contract
If this field does not have a reasonably close future date value (within the next 8 months) - 👉 as per 'Project Max Duration' date in contract
Set M (Minimal - existing clients)
CLIENT_PROJECT_START_MSASOW_SIGNED_DATE
If this field does not have a recent date value (within the last 6 weeks) - 👉 set the field to tomorrows date.
Brevo Contact Fields for Template 'Sch C'
Set A (Essential variables to check)
CLIENT_PROJECT_END_SIGNOFF
If this field does not have a recent date value (within the last 6 weeks) - 👉 set the field to tomorrows date.
Brevo Contact Fields for Template 'Sch C2'
- No fields to update currently
Brevo Contact Fields for Template 'Sch E'' (Retainer clients)
Set A (Essentials)
CLIENT_PROJECT_START_MSASOW_SIGNED_DATE
Field value: If this field does not have a recent date value (within the last 6 weeks) - 👉set the field to tomorrows date.
CLIENT_OB_DATE = set to date of contract completion
If this field does not have a recent date value (within the last 6 weeks) - 👉 set the field to tomorrows date.
CLIENT_PORTAL_INVITED_DATE
If this field does not have a recent date value (within the last 6 weeks) - 👉 set the field to tomorrows date.
CLIENT_GCL_SETUP
If this field does not have any value and it's a new client - 👉 set the field to tomorrows date.
CLIENT_RETAINER_SIGNUP_DATE
If this field does not have a recent date value (within the last 4 weeks) - 👉 set the field to tomorrows date.
Set M (Minimal - existing clients)
CLIENT_RETAINER_SIGNUP_DATE
If this field does not have a recent date value (within the last 4 weeks) - 👉 set the field to tomorrows date.
Brevo Intermediate
This section will populate on information the intermediate level uses of Brevo.
Additional Email Features
Additional Email Send Options
- Additional sending options can be accessed within the Automation.
- After opening an automation, click on the relevant email action.
- At the bottom of context menu that appears on the left hand side, there is a label 'Additional Settings'. Click on the Edit button to the right of this label.
- Apply these settings:
- Send an email times
- ❌ Ensure emails are not sent on Saturday or Sunday.
- ⏰ For action orientated emails, set the delivery time to Mon-Fri 08:00-09:30
- Email copy
- ✉️ Ensure BCC contains the main info digiful email address.
The below images show how to do this.
✎ How to access Additional Settings
✎ Recommended Additional Settings
Conditional Blocks
Conditional content blocks are helpful to show certain content to recipients dependng on their actions, list or contract attributes.
⚠️ NOTE: Ensure you have inserted a completely seperate block which contains the content you wish to show with criteria.
This means inserting a new text box (or the equivalent content you wish to show). If you simply select the default main text box for the entire email, the content visibility criteria will be applied to all text in the email. This may result in a blank or malformed email message for some recipients.
Accessing the 'Content Visibility' menu
- Click on your specific content block to bring up the left hand side context menu.
- In this menu scroll to the bottom and choose the Content Visibility option. The below image shows the placement of this setting.
The below accordians discuss this subject in more detail, step by step.
Setting criteria
- After selecting the content visibility menu, you can then set the content.
- In most cases this will involve selecting a contact attribute and then setting the critiera accordingly.
- If you are setting multiple criteria it's important to note the small word highlighted in grey between each criteria block. The word will be Or / And
- Or means any of the critera can be meant for the content to show.
- This shows on the full criteria block as one of the criteria needs to be met
- And means all content criteria must be met for the content to show.
- This shows on the full criteria block as all of the criteria needs to be met
- 💡 Tip: Add a test email to all criteria blocks to ensure the right content is showing.
When to set more than one conditional block
As an example of whether you need to use one or more conditional blocks, we will look at a coupon code vs flash sale.
When you add conditional blocks you may just need to add one conditional block:
- x1 piece of conditional content for certain recipients to see.
- This could be a discount coupon for specific customers only - other customers don't see anything.
However, in many cases you need to provide an alternative for other recipients, so you would have two conditional blocks. In this case you would have:
- x1 piece of content certain recipients can see
- The discount coupon for certain recipients to see,
- x1 different piece of content everyone else can see.
- Direct to a flash sale on a website not for discount coupon recipients, but for everyone else.
This means you need 2 seperate blocks of conditional content.
The first block is 'for certain recipients', the second block get is 'not for those recipients, and for everyone else'.
Full example Pt.1: Text blocks shown based on email address
We'll look at an example where we want to show 1 of 2 possible text blocks. Whether a recipient can view the text block depends on their email address in this example.
- Text Block 1:
- ✅ Using 'contain logic' - show for specific recipients - based on their email addresses (Or)
- ❌ Don't show for all other recipients
- Will show at the top of the criteria block as one of the criteria needs to be met.
- Text Block 2
- ❌ Using reverse logic 'does not contain' - don't show for recipients how will see Block 1 (And)
- ✅ Show to all recipients by default
- Will show at the top of the criteria block as all of the criteria needs to be met - this is because it needs to ensure none of the Text Block 1 conditions are preset.
In Pt.2 (the next dropdown), we'll look at how this logic actually looks for our example.
Full example Pt.2: How the text blocks will look
Using the logic in Pt.1 this is text blocks would look and differ as below:
Text Block 1
- ✅ Only shown to certain recipients
Text Block 2
- ❌ Not shown to Text Block 1 criteria recipients
- ✅ Shown to all other recipients
In Pt.3 we show how to set the criteria for these 2 different text blocks.
Full example Pt.3: Setting criteria for each conditional text block
Below is how we set the criteria 2 different text blocks.
Text Block 1 criteria
- Below is an image showing how the content visibility for Text Block 1 is achieved (email addresses are redacted for privacy).
- The Or operator is used as only one of the emails needs to be detected for the content to show.
- At the top of the criteria block it states one of the criteria needs to be met.
Text Block 2 criteria
- Below is an image showing how the content visibility for Text Block 2 is achieved (email addresses are redacted for privacy).
- The And operator is used as only one of the emails needs to be detected for the content to show.
- At the top of the criteria block it states all of the criteria needs to be met.
When you are finished setting up your criteria for each you should see in the content menu for the block:
- Content Visibility - 🟢 Active
⚠️ Important note:
- It is vital to test your conditions to avoid unexpected results when you send email campaigns or activate automations.
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