Emails Introduction

What is an Email?

An Email is often referred to as a “Rep Triggered Email”, “Customized Email” or a “1:1 Email”. Emails allows you to send tailored pre-approved content through Email without compromising compliance or regulatory aspects of the communication.

Email is pre-approved email content that is made available to company representatives to use in their communication to HCPs. An Email is sent to an individual customer (one-to-one) and therefore different from marketing email, which is sent to a list of many recipients (one-to-many).

Examples of Email Templates

Use cases for Emails

Email content can be as simple as a Template for confirming face-to-face appointments or information on forthcoming webinars and congresses. It can also deliver scientific and brand communications like clinical papers or links to product webpages or videos. Email is also valuable for companies seeking to build HCP customer journeys by providing an easy way of linking HCPs with existing channels and content.

Terminology

Activator allows for no-code content creation for Emails, using a suite of Layouts and Elements available in the Activator Designer and Editor UI. In the background, Activator will create the HTML required to show the Email in modern Email clients and stores the HTML and assets in Promomats.

When creating and editing Emails in Activator, you will come across different concepts and features. In the below table the key concepts and features are summarized.

Name	Purpose
Layouts	A Layout is a section of Email content that has been created to include a specific set of content options. It could be a Headline with an Image, Caption and a Button. This is prepared to fit your brand style and can be used by Editors to quickly assemble their Email without worrying about styling. Layouts are created by Content Designers to be used by Content Editors when assembling final content pieces. If you’re a Content Editor you can read more about how you can use Layouts to assemble content here: Activator Content Editor | The-Add-Panel If you’re a Content Designer you can read more about creating and editting Layouts here: Creating & Editing Layouts
Helpers	If you have used a Layout and added content to it by, for example, setting the headline text and adding an image and description, you can save this part of your content as a Helper. and will now be available for content creators to reuse and import everywhere using Activator. Go here to read more aboutActivator Helpers
Email Fragments	Email fragments are small sections of information that can be included in your email and sent to the recipient. Email fragments are useful if you have a specific piece of content you want to use on multiple emails.  Email Fragments are described in detail here
Email Tokens	Email tokens are used for personalization in an email. Personalization values are pulled from the Account and User objects and allow emails to contain personalized content like First Name, Last Name or Title. Email Tokens are explained on here.

A Typical Email Creation Flow

1. A content editor or Agency will use the Activator Email Editor to create a new Email from a Template
   Learn more
   

2. Layouts and Helpers are added or removed from the template to create a final structure for their Email.
   Learn more
   

3. The author adds the correct text, links, Content Modules and Email Tokens to their Email.
   Learn more
   

   1. The Editor or Agency can preview their email to see how it responds on Mobile and Desktop
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4. Each time the editor saves their work, Activator saves the email source, the related Assets and the final HTML for distribution in Promomats.
   

5. The Editor or Agency may want to test the Email in Veeva CLM or by sending it to a test Inbox before sending it for final approval
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6. The Email gets MLR approved and will be published to the relevant channels depending on Promomats workflow and configuration.
   Learn more about Activator MLR documents
   

7. The Email is now ready to be sent for Approval in Promomats. It will have a PDF ready for review and have all of the Media and Content Modules linked automatically by Activator!