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1 How To: Create an from a Template (One Time Custom & Recurring Custom ) This documentation is designed to walk through the necessary steps to create a new One Time Custom and a Recurring Custom using the newsletter and event templates. When using a template, some additional edits will need to be made. Custom s can be sent on a one time or recurring basis and provide flexibility by allowing you to use templates, reuse saved custom templates and reuse saved content. Both the One Time Custom and Recurring Custom s follow the same steps with the exception of scheduling the . *See Page 18, for more information. GETTING STARTED On the class, club or group s home page, go to the LOGIN link. Use your Infinite Connection username and password to login. CREATE A NEW There are two ways to create a new One Time Custom and Recurring Custom . Option 1: On the imodules Administrative Toolbar, go to the tab and select Create Custom One Time or Custom Recurring. Step 1: (Option 1) On the imodules Administrative Toolbar, go to the tab and select Custom One Time or Custom Recurring. Step 1: (Option 2) On the imodules Administrative Toolbar, go to the Home page and select One Time Custom or Recurring Custom . Option 2: On the imodules Administrative Toolbar, select Home to go to the Marketing Home page and select One Time Custom or Recurring Custom . Please note: In order to choose the event or newsletter Templates, you must choose One Time Custom or Recurring Custom . 1 P age Page 1 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

2 Step 2: NAME: The date the One Time Custom or Recurring Custom is created and your name will default. Recipients will not see the Name. Step 3: DESCRIPTION: Add a description for this , if needed, to help keep track of correspondence. Recipients will not see the Description. Step 4: CATEGORY: Select the Category from the drop down list based on the subject matter of the . Unsubscribes will happen within this category. Step 5: NOTIFICATION Your address will automatically default. Step 6: FROM NAME: For a more personalized , enter your name. If you prefer, use the class club or group s name. Step 7: FROM Your address will automatically default. Step 8: REPLY TO: Your address will automatically default. Step 9: SUBJECT: The class, club or group s name will automatically default in brackets. Leave this in there, add your subject next to it. Step 10: TOKEN LIST: Use tokens to personalize the Subject line and/or the Pre header of your . Step 11: FOOTER: This will automatically default to Marketing s. Step 12: Click Save & Continue 2 P age DETAILS Follow the Checklist to easily work through the steps to create a One Time Custom or Recurring Custom . You will be logged in so your information will automatically default in the Name, From , Reply To, and Notification fields. The green arrow to the left of the steps will indicate your progress when creating a new . Once you ve completed a step, the green arrow will become a green check mark. The pre header gives the recipient of an an idea of the subject matter of the . The preheader, if used, will ONLY appear as a short summary following the subject line of an when viewed in an inbox. The pre header will NOT appear within the itself. BEST PRACTICE: ALWAYS use the same address in the From and Reply To fields. Based on a recipient s client when an out of the office responder is enabled, it will either send an to the From or Reply To. If the recipient replies to your message, the reply will always be sent to the address that s listed in the Reply To field. Also, due to recent policy changes with AOL and Yahoo, it is a best practice to use in the From rather than an AOL or Yahoo address as the could be rejected by service providers who use DMARC authentication such as Comcast, Gmail, Hotmail, Roadrunner, etc. However, in the Reply To address AOL, Comcast, Gmail, Hotmail, Yahoo, etc. domains can continue to be used. Page 2 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus Most of these defaults can be changed. A link will be provided at the top of all s that allows recipients to view the as a web page. This is set automatically but can be turned off by deselecting the View in Browser box. All interaction with the web version of the is tracked so that when the recipient views the as a web page, these clicks will be counted in the reporting. When sending a preview, if you click on this link in the preview YOU MUST be logged in to the community otherwise it will trigger an error. When the is released, that link will work whether or not you are logged in.

3 CHOOSE TEMPLATE (2 column w/header & Footer) Newsletter Template To select the 2015 Template: Newsletter, choose 2 Column w/header & Footer under Select Layout. Step 13: (Option 1) To select the 2015 Template: Newsletter, choose 2 Column w/header & Footer under Select Layout. CHOOSE TEMPLATE (3 column w/header & Footer Event Template or the Simple One Column Template To select the 2015 Simple , choose 3 column w/header & Footer under Select Layout Step 13: (Option 2) To select the 2015 Simple , choose 3 column w/header & Footer under Select Layout. This example provides instruction on how to use the 2015 Simple template. 3 P age Page 3 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

4 Step 14: Click Save & Continue, once you ve decided which Template will work best for your new . BUILD CONTENT The template below is the 2015 Simple . Once you select the desired template, the Choose Template option under the Checklist will be displayed in gray. You cannot go back to choose a different template once it s been selected. You can now start to create content. Use the Template as is and replace the text and pictures or remove entire content blocks. If you are not using the dynamic content provided in the template, use the red x to remove this content. 4 P age Page 4 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

5 Use the icons at the top of each content block to Move Content, Edit Content or Delete Content. Step 15: To Remove Content, click on the red X above the content block to be removed. If Event Community Content block is not being used, delete this content block. BEST PRACTICE: NEVER delete the header and/or footer of the template. The header contains the class, club or group s name. The footer contains the MIT Alumni Association s address, official logo and social media icons that link to MIT Alumni Association social media sites. When you Remove Content, you will receive a confirmation message confirming you want to remove this content. Step 16: Click OK. 5 P age Page 5 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

6 Step 17: Click the pencil icon to Edit Content. Step 18: Click the pencil icon to the right of Default for Everyone to Edit Content Version. If you create multiple versions of the same , you will be able to select and edit each version. 6 P age Page 6 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

7 Step 19: Use the toolbar to format the . Add images, documents and hyperlinks. *See Appendix A (Page 21) and B (Page 27) for more information on images and documents. BEST PRACTICE: ALWAYS do your formatting within the Encompass content editor. However, if you are copying and pasting in content, you MUST first use Notepad or a similar software application in order to remove all html formatting. Note: Auto Save Feature on Text Editors The auto save feature saves a version of the work in the editor every 2 minutes, so when you log back into Encompass you have the option to continue working with the latest version. This feature works on CMS, , events, forms, memberships and only works in the edit mode. For example, if the admin is adding rich text to a form and is logged out because their session expires the unsaved content is not saved. It would be saved if editing rich text that was already on the page. When you return to the editor there will be a message at the top of the page stating "Unsaved data was found for one or more content editors on this page" plus an additional message stating The following unsaved content from time 7 P age Page 7 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

8 and date was found with a Restore and Delete link. The editor will display the unsaved content in the editor to allow the admin to see the latest version of the content. In addition, the admin WILL NOT be able to enter anything new into the editor until selecting the 'Restore' or "Delete' option. Step 20: Update content and information provided in the template. 8 P age Page 8 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

9 Step 21: To hyperlink text, highlight the text to be hyperlinked and click the Hyperlink Manager on the formatting toolbar. 9 P age Page 9 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

10 Step 22: On the Hyperlink tab, enter the URL. You can also hyperlink an address by highlighting the text, clicking on the E mail tab and entering the address. Step 23: Click OK. Step 24: Click Save Version. 10 P age Page 10 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

11 Step 25: Click Save and Load Content. 11 P age Page 11 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

12 These admin tools adjust the right margin. DO NOT update any of the margin settings. Note: size limits have been put in place and will not allow an to be released that has any single image that is larger than 800KB, or any that in total is over 2MB. If either of these scenarios are identified, then the system will display an error message on the Release step identifying the specific image(s) that is over the limit, and/or if the total size is over 2MB. The image(s) will need to be resized outside of the Encompass system. The image size limit ONLY applies to images in Marketing. 12 P age Page 12 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

13 On the Release step, the size of the will be calculated. If any of the individual images are over 800 KB or the entire is over 2MB, then a message will appear to the admin and the will not be sent. To check to make sure the file is not too large before sending a preview, click on the Release step first so that the error appears if the size is too large. Step 26: Click Save & Continue Step 27: Reply to Address: Add your address or the address that the recipient of the preview should reply to. If it is left blank, the preview will use the Reply to address in the Details. The will still show that it is being sent from SEND PREVIEW Send Preview sends a test copy of your to the address on file for the account under which you are logged in, and/or to any other additional addresses. Step 28: Add others to preview an before it is sent. To do this, add the address in the Add Recipients field and click the Add button. Step 29: Remove those that no longer need to preview the by selecting their address and clicking the Remove button. Step 30: Use the Additional Comments field as needed to add comments to the recipient of the preview . Step 31: Click Send Preview to preview in your client. Step 32: Save as a Design Template by clicking the box to the left of Create a Design Template based on this , if needed. Once you have sent a preview, you will receive the green confirmation message above. Step 33: Click Save & Continue. Note: If you are sending a preview to others, tokens will be your tokens. For example, if you insert a field like first or last name the receipeient of the preview will see your first and last name in the content of the P age Page 13 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

14 BEST PRACTICE: CONSIDER saving the updated template so that you can easily use it again. templates streamline the creation process and help you maintain consistency in the look of your s. To save an as a design template, check the option to Create a Design Template based on this . A text box will appear allowing you to enter a name for the template. CHOOSE RECIPIENTS Several saved queries (Ex. Alumni with an IC account, Alumni without an IC account, Dues Paid Members, Non Paid Members, MIT10, Sloan Alumni, and All Alumni) have already been added to your class, club or group s website. Use the Data Viewer to view all saved queries. If there is an additional query that you would like added to the Data Viewer, please contact your staff liasion and they will facilitate the request with our techical team. Please note: Include all records will include all records in your class, club or goup s website including any non member records. A non member record gets created automatically each time the first name, last name and address fields are filled out when someone is NOT logged in on a public form. This can also happen when an address file is uploaded for marketing purposes. Step 34: In Data Viewer, click Configure. BEST PRACTICE Select one or more of the three options (Data Viewer, Custom Lists and Address File) to create your recipient list by clicking the Configure button for each. ALWAYS start with the Data Viewer to view saved queries. Step 35: Click Use a saved query. 14 P age Page 14 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

15 Step 36: Click the Run Query icon to select the query to be used. Step 37: The Data Viewer will turn green and the number of recipients in that Saved Query will appear. Edit the list or Reset the Data Viewer to choose another list, if needed. Step 38: To add a Custom List, click Configure. 15 P age Page 15 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

16 Select a Custom List that has already been created or create a new custom list. *See Appendix C, Page 33, for more information. Step 39: Click the box next to the desired Custom List. Step 40: Click the More Actions button and select Include Selected Lists. Step 41: The Custom Lists will turn green and the number of recipients in the Custom Lists will appear. Edit the list or add more custom lists, if needed. Step 42: To add an Address File, click Configure. 16 P age Page 16 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

17 Step 43: Click the Choose File button to navigate to the file to be added and select it. BEST PRACTICE: ALWAYS choose a.csv file. Also, DON T upload more than 10,000 addresses at a time. Step 44: Click Update. To remove the.csv file, click on the red circle to the right of the file name. Step 45: The Address File will turn green and the number of recipients in the Address File will appear. Edit the list, if needed. The Total Estimated Recipients will appear at the bottom combining the total from all lists. Step 46: Click Save & Continue. 17 P age Page 17 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

18 One Time Custom Step 1: Click on the radio button to the left of Immediately to send the right now. Step 2: Click on the radio button to the left of In the future to schedule the date and time (hour and minute). The default is the current date and the last top of the hour. If this is not changed, the will never be sent. SCHEDULE Select the date and time to send your . Follow steps for One Time Custom or Recurring Custom based on your selection. One Time Custom Schedule Options: Step 3: Time Zone: Select the Time Zone. Recurring Custom Step 1: Click on the icon to the right of the Send FIRST on field to select the date. Step 2: Click on the icon to the right of the time field to select time (hour and minute) Currently, Community Content is NOT supported with s that are sent "immediately". Community Content includes such things as Events listings, Forward to a Friend, and RSS Feeds that change with each send. s with this type of content can only be sent at the top of the hour. The ability to send Community Content immediately will be added in the future. Tokens and roles are supported in s that are sent immediately. Recurring Custom Schedule Options: Step 3: Time Zone: Select the Time Zone. Step 4: Select the Daily, Weekly, Monthly or Specific Dates tab to choose frequency. Step 5: Use the Exclude specific months, Start Date, Report until as needed. Step 6: Send a sample to review before each scheduled delivery, if needed. Send example a certain number of days and hours before scheduled recurrence. Step 7: Enter address to be added and click the Add button, if needed. 18 P age The first recurring will be sent on the Start Date choosen, then subsequent s will follow the recurrance schedule you set. Page 18 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

19 Step 47: Click Save & Continue. RELEASE Step 48: Verify all information. Step 49: Click Save & Continue. The Scheduled will appear under the Released s grid until it has been sent. Once the has been sent, it will appear under the History grid. 19 P age Page 19 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

20 Note: The number of s in a query and the number in the History grid might not match because of these possible reasons: 1. Invalid address on record. 2. User previously unsubscribed from this category/community. 3. Deceased records always get excluded. BEST PRACTICE: If for some reason, you need to continue working on the after it has been scheduled the easiest way to do this is to click the drop down menu to the right of the cog wheel and select Move to Drafts. Did you complete the following steps? DETAILS (Page 2) CHOOSE TEMPLATE (Page 3) BUILD CONTENT (Page 4) SEND PREVIEW (Page 13) CHOOSE RECIPIENTS (Page 14) SCHEDULE (Page 18) RELEASE (Page 19) Additional Information is provided on the following: APPENDIX A: Using the Image Manager to Add an Image to Content (Page 21) APPENDIX B: Using the Document Manager to Add a Document to (Page 27) APPENDIX C: Create a Custom List (Page 33) 20 P age Page 20 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

21 APPENDIX A IMAGE MANAGER: ADD IMAGE TO CONTENT Select one of the images that have already been uploaded to your class, club or group s website or upload additional images. Step 1: Click the pencil icon to Edit Content. 21 P age Page 21 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

22 Step 2: Click the pencil icon to the right of Default for Everyone to Edit Content Version. Step 3: On the formatting toolbar, click the Image Manager. 22 P age Page 22 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

23 Choose one of the pictures that have already been uploaded to your class, club or group s website or upload additional pictures. Step 4: Click Upload. BEST PRACTICE: ALWAYS organize the image folders first before uploading images. Consider creating a new folder so that you can easily find images. Step 5: Click Select. 23 P age Page 23 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

24 Step 6: Find the file on your computer and select it and click Open. Step 7: Click Upload. Step 8: Click on the image file name to insert. Step 9: Click on the Properties tab to adjust any of the image settings. 24 P age Page 24 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

25 Step 10: Click Insert. Step 11: Click Save Version. 25 P age Page 25 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

26 Step 12: Click Save and Load Content. 26 P age Page 26 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

27 APPENDIX B DOCUMENT MANAGER: ADD DOCUMENT TO CONTENT Select one of the documents that have already been uploaded to your class, club or group s website or upload additional documents. Step 1: On the formatting toolbar, click the Document Manager at the location to insert a document. 27 P age Page 27 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

28 Step 2: Click Upload. Step 3: Click Select. 28 P age Page 28 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

29 Step 4: Find the file on your computer and select it and click Open. BEST PRACTICE: ALWAYS organize the document folders first before uploading documents. Consider creating a new folder so that you can easily find documents. Step 5: Click Upload. 29 P age Page 29 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

30 Step 6: Click on the document image name to insert. Step 7: Click Insert. 30 P age Page 30 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

31 Step 8: Click Save Version. 31 P age Page 31 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

32 Step 9: Click Save and Load Content. 32 P age Page 32 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

33 APPENDIX C CREATE A CUSTOM LIST(S) Select one of the Custom Lists that have already been created in your class, club or group s website or create a new Custom List(s). Step 1: To create Custom Lists, click on the Create New List button. Step 2: List Name: Enter a name for the new Custom List. Step 3: Addresses (Limit 50,000): Enter the list of addresses to be added to the new Custom List. Step 4: Click Save. 33 P age Once the new Custom List is saved, the green confirmation message will appear at the top of the page. Click the drop down menu to the right of the cog wheel if you need to delete a Custom List. Custom Lists that have never been used can be deleted easily. However, a Custom List CANNOT be deleted if it is associated with an . If you need a Custom List deleted that is associated with an , please contact your staff liaison. Page 33 How To Create an from a Template for Class, Club and Group Leaders November 2015 K. Balkus

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