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Email Reports Overview

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Stephanie Stone
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The Email Reports tool provides a detailed, in-depth overview of who receives, opens, clicks, or reports your sent emails. This tool is essential in understanding the reach and impact of your sent emails, so you can go back and see what is effective. This article will detail the data points and features of the Email Reports tool.


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Building a Report: Email Report

To access the Email Reports tool and build a report from the Email Report category, do the following:

  1. In the top toolbar in SharpSpring, click
    Analytics > Email Reports.
  2. Click the Select a Report button.
  3. In the drop-down menu that appears, select
    Email Report.
  4. Click Select Email(s).
  5. In the drop-down menu that appears, click the checkboxes next to the desired email(s) that you want in the report.
  6. Optionally, add filters.
  7. Click Build Report.
  

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Note: If you make any errors in entering your report parameters, click the X button next to Build Report.


Building a Report: Emails with the Tag

To access the Email Reports tool and build a report from the Emails with the Tag category, do the following:

  1. In the top toolbar in SharpSpring, click
    Analytics > Email Reports.
  2. Click the Select a Report button.
  3. In the drop-down menu that appears, select
    Emails with the tag.
  4. Click Select an Email Tag.
  5. In the search box of the drop-down menu that appears, enter the desired tag.
  6. Optionally, add filters.
  7. Click Build Report.

The box will populate with only tags that have been saved to emails. You cannot enter into the box tags that have not been saved to emails.

  

Click to enlarge.
Note: If you make any errors in entering your report parameters, click the X button next to Build Report.


Building a Report: Emails in an Action Group

To access the Email Reports tool and build a report from the Emails in an Action Group category, do the following:

  1. In the top toolbar in SharpSpring, click
    Analytics > Email Reports.
  2. Click the Select a Report button.
  3. In the drop-down menu that appears, select
    Emails in an action group.
  4. Click Select an Action Group.
  5. In the search box of the drop-down menu that appears, enter the desired action group.
  6. Optionally, add filters.
  7. Click Build Report.

The box will populate with only action groups that have been created. You cannot enter into the box action groups that do not exist.

  

Click to enlarge.
Note: If you make any errors in entering your report parameters, click the X button next to Build Report.


Optional Filter: Filter by Send Date

When building a report, you can further refine the presented data. To add Send Date filters to an email report, do the following:

  1. Begin building an email report.
  2. Click the + button.
  3. In the drop-down menu that appears, select
    Filter by Send Date.
  4. In the date range box that appears, click the arrow.
  5. In the date boxes, enter the desired dates.
  6. Click Select Range.
  

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Note: The Date Ranges menu has several pre-populated date ranges. Selecting one of the pre-populated ranges will automatically enter a relevant date range.

 


Optional Filter: Filter by List

When building a report, you can further refine the presented data. To add List filters to an email report, do the following:

  1. Begin building an email report.
  2. Click the + button.
  3. In the drop-down menu that appears, select
    Filter by List.
  4. In the drop-down menu that appears, click the checkboxes next to the desired lists.
  5. Click outside the drop-down menu to confirm your selection.

When creating lists, be aware that building lists based on Site or Email Actions may have the list contain fewer members than the corresponding email report due to users with cookies or Javascript disabled.

  

Click to enlarge.
Note: You can type in a list keyword in the search box to find an appropriate list.


Optional Filter: Filter by List Tag

When building a report, you can further refine the presented data. To add List Tag filters to an email report, do the following:

  1. Begin building an email report.
  2. Click the + button.
  3. In the drop-down menu that appears, select
    Filter by List Tag.
  4. In the drop-down menu that appears, click the checkboxes next to the desired list tags.
  5. Click outside the drop-down menu to confirm your selection.
  

Click to enlarge.
Note: You can type in keywords in the search box to find an appropriate list.


Reviewing Email Reports

The email report will populate with various metrics across multiple sections.

Email Statistics

The report will display several statistics regarding the email:

  


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Statistic   Description
Delivered
Emails		  

This section lists all emails that were delivered to contacts. This
does not include contacts that were suppressed.

Unique
Opens

  

This is the number of emails that were opened by unique contacts.

Unique
Clicks

  

This is the number of emails that were clicked through by
unique contacts.

Total
Clicks

  

This is the number of emails that were clicked through by contacts.
Certain contacts may have clicked through an email multiple times.

Unsubscribes

   This is the number of emails that were unsubscribed from.

Spam
Complaints

  

This is the number of emails that were reported as spam mails.

Hard
Bounces

  

This is the number of emails that were rejected by the recipient
ISP and are marked as permanently undeliverable.

Soft
Bounces

  

This is the number of emails that were rejected by the recipient
ISP and are marked as temporarily undeliverable.

Messages
Sent

  

This is the total number of messages sent to contacts and does
not include suppressions.



Recent Email Jobs

This section details when the email was last sent, and who the email was sent to. The section has clickable links to the previous few instances of when the email was sent. The section also provides a graph on delivery rates.

Top Clicks 

This section provides information on the contacts who most clicked through the email. The section has clickable links to applicable contacts. The section also provides a graph on engagement rates, denoting the instances of opened emails, unopened emails, clicks, and unsubscribes.


Top Domains

Domains are the email addresses that the email was sent to. This section breaks down the domains of the recipients, and it shows how many recipients share the same domain. The section provides a graph on the top five domains our recipients use.


Top Links

This section provides information on the number of clicked links in the email. If there are multiple links in the email, then the links will be listed in this section in order of most clicked to least clicked. The section also provides a graph on how many times different links were clicked. The top links in this breakdown are non-unique clicks across all emails in the report.


Unsubscribe Survey Results 

This section provides the survey results from unsubscribed emails. The section provides a graph on the occurrences of the results.


The Overview Tab: Saving the Report

The Overview tab contains information at-a-glance. You may want to save the report for any number of purposes, such as archiving email campaigns. SharpSpring provides you the ability to save an unlimited number of email reports to your account.

To save email reports to your SharpSpring account, do the following:

  1. Click Save Report.
  2. In the modal window that appears, enter a title for the report.
  3. Click Save.
  

Click to enlarge.


The Overview Tab: Exporting Reports

The Overview tab contains information at-a-glance. To export the information contained in the overall email report as a .PDF or .CSV file, or to export individual parts of the report as a .CSV file, do the following:

  1. Click  cog.png  Settings > Export.
  2. In the drop-down menu that appears, choose your desired export parameter.
  3. In the new browser tab that opens, save the exported file.

Saved .CSV files will download to your Internet browser's default download folder. Refer to your browser's help documentation for more information on how to access downloaded files.

  

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Note: Different .PDF reader programs have different saving functions. Refer to your .PDF reader's help documentation for more information on how to save files.


The Overview Tab: Sending Emails

To send emails to specific contacts, do the following:

  1. Click  cog.png  Settings > Send Email.
  2. In the drop-down menu that appears, select the category of contacts to send the email to.
  3. In the modal window that opens, in the Time/Date section, select a desired date.
  4. If desired, click the checkbox to send the email to everyone on the list—even those who have already received the email.
  5. In the Email section, select the email to send.
  6. Click the Schedule Email button.
  7. In the window that appears, click OK.
  

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Note: You can type in keywords in the search box to find an appropriate email.

 


The Overview Tab: Scheduling Reports

For information on scheduling a report, refer to Saving and Scheduling Reports.


Deleting a Saved Report

To delete a saved report, click
cog.png  Settings > Delete Saved Report.		  
Important: This process is irreversible.

 


The Delivery Tab: Viewing Contact Groups

The Delivery tab provides details on the contacts who were sent the email. These contacts are sorted into the same groups as they are in the Overview section. To view the individual contact groups, do the following:

  1. Click the Unsubscribes button.
  2. In the drop-down menu that appears, click the desired contact group.


The selected contact group will appear. The email report provides information on the following:

  • Individual recipients
  • Time since recipients were last engaged
  • Time since recipients were last sent an email
  • Time since recipients last had an email delivered
  


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Note: The Unsubscribes button is set to Unsubscribes by default.


The Delivery Tab: Exporting Contact Groups

The Delivery tab provides details on the contacts who were sent the email. These contacts are sorted into the same groups as they are in the Overview section. To export the individual contact group information, click the Export button. The exported information will appear in the Export Manager section of the Contact Manager.  

Click to enlarge.
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