Table of Contents. Real Magnet netforum Integration User s Guide

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2 Table of Contents Introduction / Overview..2 Set Up and Configuration 2 Functionality...2 A. Ad-Hoc/One Time List Transfer from Avectra to Real Magnet.2 B. Scheduled List Transfers from Avectra to Real Magnet.5 C. Returning Data from Real Magnet to netforum..8 D. Functionality on Individual Profile Page 9 E. Managing Unsubscribes 13 Support

3 INTRODUCTION/OVERVIEW Real Magnet is the only solution that is fully embedded in the netforum environment. From a single page, users can access all of the functionality in both netforum and Real Magnet. The integration is bi-directional, meaning that data flows both from netforum to Real Magnet (primarily in terms of transferring lists) and from Real Magnet to netforum (primarily in terms of returning and fax tracking data). Other key features include the ability to send and track an or fax to an individual member and fully synchronized unsubscribe management (NF version 2010). SET UP AND CONFIGURATION Real Magnet requires the netforum username and password of the individuals that will use the integration. Similarly, Avectra requires their Real Magnet usernames and passwords. Additionally, Avectra needs to: 1. Configure the MagnetMailTracker executable (hosting operations), and 2. Turn on the EnableMagnetMail system option. FUNCTIONALITY Transferring Lists from netforum to Real Magnet Data can be transferred from netforum to Real Magnet via two methods: 1) an ad-hoc/one-time transfers, and 2) scheduled uploads. The scheduled upload functionality automates the process of transferring lists for recurring messages, such as a daily, weekly, or monthly newsletter. Set up the schedule one time, and an updated lists is transferred from netforum to Real Magnet automatically at the time determined by you. Let s start with Ad-Hoc/One Time Transfers A. Ad-Hoc/One Time List Transfer from Avectra to Real Magnet 1. Users can transfer a group of contacts to Real Magnet from any list page in netforum. Once you ve accessed the list you want to transfer out of netforum, click the red Magnet Action Link in the upper right corner Action Links in the Upper Right Corner of a netforum List Page 2

4 2. The Real Magnet mapping page will be displayed in a frame of the netforum application. You must now go through the mapping process, which consists of these steps: Select a group to add the data to by choosing a group from Add To Existing Group pulldown menu or Create A New Group by typing a name for the new group. If you have created a Pre-defined Mapping and want to apply it, select it from the Use Predefined Mapping pull-down menu. If you have not applied a pre-defined mapping, map the netforum fields (left hand column) to the Real Magnet fields (right hand column in pull-down menus). * NOTE: Primary Key on the netforum side always should be mapped to the Custom Member ID on the Real Magnet side. In the Upload to Group area: Click Add To Existing Group Or New Group? Or Replace Existing List? Some customers will see an area labeled Overwrite? Click Do not Update Existing Records (Only Add Records To Group) Or Update Existing Records. Click Submit. Mapping Page 3. The Confirm Upload page appears. Review your choices and click Submit. 3

5 Confirm Upload 4. The Upload Data Status page appears. As the data is loading you may navigate off the page or wait. Upload Data Status 5. Finally a confirmation page appears verifying the number of records uploaded in the group. Confirmation Page 4

6 B. Scheduled List Transfers from Avectra to Real Magnet Use the scheduled upload functionality to automate the process of transferring lists from netforum to Real Magnet for recurring campaigns, such as daily, weekly, and monthly newsletters. 1. Access Real Magnet s Tools Tab (either via the integrated solution or the free-standing app itself). 2. Click netforum Upload in the left navigation bar Main Scheduled Upload Page 3. Here you ll see a list of the existing scheduled uploads, the date they were created, the frequency and time at which they run, and the last time they ran. You can delete a scheduled upload by clicking the Delete icon, and you can edit one by selecting the Edit icon. 4. To create a scheduled upload, click the Create scheduled upload link at the top of the page. The pull down menu on the next page displays all of your netforum queries. Select the query that you want to schedule and click the GO button. 5

7 Confirmatio Step 1: Select netforum Query 5. You ll then be brought to a mapping page. The fields in the netforum query will display in the left-hand column, the MagnetMail fields are displayed in the right-hand column in pull-down menus. Map the fields and click the Submit button. Step 2: Map Fields 6

8 6. On the next page, you select the following parameters: a. The Real Magnet group the query will be added to (under the Select Group pull-down) b. Whether data from the query should be Added to the group or Replace the group c. Whether data from the query should not update existing records or overwrite existing records d. The scheduled upload frequency and time Once you have selected these parameters, click Submit Step 3: Select Scheduled Upload Parameters 7. After submission, you re taken back to the main scheduling page which includes a confirmation message that the scheduled upload has been successful. 7

9 C. Returning Data from Real Magnet to netforum An overnight process runs every evening that updates Real Magnet tracking data in netforum. Unit data is brought back based on these parameters: 1. Sent Data is captured for up to 48 hours after the message was sent. 2. Opens - Data is captured for up to 14 days after the message was sent. 3. Click Throughs - Data is captured for up to 14 days after the message was sent. 4. Unsubscribe - Data is captured for up to 14 days after the message was sent. The Real Magnet tracking data is displayed on the netforum Individual Profile page, under the Real Magnet tab. The tab contains four child forms: 1. tracking: Shows the name, date sent, disposition (i.e. delivered or bounced; and if bounced, why?), and a date the was opened if, in fact, the message was opened. 2. Link tracking: Tracks the hyperlinks that were clicked in a message. You re shown the link that was clicked, the message name, and the click date. 3. Fax tracking: Shows name of fax messages sent and sent date. 4. Unsubscribe Tracking: Tracks the messages and groups recipients have unsubscribed from. It also shows the date the unsubscribe action was taken. See Section E of this documentation to learn more about managing unsubscribes. Individual Profile Page with Real Magnet Tracking 8

10 D. Functionality on Individual Profile Page Numerous Real Magnet functions are available from netforum Individual Profile Pages 1. Send to an individual 2. Send fax to an individual 3. View individual s Real Magnet history 1. Send to an individual a. On the Individual Profile page, click the individual icon on the far right of the row of icons beneath the contact information. Individual Profile Page with to Individual Icon on Bottom Right 9

11 b. Send to Individual Form appears on the next page. The form has the following fields: 1. On Select Message list click a predefined message. 2. Send To will automatically pre-populate with the customer address you chose. 3. Add a From Field. 4. Type in a Subject line. 5. Add a Billing Code if you have this feature enabled. 6. Click Submit and your message will be sent. c. A confirmation page appears. Send to Individual Message Sent Confirmation 10

12 2. Send fax to an individual a. On the Individual Profile page, click the Send Fax through Real Magnet icon in the upper right corner of the Individual Profile page. Individual Profile Page with Fax to Individual Icon in Upper Right Corner b. Send Fax to Individual Form appears on a new page. The form has the following fields: 1. On Select Message list click a predefined message. 2. The Name, Company, and Fax fields are pre-populated 3. Select the Send checkbox. 4. Type your Billing Code if you have this feature enabled. 5. Select the Fax Resolution checkbox. 6. Click Submit and the fax will be sent. Send Fax to Individual Page 11

13 c. A confirmation page appears. Message Sent Confirmation 3. Viewing Member s Full Real Magnet History a. On the Individual Profile page, click the View Real Magnet History icon in the upper right corner of the main contact information box. Individual Profile Page with to Individual Icon on Bottom Right 12

14 b. The Recent Recipient History For: form in MagnetMail appears on a new tab, providing an overview of the Customer s history. Click on the different tabs to view history in each communication category. Recipient History Page in Real Magnet E. Managing Unsubscribes It s critically important to understand your Real Magnet unsubscribe setting. You have these choices: 1) Unsubscribe to All Groups (i.e. if a recipient unsubscribes from one group, he is unsubscribed to all groups) 2) Unsubscribe to Group Only (i.e. if a recipient unsubscribes from one group, he is unsubscribed to that group, only) 3) Unsubscribe to Group Only with Categories (i.e. multiple groups can be linked together for purposes of unsubscribes. So, if a recipient unsubscribes to group A, he will also be unsubscribed to B and C, but not to X, Y, and Z) For more information on managing unsubscribes in Real Magnet, go to the help site in MagnetMail or contact Real Magnet s customer support at Best practices would dictate that unsubscribes are best managed in the AMS. Real Magnet returns unsubscribe data to netforum as part of this integration. The unsubscribe data (name of message, name of group, and date) is displayed on netforum Individual Profile Pages (See Page 7 of this User s Guide). With a small customization by Avectra, this data can be included in a netforum query. Without the customization, the data can be leveraged by using sub-queries. Contact your Avectra 13

15 Account Representative to discuss the best way to access and Real Magnet s unsubscribe data in netforum. If you have netforum 2010 with Service Pack 1, new functionality has been added to make managing unsubscribes even easier. By giving a netforum Mailing Type a name identical to a Real Magnet group, the group and Mailing Type will be associated for purposes of unsubscribes. So if you have a Mailing Type labeled webinar promotions and a Real Magnet group labeled webinar promotions and recipient A unsubscribes to an sent to the webinar promotions group in Real Magnet, he will be added to the webinar promotions Mailing Type automatically. Support If you require assistance with any of the items in this user guide, please contact us at or at support@realmagnet.com. 14