Email Campaign

The Email Campaign in ERPNext is used to automate the process of sending a series of marketing or follow-up emails to Leads, Contacts, or Email Groups. Instead of sending emails manually, you can schedule a sequence of emails that are delivered automatically according to a predefined timeline.

Email Campaigns are commonly used for product introductions, customer onboarding, promotional offers, event invitations, product updates, and lead nurturing. Each campaign follows the schedule defined in its linked Campaign, ensuring that recipients receive the right message at the right time.

An Email Campaign combines campaign planning, recipient management, email templates, and automated scheduling into a single workflow.

Prerequisites

Before creating an Email Campaign, ensure the following records already exist:

• Campaign – Defines the overall marketing initiative and email schedule.
• Lead, Contact, or Email Group – Identifies the recipients.
• Email Template – Contains the content of emails to be sent.
• Configured Email Account – Required to send emails from ERPNext.

How to Create an Email Campaign

To create an Email Campaign, go to:

Home > CRM > Campaign > Email Campaign

Step 1: Create a New Email Campaign

• Open the Email Campaign list.
• Click New.

Step 2: Select the Campaign

Select the Campaign for which you want to create the Email Campaign.

The selected Campaign contains the predefined email schedule, templates, and sending intervals that ERPNext will follow.

Step 3: Set the Start Date

Specify the Start Date of the Email Campaign.

All emails in the campaign are scheduled relative to this Start Date.

For example:

If the Start Date is 1 July, ERPNext automatically schedules the emails as follows:

Step 4: Select the Recipient Type

In the Email Campaign For field, choose the type of recipient.

• Lead – Send emails to potential customers.
• Contact – Send emails to existing customers or business contacts.
• Email Group – Send emails to multiple recipients simultaneously.

Step 5: Select the Recipient

Choose the specific Lead, Contact, or Email Group that should receive the campaign emails.

If an Email Group is selected, ERPNext sends the campaign to every member of that group.

Step 6: Select the Sender

Select the ERPNext user whose configured email account will be used as the sender.

Step 7: Save the Email Campaign

After saving:

• ERPNext calculates the campaign schedule.
• The Start Date and End Date are generated automatically.
• Emails are queued according to the Campaign schedule.

Understanding Campaign Scheduling

Every Email Campaign follows the schedule configured in the linked Campaign.

Each email template has a Send After (Days) value that determines when it should be sent.

Example:

If the campaign starts on 10 August, the emails will be scheduled as follows:

The Email Campaign End Date is calculated automatically based on the final scheduled email.

Creating Multiple Email Campaigns

A single Campaign can be reused to create multiple Email Campaigns for different recipients.

This is useful when:

• Sending the same campaign to multiple Leads.
• Targeting different Contacts individually.
• Running the campaign for multiple Email Groups.

To create another Email Campaign:

1. Open the required Campaign.
2. Go to the Dashboard.
3. Under Email Campaigns, click the + button.
4. Create a new Email Campaign for another recipient.

Features

Linked Communication

Every email sent through an Email Campaign is automatically recorded in ERPNext.

The Communication timeline stores:

• Sent emails.
• Email delivery history.
• Email conversations.
• Replies from recipients (where applicable).

This provides a complete communication history directly within the Email Campaign document.

Unsubscribe from Email Campaign

Marketing emails can include an Unsubscribe link.

If a recipient unsubscribes:

• No further emails are sent.
• The recipient is removed from the campaign.
• The Email Campaign status changes to Unsubscribed.

This helps organizations comply with email marketing best practices and ensures recipients can opt out whenever they choose.

Using Dynamic Fields in Email Templates

ERPNext allows Email Templates to display recipient-specific information using dynamic fields.

Instead of creating separate templates for every customer, placeholders are automatically replaced with actual values when the email is sent.

Example template:

Hello {{ doc.first_name }},

Thank you for your interest in our products.

When sent, the email becomes:

Hello John,

Thank you for your interest in our products.

Commonly used dynamic fields include:

• {{ doc.first_name }}
• {{ doc.last_name }}
• {{ doc.company_name }}
• {{ doc.email_id }}

Dynamic fields make every email personalized while allowing a single Email Template to be reused for multiple recipients.

Email Campaign Status

Scheduled

The Email Campaign has been created, but its Start Date has not yet arrived. No emails have been sent.

In Progress

The campaign has started, and ERPNext is sending emails according to the configured schedule.

Completed

All scheduled emails have been sent successfully, and no further emails remain.

Unsubscribed

The recipient has opted out of the campaign, and ERPNext immediately stops sending any remaining scheduled emails.

Benefits of Using Email Campaigns

• Automates repetitive email communication.
• Sends emails according to predefined schedules.
• Supports personalized emails using dynamic fields.
• Maintains a complete communication history.
• Enables automated lead nurturing.
• Allows one Campaign to serve multiple recipients.
• Supports unsubscribe requests automatically.
• Improves consistency across marketing campaigns.

Email Campaigns help businesses automate customer communication while delivering timely, personalized, and trackable email interactions throughout the sales process.