Changes for page ONEmail

Last modified by caterina on 2022/02/11 18:04
From version 2.1
edited by melanie@one-count_com
on 2016/12/13 11:23
Change comment: There is no comment for this version
To version 3.1
edited by melanie@one-count_com
on 2016/12/13 11:23
Change comment: There is no comment for this version

Summary

Details

Page properties
Content
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1 +
2 +
3 +{{id name="Start ScreenSteps Content"/}}
4 + The Email Engine is powered by phpList, an open source digital subscription management tool.
5 +
6 +Sending a campaign is the central feature within the Email Engine. A campaign message is a single email message event sent to the members (subscribers) of one or more lists. A single message can only be sent to any subscriber once. In other words, if an administrator sends the same message to multiple lists (which share the same subscribers), each subscriber in these lists would only get that message once.
7 +
8 +Sending a campaign can be initiated in a variety of ways. First and foremost, it can be accessed through the Email Engine Dashboard, within the “Main” functionality section.
9 +
10 +(% style="color: rgb(255,0,0);" %)**ALL LIST ADDITIONS, SUBSCRIPTIONS/RENEWALS/UNSUBSCRIBES, USER DELETIONS, AND ANALYTICS SHOULD BE CARRIED OUT USING THE APPROPRIATE MODULE/TOOL IN ONECOUNT AND NOT WITHIN THE EMAIL ENGINE.**
11 +
12 +(% style="color: rgb(0,0,0);" %)**THE ONEcount EMAIL ENGINE SHOULD ONLY BE USED TO CREATE AND SEND CAMPAIGN MESSAGES. IF YOUR SYSTEM IS CONFIGURED TO USE AN API FOR MAGNETMAIL, EXACT TARGET, SILVERPOP, OR ANY OTHER ESP USE THOSE SYSTEMS TO CREATE AND SEND CAMPAIGNS**(% style="color: rgb(255,0,0);" %)**.**
13 +
14 +=== OPENING THE EMAIL ENGINE ===
15 +
16 +=== Select UTILITIES from the main menu. ===
17 +
18 +[[image:attach:media_1444241805770.png||align="center"]]
19 +
20 +=== Select Email Engine from the sub-menu. ===
21 +
22 +[[image:attach:media_1444241840674.png||align="center"]]
23 +
24 +This will open the Email Engine main window and dashboard, as shown below.
25 +
26 +=== CREATE A CAMPAIGN ===
27 +
28 +[[image:attach:media_1395411376067.png||align="center"]]
29 +
30 +To begin creating a campaign from the dashboard, choose the Send a campaign icon, or select the phrase Start or continue a campaign next to the icon, as indicated in the image above.
31 +
32 +You can also access the “send a campaign” option by selecting Campaigns > Send a Campaign from the Campaign Menu Dropdown within the phpList title bar. (See below.)
33 +
34 +[[image:attach:media_1395411460810.png||align="center"]]
35 +
36 +Select **send a campaign** to be taken to the **“Send a campaign”** page where you will see a list of the current draft campaigns, their respective ages, and their statuses in a section called the **‘Draft campaigns’** portlet. (See below.)
37 +
38 +[[image:attach:media_1395411830217.png||align="center"]]
39 +
40 +You can either access a previously saved draft campaign to continue it through to completion (1), or you can begin a new campaign by selecting start a new campaign (2).
41 +
42 +**NOTE**: You can also execute a new campaign by selecting the **Send a Campaign** option in the **‘Navigation’** portlet on the right-hand side of the window. This option, however, is only available when you are working on a related process, as the ‘Navigation’ portlet shows related processes to the one you are currently working. (See screenshot below.)
43 +
44 +[[image:attach:media_1395412179449.png||align="center"]]
45 +
46 +=== SEND A CAMPAIGN ===
47 +
48 +[[image:attach:media_1395412360699.png||align="center"]]
49 +
50 +Regardless of the route you choose to access a new campaign, the process for creating a new campaign is consistent. All campaigns begin by selecting the Start a new campaign icon.
51 +
52 +=== Content ===
53 +
54 +[[image:attach:media_1395770997141.png||align="center"]]
55 +
56 +The Content portion of the send a campaign process requires a variety of fields be filled: Subject, From Line, Content, Compose Message, and Footer. Within the content portion, you are actually creating your message and providing the system with critical details about your message. Some of the more relevant fields are:
57 +
58 +**Subject:** The Subject is the Title of a Campaign. It will appear as the title of the email to subscribers that have subscribed to a campaign.
59 +
60 +**From Line:** The From Line shows the Author of the campaign. It can be displayed in one of three ways: As one word, as two or more words, or as an email address. For more information on the options, select the information/help icon.
61 +
62 +**Content:** The content section refers to the sending method. The options include “send as a webpage” and “compose message.” For more information on the options, and the difference between “send as a webpage” and “compose message,” select the information/help icon. More information on is displayed below.
63 +
64 +**Footer:** If a specific template and default footer was not created during the original configuration process, a system-generated footer will appear for each campaign. You have the ability to change this footer. The system-generated footer will change depending on the action taken by the subscriber. For example, if a subscriber forwards an email to a non-subscriber, the footer will change allowing the new recipient to subscribe for emails in the future. For more information on the footer, its options, and how to set a new default footer, select the information/help icon.
65 +
66 +**Note:** At any point during the send a campaign process, the administrator can save the campaign as a draft and return at another time, or send a test campaign to an email of their choosing.
67 +
68 +=== a. Send a Webpage ===
69 +
70 +[[image:attach:media_1395771018963.png||align="center"]]
71 +
72 +//**Sending as a Webpage**//
73 +
74 +When sending as a webpage, you mustselect "Send a webpage" and specify the URL of the webpage you want to send. If sending a newsletter using a newsletter template, specify the URL of the template. The system will then fetch the URL, and send it to your subscribers. Images will live on the website you send. When clicktracking is enabled, all links from the website you specified will be rewritten to go via phpList. Therefore, anytime a subscriber clicks on a link within the message, statistics will be gathered and rendered for the administrator to analyze in ONEcount.
75 +
76 +**Note**: this feature does not work for image maps.
77 +
78 +To proceed through the send a campaign process, select **Next.**
79 +
80 +=== b. Compose message ===
81 +
82 +[[image:attach:media_1439235845042.png||align="center"]]
83 +
84 +//**Compose a Message**//
85 +
86 +When composing a message, select "Compose Message" and use the RTE (bordered in purple above) to type in or copy and paste a message – including html – into the RTE.
87 +
88 +To copy and paste html:
89 +
90 +* Open the html file in a text editor (e.g. TextEdit) or in a word processing program such as Word or OpenOffice.
91 +* If opening in a word processing program, select to view the html source (e.g., in Word and OpenOffice, select View > HTML source).
92 +
93 +To paste the html into the RTE:
94 +
95 +* Click on the Source button.
96 +* Paste the html in the RTE.
97 +* Click on the Source button again. This will undo "Source" mode and you will see the message displayed as it will appear to the receiver.
98 +
99 +[[image:attach:media_1439236306243.png||align="center"]]
100 +
101 +=== Text ===
102 +
103 +[[image:attach:media_1395771729859.png||align="center"]]
104 +
105 +Every email, even when the content is HTML, needs to have a plain text version. This is enforced by the internet standards and phpList cannot change that. If you leave this empty, phpList will automatically generate text content from your HTML. Alternatively, you can enter the text content of your campaign here yourself.
106 +
107 +The text version will be displayed to two types of subscribers:
108 +
109 +//1. Subscribers who have their preferences in phpList set to receive text emails.//
110 +These subscribers will be sent the text version only.
111 +
112 +//2. Subscribers who have email readers that cannot display the HTML version.//
113 +Some subscribers use programs to read their email that do not handle HTML. In that case, they will see the text version only. This is decided on the subscriber end of the communication channel. These subscribers will receive the normal email containing both HTML and text, but their system decides to show them the text version.
114 +
115 +=== Meta Data and Send Test Options ===
116 +
117 +[[image:attach:media_1477670714057.png||align="center"]]
118 +
119 +Note that you can add a campaign title or send a test message at any point during the message creation and deployment process.
120 +
121 +If you don't add a Campaign Title, the subject of the campaign will be used in ONEcount analytics. For example, if every campaign has a subject line of "Daily Newsletter", selection drop-downs in ONEcount analytics will all show "Daily Newsletter". Giving the campaign a separate title to, e.g., include the date "10072016_Daily_Newsletter" will make identification and selection of individual newsletters much clearer in ONEcount. You can, of course, use any naming convention choose.
122 +
123 +To send a test message, the email address(es) you send to must be in ONEcount/Email Engine. When "Send test" is used, an html and text version of the campaign will be sent.
124 +You can (and should) also create a test list in ONEcount and send to that list prior to deployment.
125 +
126 +=== Format ===
127 +
128 +[[image:attach:media_1395771782287.png||align="center"]]
129 +
130 +The Format portion permits you to choose between an html campaign and a text campaign. If you select html, an html version will be sent to subscribers provided that they selected html in their subscription preferences. If they had not selected html, the subscriber will receive the campaign email in text format.
131 +
132 +If you are using templates built in the email engine, you have the option of verifying which template you would like to use during this step. **Don't select a template if you are using a template from another system, e.g. your content management system**. Select **Next** to proceed through the process, or Back to edit a prior portion within the process.
133 +
134 +=== Scheduling ===
135 +
136 +[[image:attach:media_1395772600209.png||align="center"]]
137 +
138 +Modifying the scheduling portion of the sending a campaign process allows you to determine the specifics around when your campaigns are sent. Some of the fields include:
139 +
140 +**Embargoed Until:** This step lets you select a time when the messages will begin to be sent. If no date is selected, the default embargo is 0:00, which means that the emails will be sent immediately, or if a cron is set up they'll be sent when the cron starts sending. Note that the ‘embargoed until’ field does not indicate what time the messages will be received by the subscriber, only what time they will begin to be sent by the administrator. For more information, select the information/help icon.
141 +
142 +**Stop sending after:** This value insures that messages will not be sent after a set time. It is useful for messages that pertain to future events, as it will prevent subscribers from receiving messages about said event, after the event has already occurred. For more information, select the information/help icon.
143 +
144 +**Requeue every / Requeue until:** The requeue fields place a campaign back in queue after the initial sending is finished. This option might be used to reach subscribers that may have signed up after the initial campaign was sent. For more information, select the information/help icon. By using the requeue option, the embargo of the campaign will be set to the time plus the requeue frequency specified.
145 +
146 +=== Lists ===
147 +
148 +[[image:attach:media_1395773797508.png||align="center"]]
149 +
150 +The Lists step in the process requires you to select the distribution lists to which the campaign messages will be sent. If no distribution list is selected, the system will warn you that a campaign cannot be sent without a distribution list.
151 +
152 +This step includes a list of the available distribution lists, as well as a brief description of the list, and whether or not the list is public or private. If the lists have been grouped into categories, the categories will show was tabs within the ‘lists’ portlet.
153 +
154 +In addition, you may select any lists you wish to exclude from the campaign, e.g. if you have a suppression list of names you don't want a particular campaign to be sent to.
155 +
156 +=== Server ===
157 +
158 +[[image:attach:media_1477669854065.png||align="center"]]
159 +
160 +If you have more than one mail server, you can select from which server to send the message. This impacts the sending IP address and sender score.
161 +If you have one email server, leave the selection as Default.
162 +
163 +=== Finish ===
164 +
165 +[[image:attach:media_1477669891978.png||align="center"]]
166 +
167 +Finish is the final step in the send campaign process. If prior steps were not completed correctly, the system will notify you what fields are missing. (See above) You can then go back and correct steps then return to Finish.
168 +
169 +If you want, select who should be notified when message sending starts and finishes. More than one email address can be added for these notifications, provided that the email addresses are separated by commas. The status of the campaign can be tracked via a link in the footer of the "Campaign started" email.
170 +
171 +**Add Google Analytics Tracking Code:** This feature embeds tracking code in the emails, and is a way of providing more information about the success of a campaign to the administrator.
172 +
173 +**Reset Click Statistics:** (% style="color: rgb(0,0,0);" %)Selecting this action clears existing click and open statistics for this campaign. (%%)
174 +(% style="color: rgb(255,0,0);" %)**For example, if you have been sending test messages and have clicked the links, the database might have some statistics that you will want to clear before formally sending the campaign message to your subscribers.**
175 +
176 +(% style="color: rgb(255,0,0);" %)**Make sure not to select this once your main campaign has started or else you risk clearing statistics from real subscribers.**
177 +
178 +(% style="color: rgb(0,0,0);" %)**When all steps have been completed correctly, the "Place Campaign in Queue for Sending" button will appear at the bottom of the "Finish" tab. (See below.)**
179 +
180 +[[image:attach:media_1477670280779.png||align="center"]]
181 +
182 +After a campaign is sent, the administrator is brought to a confirmation page, saying the campaign has been added and has been queued. (See below.) Your system is configured to run a cron job, or scheduler, that will execute send commands automatically at a fixed time interval, e.g. every five minutes.
183 +
184 +(% style="text-decoration: underline; color: rgb(255, 0, 0)" %)**DO NOT SELECT "Process Queue" to initiate the sending of the campaign.**
185 +
186 +(% style="color: rgb(255,0,0);" %)**If you select "Process Queue", the queue will be processed within your browser. Processing the queue within your browser will slow your system and result in timeouts and stalled message processing.**
187 +
188 +[[image:attach:media_1395775222709.png||align="center"]]
189 +
190 +=== Check Message Send Status ===
191 +
192 +Once queued, you can check the progress of a campaign by selecting "List of Campaigns" under Campaigns on the nav bar. (See below.)
193 +
194 +[[image:attach:media_1395777573901.png||align="center"]]
195 +
196 +This will bring you to the List of Campaigns page, where you select "Active" from the tabs. (See below.)
197 +
198 +[[image:attach:media_1477670426018.png||align="center"]]
199 +
200 +From this window, you can view the status of the message as it's being sent.
201 +
202 +
203 +
204 +{{id name="End ScreenSteps Content"/}}
Confluence.Code.ConfluencePageClass[0]
id
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1 -67207
1 +67228
url
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1 -https://info.onecount.net//wiki/spaces/OD/pages/67207/Utilities - Creating and Sending Email/Newsletter Campaigns using the Email Engine (v12.x)
1 +https://info.onecount.net//wiki/spaces/OD/pages/67228/Utilities - Creating and Sending Email/Newsletter Campaigns using the Email Engine (v12.x)