Set up the email throttling queue

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Creatio lets you use throttling to balance the outgoing email flow.

Use throttling to split a large email into multiple parts and send the parts to the email provider one by one during the specified time frame. This approach improves the delivery rate and prevents the emails from being flagged as spam or rejected by email providers. Use throttling when:

  • Sending multiple emails during a short period.
  • Sending emails to new subscribers.
  • Sending emails to subscribers you have not contacted by email for a long time.

  • Sending first emails from a new domain.

  • Sending emails after changing the sender’s IP address.

  • Sending a test email that has to be changed or canceled during the mailing process.

In these situations, sending emails gradually enhances the domain’s reputation. The throttling mechanism also lets you control the outgoing email flow, which can be useful in cases like balancing the load on contact center agents.

You can configure automatic throttling before Creatio starts to send the email.

Throttling settings are identical for bulk emails and trigger emails.

Note. These features are available since Creatio version 7.17.4. Toggle on the “BulkEmailThrottlingQueue” system setting to enable them in beta testing mode. Learn more: Add, enable, and disable functions.

These features are available out-of-the-box in Creatio 7.18.0.

To set up throttling:

  1. Go to the Email section and open the needed record.
  2. Select the relevant value in the Throttling settings field:
    • Do not use throttling” to send the emails as usual.
    • Warmup cold audience” to send the emails using the pre-configured schedule. Learn more: Warm up cold audience.
  3. If you choose the “Warmup cold audience” option, select one of the shared queues in the Throttling queue required field. Creatio sends all emails in a queue independent of the other throttling queues. Learn more: Set up a distribution queue and Warm-up examples. The “General” value is selected by default (Fig 1).
  4. Click Save.
    Fig. 1 Setting up a throttling queue
    email_additional_settings_throttling.png

As a result, Creatio will send the emails using the selected throttling mode.

Warm up cold audience

“Warmup cold audience” is a throttling mode where Creatio sends a limited number of emails daily after the email starts. There is a fixed delay before each email. The daily limit and the delay help to emulate manual emailing, which is essential to enhance the reputation of the sender’s domain.

The pre-configured warm-up schedule is based on the best throttling practices, such as emailing daily for 2 weeks and longer with a gradual increase in the number of emails per day.

To change this schedule, contact Creatio support and specify the new daily limit and delay. We recommend that you only change this schedule for urgent reasons and with a basic understanding of warm-up strategies.

    Note. If the email has more than 1 sender address (for example, set by a macro), Creatio will apply the schedule for each address individually. Learn more: Warm-up examples.

    Set up a throttling queue

    A throttling queue is a tool to segment cold contacts. Throttling queues let you group several bulk or trigger emails to segment different pools of cold contacts for individual warm-ups. For example, a part of the audience originates from social networks and another part from a webinar. In this case, we recommend dividing the audience into different segments and create a dedicated throttling queue for each segment to keep the email marketing strategies separate. Learn more: Warm-up examples. Configure the queues in the Throttling queues lookup. To add a new queue:

    1. Open the system designer by clicking system_designer00001.png in the top right.

    2. Click the Lookups link in the System setup block.

    3. Open the Throttling queues lookup.

    4. Click New.

    5. Enter the queue name, for example, “New queue.” Fill out the Description column if necessary.

    6. Fill out the Code field with an alphanumeric code (Fig. 2). Creatio will use the code to segment bulk emails. You can use arbitrary names.

      Fig. 2 Adding a new throttling queue
      email_additional_settings_queues_lookup.png

      Attention. We recommend against modifying codes of existing lookup entries since this can affect the active bulk and trigger emails. To specify another code, add a new lookup entry and select this throttling queue when creating an email record.

    Warm-up examples

    Find detailed examples of the warm-up mode in action below.

    Day Daily email limit The delay between emails, sec
    1 25 400
    2 25 400
    3 25 400
    4 50 400
    5 50 400
    6 75 400
    7 75 400

    Example 1

    Send the “Newsletter” bulk email to 100 recipients. Use the “General” throttling queue. Two sender addresses will be used: sender1@example.com (75 recipients) and sender2@example.com (25 recipients).

    Creatio will use a separate schedule for each sender's email address.

    The bulk email will start from the Day 1 schedule for the “Warmup cold audience” mode. Emails from sender1@example.com will be sent in 3 days (25 emails per day). Emails from sender2@example.com will be sent in 1 day (25 emails per day).

    Example 2

    Send a “Webinar invitation” bulk email to the same contacts. Add a new sender address. Split the audience between the senders as follows: sender1@example.com (50 recipients), sender2@example.com (25 recipients), and sender3@example.com (25 recipients).

    Emails to new sender addresses always start from the Day 1 schedule. If you have already used an email address for sending bulk emails, its schedule will start from the day where the previous bulk email stopped:

    • All emails from sender3@example.com will be sent in 1 day (25 emails per day) according to the schedule, starting from Day 1.

    • All emails from sender2@example.com will be sent in 1 day (25 emails per day) according to the schedule, starting from Day 2.

    • All emails from sender1@example.com will be sent in 2 days (50 emails per day) according to the schedule, starting from Day 4.

    Example 3

    Add 100 new recipients to the “Webinar invitation” bulk email contact audience and create the “New” throttling queue. Use 2 sender addresses: sender1@example.com (75 recipients) and sender2@example.com (25 recipients).

    When changing the throttling queue, the email delivery always starts from the Day 1 schedule, even if you have already used the addresses in this bulk email:

    • All emails from sender1@example.com will be sent in 3 days (25 emails per day).

    • All emails from sender2@example.com will be sent in 1 day (25 emails per day), starting from Day 1.

    Attention.

    Create a new throttling queue for each new audience segment to avoid disrupting the audience warm-up procedure.