Proposal to merge CiviMail and the send mail feature

Hi, On every new CiviCRM install, I've had the same question about the difference between CiviCRM (the mass mailing module) and the send mail feature (from and individual contact and a search result). The question is when to use one or the other. I understand than historically, these two features comes from both end of the spectrum, CiviCRM was made to send newsletters and bulk emails, and the send email is a replacement of sending a mail from your mail client. However, you can have a mailing list of a handful of contacts, and you can send "individual" emails to several dozen contacts. As Dave put it (http://forum.civicrm.org/index.php/topic,4889.0.html): Send Email to Contact(s) - The model is basically the same as sending a simple / quick message to 1 or a few people from Outlook / my email client. However, it has the benefit of keeping a record of the communications inside the CRM. Ideally a single-step UI. CiviMail mailings - Broadcast messaging to many (hundreds / thousands) or constituents (Newsletters, Campaign announcements, etc.). Features like sending test messages, preview, unsubscribe links, click-thru tracking and list maintenance via bounce handling are needed. Ok to be a multi-step process since making mistakes impacts a large number of constituents, etc. There is a grey area on when to switch from one case to the other. Is this 10, 20, 50 contacts ? Usually, the criteria of choosing is not about how many contacts, but if you need special features that are provided only by one or the other tool. As a see it : Send Email to Contact(s): it's easier to use (no wizard), and you have all the amazing criterias build in the search/advanced search to select the contacts you want to reach. CiviMail: more questions and confusing options, better templating system, handle the bounce and handle more contacts. I've been wondering for a while what's the point of having two different systems that do, basically, the same thing. Wouldn't it be easier and better to have one unified mailing system, and take the best features of both tools and merge them ? Recently, we've experienced than when adding a new feature (eg. adding an attachment to emails), you end up doing the work twice, because the need for that feature is not specific to one or the other tool. Having one tool might simplify the maintenance and development. On the evolutions planned, I've read on http://wiki.civicrm.org/confluence/display/CRM/USPIRG+Project+(Phase+2+in+CiviCRM+v2.2) than CiviCRM will need a better selection of contacts system. I don't know the detail of the need, but that's likely that either that's already offered on the search/advanced search, or that it would be possible to do it via custom search. This started a discussion with Dave http://forum.civicrm.org/index.php/topic,4889.0.html and he suggested me to share my idea with you. I don't know how complicated technically it would be, but from a functional point of view, would it make sense for you ? Do you see a reason to keep these features separated ? I'd love to hear your point of view on this topic... Xavier

Comments

In my experience, it is sometimes useful to send email to an abstact of a search (for a reminder for example). Therefore, it would be useful to be able to do it from the default interface rather than following the whole Civimail procedure

My main concern would be the additional set-up burden of CiviMail. 'Send Mail to Contacts' pretty much works out-of-the-box, and is good for users on shared hosting. (Although I go out of my way to advise people against using CiviCRM on shared hosting.) CiviMail requires a lot more to get running, and some clients simply don't need it's reporting features, etc.

I've read various messages and ideas about making easier to install CiviMail, and so it can work with only a simple "normal" mailbox, and php (no need amavis...). that's discussions so far, but it'd make it easier ;)

Are you using CiviMail or did you fail installing it ?

I set my clients up with the UAS CiviSMTP service, both to avoid the server set-up hassle of CiviMail, and also to out-source the burden of ISP relations. I simply don't recommend bulk mailing from one's own server. It seems even well-behaved mailers have trouble avoiding blacklisting. Certain ISPs will blacklist at practically nothing without warning. It's a headache I don't want to deal with if I can help it.

Anything that lowers the hosting/I.T./Technical barriers to adoption is good, obviously. I have been following Civi since about 1.7, and was still unclear on this point, so this article was very timely for me.

To the developers, there must be a zillion solutions, from a simple Cron based mailbox parser for bounce handling, to better/easier integration with a fully tested/implemented external mail service.

There was a thread in the forum "CiviCRM is hard", but I disagree, with the exception of CiviMail, which IS hard, to me anyway.

Happiness.