Mailing lists process, creation and approval. Mailing lists process, creation and approval

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1 Mailing lists process, creation and approval Steps to creating your mailing list 1. Establish whether there is a generic mailing list that can be used (i.e. a list a sector or team use for every mailing) or whether a new list is required. If a generic list is used you can go straight to sending your via Vuture once the approvals process has been followed. 2. If a new list is required - complete the mailing list process form in conjunction with the lawyer / partner who has requested the mailing this will give you the information you need to create your mailing list Mailing lists process, creation and approval Choosing the right template If you are creating a new mailing list go to Marketing list on the toolbar and select New Now you need to choose the correct template:- *Vuture Mailing/Invitation template When you click OK the following screen will appear:-

2 Page 2 Naming conventions for mailing lists All mailing lists should follow this principle:name: YEAR SECTOR TITLE FEE EARNER MONTH Description: All mailing lists whether this is for a bulletin or an event should include a description stating what the purpose of the mailing list is and a description as to what categorisations it includes. Type: Make sure that you select the correct location you wish your folder to be stored under. So for example invites will be under the folder structure Current Invite Lists, Current Bulletins will create your folder under the main current bulletin heading and so on Now click to create your folder. Using previous mailing lists Sometimes you might be able to use a previous mailing list to build upon. To find the most relevant list that might be of use, simply look at the left hand side folder name Marketing lists, and expand. In here you can see the main folders for all the marketing lists we have on InterAction under their heading type i.e. bulletin, invite list, webinar invite list etc.

3 Page 3 Using the mark menu Once you have found the most relevant mailing list as a starting point, open the folder by double clicking on the title. For example:- Under Mailing Lists (validated) expand the list, double click on **Local Authorities Monthly Public Sector Matters Newsletter. The folder will open and show you the contacts. You can sort the list by contact name or Company by clicking on the toolbar:- You will see the showing that contacts will be displayed by Name in alphabetical order starting with surname A > Z. To include all the contacts in the list, go to Mark on the top toolbar and click, Mark All, you can also individually mark contact listed in the instruction in the box. In the image below next to some of the contacts there is a. That contact is marked. You can mark a contact by clicking on their name where the is in the image below. Also you can use the mark menu to mass mark an entire search/folder view of contacts.

4 Page 4 Linking contacts Once you have marked all/the required contacts you can link them into your newly created folder. If you go back into the Mark menu and click on Copy Mark Contacts Now open your newly created empty folder:- In the folder window, right click on your mouse and choose the Paste Link option. This is really important that you chose the Paste link as this will link the contact into the folder rather than move the contact from its source folder (firm contacts people). This could result in a loss of data! Your contacts will now appear in your list.

5 Page 5 Searching InterAction for your contacts Now you have your folder created you can start to search InterAction for contacts to be included in your mailing list. Contact types We use contact types to categorise contacts into various different groups. This is really useful to search on the types of contacts we have on InterAction that you may want to target. Here is a snapshot of the main folders of contact types we currently have on InterAction which have sub categories underneath them:- So within each folder there are many types of cont Searching against contact types To complete a search click on You will then see the following screen:- and New Search

6 Page 6 Folders As you will be adding people into a mailing list rather than companies it is best practice to include the following folders in your search:- Use to find the folders you need to search from. You have to select a folder otherwise InterAction will not know which area to look in for contacts. Use to use the search function to search for your folder. In the Name field, type in the name of the folder you are looking for. By using a * or % (also known as a wildcard) InterAction will search for any folder including that name. PLEASE NOTE: The folder that you are in when you start the search will pull through to the folder list shown above. Make sure that you are in the folder you want to search against i.e. Firm Contacts People rather than your new empty folder otherwise you will not get any search results.

7 Page 7 Criteria This is where you tell InterAction the criteria you would like it to search against for you. The best starting point is by searching against contact types. To add items into the criteria click Expand and then expand and choose

8 Page 8 By completing the above you are telling InterAction that you are wanting to search the Contact conditions as you want to search against individuals (people) rather than Organisations or their organisation they work for Associated Company Conditions. Double click on and click Find. Click Find You will then need to choose Contact Type in the dropdown of the Folder Class: In Folder Type: you can now choose from the contact types we have listed in InterAction. These are listed as per the folder structure. You need to be aware that there are contact types relating to individuals and also companies. As a result, if you try and search for individual contacts in a contact type folder that is only for organisations/companies then you will not receive any results. The best way to check which folder contains companies and which contain individuals is to have a look through the most relevant folders prior to searching. Individual relevance level and Individual specialisms are individual contact types only. Key Clients (Sector) - Personnel are also individual contact type folders with the Key Client (Sector) being company folders as it is always the company that is the client not the individual at the company.

9 Page 9 Searching by *Individual Specialism From the above stage, click Folder Type and choose *Individual Specialism Click Search. This will now give you a list of all the individual specialisms we have on InterAction. Choose the relevant specialism until its highlighted in blue and click Ok. You will then see this screen:- Click OK. This will be added into the list of criteria.

10 P a g e 10 Repeat this stage to add in further specialisms if necessary. When you have added in all relevant types your search criteria will look like this:- PLEASE NOTE: You MUST change the And to Or. If you leave the criteria as And, it will look for contacts that are linked in all the contact type folders you have selected and some individuals may only be linked into 1 of your specified folders therefore this will affect your search results. You can change the And to Or by clicking on Or on the bottom of the search whilst the row is highlighted in blue. Once all the And s are changed to Or click Search Now and your results will appear. Now use the instructions in the Mark section of this document to add the contacts to your mailing list. Searching Associated Company conditions On InterAction, sometimes we need to search for people who s associated company is linked into a contact type folder that is only relevant to companies. Below is an example when this may occur:search for HR contacts at NHS trusts only. So here we can see we need HR contacts at NHS hospitals. Here is how we do it

11 P a g e 11 Start a new search Add the criteria but this time maximise below:- so it will look like the

12 P a g e 12 Now choose folder and maximise:- You need to choose Associated Company is linked into As the company that the person is associated to is linked into the contact type of NHS trusts * other health authorities. You will then get this box:- Click Find Now use the dropdown on Folder class and choose Contact Type and in Folder type choose Healthcare and click search. You will see the following:- Now you can select NHS trusts & other health authorities.

13 P a g e 13 And click OK and OK again to the next screen. This is what your criteria will now look like:- As you can see, this is showing the company icon and will search in the NHS trust & other health authorities for people in this organisation contact type folder.

14 P a g e 14 Now we need to tell the search criteria that we want HR contacts within these hospitals. So now we need to add a Contact condition. Click and expand the Contact Conditions and expand Folder and choose:- Click Find Now in Folder class choose Contact type from the dropdown and in folder type choose *Individual Specialisms and click

15 P a g e 15 If you scroll down the list you will notice Human Resources, select this as above and click OK and OK to the next screen. You will now see the screen below showing you that the search is going to search against the folders Against the criteria of Associated company is linked into NHS trusts & other health authorities with contacts that are linked into the contact type folder of Human Resources.

16 P a g e 16 Click to complete the search. You will see the following:- The above shows you that you have 507 contacts in the search result and 0 marked contacts. To add these contacts into your mailing list follow the instructions in the Using the Mark Menu section. Searching by job title You can also use the search function to search by job title. Start your search in the same way by choosing Folder on the toolbar and New Search:Include the 3 folders below:-

17 P a g e 17 Now add the criteria:contact conditions, expand the Name & Company information choice and select Job Title:-

18 P a g e 18 You will see this screen:- Now use the dropdown on Operator: and choose: Includes. This will make sure that all possible matches are included rather than direct spellings etc. Value: for example put: HR And click OK.

19 P a g e 19 Due to the way data is inputted into the system, we have records for HR managers and Human Resource managers, FD s and Financial Directors, MD s and Managing Directors so please bear this in mind when searching for job titles. Taking this into account we now need to search for Human resources. So click Add and follow the same process:- As you continue to build up your criteria in your search you should get something a little like this:- PLEASE NOTE: You MUST change the And to Or. If you leave the criteria as And, it will look for contacts with all 3 job titles in their record. Or will look for the 3 separate entities. You can change the And to Or by clicking on Or on the bottom of the search whilst the row is highlighted in blue. Once all the And s are changed to Or click Search Now and your results will appear. To add these contacts to your list please follow the instructions on Using the Mark Menu section.

20 P a g e 20 Batching your mailing Any mailing over 1,000 contacts MUST be batched. I would suggest sorting your list by Company (to watch out for how many contacts you are mailing per company) Make sure you then sort by Name to make sure the companies are split in different batches upon mailng:- Now use the column to mark 1,000 contacts (by dragging the tick down the list) and go to Mark on the toolbar and select Mark Set Additional Field:- Now choose the additional field Batch:- PLEASE NOTE: You may need to change the Visible from for Batch to appear at the top of the list. Also if you have organisations in your list you will see the below message so make sure only people are in the list NOT organisations.

21 P a g e 21 Double click on Batch and Select Batch 1 Upon clicking OK the Batch will be set to Batch 1 for the 1,000 selected contacts. Repeat this process using Batch 2, Batch 3, Batch 4 and so on for the next 1,000 contacts until all the list is in a batch. Make sure when you are sending the batch mailings through Vuture using the required filters, you leave 2 hours between batches. Deleting contacts from your list You can either mass delete contacts using the mark option or delete single contacts. To delete multiple contacts, mark your contacts using the tick against them, right click and choose Delete Link. You will then get the option to delete the selected contact or marked contacts. Click Marked contacts. You will then be prompted to check that you want to delete the marked contacts and if correct, you need to type YES in the box. Click on OK and the contacts will be deleted. If you want to delete one contact, highlight the contact by selecting it until it goes blue and follow the same principle, right click and choose Delete link and the contact will be deleted from the list. Getting approval for your mailing list and sending to fee earners It is VITAL that you get sign off from the lawyer for your mailing list. What we like to do in an attempt to breakdown the data for them is to show them contacts on the list that will not receive the mailing as they have; no address, have requested that we do not send them marketing communications (so linked into the *Send no marketing communications folder) or have an address that has previously bounced back so is invalid and requires amending (so linked into the *Bounceback folder). The way in which we present the above is in an to the fee earner(s) with links to the mailing list to InterAction web client. Therefore there are a few searches you need to run in windows client to set this up.

22 P a g e 22 Contacts with no address To find contacts on your list with no address you must complete a simple search. From your mailing list folder on InterAction start a new search by going to Folder on the toolbar and New Search. The search box will pull through your mailing list folder and this is all that needs including in these searches:- Now in criteria you need to select Add to add criteria to the search and you want to look at so in this case you want to look at the contact (contact conditions) and electronic address ( address). Upon maximising the Electronic Address, select Electronic Address from the options:-

23 P a g e 23 You will then see the below screen. Make sure that you select Operator as: Does not Include and in the Value field to the free text box. This means InterAction will search for an address that does not have in the field so showing contacts that do not have an address. Now continue and run the search. In your search results, Mark the contacts using Mark and Mark all from the toolbar and now select Mark again and Add Additional Field (please refer to the Using the Mark Menu section for instructions on how to do this if necessary). Now look for the No Type additional field and click OK. PLEASE NOTE: You may need to change the Visible from for Batch to appear at the top of the list. Also if you have organisations in your list you will not see this additional field as it can only be applied to contacts not organisations. If you have organisations in your list then please delete them and re-run the search. Now select the Value as No and click OK. This will be applied to the search results. Now close your search window using the at the top right of the screen.

24 P a g e 24 Contacts with an invalid address From your mailing list folder start a new search (as you did for the above step) and in the criteria you want to search for contacts that are linked into the *Bounceback removals folder. So choose Contact Conditions, Folder and Contact is linked into *Bounce and click find. You now need to select the **Bounceback Removals folder and click OK and complete the search. Once again Mark all the contacts and Set and Additional field in No Type and choose previously Bounced. Click OK and close your search window.

25 P a g e 25 Contacts that do not want to be marketed to From your mailing list folder start a new search (as you did for the above step) and in the criteria you want to search for contacts that are linked into the *Send no marketing communications folder. So choose Contact Conditions, Folder and Contact is linked into *Send and click find. You now need to select the Send no marketing communications folder and click OK and complete the search. Once again Mark all the contacts and Set and Additional field in No Type and choose Send No Marketing. Click OK and close your search window. Close your search window once completed.

26 P a g e 26 Finding contacts that will receive the mailing Now that you have completed all the searches and found all the contacts that will NOT receive the mailing for the 3 reasons above, you now need to search the list for contacts that WILL receive the mailing for the fee earners information. By completing all the 3 searches above this can be done in one easy step! You basically know that the contacts that will not receive the mailing will have a value (no address, Send no marketing or invalid address) in the No additional field so if you search for contacts that this additional field is BLANK for, this gives you a list of contacts that will receive the mailing! To complete this on InterAction, start a new search from your mailing list folder, Add the Criteria in Company Conditions (to look at individuals) and this time expand the Additional Information option and click on Additional Information Field:-

27 P a g e 27 Now select the additional field you want to search against so No Type:- To see contacts where this additional field does not have any value you need to select Operator: is empty:- Run the search. The results will show you the contacts that will receive the mailing. Now we need to set an additional field for them so we can show the lawyer the search results. Mark the contacts and select Add additional field and this time select the No Send additional field. You now need to select the No Send as No as these contact WILL receive the mailing. Set the field and close the search.

28 P a g e 28 Using Outlook and InterAction web client to send for approval Now that you have set up all your relevant searches on InterAction windows client, you can now use the search function in Web client to send these search links to the fee earner(s) for their review. Find your mailing list on InterAction web client. You can do this by selecting Marketing Lists on the left hand side menu and then selecting the header folder in the Show toolbar:- Upon selecting your list make sure that you click on View All on the right hand side as InterAction will only show you the first 200 contacts in the list:- Now copy and paste the weblink into your =false&folderclass=2&folderid= &foldertypeid=10070&gridid=mailing-list-membership-nosponsor-flag-grid&proxyaccount=&resulttype=&searchdescription= training+folder++for+demo+-+february+2014&showflag=true&exporttemplate=mailinglist.xls&maxresultcount=0 This will show a direct link to your mailing list and will also show all the contacts on the list not limited to 200. You now need to remove your contact details out by simply highlighting the relevant sections (as indicated in yellow) and simply delete. This will prevent the user from seeing the login screen and take them straight into the mailing list. I would then hyperlink the mailing list so they do not see the long URL link so for example:please click below to view your mailing list in its entirety 2014 Training folder For Demo February 2014 Now you need to complete the searches to show the fee earner the contacts that will not receive the mailing and the reason why.

29 P a g e 29 Contacts with no address Click on Scroll down the search box until you can see the additional field you previously set titled No type:- and select No - Now click Search. This will show you the contacts with no address. Again if more than 200 contacts are on the list make sure you click the View All link and copy the weblink:- iling-list-membership-no-sponsor-flaggrid&showflag=true&checksecurity=true&foldertypeid=10070&showremovefromlist=true&readabl esearchcriteria=%3cb%3 ing%20address%20only%3c%2fb%3e%2c%20%3cb%3eno%20 %20type %3A%3C%2Fb%3E%20No%20 %20&refineSearchMethod=search-contacts-by-activitymodal&folderId= &refineSearchParms=accountName%3DMICHELLEN%26auditAccountNam e%3dmichellen%26activitycriteria%3dnone%26gridid%3dmailing-list-membership-no-sponsor-flaggrid%26showflag%3dtrue%26checksecurity%3dtrue%26foldertypeid%3d10070%26showremovefromli st%3dtrue%26folderid%3d %26searchresultspage%3dcontact-searchresults%26ignorepersistedcriteria%3dfalse&submitted=true&searchdescription=search+results%3a Training+folder+-+For+Demo++February+2014&previewFolderId= &isProfile=true&exportTemplate=mailingList.xls&fold erid= &addresssearchtype=mailing&searchfield_ = Again strip out your saved account details (as highlighted in yellow).

30 P a g e 30 Now you can create a hyperlink to send to the fee earner(s). I would normally type:please use the link below to see the contacts with no address which can be updated if known:41 contacts with no address You can see the amount of contacts in the search result at the top right hand side of the list:- Contacts with an invalid address You now need to follow the same principle to show contacts on the list that are linked into *Bounceback removals folder due to having an invalid address. Again, search the list by now clicking on change search, and include the additional field of No type and change this to Previously Bounced:- Click search and the contacts will be shown.

31 P a g e 31 Again click view all if more than 200 contacts are shown and copy the weblink stripping out your account details:- iling-list-membership-no-sponsor-flaggrid&showflag=true&checksecurity=true&foldertypeid=10070&showremovefromlist=true&readabl esearchcriteria=%3cb%3 ing%20address%20only%3c%2fb%3e%2c%20%3cb%3eno%20 %20type %3A%3C%2Fb%3E%20 %20Previously%20Bounced%20&refineSearchMethod=search-contacts-byactivitymodal&folderId= &refineSearchParms=accountName%3DMICHELLEN%26auditAccountNam e%3dmichellen%26activitycriteria%3dnone%26gridid%3dmailing-list-membership-no-sponsor-flaggrid%26showflag%3dtrue%26checksecurity%3dtrue%26foldertypeid%3d10070%26showremovefromli st%3dtrue%26folderid%3d %26searchresultspage%3dcontact-searchresults%26ignorepersistedcriteria%3dfalse&submitted=true&searchdescription=search+results%3a Training+folder+-+For+Demo++February+2014&previewFolderId= &isProfile=true&exportTemplate=mailingList.xls&fold erid= &addresssearchtype=mailing&searchfield_ = Now you can create a hyperlink to send to the fee earner(s). I would normally type:please use the link below to see the contacts with an invalid address which can be updated if known:77 contacts with an invalid address Searching for contacts in Send No Marketing Communications suppression folder You now need to follow the same principle to show contacts on the list that are linked into *Send no marketing communications folder due to requesting that we do not market to them. Again, search the list by now clicking on change search, and include the additional field of No type and change this to Send no marketing:-

32 P a g e 32 Click search. This will show you the contacts in *Send no marketing communications folder. Again click view all if more than 200 contacts are shown and copy the weblink stripping out your account details:- iling-list-membership-no-sponsor-flaggrid&showflag=true&checksecurity=true&foldertypeid=10070&showremovefromlist=true&readabl esearchcriteria=%3cb%3 ing%20address%20only%3c%2fb%3e%2c%20%3cb%3eno%20 %20type %3A%3C%2Fb%3E%20Send%20No%20Marketing%20&refineSearchMethod=search-contacts-by-activitymodal&folderId= &refineSearchParms=accountName%3DMICHELLEN%26auditAccountNam e%3dmichellen%26activitycriteria%3dnone%26gridid%3dmailing-list-membership-no-sponsor-flaggrid%26showflag%3dtrue%26checksecurity%3dtrue%26foldertypeid%3d10070%26showremovefromli st%3dtrue%26folderid%3d %26searchresultspage%3dcontact-searchresults%26ignorepersistedcriteria%3dfalse&submitted=true&searchdescription=search+results%3a Training+folder+-+For+Demo++February+2014&previewFolderId= &isProfile=true&exportTemplate=mailingList.xls&fold erid= &addresssearchtype=mailing&searchfield_ = Now you can create a hyperlink to send to the fee earner(s). I would normally type:please use the link below to see the contacts that will not receive the mailing as they have specifically asked that we do not send them marketing communications. An option here is to personally make contact with the individual to notify them of their decision in an attempt to try and gain their consent to mail them. Please get their written consent in the form of an should they decide they would like to go back onto our mailing list:91 contacts who do not want to receive marketing communications from us After completing the above steps we can now use the final search to show the contacts who will receive the mailing. Click change search and click CLEAR as you need to search against a different additional field now. Now find the No Send additional field and click No to show contacts who WILL be sent the mailing.

33 P a g e 33 Click search and the contacts that will be mailed will be shown. Again click view all if more than 200 contacts are shown and copy the weblink stripping out your account details:- iling-list-membership-no-sponsor-flaggrid&showflag=true&checksecurity=true&foldertypeid=10070&showremovefromlist=true&readabl esearchcriteria=%3cb%3eno%20send%3a%3c%2fb%3e%20no%20&refinesearchmethod=searchcontacts-by-activitymodal&folderid= &refinesearchparms=accountname%3dmichellen%26auditaccountnam e%3dmichellen%26activitycriteria%3dnone%26gridid%3dmailing-list-membership-no-sponsor-flaggrid%26showflag%3dtrue%26checksecurity%3dtrue%26foldertypeid%3d10070%26showremovefromli st%3dtrue%26folderid%3d %26searchresultspage%3dcontact-searchresults%26ignorepersistedcriteria%3dfalse&submitted=true&searchdescription=search+results%3a Training+folder+-+For+Demo++February+2014&previewFolderId= &isProfile=true&exportTemplate=mailingList.xls&fold erid= &addresssearchtype=all&searchfield_ =false&maxresultcount=0 You can now create a hyperlink to send to the fee earner(s). I would normally type:please find below a link showing you the contacts that will currently receive the mailing:1343 contacts that will receive the mailing The last link that we provide the fee earners is how to add their contacts that are not already on the list. Adding my contacts not already on the list As default InterAction will show All contacts on this list. You can change the view to show Your contacts on the list as below:- Sometimes fee earners will want to add contacts from My Contacts in InterAction that are NOT already on the list. You can give them the option by completing the below:click on Add contact to list on the right had side of InterAction and choose Select from My Contacts:-

34 P a g e 34 Your list of contacts will then be shown as below:- Where your mailing list title is on the above screen, right click on your mouse and click on Properties:-

35 P a g e 35 You will then see this window:- Where you see Address (URL) hover over it and put your mouse curser at the beginning of the http. Now hold down CTRL on your keyboard and press A to select all the link. Alternatively select all the text by double clicking your mouse over the link until it all appears blue:-

36 P a g e 36 Now right click on your mouse and click Copy. Go back into your Outlook and right click and click Paste: EN&auditAccountName=MICHELLEN You should see something like the above. Once again remove your account details otherwise lawyers will only be able to add your contacts not their own. Now within your you can use the link to create a hyperlink along with the text:please use the link below to add in contacts that are not already on this list Add a contact not already on this list Now go through and check all the links work correctly and once you are satisfied you can send your ! Once you have full approval of the list or have completed the required amendments and gone back to the fee earner(s) you can send your mailing! Congratulations!