Go to ortto.com
Home Campaigns Journeys Journeys Email assets in Journeys

Email assets in Journeys

Overview

When setting up an Email asset in a journey, you have the option to use an existing email asset or create a new one. You can start from scratch or use a template to begin.

Accessing email assets

To access email assets you have two options:

  1. Navigate to Marketing > Campaigns > Select your journey > Edit > + > Email.

OR

2. Navigate to > Marketing > Asset Manager > New Asset > Email.

Managing email assets

Create a new email asset

To create a new email

  1. Navigate to add an email asset.
  2. Select Create new and choose Start from scratch or a relevant Template.

Using a template

  • Select the appropriate Template.
  • Optionally apply Brand Book styling.
  • Click Use template to continue.

Next

  • Name your email.
  • Proceed to the Setup page to add a subject line, sender name, email address, and other settings.
  • Move to the Content tab for further editing.

When ready

  • Send a test or proceed to the review tab.
  • Publish the email asset to use it in the journey.
  • The Email asset will be activated ("ON").
  • Click Publish in the top right corner to save your changes.

NOTE:

  • Publishing does not activate the Journey.
  • If you do not publish the Email asset, the shape will be turned OFF.
    • To turn the Email asset ON, go to the journey's edit mode, click on the (...) on the shape, and then select Switch ON.

TIP: Explore email settings.

  1. Learn more about the setup tab.
  2. Learn more about the content tab.
  3. Learn more about the review tab.

Use an existing email asset

To use an existing email asset:

  1. Navigate to add an email asset.
  2. Choose Select existing.

Selecting Select existing displays your assets, where you can:

  • Start from scratch to create a new asset.
  • Duplicate an asset linked to another campaign (check for the campaign name below the asset). Click the asset, then Duplicate & add email. Duplicating is necessary for accurate reporting.
  • Choose an asset not yet linked to another journey/playbook (look for "No campaign" below the asset).
Example of assets linked/not linked to other campaigns.

IMPORTANT: After adding the asset to the journey, if it's linked to another journey, rename the email shape for easier filtering, reporting and condition shapes.

  • To Rename the email, go to the journey's edit mode, click on the (...) on the shape, and then select Rename.

EX:

  • If you don't rename an asset and later try to filter or report on the email, you'll encounter multiple emails with the same name. This can make it difficult to distinguish which one to select in a filter.
  • The same issue applies when using conditions in journeys to track clicks on specific emails. It's important to rename assets to avoid confusion and ensure accurate tracking and reporting.

Contacts waiting on an email asset

On the preview page, you'll find analytics related to the email asset, displayed based on your chosen date range. Adjust the date range by clicking the calendar icon.

Metrics include Sent, Opened and Clicked.

If you see Waiting this means contacts have not been sent the email yet and are waiting to proceed. Contacts typically wait here if your account has an Email limit set.

  • This helps manage email frequency, reducing the risk of unsubscribes.
  • To check or alter this setting navigate to > Settings > Channels > Email > Email.
Example of email limit setting.

To find contacts Waiting:

  1. Navigate to > Recipients on the journey preview page.
  2. Select Entered > Email > Waiting.
    1. This lists all contacts Waiting in any email asset shape.
    2. You can then visit their Profiles to check when they were last sent an email.
    3. Use the Sent email filter to see the date and time of their last email.
    4. Once the Email limit time has passed, the contact will be sent the email.
Example of searching for waiting contacts.

To find contacts Waiting on a specific email asset:

  1. Navigate to > Messages on the journey preview page.
  2. Select … next to the relevant message.
  3. Select View.
  4. Select Recipients.
  5. Select Sent > Waiting.
    1. This lists all contacts Waiting in that specific email asset shape.
    2. You can then visit their Profiles to check when they were last sent an email.
    3. Use the Sent email filter to see the date and time of their last email.
    4. Once the Email limit time has passed, the contact will be sent the email.

NOTE:

  • To ensure the email is sent promptly, disable the email limit setting.
    • However, it's not recommended as it may lead contacts to unsubscribe if they receive too many emails.
  • Transactional emails are exempt from these limits and will be sent immediately, regardless of any previous emails sent within the email limit time frame.

Email non-delivery

Email non-delivery can occur due to issues with the email content (Invalid email activity) or with problems on the recipient’s side (Bounced email and Deferred email activities).

To find contacts with an Invalid email activity:

  1. Navigate to > Recipients on the journey preview page.
  2. Select Entered > Email > Invalid.
Example of how to view contacts that received an invalid activity.
  1. This lists all contacts with an Invalid email activity in any email asset shape.
  2. You can then visit their Profiles to check the reason for the invalid email activity.
  3. Use the Invalid email activity filter to see the email status.
Example of email status reason on an invalid email activity.

Learn more about email non-delivery.

View invalid email activity reasons.