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How to Send a Certified Mail Campaign

Use Certified Mail to send ARCs (Advance Review/Reader Copies) to each member of your review team.

Create a Certified Mail Campaign

  1. Click Certified Mail on your BookFunnel dashboard
  2. Click +New Campaign
  3. Select how long you want the links to remain active Example: Readers should have four weeks to download their copy of the book
  4. Select the book from the drop-down menu
  5. Complete the form (detailed walk-through of the form below)
  6. Click Save Campaign and review your form
  7. If everything looks good, check the tickbox I’m really ready!”
  8. Click Schedule Campaign
  9. If you wanted your campaign to be sent “immediately”, your campaign will be queued for 10 minutes and then will begin sending. BookFunnel will email you once the campaign has finished sending.
  10. If you scheduled your campaign for a future date, you will receive an email when the campaign is sent

Manage Readers in a Current Campaign

You can resend a reader’s email if they did not receive the first one or deleted it by mistake. To resend the original email to a reader:

  1. Click Certified Mail on your BookFunnel dashboard
  2. Click the name of the campaign
  3. In the Campaign Stats panel, click Resend to the right of the reader’s email address. This will send them another copy of the original campaign email.

You can remove a reader from a campaign that is running. Removing them from your campaign will delete the download link they originally received and prevent them from receiving any scheduled reminder or follow-up email.

To delete a reader from a campaign after it was sent:

  1. Click Certified Mail on your BookFunnel dashboard
  2. Click the name of the campaign
  3. In the Campaign Stats panel, click the trash icon to the left of the reader’s email address. This will delete their private download link and cancel any scheduled reminder or follow-up emails to their email address.

You cannot add a new email address to a campaign that has already been sent. Instead, duplicate the campaign (as detailed below) and create a new campaign to send to them.

Have Readers Whitelist BookFunnel Email

Most readers will receive their emails without this extra step, but it can help, especially if certain readers never seem to get their Certified Mails. Readers can whitelist help@bookfunnel.com, and it will increase the likelihood that Certified Mail will arrive promptly in their inbox.

To whitelist our email address, a reader can send one blank email to help@bookfunnel.com with “Whitelist” as the subject line.

Edit Current Campaigns and Reminders

You can edit a scheduled or active Certified Mail campaign.

Edit a Scheduled Campaign (that has not yet been sent):

If the campaign has not yet been sent, you can edit every detail of the campaign:

  1. Click the name of the campaign
  2. Click “Revert to draft” This will remove a campaign from the sending queue.
  3. Make any necessary changes
  4. If everything looks good, check the tickbox I’m really ready!” and schedule the campaign again

Edit a Campaign (that has been sent):

If the campaign has already been sent, you can edit, schedule, or cancel the reminder and follow-up emails up until the moment they are sent to readers.

  1. Click the name of the campaign
  2. Click Edit Reminders
  3. Make any necessary changes
  4. Click Save and Close

Certified Mail (Form Details)

When creating a new campaign, the Certified Mail form has four panels to complete: Campaign Settings, Campaign Email, Landing Page Settings, and Reminders.

Each section below will walk you through the four panels on the Certified Mail form.

Campaign Settings Panel

Campaign Name Example: Pride and Prejudice Super Review Team: Round Two

When should we send this campaign? Select the date you want the campaign to be sent to your reviewers.

How long should readers have to download? Select how long you want the links to remain active Example: Readers should have four weeks to download their copy of the book

Book to Send Select the book from the drop-down menu. If you haven’t uploaded the book yet, click Add New on your dashboard and upload the book.

Email Addresses Paste your list of email addresses, one per line. View your review team spreadsheet and highlight and copy the email address column and paste it all at once into the address box.

How to add one reviewer contact per line

If you want to include first names, highlight the first names AND email addresses in your spreadsheet, and then paste them all at once.

Campaign Email Panel

Mail Subject The subject of the email each reviewer will receive.

Mail Greeting The greeting appears above the download link in the campaign email. This must be kept short (two to three sentences), otherwise, some readers will never scroll down enough to see the download link.

Mail Body The mail body appears below the download link we insert into the campaign email. Use this text to get reviewers excited about your latest masterpiece, to communicate review instructions, and/or to remind them of their agreement to post a fair and honest review in exchange for an early copy of this book.

Variables in Your Campaign Emails Anywhere you see {{title}} in our text defaults, the title of the book will be inserted into the campaign email when it is sent. {{ }} will not be displayed in the message. Send yourself a test email if you aren’t sure how variables will be displayed and want to see the results of the {{title}} variable we use. Learn how to use the {{name}} variable correctly below.

Send Test Type in your email address to send yourself a copy of the campaign email. If you pasted first names alongside email addresses, you can test the {{name}} variable here. Example: Julie, julie@emailaddress.com

Landing Page Settings Panel

Page Layout Changes the layout of the page and location of the book cover. Only the BookFunnel 2017 layouts support background and accent color changes.

Page Background Changes the background color of the page

Page Accent Color Changes the color of the button and Heading 1

Include 3D effects on book cover Adds a 3D page effect to your book cover

Page Title The internet browser tab will display this above your page at the top of the browser

Heading 1 The first and largest text on the page. If you select a Page Accent Color above, this text will be displayed in the accent color. Select “Use a custom heading” to type your own heading, or select one of our default options.

Heading 2  This is a smaller font than Heading 1. Select “Use a custom heading” to type your own heading, or select one of our default options.

Button Text This is the text on the button readers will click to download the book files.

Page Text You can leave this blank, use your book description, or use custom text on your download page. If you use the book description default, any changes to your book description’s text will automatically sync to this page.

Reminders Panel

Send a Reminder Email Tickbox Optionally send readers an email halfway through the campaign to remind them to download the book. If they have already downloaded the book, the message they receive will offer help in case they have had trouble opening the book file.

Reminder Message The reminder email will also include any additional text you provide here.

Send Test Type in your email address to send yourself a copy of the reminder email.

Reminder Email Text

If you check the box to send a reminder email, the body of the email will say one of two things:

If they HAVE downloaded the book:

“It looks like you downloaded your copy of {{title}}.”

If they HAVE NOT downloaded the book yet:

“It looks like you haven’t downloaded your copy of {{title}}.”

The reminder email then includes the download link again, offers help, and includes any additional text you provided.

Send a follow-up email Tickbox Schedule an email to be sent to everyone that downloaded the book and include links to the bookstores where you want them to post a review. This email must include a link that readers can click to post a review.

Follow-up Date The date your book is released and you want reviewers to be notified that it is available for review.

Follow-up Email Subject The subject line of the follow-up email readers that downloaded the book will receive.

Follow-up Review Instructions This text should tell readers where they can post their review(s).

Send Test Type in your email address to send yourself a copy of the follow-up email.

Follow-up Email Text

If you check the box to send a follow-up email, it will be sent to the readers that downloaded the book. The follow-up email will say:

“It’s time to review {{title}}! You’re receiving this email because you downloaded {{title}} by {{author}}, and now it’s time to review.”

The email then includes any additional text you have provided and the store link(s) where the reader can post their review.

Duplicate a Certified Mail Campaign

If you forgot a few readers in the first round and need to send out more review copies, it is easy to duplicate your Certified Mail campaign.

  1. Click Certified Mail on your BookFunnel dashboard.
  2. Click the duplicate button next to the left of the campaign you want to copy.
  3. Select “Without Readers” to duplicate a campaign and send it to different readers. Select “With the same readers” to send another campaign to the same email list.
  4. The duplicate will appear in the Current Campaigns table as a draft. Click the edit icon next to the duplicate campaign to customize it.
  5. Select a new book or make any necessary changes to the campaign.
  6. Click Save Campaign and review your form.
  7. If everything looks good, check the tickbox “I’m really ready!”
  8. Click Schedule Campaign.

Once the campaign has been sent, email your review team!

Let them know to check their inboxes. Certified Mail campaign emails will come from help@bookfunnel.com. If they don’t see the email in their inbox and you know you sent it, they can locate their copy in their BookFunnel Library.

Address Reviewers by First Name

Paste email addresses and first names into your Certified Mail campaign and personally address each reader by name. How does it work? By using the {{name}} variable!

Step One: Add reviewer names and emails to campaign

  1. Open your spreadsheet of reader email addresses
  2. Make sure the name column is next to the email column If the two columns are not currently side-by-side, rearrange your spreadsheet until they are side by side. Pasting additional data fields will cause problems.
  3. It doesn’t matter if the name is before or after the email, either is fine
  4. Highlight and copy the name and email address cells (do not highlight any other column)
  5. Paste the data into your campaign

Alternatively, you can type names and email addresses into the campaign form, one person per line. No commas, tabs, colons, or special characters, just one name and one email.

As long as one name and one email are on the same line, BookFunnel will do the right thing. Don’t paste any extra data, only the reader’s email address or their name and email address.

Each contact must be on its own line, like so:

Step Two: Insert Name Variable

Use the name variable anywhere you want the campaign to display the reader’s name. This is exactly how you will type the variable:

{{name}}

Here is an example of how you could use the {{name}} variable in the subject line and body of your Certified Mail campaign:

And here is how the name would be displayed in the subject and body of the outgoing email:

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