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  2. Creating Emails
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How To Set Up And Send Multi-Language Emails In ContactMonkey

Overview

ContactMonkey's multi-language email feature empowers customers with multinational operations by facilitating seamless communication across diverse geographies and languages. 

This innovative feature eliminates the need for creating multiple versions of the same email for different languages, addressing challenges related to email duplication and fragmented campaign statistics.

Note: if you currently use Gmail, this mail client has a policy that ends up clipping message sizes larger than 102 KB.

Users receiving an email will notice a ‘View entire message’ link where the clipping occurs and will need to click it to access the full content of the email. This common issue occurs with all emails being sent to Gmail addresses.

Because of how Multi-Language Emails are rendered across all mail clients, where the different language versions are "stacked" on top of each other, your recipients may see the "View entire message' link in Gmail due to the file size of the email exceeding the 102 KB threshold. 

More information about messages being clipped in Gmail can be found in this Help Center article. 

 

Current Pain Points Around Creating Multi-Language Emails

  • Time-consuming Email Creation: Save time by avoiding the creation of multiple email versions for different languages.
  • Difficulty in Editing: Streamline the editing process by making changes across all language versions in one unified platform.
  • Contact List Management: Simplify contact list management by eliminating the need for separate lists based on location and language.
  • Disparate Campaign Stats: Consolidate campaign statistics in one place for a comprehensive view of communication effectiveness.

Current Translation Approaches

  • Manual Translation: For larger enterprise customers, manual translation from in-house translators is the preferred method.
  • Copy-pasting from Tools: Avoid potential inaccuracies by refraining from relying on tools like Google Translate for translations.
  • Automated Translation: Streamline the process with complete automatic translations programmatically, suitable for smaller customers.

Feature Benefits

  • Seamless Multinational Communication: Enable multinational companies to effortlessly communicate with employees in their preferred languages.
  • Efficient Email Creation: Save time and effort by eliminating the need to copy and paste rows for each language version.
  • Unified Analytics: Consolidate campaign statistics in one place for a comprehensive overview of communication effectiveness.

Use Cases

  • Global Announcements: Easily send global announcements or updates to employees worldwide in their respective languages without duplicating efforts.
  • Internal Communications: Streamline internal communications by sending company-wide messages in multiple languages simultaneously.
  • Event Invitations: Send event invitations in multiple languages to ensure all recipients can understand and participate.
  • HR Communications: Share important HR communications, policy updates, and employee notices in various languages.

Pricing

  • This feature will be available to all customers upon release, and no upgrades are required.

Set Up/Functionality/Onboarding

Setup

A ContactMonkey Admin will need to toggle on the Multi-Language Emails feature by following the below instructions:

  • Click on your name in the top right corner, followed by Settings.

  • Click into Email Management and click on the Multi-Language Emails toggle

How To Create A Multi-Language Email 

  1. A ContactMonkey Admin needs to first enable the Multi-Language Email feature in Settings > Email Management
  2. Create a new email with an existing email template, or create an email from scratch, by clicking on Emails, followed by Create New Email.

  1. Select an existing email template, or create a new email template from scratch and toggle on the “Multi-language email” feature. Please note that once you toggle “Multi-language email” on, you will not be able to toggle it off for this email template. This is noted in the “Limitations” section below with a work-around.

  1. Create the email in one language, then select the languages menu and update the copy of each version for the additional language
    1. This is done on a per-email basis
    2. Make a menu for navigation to different parts of the email
  2. Copy and paste the translations for the corresponding language
  3. You can translate through the ChatGPT integration if it isn't already translated
  4. Finish creating versions for the different languages that they want to make 
  5. Send to desired recipients. The languages will be stacked on top of each other in the order of the languages chosen
  6. Recipients open the email and select the language they want to view through the menu
  7. You can track using our standard metrics - opens, clicks, click maps, surveys, events, etc.

Here is a helpful video that shows you how to toggle the Multi-Language Emails feature “on”, as well as how to create your first Multi-Language email. 

Here is a helpful video that shows you how to send a Multi-Language email via Outlook.

Limitations

  • Tagging: It is best to tag your emails as multi-language, so you can find them more easily
  • Language Selection: Up to 4 languages allowed per email.
  • Event Page: The event page when the reader clicks to RSVP is not translated
  • Surveys/ENPs: Survey answers are captured when the reader clicks on the email. The survey confirmation page will not be translated
  • Custom Blocks: We have a few blocks that do not support multi-languages at the moment. The following blocks are custom and thus cannot be distinct between languages:
    • Text blocks 
      • Text blocks do not work because they are legacy blocks
      • Workaround: Replace these with paragraphs and title blocks
    • Custom HTML
    • Menu block (anchor links) 
      • Workaround: Menu blocks do not work on mobile devices, therefore,  use the multi-language menu to create menus that allow the user to jump between each language variant 
    • Tables
      • Workaround: write all languages in the block as a temporary solution, like in the screenshot below:

  • If you toggle the Multi-Language Email toggle “on” for a specific email template, you will not be able to reverse this action and toggle it off. You will still be able to save the original singular language template by following this work-around:
    • Toggle Multi-Language Email “on” for a specific email
    • Click the blue Create button
    • In the Email Builder, select Save Email as JSON in the drop-down menu next to Save and Exit.

  • Save and exit from the Email Builder
  • Go back to the Emails tab, and click the Create New Email button
  • Upload the JSON file that was downloaded in previous steps by clicking on the Import JSON button

  • Give your email a name and optionally add a tag. Leave the Multi-Language Email toggle off and click the blue Create button.
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