The Email Reports tool provides a detailed, in-depth overview of who receives, opens, clicks, or reports your sent emails. This tool is essential to understanding the reach and impact of your sent emails, so you can go back and see what's working and what's not. This article will detail the data points and features of the Email Reports tool.
This article is broken down into the following sections:
- Accessing Email Reports
- Building a Report
- Reviewing Email Reports
- Understanding the Overview Tab
- Understanding the Delivery Tab
The following users can create and analyze Email Reports:
- Marketing Manager
Accessing Email Reports
To access the Email Reports tool, do the following:
Step One: In top-left corner of SharpSpring, hover over Analytics.
Step Two: In the drop-down menu that appears, click Email Reports.
Building a Report
To build an email report, do one of the following:
Step One: Click the Select a Report button.
Step Two: In the drop-down menu that appears, select one of the following:
- Email Report
- Emails with the tag
- Emails in an action group
Step Three: Depending on which option you select, do the following:
Step A: Click Select Email(s).
Step B: In the drop-down menu that appears, click the checkboxes next to the desired email(s) that you want in the report.
Emails with the tag:
Step A: Click Select an Email Tag.
Step B: In the search box of the drop-down menu that appears, enter the desired tag.
Note: 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.
Emails in an action group:
Step A: Click Select an Action Group.
Step B: In the search box of the drop-down menu that appears, enter the desired action group.
Note: The box will populate with only action that have been created. You cannot enter into the box action groups that do not exist.
Step Four: To add optional filters, click the + button.
Note: If you do not wish to add filters, proceed to Step Eight.
Step Five: In the drop-down menu that appears, select one of the following:
- Filter by Send Date
- Filter by List
- Filter by List Tag
Step Six: Depending on the option you select, do the following:
Filter by Send Date:
Step A: Click Filter by Send Date.
Step B: In the date range box that appears, click the arrow.
Step C: In the date boxes, enter the desired dates.
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.
Step D: Click Select Range.
Filter by List:
Step A: Click Filter by List.
Step B: In the drop-down menu that appears, click the checkboxes next to the desired lists.
Note: You can type in a list keyword in the search box to find an appropriate list.
Step C: Click outside the drop-down menu to confirm your selection.
Filter by List Tag:
Step A: Click Filter by List Tag.
Step B: In the drop-down menu that appears, click the checkboxes next to the desired list tags.
Note: You can type in keywords in the search box to find an appropriate list.
Step C: Click outside the drop-down menu to confirm your selection.
Step Seven: Click Build Report.
If you make any errors in entering your report parameters, click the X button next to Build Report.
Reviewing Email Reports
The email report will populate with various metrics across multiple sections.
The report will display several statistics regarding the email:
- 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.
Below is an example of an email report:
Recent Email Jobs
This section notes 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.
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.
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.
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.
Unsubscribe Survey Results
This section provides the survey results from unsubscribed emails. The section provides a graph on the occurrences of the results.
Understanding the Overview Tab
There is a fair amount of information to view in the email report. This information is broken down and placed into two separate tabs: Overview and Delivery. This section details the various aspects of the Overview tab.
Saving the Report
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, do the following:
Step One: Click Save Report.
Step Two: In the modal window that appears, enter a title for the report.
Note: The report will save to your SharpSpring account.
To view the various settings available for email reports, click the button.
The drop-down menu that appears will have several options. These options—Export, Send Email, Schedule Report, and Delete Saved Report—will be detailed below.
Depending on the option you choose, do the following:
Step One: Click Export.
Step Two: In the drop-down menu that appears, choose your desired export parameter.
Step Three: In the new browser tab that opens, save the exported file.
Send email to specific contacts:
Step One: Click Send Email.
Step Two: In the drop-down menu that appears, select the category of contacts to send the email to.
Step Three: In the modal window that opens, in the Time/Date section, select a desired date.
Step Four: If desired, click the checkbox to send the email to everyone on the list, even those who have received the email.
Step Five: In the Email section, select the email to send.
Step Six: Click the Schedule Email button.
Step Seven: In the window that appears, click OK.
Schedule a report:
For a detailed walkthrough on how to schedule a report, please view the Saving and Scheduling Reports article.
Deleting a Saved Report:
To delete the saved report, click Delete Saved Report.
WARNING: Doing so will delete the report. There is no secondary window or other input involved. This process is irreversible.
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.
Viewing Contact Groups
To view the individual contact groups, do the following:
Step One: Click on the Unsubscribes button.
Note: This button is set to Unsubscribes by default.
Step Two: 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
Exporting Contact Groups
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.
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