Trying out the Mass Mailing Feature at TeamLab

30 March 2012 By Elena 17 234

Click to zoom inAs someone of you already knows, an important feature was added into the CRM module with the latest release and I would like to lay our cards on the table. The option I’m telling you about is mass mailing and it’s available in beta version only. Reading this post, you will learn how to access, use and enjoy it forgetting any other email marketing services. Let’s stipulate at the very beginning that only portal administrators have the right to all these advantages!

From now on you can generate a recipient list and use any third-party emailing program or try out sending emails to your customers via TeamLab internal engine. To do that, please proceed through the following steps:

1. Enter your TeamLab portal using your personal login details.

2. Open the CRM module clicking the corresponding link in the middle of the start page or at the very top of any other page.

3. The ‘Contacts’ tab will open letting you select recipients of your future email checking the boxes next to them. You can also use filters to facilitate the search for the needed clients and a box at the very top to mark all the contacts displayed in the list.

4. Click the ‘Send Email’ button over the contact list.

5. Select the ‘Internal SMTP’ option.

Note: bear in mind that you can send an email to maximum 1,000 recipients at once.

Click to zoom in6. If the SMTP server is not configured for your portal yet, you will see the ‘Configure the SMTP’ window where you will need to set the server parameters:

  • Host – specify the domain name you use.
  • Port – specify the email port. The standard SMTP port is 25.
  • Authentication – check the box to ensure that only the authorized users can use the server.
  • Host Login and Host Password – specify your login and password in order to access the SMTP server, if needed.
  • Sender Display Name – specify the name of the sender which will be displayed in the ‘From’ field.
  • Sender Email Address – specify the email address of the sender.
  • Enable SSL – check the box to enable encryption in client-server communications.

After you finished, click the ‘Save’ button.

Note: if you need to make some changes to some SMTP settings you can do that on the 'General Settings' page of the CRM module.

Click to zoom in7. The ‘Compose Mail’ page will open. In the ‘From’ field you will see the sender name and email address indicated while configuring the SMTP server. The ‘To’ field shows the number of the selected contacts. All you need to do is enter the ‘Subject’ for your letter and type in your message. The ‘Formatting Toolbar’ helps you format your text changing font style, font color, alignment, size etc. You can find more precise information on how to use these tools in our Help Center.

If you need to add some variables to your message make use of personal tags.

For example, if you wish to add the recipient name to the salutation, just place the mouse cursor at the point where you want the variable to be added, then select an appropriate tag from the drop-down list and click the ‘Add to Letter Body’. In our case it will be: ‘FirstName’ and ‘LastName’ as we send our letter to ‘Persons’. As a result, you will see the following line: Dear $(Person.First Name) $(Person.Last Name).

The necessary data will be automatically taken from your TeamLab CRM customer database.

You can also attach a certain file to your message. Click the ‘Show file attachment panel’ link below the ‘Letter Body’ field and using the ‘Attach File’ button browse your hard disk drive for the necessary file.

You can also store this letter in history checking the corresponding box. If you do so, this email will be added to the ‘History’ tab displayed on each customers’ page.

8. Click the ‘Next (to preview)’ button to preview your email.

Note: the following text watermark will be included into your letter: "Powered by".

9. Click the ‘Send’ button to proceed or the ‘Back’ button if you need to edit the letter.

Click to zoom in10. After you pressed ‘Send’, the ‘Sending Mail’ page will open to let you follow the sending process. Clicking the ‘Abort blanket mailing’ button, you can cancel the process. On this page, you will see the progress in percent as well as total emails, how many of them have been already sent, estimated end time, and errors if any occurred.

That’s all! Now you can start trying out this new feature helping TeamLab CRM become a full-featured integrated tool for creating, maintaining, and enriching the customer data base of a company. Thank you in advance! If you face some errors or bugs, please do not hesitate to write to us at

Comments (17)
  1. Ulrich - Reply
    April 2, 2012 at 10:49 am

    Will we see a fully-fledged IMAP eMail soon?

    • Elena - Reply
      April 2, 2012 at 12:39 pm

      Ulrich, we’re working hard on the email module right now and plan to introduce it by the end of the spring. Our current priority is the optimization of the projects section though. Soon you’ll be able to make use of its new interface that enables you to work more conveniently, to assign tasks to several users, and much more.

  2. Tony - Reply
    April 22, 2012 at 10:56 am


    Will that include creating tasks by email?

    • Elena - Reply
      April 24, 2012 at 9:07 am

      Hello Tony,
      Unfortunately, the next TeamLab SaaS version won’t include this feature. But you can always add your idea and vote for other users’ ones on our special feedback page. You can be sure that all suggestions are checked out there!

  3. natalie - Reply
    June 5, 2012 at 3:40 pm


    is mass mailing available now or is it still possible only in beta version?

    • Elena - Reply
      June 6, 2012 at 11:48 am

      Hello Natalie,
      The mass mailing feature is still available in the beta version only.

      • natalie - Reply
        June 6, 2012 at 11:51 am

        Ok, is it possible to download the beta version?

        • Elena - Reply
          June 6, 2012 at 12:24 pm

          This feature is included into TeamLab, i.e. it makes a part of your TeamLab portal, you don’t need to download anything.

        • Elena - Reply
          June 6, 2012 at 4:47 pm

          Obviously, you are using an older TeamLab open source version. A new version already available at SourceForge includes the CRM module that contains the mass mailing feature. To access it, please proceed through the following steps:
          1. Log in into your TeamLab portal.
          2. Open the CRM module.
          3. Select the contacts on the ‘Contacts’ page you want to send an email to.
          4. Click the ‘Send Email’ button.

  4. David Esrati - Reply
    June 13, 2012 at 6:38 pm

    Does it include tracking of opens and clicks? Will that report in the crm contact page so we can see who expressed interest?
    We’ve been looking for a solution that will do this- elegantly.
    Thank you

    • Elena - Reply
      June 14, 2012 at 9:26 am

      Hello David,
      Unfortunately, this feature doesn’t include the options you need, but you can add your suggestions to our feedback page where you can also view and vote for other users’ ideas as well as track their status. Every feedback counts!

  5. David Esrati - Reply
    June 14, 2012 at 1:47 pm

    Hi Elena- but the SAS version does have mass email capability now? Just not tracking?
    It’s really pretty critical in CRM to be able to see who is most interested in different things so when you follow up- you can make good guesses at where to start in your sales process.
    I’ll add it to the feedback page.

    • Elena - Reply
      June 15, 2012 at 5:08 pm

      Hello David,
      The SaaS version has the mass mailing feature but with the ‘beta’ label and not tracking.
      Thank you for adding your suggestion to our feedback page! 🙂

  6. Tony - Reply
    October 25, 2012 at 5:49 am

    For mass mailing I would prefer to have an integration with MailChimp or similar.
    I believe that creating the integration would be a better use of development time and a better end user experience than reinventing another built-in service.

    • Elena - Reply
      October 25, 2012 at 8:24 am

      Hello Tony,
      Thank you for your suggestion! Please add it to our special feedback page.

  7. jacob wallace - Reply
    September 30, 2014 at 12:33 am

    I handle such information much. I was looking for this certain info for a long time.,Thanks and best of luck.

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