Campaign templates
A template defines the structure and content of your outreach email. Once created, a template can be reused across multiple campaigns.Creating a template
- On the Campaigns page, select the Templates tab.
- Click Create New Template.
- Fill in the following fields:
| Field | Description |
|---|---|
| Template Name | A descriptive name (for example, “541511_SUBSCRIPTION” or “AES_8A_REACHOUT”). |
| Status | Set to Active to make the template available for campaigns. Set to Inactive to save as a draft. |
| Email Subject | The subject line recipients see in their inbox. |
| Body | The email content. Write it generically so it works for all recipients in a campaign. |
| Attachment | Optional. Drag and drop a file or click to browse. Supported formats: PDF, TXT, DOC, DOCX, XLS, XLSX. |
- Click Create Template to save.
Customizable tokens in attachments
Campaign attachments support four customizable token fields. When you embed these tokens inside a PDF, CSV, or other attachment file, Kontratar replaces each token with the recipient-specific or campaign-specific data when the campaign is sent. This lets you personalize attached documents without creating a separate file for each recipient.Managing templates
The Templates tab shows a table of all your templates with columns: Name, Status (Active or Inactive), and Attachment (filename or dash if none).| Action | How to do it |
|---|---|
| Edit a template | Click View/Edit on the template row. Update the name, subject, body, or attachment. |
| Delete a template | Click Delete on the template row. This action is permanent. |
| Disable a template | Edit the template and switch Status to Inactive. The template is preserved but cannot be selected for new campaigns. |
Sending a campaign
- On the Campaigns page, click the Campaigns tab.
- Click Create New Campaign.
- Select a Template from the dropdown. Only templates with Active status appear.
- Enter recipient email addresses. You can type a single address or paste multiple addresses for bulk outreach.
- Review the preview showing the subject line, body, and attachment.
- Click Send. The email is dispatched to every address you entered.
The 21-day government email rule
When you send a campaign to a government email address, Kontratar tracks the send date. If you attempt to send another campaign to the same government email address within 21 days, the system displays a warning before allowing you to proceed. This restriction exists because government agencies monitor for unsolicited bulk emails. Sending multiple emails to the same contracting officer in a short window may cause your email address to be flagged as spam or blocked. The 21-day cooling period protects your sender reputation. You can override the warning and send anyway, but you do so at your own risk.Campaign use cases
Expiring software contract outreach
- Go to Forecasts. Search for software contracts expiring within the next year.
- Collect contracting officer email addresses from the forecast detail pages.
- Go to Campaigns. Create a template highlighting your software renewal capabilities. Attach your Capability Statement PDF.
- Create a new Campaign using that template. Paste in the contracting officer emails.
- Click Send.
Targeted industry capability outreach
- Go to Forecasts. Search for agencies or companies currently using a specific technology (for example, IBM software).
- Gather relevant contact email addresses.
- Go to Campaigns. Create a template emphasizing your expertise with that technology. Attach your Capability Statement.
- Create a Campaign, paste in the email addresses, and send.
Related topics
- Forecasts — Finding future procurement opportunities and contracting officer contacts.
- Awards — Researching who is winning contracts for competitive outreach.
- Pipeline Management — Tracking your outreach efforts through the capture lifecycle.