User Guide for Bulk Mail Management System (BMMS)

Transcription

1 User Guide for Bulk Mail Management System (BMMS) Table of Content In this user guide, we first guide you through the process of creating, approving and releasing bulk mails. 1: How to Access the System 2: How to Create a Campaign 3: How to Manage and Approve a Campaign 4: How to View the Campaign Report 5: How to Duplicate an Existing Campaign Then we describe some of the useful advanced features: Appendix 1- How to view the Pre-built Contact Lists Appendix 2: Create and Manage You Own Contact Lists Appendix 3: Mail Merge Appendix 4: HTML Template and Image Management Appendix 5: Segment Terms of Reference Campaign A Campaign means a bulk mail. Creating a Campaign means creating a bulk mail sending to many recipients. Mandatory Campaign Type This type of campaign will be sent to all recipients. The recipients cannot unsubscribe it. They must receive it. Commercial Campaign Type The recipients can have the option to unsubscribe this type of in the future. 1

2 Pre-built Contact List This mimics the previous Alias Groupings. We migrated most of the groups and combined some of infrequently-used ones. For example, there are still lnstaff, lnstudents, etc. However, the four groups, bachi-4year-y1-prog, bachi-4year-y2- prog, bachi-4year-y3-prog, bachi-4year-y4-prog are combined into a single bachi- 4year-prog. 2

3 1: How to Access the System a. Login URL This system must be used with Microsoft Internet Explorer version 7 or above. Access the following URL to log in to BMMS: b. Login Page Input the following to log in (Figure 1-1): your Lingnan username Password: your Lingnan password Group: select your department Click Login. Figure 1-1: Login Page 3

4 2: How to Create a Campaign There are 7 steps in creating a campaign as below. Step 1 Create a new campaign Click Create Campaign. (Figure 2-1) Figure 2-1: Create campaign Select Create a brand-new campaign and then click OK. (Figure 2-2) Figure 2-2: Creating a new campaign 4

5 Step 2 Define basic information Fill in the information as below: (Figure 2-3) Campaign Name: must be unique Campaign Group ID: just leave it blank Campaign Expiry Date: set it to be later than the campaign release date Campaign Type: For mandatory campaign type, select Not Specified. For commercial campaign type, select your department. Click Save and then click "Next". Figure 2-3: Define basic information 5

6 Step 3 Configure sharing Select your department. Click Next. Figure 2-4: Configure sharing Step 4 Define delivery channel Fill in the sender information as below: (Figure 2-6) Sender Name: input display name Sender Address: input sender address Reply-to Name: input display name Reply-to Address: input sender address Bounce Address: click to select bounce <edmbounce@ebounce.ln.edu.hk> Outgoing Mail server (SMTP): just keep the default value Character Encoding: Unicode (UTF-8) Select Put the hard bounced customers to the global hard bounce list. Ignore all the other fields and click Next. 6

7 Figure 2-6: Define delivery channel 7

8 Step 5 Define target customer Select recipients as below: On the Contact tab, click Add. You can select the pre-built contact list by typing a portion of the list name and then click Search. For example, input lnstaff as below (Figure 2-7). Click Search. Click on the radio button of the list you need. Click OK. For more information about the pre-built contact lists, please refer to Appendix 1. For more information about creating your own contact lists, please refer to Appendix 2. Figure 2-7: Define target customer On Opt-out tab, If this is commercial type campaign, choose the third option Move unsubscriber to opt-out list of the campaign's type. (Figure 2-8). If it is mandatory type campaign, choose Do nothing. No report. Click Next. 8

9 Figure 2-8: Opt-out On the Dedup tab, check Enable Duplication and then check boxes. 9

10 Step 6 Create template If your campaign is mandatory, Just choose Basic HTML and then click Next. (Figure 2-9) Figure 2-9: mandatory type campaign If this is commercial type campaign, Click Basic HTML. Click the button. Input unsubscribe as below (Figure 2-10) Click Search. Click on the radio button of the Unsubscribe template. Click Ok and then click Next. 10

11 Figure 2-10: commercial type campaign Input the subject in the Subject field. (Figure 2-11) In the bottom, there is a blank area for adding content. You edit your content here with the formatting tools above. You can copy and paste the content from other applications, but the format may not preserve. Figure 2-11: Create campaign template 11

12 If this is commercial type campaign, there is the default unsubscribe message in the content. Please do not remove it. You edit your content above it. (Figure 2-12) Figure 2-12: commercial type campaign unsubscribe message You can add images to the by using the image tool. (Figure 2-13) For more information about image management, please refer to Appendix 4. Figure 2-13: Adding images 12

13 You can add attachments to the by clicking Add button. (Figure 2-14) Figure 2-14: Adding attachments After editing all the content, click Next at the bottom. Step 7 Set schedule We set the release date and time of the campaign. Click the New Stage button. (Figure 2-15) 13

14 Figure 2-15: Set schedule Select Roll out as scheduled and then set the campaign release date and time. (Figure 2-16) Figure 2-16: Roll out as scheduled In Coverage, select Currently remaining to include all recipients. (Figure 2-17) 14

15 Figure 2-17: Currently remaining Click OK. Remember to click Finish to save the whole campaign. (Figure 2-18) Figure 2-18: Finish 15

16 3: How to Manage and Approve a Campaign You need to approve the campaign before it can be released to recipients. You can view and edit the campaign before approval. Click Manage Campaign. (Figure 3-1) Just click Search or input your criteria and then click Search. In the search result, click on the radio button of the campaign you need. To approve the campaign, click the Approve button. The s will be sent according to the date and time set. Figure 3-1: Approve a campaign 16

17 You can click the View button to view the campaign details. The preview of the can be seen on the Template tab. Figure 3-2: View a campaign You can also click the Edit button to modify the campaign again before approval. 17

18 4: How to View the Campaign Report Click Manage Campaign. (Figure 4-1) Just click Search or input your criteria and then click Search. In the search result, click on the radio button of the campaign you need. Click the View button. Figure 4-1: Manage a campaign Near the top right corner, click the Campaign Report drop-down box. (Figure 4-2) Figure 4-2: Campaign Report 18

19 There are lots of reports. We briefly describe some of the most useful and frequently-used ones here. Campaign Activity Summary report (Figure 4-3) You can view the campaign delivery summary, such as the number of s sent, failed, unsubscribed, and even opened. Figure 4-3: Campaign Activity Summary Messages Received report (Figure 4-4) A list of each sent. You can even view the individual content. Figure 4-4: Messages Received Report 19

20 5: How to Duplicate an Existing Campaign In creating campaigns, you can reuse an existing campaign to save time and effort. Click Create Campaign. (Figure 5-1) Select Duplicate an existing campaign. Click OK. Figure 5-1: Duplicate an existing campaign Just click Search or input your criteria and then click Search. (Figure 5-2) In the search result, click on the radio button of the campaign you need. Click Duplicate. 20

21 Figure 5-2: Duplicate an existing campaign If an alert box prompts out as below, just click Close. Figure 5-3: Duplicate an existing campaign You can now start to edit the new campaign. 21

22 Appendix 1- How to view the Pre-built Contact Lists You can view the pre-built contact list by clicking the List button. (Figure A1-1) Select Show All and click Search to see all the lists that you have access. You can also select With Basic Info and type in a portion of the list name in the text box to search for target list. To view the detail of the list, click the radio button of the list and click View. Figure A1-1: How to view the Pre-built Contact Lists In the contact list detail page, click Search to view all the records in the list. (Figure A1-2) You can even export the list by clicking the Export button. Then choose the desired fields and the output format as CSV and click OK. 22

23 Figure A1-2: To view pre-built contact list detail and export the list Click OK. Wait a moment and you will be prompted to save the file. 23

24 Appendix 2: Create and Manage You Own Contact Lists A2-1: Create a new contact list Users can create their own contact lists by clicking the Lists button and then New List. (Figure A2-1) Figure A2-1: Create and Manage You Own Contact Lists Input the following information: (Figure A2-2) List Type: Keep the default Customer Contact List ID: The name of your own contact list List Name: Same as List ID Description: A description for the list And then click OK. 24

25 Figure A2-2: Input new list information There are 2 ways to add entries to the list. You can add them one-by-one or import from a CSV file. Both methods are described below. A2-2: How to add an entry to the contact list Click the Add button near the bottom. (Figure A2-3) Figure A2-3: How to add an entry to the contact list 25

26 Fill in at least First Name/Last Name and Address. (Figure A2-4) Click OK. You can continue to add another entry, or click Close to finish adding. Figure A2-4: How to add an entry to the contact list A2-3: How to import into the contact list First, prepare a contact list in CSV format. A sample is shown below. A typical list would have the fields: First Name, Last Name and Address. (Figure A2-5) Figure A2-5: CSV sample 26

27 Click Import. (Figure A2-6) Figure A2-6: Click Import Click Browse to select the CSV file. (Figure A2-7) Make sure to select the encoding matches the encoding of your file. Usually this is Unicode (UTF-8) for CSV files created in Excel. Click Next. Figure A2-7: Select Your Data Source 27

28 Choose Always create new records. (Figure A2-8) Click Next. Figure A2-8: Select Your Import Policy Check your data fields are mapped correctly. (Figure A2-9). A green tick indicates that the mapping is correct, whereas a red cross indicates not. In that case, click that field and can select the correct mapping in the Import as drop down box below. When all the mappings are correct, click Next to proceed. Figure A2-9: Data field mapping 28

29 Review the summary and check the data mapping again. If no problem, click Next. (Figure A2-10) Figure A2-10: Data mapping summary After successful import, click Close. (Figure A2-11) Figure A2-11: The contact list is successfully imported 29

30 Click Search to display all imported records. (Figure A2-12) Figure A2-12: search and view the list You can also add, edit or remove records by clicking the corresponding buttons. (Figure A2-13) Figure A2-13: Edit or Add list records 30

31 Appendix 3: Mail Merge In step 6 of creating a campaign (Step 6 Create template), you can apply Mail Merge to your content. For example, to perform mail merge for the recipient name. (Figure A3-1) Place the cursor at the desired location. E.g., just after the word Dear. Select the Last Name field from the Mail Merge Personal drop down box. Figure A3-1: Step 6 of creating a campaign (Mail merge) 31

32 Appendix 4: HTML Template and Image Management A4-1: Access Template Management Click Admin. Click the Templates icon to access the Template Management page. (Figure A4-1) Figure A4-1: Access template management A4-2: Add Template Click Search to search for existing templates. (Figure A4-2) To add new templates, click the Add button. 32

33 Figure A4-2: Search for and add templates Fill in the basic information for the new template. (Figure A4-3) Both the Template ID and Template Name should be unique. Figure A4-3: Fill in template information You can import an HTML file as the template content. (Figure A4-4) 33

34 Figure A4-4: Import an html file You can then preview your template by clicking the Preview tab. (Figure A4-5) Figure A4-5: Preview a template Finally, click OK to save the template. 34

35 A4-3: Approve Template Click Search to search for the template just created. (Figure A4-6) You have to approve the template before it can be used. You can edit or duplicate existing templates. You can also remove existing templates. Figure A4-6: Search, edit and duplicate a template 35

36 A4-4: Manage HTML images Click Admin. (Figure A4-7) You can manage images by clicking the Images icon. Figure A4-7: Manage HTML images Click Browse to select your image files to upload. (Figure A4-8) Click Upload. Figure A4-8: Upload images 36

37 To create a new folder, type in the folder name and click Create. (Figure A4-9) Figure A4-9: Create new folder and view images A4-5: Use the uploaded HTML images If you want to add images to your content, click the image icon. (Figure A4-10) Figure A4-10: Insert image into content 37

38 Click Browser Server. (Figure A4-11) Figure A4-11: Insert image into content Choose your target image. (Figure A4-12) Figure A4-12: Choose the image you want to use Click OK. (Figure A4-13) Figure A4-13: Choose the image you want to use 38

39 Appendix 5: Segment Segment is a function for users to select a portion of the list. In step 5 (define target customer), you can add filtering conditions to the fields of the list to select which users you want to send to. For example, if you want to send only to the fourth year students in BA Chinese, you have to first choose the contact list: bachi-4year-prog. (Figure A5-1) Figure A5-1: Applying segment Click the Segment tab. In the Includes area (Figure A5-2), select the field you want to filter, such as STUDENT_TYPE, in this example. Select =. Select the value, such as Fourth Year, in this example. Click Save. Figure A5-2: Applying segment 39

40 If you always send to all members in the list, there is no need to use Segment. Click Segment Size to check how many final recipients there are in the list. (Figure A5-3) Figure A5-3: Check segment size 40