Partnerships CRM

Partnerships CRM: Email Ops

Email Ops is the outbound comms workspace inside /admin/partnerships.

What This Tab Handles

  • template library for reusable outreach messages
  • mail merge sending
  • merge-field picker and per-recipient preview
  • sender identity from signed-in exec
  • Gmail sync status and setup entry point

Sender Model

Mail merges send as the signed-in admin user.

The backend resolves sender from auth context and validates sender email before sending. If sender email cannot be resolved, send is blocked with an input error.

Template Lifecycle

Create Template

Required fields:

  • name
  • subjectTemplate
  • bodyTemplate

Optional fields:

  • description

Edit Template

Templates support partial update. At least one editable field must be provided.

Archive Template

Archive is soft-delete behavior:

  • template is hidden from normal pickers
  • historical records remain intact
  • archived template cannot be used for new sends

Supported Merge Fields

Configured in backend (massEmail.js):

TokenMeaning
{{recipient_first_name}}partner contact first name
{{recipient_last_name}}partner contact last name
{{recipient_full_name}}partner contact full name
{{recipient_email}}partner email
{{sender_first_name}}signed-in sender first name
{{sender_last_name}}signed-in sender last name
{{sender_full_name}}signed-in sender full name
{{sender_email}}signed-in sender email
{{company_name}}partner company
{{contact_name}}partner contact name
{{event_name}}selected CRM event name
{{event_year}}selected CRM event year

Validation behavior:

  • unknown tokens are rejected at save/send
  • token format must be {{token_name}}

Mail Merge Flow

  1. Open Mail Merge.
  2. Select recipients.
  3. Optionally select event context.
  4. Choose template or write one-off subject/body.
  5. Preview output for selected recipients.
  6. Send.

Backend behavior:

  • max recipients per request: 200
  • sends run in batches
  • each recipient has individual result status
  • successful sends write outbound communication logs

Result Handling

Send response includes:

  • totals (sent, skipped, failed)
  • per-recipient failures with reason
  • template usage update (lastUsedAt) when applicable

Useful operational pattern:

  • immediately filter failed recipients
  • fix missing email/template issues
  • rerun the mail merge for failures only

Communication Log Write-Back

For successful sends, the backend creates communication entries with:

  • channel: email
  • direction: outbound
  • source: manual mail merge flow
  • event context (if selected)
  • rendered subject/summary context

This ensures partner timelines show both manual notes and mail merge sends.

Limits And Guardrails

  • template cap: 200
  • recipient cap: 200 per send
  • body/subject cannot render to empty text after merge
  • archived templates are blocked from send

Where To Read The Code

  • frontend tab: bt-web-v2/src/components/PartnershipsCRM/EmailTab.tsx
  • mail merge dialog: bt-web-v2/src/components/PartnershipsCRM/MassEmailDialog.tsx
  • merge picker: bt-web-v2/src/components/PartnershipsCRM/MergeFieldPicker.tsx
  • backend logic: serverless-biztechapp-1/services/partnerships/massEmail.js
  • route wiring: serverless-biztechapp-1/services/partnerships/handler.js
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