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MassMailer - Technical Documentation

System Overview

MassMailer is a comprehensive Google Apps Script solution that enables high-volume personalized email sending with built-in features for tracking,

and enhanced deliverability. This document provides detailed technical information about how the system functions.

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Specialized Feature Documentation

Configuration Options

Basic Settings

  • Your Name: Sender name for emails
  • Gmail Draft Template: Template for your emails with placeholders
  • Interval Between Batches: Minutes to wait between sending batches
  • Emails Per Batch: Number of emails to send in each batch

Advanced Settings

  • Maximum Daily Emails: Limit to avoid exceeding Gmail quotas
  • Fallback Values: Customizable text for missing personalization data
  • Tracking and Retry Options: Email tracking and error handling settings

Followup Settings

  • Enable Auto-Followups: Turn on/off the followup system
  • Followup Template: Gmail draft to use for followup emails
  • Days to Wait: Interval before sending followup
  • Maximum Followups: Number of followups to send per recipient

Comprehensive Feature Overview

MassMailer includes a robust set of features designed to handle various aspects of email campaigns:

Core Email Features

  1. High-Volume Email Distribution
  2. Process and send large volumes of emails while respecting Gmail limits
  3. Batch processing with configurable batch sizes and intervals
  4. Automatic resumption of interrupted sending processes

  5. Support for different sending methods (Gmail service, Gmail API)

  6. Rich Personalization

  7. Template-based email composition with dynamic placeholders
  8. Support for common placeholders: {{FirstName}}, {{LastName}}, {{Name}}, {{CompanyName}}
  9. Fallback values for missing personalization data

  10. HTML email support with full formatting capabilities

  11. Intelligent Email Tracking

  12. Pixel-based open tracking with timestamp recording
  13. Thread-based reply monitoring
  14. Engagement metrics (opens, replies, click-throughs)

  15. Detailed reporting in spreadsheet format

  16. Engagement-Driven Auto-Followups

  17. Schedule followups based on recipient engagement
  18. Different followup paths for opened vs. unopened emails
  19. Automatic suppression of followups after replies
  20. Customizable followup templates and timing
  21. Multi-step followup sequences with conditional logic

System Features

  1. Robust State Management
  2. Persistent tracking of execution state across sessions
  3. Recovery from interruptions and execution timeouts
  4. Automatic maintenance and cleanup processes

  5. Historical activity logging and reporting

  6. Error Handling and Resilience

  7. Automatic detection and handling of common errors
  8. Rate limit detection and intelligent backoff
  9. Failed email retry with configurable attempts

  10. Detailed error logging for troubleshooting

  11. Email Service Optimization

  12. Daily sending quota management
  13. Rate limit prevention through controlled sending
  14. Automatic pause and resume when limits are encountered

  15. Status notifications for important system events

  16. Administrative Features

  17. Comprehensive diagnostics system
  18. Detailed progress tracking and statistics
  19. Command-line interface for advanced operations

  20. System maintenance tools and utilities

  21. Integration Capabilities

  22. Gmail API integration for enhanced delivery
  23. Compatibility with Google Workspace environments
  24. Support for Marketplace add-on deployment

System Workflow

Initial Setup

  1. Create spreadsheet with recipient data
  2. Create email templates as Gmail drafts
  3. Configure options through the UI
  4. Set up any required sheets and columns

Normal Operation

  1. User initiates sending process
  2. System processes emails in batches with specified intervals
  3. Status updates are logged to the Progress sheet
  4. Process continues automatically until completion

Followup Processing

  1. System marks emails for followup during initial sending
  2. Daily trigger checks for emails due for followup
  3. Followups are sent based on configuration
  4. Status updates are recorded in the spreadsheet

Integration Points

Gmail Integration

  • Uses GmailApp for standard sending
  • Uses Gmail API for enhanced capabilities
  • Accesses Gmail drafts for templates

Spreadsheet Integration

  • Reads recipient data from Emails sheet
  • Stores configuration in Config sheet
  • Logs activity to Progress sheet

External Systems (Optional)

  • Can integrate with external tracking servers
  • Extensible for additional integrations

Best Practices

Email Volume

  • Start with small batches (5-10) and gradually increase
  • Stay within Gmail's daily sending limits (100-150 for free accounts)
  • Use Gmail API for higher volume needs

Template Design

  • Use simple, deliverable HTML
  • Include personalization beyond just names
  • Test templates before mass sending

Data Management

  • Ensure email addresses are valid
  • Provide fallbacks for missing personalization data
  • Regularly back up your spreadsheet