Qdabra’s New Email Builder Tool - Mel Balsamo

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Mel Balsamo

Qdabra’s New Email Builder Tool


Everyone gathers contact information. Let’s face it: people are the backbone of our business and we need to know how to reach them. We gather this information by collecting the data in forms. Unfortunately, it can be very difficult to reuse this information for other programs, such as an email list. So if you have ever wanted to pull email information out of existing forms in order to reuse that data for sending emails, then Qdabra’s new email builder tool is the answer for you! Our new Email Builder tool is a great way to send out polished, personalized e-mails to one or more recipients based on data residing in a separate InfoPath form.

This exercise assumes that you have a document type in DAT that maps to a database and stores information that is essential when sending emails, like an email address. The diagram below shows an example of this process:



1. Download the templates from this address and save to your DAT using the New Configuration button.

2. Install PT_EmailBuilder template and the QdEmailRecord template as separate DocTypes.  For information on creating new DocTypes, refer to DBXL’s Getting Started manual

3. Additionally you will need to map the QDEmailRecord DocType to a database.

a. Create a table in your SQL database named EmailRecord with the following columns and data types:


b. Map each column to node paths specified below: (For additional help on mapping to Databases, review How to Create Database Mappings in DBXL.)


Using Email Builder

Once this is complete, you are now ready to test the Email Builder tool. From DAT, launch PT_EmailBuilder by double-clicking on the EmailBuilder form template in your DAT. Your new Email Builder will launch.

Set the name of your email template and add a company logo using the Insert Picture field:


Next, enter the details that will be shared with others. This information will appear at the bottom of your completed email.


Add information for your Subject Line, Greeting and Farewell:


Add your email body: (Note that most text formatting will be acceptable in this format.)


Finally, upload a signature image and title to sign the email.


Now let’s go and add some recipients!

Click on the “Pick People” tab:


You will now choose the DBXL document type that you use to store your contact information. 


You will also indicate the table that references the information you want to capture.


Choose the column that contains your recipient name and the contact email address. You can use the Alt. Identifier Columns if you need to specify between same names or other information that may appear to be duplicated (i.e., if you have two Joe Smiths in your data).


You can also choose to filter the contact list to better customize your list. You can also choose to filter the contact list to better customize your list. For example, you can filter using the contact’s CompanyID and specify a value, or filter through the LastContactDate, etc.


After clicking the “Find Email Recipients” button, a list of contacts will display to match your filter criteria.  You can now send your emails individually, or you can also choose to cancel an email.


Save your email template using the “Save Email” button located at the top of the page. You will now have a reference that will contain the exact email that was sent in case you want to reuse it. You will also be able to see whom you sent that email to when you last sent it out, which will be very useful for recurring emails.

So now that we have whom we want to email, let’s see what our email will look like!

Click any link marked “Email” to any of the recipients.

Your Outlook will launch and will display your email, address, etc. Click “Send” and your email will be sent! Please note that you will have to send each email separately. (If you are sending out marketing materials, this will be helpful in having them not sent to the SPAM folder!)


You can click the “Done” button to put a date and time stamp on the sent email that is logged in the database. It is that easy!


You will also be able to see a list of the people you have sent emails to. After you click “Done”, each recipient will show up with a date and time stamp that the email was sent.


Once you started using the Email Builder, you will discover how easy it use to manage and send emails and keep organized at the same time.

Download the Email Builder tool

"Limitation: due to security restrictions in InfoPath’s email adapter our Email Builder tool currently requires manually clicking a button to send each request. As such, it is not a good solution if you have more than 100 customers. For larger lists you can use Report Builder tool in DBXL v2.5 to generate an Excel Spreadsheet and upload that to Mailchimp. We are working on a way to automate the Email Builder tool so that you can do large bulk emailings without having to click through each send."


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