How to Trigger a Mail Piece from Follow Up Boss

Introduction

Once you’ve set up the integration between Follow Up Boss (FUB) and Click2Mail’s CRM Hub, initiating mail pieces becomes a streamlined process using Follow Up Boss’s tag system. This guide provides step-by-step instructions for triggering a mail piece, monitoring its status, and understanding the tag reformatting process.

Steps to Trigger a Mail Piece

Step 1: Assign the Tag

1. Log in to your Follow Up Boss account.

2. Navigate to the People section and select the contact(s) you want to send a mail piece to.

3. Add the tag you specified during the Click2Mail integration setup (e.g., “Beta”) to the contact’s profile.

   • Note: The tag must match the one configured in Click2Mail’s CRM Hub during the setup process.

Step 2: Mail Piece Processing

1. Once the tag is assigned, Click2Mail’s CRM Hub will detect it within a few minutes.

2. The system will generate the mail piece based on the data mapped and the selected Click2Mail template.

Step 3: Monitor the Tag Update

1. After the mail piece is successfully processed, the tag in Follow Up Boss will automatically update to reflect the mailing date in the following format:

   • {TagName}[Date]
     Example: If the tag was “Beta” and the mail piece was generated on October 1, 2024, the tag will update to Beta01OCT2024.

2. If a mail piece is sent more than once for the same contact on the same day, a counter will be appended to the tag to indicate multiple mailings:

   • Example: Beta01OCT2024[2] indicates the second mailing for that contact on October 1, 2024.

Notes and Best Practices

• Tag Consistency:
  Use the exact tag specified during integration setup. Mismatched tags will not trigger mail piece processing.

• Avoid Duplicate Mailings:
  Be cautious when assigning tags. Assigning the same tag multiple times to the same contact on the same day will generate duplicate mailings.

• Error Handling:
  If a mail piece is not processed or if an error occurs, check the Logs section in Click2Mail’s CRM Hub for troubleshooting details. Resolve any issues and reapply the tag to retry.

• Batch Processing:
  For bulk mailings, assign the specified tag to multiple contacts at once in Follow Up Boss to trigger mail piece generation for all selected contacts.

Conclusion

The Follow Up Boss tag system makes triggering mail pieces quick and efficient. By adding a simple tag, you can automate the mailing process, track the status through tag updates, and manage mail pieces for multiple contacts seamlessly.