Email Limits

Email Limits

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To administrators:

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An organization's email limits, also called email policy or email-sending policy, is a set of conditions for the appropriate use of the email system. In Zoho Campaigns, an email policy defines how many times it's appropriate to contact a subscriber within a certain period of time based on the time interval between two emails and the number of emails received in a week or month.

Note:

If your organization's administrator has enabled an email policy, the campaigns that you send will reach subscribers' mailboxes only if they fit the email policy.

Let's suppose our administrator has set the number of emails a subscriber should receive in a week at three, and the time interval between emails is two days, i.e., 48 hours. Under this policy, say you plan to send subscribers the first email for the week on Sunday at 8.00 AM, and the next two on Tuesday and Thursday each after 48 hours the previous email was sent. All three will go through, since they don't violate the email policy.

However, if you try to send the third email on Wednesday, it will violate the time interval, so it will be blocked. If you try adding the fourth email, it won't go through as it violates the weekly email limit. You can, however, get the campaigns sent to your subscribers by requesting an exemption from the email policy.

The following instructions only apply to the organization administrators.

Set up Email Limits

As an organization admin, you can set up email limits for your organization by following these instructions:

  1. Select the Settings tab and select Campaign Policy
  2. Click Email Limits
  3. Click Email-Sending Policy.

  4. Fill in the following information:
    • Weekly limit - The number of emails a subscriber should receive in a week.
    • Monthly limit - The number of emails a subscriber should receive in a month.
    • Interval - The time interval between two consequent emails.

  5. Click Save.

Exemption/Denial of Campaigns

Administrators get notified via the notification bar when a campaign has been requested for exemption, which they can then either exempt or deny.

To handle the request:

Click the notification for the exemption process of a campaign. This will take you to a page where you have the option to Exempt or Deny.

Engaging in conversation with the users

You can speak with the respective campaign owners as to why this campaign should be exempt by posting comments to them.

To post comments

  1. Click the notification for the exemption procss of a campaign. This will take you to the exemption process page.
  2. Click the Add comment link below the status of the request to post comments.

Exempt your own campaign

When email limits are enabled, even the administrators have to get the campaigns exempt in case subscribers are restricted by the email-sending policy.

To exempt your campaign:

  1. Create your campaign and proceed to the Review page
  2. Find Email-Sending Policy where you will be able to view the number of subscribers in the mailing list that won't be able to receive the campaign under the email policy.
  3. Toggle the switch to apply exemption for this campaign and proceed in sending the campaign to all subscribers in the selected mailing list.

To withdraw exemption:

  1. Navigate to the Campaign Review page.
  2. Find the Email-Sending Policy section and click Withdraw Exemption.

Edit Email Limits

Email Limits can be modified based on the recipient activities and response.

To edit email limits:

  1. Select the Settings tab and select Campaign Policy.
  2. Click Email Limits.
  3. Click the Edit button on the right to modify limits.

Disable Email Limits

Email limits can be disabled. Campaigns won't need to go through the exemption process until they ar enabled.

To pause email limits:

  1. Select the Settings tab and select Campaign Policy.
  2. Click Email Limits.
  3. Toggle the switch to disable Email-Sending Policy.

The following instructions only apply to the organization users.

Exemption from Email-Sending Policy

If you're sending a crucial email campaign, and you know that some of the recipients will be blocked by the email policy, you can request exemption for the campaign from your administrator. Once the administrator approves the exemption, the subscriber will be able to receive your email.

To request an exemption:

  1. Create your campaign and proceed to the Campaign Review page.
  2. Navigate to the section Email-Sending Policy where you will be able to view the number of subscribers in the mailing list that won't be able to receive the campaign under the email policy.
  3. Click Apply for Exemption. A popup will appear.

  4. In the popup, select that administrators that you want to petition for a campaign exemption and provide a reason for requesting exemption.

Alternate method to request exemption: Campaign Detail View page

  1. Create your campaign and proceed to the Campaign Detail View page.
  2. Find Email-Sending Policy.
  3. Click the link to request exemption. A popup will appear.
  4. In the popup, select your administrators who you want to get the campaign exempt from. And, provide a reason for requesting exemption.

Status of the exemption request

Once you've requested an exemption for a campaign, you can check the status of the request.

A campaign can have three statuses with regard to the exemption process:

Waiting - Your campaign is yet to be reviewed by the administrator.

Deny - Administrator restricted the campaign to those subscribers blocked by email-sending policy.

Exempt - Administrator exempt the campaign from email-sending policy.

To learn the status of an exemption request:

Check the status of your exemption with any of the following methods:

  1. Notification bar

    Open the notification bar and scroll down to see the relevant campaign.

  2. In the Campaign Review page

    Check your exemption request status under Email-Sending Policy.

  3. In the Campaign Detail View page

    Check your exemption request status under Email-Sending Policy.

Engage in Conversation with Administrators

You can speak with your administrators about why this campaign should be exempt by posting comments.

To post comments:

  1. Click the Track Your Camapign in the Campaign Detail View page. This will take you to the exemption process page.
  2. Click the Add Comment link below the status of the request to post comments.

View Reports

You can view the subscribers restricted by email-sending policy with the help of campaign reports.

  1. Open the Reports tab and select Sent Campaigns.
  2. Select a campaign from the campaign list view.
  3. Click the Reports Summary tab.
  4. Click the subscriber count under Email-Sending Policy to view the subscribers restricted by weekly limit, by monthly limit, or by interval.

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