Changes for page ONEmail

Last modified by caterina on 2022/02/11 18:04

From 2.1 to 3.1 From 16.1 to 17.1

From version 3.1

edited by melanie@one-count_com
on 2016/12/13 12:23

Change comment: There is no comment for this version

To version 16.1

edited by Admin
on 2020/07/29 21:22

Change comment: There is no comment for this version

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--Utilities - Creating and Sending Email/Newsletter Campaigns using the Email Engine (v12.x)
++ONEmail

Author

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--XWiki.melanie@one-count_com
++XWiki.Admin

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++{{layout}}
++{{layout-section ac:type="two_right_sidebar"}}
++{{layout-cell}}
  {{id name="Start ScreenSteps Content"/}}
-- The Email Engine is powered by phpList, an open source digital subscription management tool.
++\\
--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.
++Sending a campaign is the central feature within the ONEmail. 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.
  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.
  (% 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.**
--(% 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);" %)**.**
++(% 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/HIGHER LOGIC, POSTUP, EXACT TARGET, SILVERPOP, OR ANY OTHER ESP USE THOSE SYSTEMS TO CREATE AND SEND CAMPAIGNS**(% style="color: rgb(255,0,0);" %)**.**
--=== OPENING THE EMAIL ENGINE ===
++=== OPENING THE ONEMAIL EMAIL ENGINE ===
  === Select UTILITIES from the main menu. ===
  [[image:attach:media_1444241805770.png||align="center"]]
--=== Select Email Engine from the sub-menu. ===
++=== Select ONEmail from the sub-menu. ===
--[[image:attach:media_1444241840674.png||align="center"]]
++[[image:attach:ONEmail Nav Menu.png||width="600" align="center"]]
--This will open the Email Engine main window and dashboard, as shown below.
++This will open ONEmail. From the menu on the left, click Campaigns, then Send A Message. You will see a list of Draft campaigns that are waiting to be queued up for sending. You can view all campaigns by clicking on List of Campaigns from the menu on the left.  It will show Draft campaigns, Active campaigns, which are those that have been queued and are either being sent or waiting to be sent, and Sent campaigns.
--=== CREATE A CAMPAIGN ===
++First, let's send a campaign. Click Start a new Campaign in the upper right-hand corner.
--[[image:attach:media_1395411376067.png||align="center"]]
++[[image:attach:ONEmail Campaign List.png||width="800"]]
--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.
++=== CREATE A CAMPAIGN ===
--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.)
++The campaign creation screen is where you build the contents of your message. Enter the Subject for your campaign, then the "From line:" The From Line has two parts: the first is the e-mail address you campaign will appear to come from, the second is the "Name" that will appear in someone's mailbox as the sender of the message. In the example below, the message will appear to be sent by joanne@one-count.com, and the name that will appear in the recipient's e-mail is "Joanne Persico/ONEcount." The format of the line is email<SPACE>name.
--[[image:attach:media_1395411460810.png||align="center"]]
++Please note that while you can put pretty much anything you want in the name field, the e-mail address must come from a domain or subdomain that has been configured for use with ONEmail. This is because your e-mail will need to be digitally signed using a Domain Key (DKIM). This key is established in your company's DNS servers and must match the domain in the e-mail address you are sending from. If you are not sure what e-mail to use, contact your ONEcount support team or file a ticket in our help desk.
--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.)
++\\
--[[image:attach:media_1395411830217.png||align="center"]]
++[[image:attach:ONEmail Create Content.png||height="250"]]
--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).
++\\
--**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.)
++The third line on the content creation screen determines whether you will compose a message in ONEmail's campaign-builder interface, or whether you plan to send a web page. ONEmail has a powerful feature that allows it to scrape a web page off of your web site and send it as a mail message. Any variable substitution (ie., macros) that you use in ONEmail can be embedded in the page and will be handled properly. Simply click the "Send a webpage button" and then enter the full URL of the page you are planning to send in the box that appears below.
--[[image:attach:media_1395412179449.png||align="center"]]
++Finally, compose your campaign. ONEmail features a full, Rich Text Editor that allows you to build very sophisticated campaigns into your e-mail.
--=== SEND A CAMPAIGN ===
++[[image:attach:ONEmail Add Test Address.png||width="600"]]
--[[image:attach:media_1395412360699.png||align="center"]]
++When you have finished editing your campaign, you'll want to test it to see how it looks, make sure all of the links work, etc. Simply put your e-mail address or the address you would like to receive the test mail into the box, and hit Send test.  If the e-mail you entered is not already in the database, ONEmail will tell you and give you the opportunity to add the address to your ONEmail database. Click Add and then hit Send test again. You will receive a copy of your campain at the address you submitted.
--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.
++You should try to validate your message not only with your own eyes, but with one of the excellent, third-party validation platforms out there. One such platform, mail-tester.com, is very easy to use and costs just a few dollars a month. To try it, simply go to [[https:~~/~~/www.mail-tester.com/>>url:https://www.mail-tester.com/||shape="rect"]]. You will see a page with a randomly-generated e-mail address and a button to test the campaign. Copy the randomly-generated e-mail into the "Send test" field above, add it to your list, and send a test.
--=== Content ===
++You can then go back to https:~/~/mail-tester.com and run the test. It will show you a lot of valuable information about your message, and provide tips on getting the best-possible inbox placement.
++\\Once you are satisfied with the content of your message, it is time to schedule your e-mail.  Click on Tab #2, Scheduling and then you can set up your campaign.
--[[image:attach:media_1395770997141.png||align="center"]]
++The first option is the Embargo time. This is essentially when your campaign is scheduled to go out. ONEmail will start sending the campaign at the Embargo time (give or take five minutes) and it will stop sending once the campaign is done, or when it reaches the "Stop sending after" time.
--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:
++This last option is useful in cases where you send a campaign out a short time before an event (say an hour or two) and you want it to stop sending once the event is scheduled to start.
--**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.
++\\
--**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.
++\\
--**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.
++[[image:attach:ONEmail Schedule Campaign.png||width="800"]]
--**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.
++You'll see two other options on this page that you might not be familiar with: Repeat and Requeue. These two options are confusing, yet powerful, so let's discuss both:
--**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.
++**Repeat campaign every: **This option //**creates a new campaign**// on an interval and sends it to your subscriber list automatically.  is useful for regular newsletters that are fed dynamically from a Content Management System. If you are using the "Send a web page" option for your content, you can set up your web site CMS to dynamically create your newsletters for you according to rules in your CMS, on whatever schedule you wish. Repeating the campaign means that ONEmail will send the first newsletter the scheduled (ie., embargoed) time, then //**create a new campaign** //every hour/day/month/year fetching the same URL and sending it to the same group of people. Using this option, you can create a Monday Morning Newsletter template in your CMS, and have ONEmail automatically create a new campaign every Monday using that URL and send it to the same subscriber list. This completely automates the sending of routine campaigns.
--=== a. Send a Webpage ===
++**Requeue every: **This option allows you to //**send the same campaign**// to the list repeatedly, except that no user will get the message twice. This is useful if you want new subscribers to a list to get the campaign even if it is sent after they joined the list. A typical use would be if you have a welcome newsletter for subscribers to your site, and you users to get the message when they sign up.
--[[image:attach:media_1395771018963.png||align="center"]]
++So remember: repeat sends a new campaign, requeue sends the same campaign.
--//**Sending as a Webpage**//
++Next, click on tab #3, lists. If you have a lot of lists, you will see tabs across the list panel, with your lists divided up among the different tabs. CLick on a tab, then click the checkbox next to the list(s) you would like to send the campaign to. If you would like to use a suppression list (like a marketing opt-out list), click on the link where it says, "Please seledt the lists you want to exclude from this campaign" and you will see all of your lists there as well.
--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.
++[[image:attach:ONEmail Lists.png||width="800"]]
--**Note**: this feature does not work for image maps.
++\\
--To proceed through the send a campaign process, select **Next.**
++Panel #5 is not required, but allows you to segment your campaign based on prior campaign activity. From the pull-down on the left, choose the activity you would like to segment on. Here we've chosen Campaign activity. From the next tab, you can choose the type of engagement (opened/clicked/did not open/did not click, etc), and then from the third pull-down, you'll see a list of prior campaigns.
--=== b. Compose message ===
++This allows you to send THIS campaign to people on your list who did not open or did not click on a prior campaign sent to the same list. You can add multiple segmentation rules, and determine whether to send it to users who meet all or any of the criteria below.
--[[image:attach:media_1439235845042.png||align="center"]]
++[[image:attach:ONEmail Triggered Campaigns-Clicked.png||width="800"]]
--//**Compose a Message**//
++\\
--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.
++[[image:attach:ONEmail Trigger Based On Prior Open-Pick campaign.png||width="800"]]
--To copy and paste html:
++Finally, click tab #6, Finish. If you would like to receive notifications when your campaign starts and ends, put your e-mail into the boxes below. You can include multiple e-mail addresses separated by a comma. There is an option to add a Google tracking code to all of the links in your message. If you would like to do this, have your ONEcount support specialist add the GA tag to your ONEmail install.
--* Open the html file in a text editor (e.g. TextEdit) or in a word processing program such as Word or OpenOffice.
--* If opening in a word processing program, select to view the html source (e.g., in Word and OpenOffice, select View > HTML source).
++**Reset Click Statistics:** (% style="color: rgb(0,0,0);" %)Selecting this action clears existing click and open statistics for this campaign. (%%)
++(% 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.**
--To paste the html into the RTE:
++(% 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.**
--* Click on the Source button.
--* Paste the html in the RTE.
--* 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.
++Click "Place Campaign in Queue for Sending" and your campaign will be queued for delivery. The queue processor runs every five minutes, so your message should start sending within a few minutes of its schedule or embargo time.
--[[image:attach:media_1439236306243.png||align="center"]]
++[[image:attach:ONEmail Place In Queue.png||width="800"]]
--=== Text ===
++\\
--[[image:attach:media_1395771729859.png||align="center"]]
++=== CAMPAIGN PERSONALIZATION ===
--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.
++ONEmail can personalize messages using special markers or "placeholders." When you enter a place-holder in your message, ONEmail will replace that placeholder with the value of that field for that user. For example, the placeholder [ EMAIL ] is equivalent to a user's e-mail address. So when you send a campaign and include the placeholder [ EMAIL ] in the campagin, this placeholder will be replaced with the email address of each user the campaign is being sent to.
--The text version will be displayed to two types of subscribers:
++When you set up your ONEmail install, you defined which demographic fields would be available as placeholders in ONEmail. These typically include  [ FNAME ] for a user's first-name, [ LNAME ] for a user's last-name, and [ COMPANY ] for the user's company name.
--//1. Subscribers who have their preferences in phpList set to receive text emails.//
--These subscribers will be sent the text version only.
++Other placeholders that the system recognizes include:
--//2. Subscribers who have email readers that cannot display the HTML version.//
--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.
++[ OCID ]: This is the OCID of the user receiving the e-mail
--=== Meta Data and Send Test Options ===
++[ EMAIL ]: This is the e-mail address of the user receiving the e-mail
--[[image:attach:media_1477670714057.png||align="center"]]
++[ FORWARDURL ]: This will create a unique link in the campaign that a user can use to FORWARD the message to another user
--Note that you can add a campaign title or send a test message at any point during the message creation and deployment process.
++When sending a campaign, be sure to include a link to your e-mail preferences form, or include a one-click opt-out link so that user's can unsubscribe from the messages you are sending. One simple way to do this is using the one-click opt-out feature of ONEcount, which is described [[here>>doc:ds.One Click Opt-out]].
--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.
++\\
--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.
--You can (and should) also create a test list in ONEcount and send to that list prior to deployment.
--=== Format ===
--[[image:attach:media_1395771782287.png||align="center"]]
++{{id name="End ScreenSteps Content"/}}
++{{/layout-cell}}
--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.
++{{layout-cell}}
++{{panel borderStyle="solid" title="Search all Documentation:"}}
--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.
--=== Scheduling ===
++{{livesearch/}}
++{{/panel}}
--[[image:attach:media_1395772600209.png||align="center"]]
++{{panel borderStyle="solid" title="Search System UTILITIES:"}}
--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:
--**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.
++{{pagetreesearch rootPage="System Utilities"/}}
++{{/panel}}
--**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.
++{{panel title="More System UTILITIES"}}
++{{expand title="Expand"}}
++
--**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.
++(% style="margin-left: 30.0px;" %)
++[[Job List>>doc:Utilities - Job List]]
--=== Lists ===
++(% style="margin-left: 30.0px;" %)
++[[Backend User Permissions>>doc:Utilities - Backend Users and Permissions]]
--[[image:attach:media_1395773797508.png||align="center"]]
++(% style="margin-left: 30.0px;" %)
++[[Email Engine Sender Score>>doc:ONEmail and Sender Score]]
--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.
++(% style="margin-left: 30.0px;" %)
--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.
--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.
++(% style="margin-left: 30.0px;" %)
++Action Manager
--=== Server ===
++(% style="margin-left: 30.0px;" %)
++[[Configuration Manager>>doc:Utilities - Configuration Manager]]
--[[image:attach:media_1477669854065.png||align="center"]]
++(% style="margin-left: 30.0px;" %)
++Backend Activity Log
--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.
--If you have one email server, leave the selection as Default.
++(% style="margin-left: 30.0px;" %)
++IVT Mitigator
--=== Finish ===
++(% style="margin-left: 30.0px;" %)
++[[Widget Builder>>doc:Utilities - Widget Builder]]
--[[image:attach:media_1477669891978.png||align="center"]]
++(% style="margin-left: 30.0px;" %)
++[[Mapper>>doc:Utilities - DExTr]]
--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.
++(% style="margin-left: 30.0px;" %)
++Import/Export Tool
++{{/expand}}
++{{/panel}}
--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.
++\\
--**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.
--
--**Reset Click Statistics:** (% style="color: rgb(0,0,0);" %)Selecting this action clears existing click and open statistics for this campaign. (%%)
--(% 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.**
--
--(% 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.**
--
--(% 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.)**
--
--[[image:attach:media_1477670280779.png||align="center"]]
--
--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.
--
--(% style="text-decoration: underline; color: rgb(255, 0, 0)" %)**DO NOT SELECT "Process Queue" to initiate the sending of the campaign.**
--
--(% 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.**
--
--[[image:attach:media_1395775222709.png||align="center"]]
--
--=== Check Message Send Status ===
--
--Once queued, you can check the progress of a campaign by selecting "List of Campaigns" under Campaigns on the nav bar. (See below.)
--
--[[image:attach:media_1395777573901.png||align="center"]]
--
--This will bring you to the List of Campaigns page, where you select "Active" from the tabs. (See below.)
--
--[[image:attach:media_1477670426018.png||align="center"]]
--
--From this window, you can view the status of the message as it's being sent.
--
--
--
--{{id name="End ScreenSteps Content"/}}
++\\
++{{/layout-cell}}
++{{/layout-section}}
++{{/layout}}

Confluence.Code.ConfluencePageClass[0]

id

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--67228
++36667441

url

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--https://info.onecount.net//wiki/spaces/OD/pages/67228/Utilities - Creating and Sending Email/Newsletter Campaigns using the Email Engine (v12.x)
++https://info.onecount.net//wiki/spaces/OD/pages/36667441/ONEmail