Knowledge Base

ONLY IN CAMELOT 3.3 - call our sales department about upgrading if you are still on an older version.

First, go to Reports from the main menu navigator screen, then double-click on the Mail Merge Reports folder, and be sure you see one listed there named "OrderListMailMergeFields". 

If you do not see this "OrderListMailMergeFields" report listed in the Mail Merge Reports folder on your Reports screen, then follow these steps to load it:

1. Download this file (CAMDBUPDATE-ORDERLISTMMFIELDS.FDB) to your Camelot3 program folder.  For network installations, do this on your server machine.  Your Camelot3 program folder path is C:\Program Files\Camelot3, or for windows 64-bit systems it is C:\Program Files (x86)\Camelot3.  This is where you should save the file above when downloading it.

2. Then open Camelot3 (again, on network installations, do this only on your Server machine), and go to Tools > Import > Load Custom Update, and find the CAMDBUPDATE-ORDERLISTMMFIELDS.FDB file you've saved there, and choose to import it.  1 new report will be added.

If you have confirmed that you have this "OrderListMailMergeFields" report listed in the Mail Merge Reports folder on your Reports screen, then continue now with these steps to setup your confirmation email:

1. From the Misc/Setup pull-down menu at the top of your screen, choose Correspondence Definitions

2. Click the Add New Source/Mailout button at the bottom left, type a description of "My New Confirmation Email", and click OK.

3. On the Mailout/Correspondence tab on the right, check the box labeled "Use Report instead of Word Doc"

4. In the "Report to use for Mail Merge" drop-down box there now, choose "OrderListMailMergeFields"

5. In the "Category for Source" box, type "Confirmation Email"

6. Go to the General Tab and in the Short Note/Subject box, type the subject for this email (something like "Appt Confirmation", or whatever you want in the subject), and click OK at the bottom left of this Sources/Correspondences window.

7. Now from the Misc/Setup pull-down menu at the top, choose Marketing Funnels

8. Click the Add New Piece button at the bottom left, and choose Email there.

9. Name your piece "My New Confirmation Email", click Next

10. Choose the "My New Confirmation Email" correspondence definition (which you previously setup in the first few steps here) in the drop-down here for the correspondence definition to use, and click Next.

11. Now on the right of the screen here, under step 1, choose the criteria "Prospect Order from Last Week", then click the customize button.

12. Set your criteria to be as follows:

Notice the open paren starting line 1, the OR at the start of line 2, and the close paren at the end of line 2.  This is so it will include both Booked and Confirmed jobs.

13. once the criteria is set properly, click OK.

14. Under step 2 on the right, click the Email Options button, and choose the Edit this piece's Correspondence/Source Definition option, and on its Mailout/Correspondence tab, confirm that the mail merge report being used is the "OrderListMailMergeFields" report, and click OK

15. Now, again under step 2 on the right, click the Email Options button, and choose the "Customize Email - as Text Only" option.

16. Now type your confirmation email message, choosing whatever mail merge fields you'd like to insert from the "Insert Merge Fields" button at the top (e.g. Title-BillingContact, LastName-BillingContact, Sched Start Date-Time, etc).

17. Once your email message is typed like you want, click OK, and you are now done defining this email marketing piece.

Now to send these emails, you would on a daily basis go to Calls and Mailouts from the main menu navigator screen, and go to the Mailouts tab, and click Refunnel at the bottom there.  It will then show you how many emails you have to send if any (as well as whatever other funnel entries you've setup).  So to send the emails, just click Create Now, and they will appear, and the click Send Now. 

For more information on setting up the program to send emails, click here.

email emails confirmation email confirmation appointment confirmation job confirmation emails