Sending a LYBUNTS Using imodules. 3/17/14 Version

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1 Sending a LYBUNTS Using imodules 3/17/14 Version 1

2 The Big Picture Create the recipient list Use Quickbase to create a recipient list (of IDs) Export the recipient list to Excel, format the list Quick note: if you are sending an all-hands , that list is loaded into imodules by default i.e. NO upload is needed Manage in imodules Create the message Upload the recipient list Build the mailing using the recipient list Schedule the mailing 2

3 Creating the Recipient List Log into Quickbase Click on Alumni Select LYBUNTS download for imodules 3

4 Creating the Recipient List Click on More Select Save as a Spreadsheet 4

5 Creating the Recipient List Excel will open with the LYBUNTS data Select all data in the Alumnus column (column B) Right-click on the selected data Click on format cells, select Number and then Custom under category Under Type, input (10 zeroes) to format Delete all other columns and save file as.csv 5

6 Creating the Recipient List Recipient Excel file will look like this when complete. Save as.csv. In the next section, you will need to upload into imodules 6

7 Next Steps You have completed the creation of your recipient list You are done with Quickbase Next, build the mailing using imodules Set up details, create template, preview, upload list, schedule and send Let s begin: Log on to imodules class].dartmouth.org e.g. Click on Login at top left, brings up Dartmouth Web Authentication Screen. User ID: [input yours] Password: [input yours] 7

8 Login Screen 8

9 Login Screen Once you are logged in, click on , and under Manage, click on home 9

10 One Time: Set up Opt Out Option To avoid being classified as spam, you need to create an opt out option for each kind of (e.g. all dues related s) One-time event You will create a category that is specific to your type of message Click on Categories 10

11 One Time: Set up Opt Out Option So why am I doing this? --To avoid being classified as spam, you must have an unsubscribe (aka opt out) link plus a physical address (coming later) --By setting very specific categories, classmates can opt out of specific kinds of s, as opposed to opting out of all Click on Create New Category Type in the name of your category (for dues, mine is 1980 Class Dues and Laurie Van Buskirk Fund) Type in a description Click on Create Category Click on Close (Warning: once created, you cannot rename/delete a category (you can only inactivate it by clicking on the traffic light icon)) 11

12 Marketing Home Page For this purpose, click on One-Time Custom 12

13 Builder You will now start a process to build your Details Choose Template Build Content Send Preview Choose Recipients Schedule Release 13

14 Creating Your Message: Details Why am I selecting a footer? This is the second element of avoiding being classified as spam Don t like your footer? Contact IMShelp desk: Fill in asterisked items name (I usually put in date and purpose) From name (fully customizable, e.g. Dartmouth Class of 1980) From (what you want to show as sender) Reply To (when they hit reply, where will their response go) Subject (full customizable) You can personalize with tokens (not reviewed here) Select footer (default is Marketing s ) Click on the right side of Category (select the opt out category just created) 14

15 Creating Your Message: Details Completed Details Click on Save & Continue 15

16 Creating Your Message: Choose Template A bunch of Select Layout options will appear For demonstration, we are using Single Column Scroll down to Single Column Click on Single Column (Scroll bar) 16

17 Creating Your Message: Choose Template Now, Select Design Template For demonstration, we are using Mobile Friendly 1980 Click on Mobile Friendly 1980 Click on Save & Continue 17

18 Creating Your Message: Build Content Click on the pencil 18

19 Creating Your Message: Build Content Opens a new window Click on Default for Everyone 19

20 Creating Your Message: Build Content Note: I already started editing this. ##First Name## is a token Opens a new window Start editing the text Tokens not reviewed here, but allow you to personalize each message with First Name, Last Name, etc.) Click on Token List Select from a tree view (the most popular tokens can be found under tree view) Select desired token It will paste into document When done, click on Save Version Click on Save and Load Content Click on Save & Continue 20

21 Send Preview This window will open after you click on Save and continue under Build Content You can build a recipient list each time Next to Add Recipients, type in address and click Add Click on Send Preview Preview should appear in inbox Note: if you want to create a design template based on this , check the box next to Create a Design Template based on this Click on Save & Continue 21

22 Send Preview Here is the sample message that you sent under Send Preview Note the Token in the salutation personalized the message Note the footer, with the address, and the unsubscribe link 22

23 Choose Recipients To upload ID s click on Data Viewer 23

24 Choose Recipients This is how the box above will look after you browse and upload the recipient list created earlier Opens a window Note: as a default, Include all records will be checked. If you wanted to do a total class , you could simply use this list. For our Lybunts exercise here, click on the circle next to Upload Advance ID Number.csv/Excel file Click on Browse and select the recipient list file we created earlier Click on Next>> 24

25 Choose Recipients You might notice that your recipient count has gone down. That is typical, the result of missing addresses or opt outs. You will be returned to the prior screen. You can now Edit or Reset the Data Viewer Will show total estimated recipients Click on Save & Continue 25

26 Schedule Your Note that mailings are sent hourly. You can now set a Date and Time (and set your time zone) If you click on the box next to Send a Preview, it will give you the option to send another preview . Click on Save & Continue 26

27 Release Your ... Verify your information and.... Click on Save & Continue 27

28 ...and back to Marketing Home Once you release your , it will open the Marketing Home and you can see the status of your 28

29 Other Notes NOTE: released s cannot be edited (except the details). In order to modify the content of the , move to drafts. Note that s are classified: Saved Drafts: edited, but not ready to release Released s: completed, but not yet mailed History: sent s If you want to change the status of an , click on the gear symbol next to that , and the following drop-down menu will appear: NOTE: Your list of recipients can also be downloaded. 29

30 You have Completed an ing Congratulations! Not hard, but a lot of steps Be sure to send preview s Use this for all kinds of mailings E.g. non-payer reminders Again, if you are sending a message to all classmates, the list is pre-loaded in imodules (no upload required) Comments and corrections? Send to 30

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