WhatCounts Newsletter System Manual

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1 WhatCounts Newsletter System Manual Last Updated: November 21, 2008 This instruction manual describes the basic steps required to create, edit, and manage a mailing list for use with the WhatCounts system. Manual Outline 1. Login 2. List Management a. Create New List b. Manage Existing List c. Manual Subscription/Unsubscription d. Import Subscribers e. Export Subscribers f. Suppression Lists 3. Template Management a. Create a New Template 4. Send Mailing To List a. Test List b. Send to Subscribers 1 Task Progress 5. Monitor Campaigns 1. Login To login to the WhatCounts dashboard follow this link: The realm is universitycomm.

2 2. List Management To see all of the mailing lists currently configured in the WhatCounts system, mouse over the Lists menu item in the page header, select Management and from the sub-menu select View Lists. Each available mailing list is displayed in a table along with its current number of subscribers.

3 Create New List Mouse over the Lists menu item in the page header, select Management and from the sub-menu select Create New List. On the next screen, enter a name for your new mailing list, and select a list type of Normal. Click the Create button. You will be taken to a screen with four tabs across the top, allowing you to select Name & Addressing, Options, Tracking, and Advanced options. 1. Name and Addressing The name you entered for your list appears in the List Name field. Select the UComm Newsletter for the template. Enter iunewsed@indiana.edu for the From and Reply-To addresses, as well as the Admin and enter universitycomm?? _ref??@response.alumni.iu.edu for the Bounce Address. You may also enter a description for your list. This field is optional.

4 Select Default for the Folder dropdown list. 2. Options Use the default values. 3. Tracking Use the default values. 4. Advanced Use the default values. Click the Update button to save your list details, and then click Close to close the list options panel.

5 Manage Existing List Mouse over the Lists menu item in the page header, select Management and from the sub-menu select View Lists. Click on the name of a list to view and edit its details. You will be taken to a screen with four tabs across the top, allowing you to edit Name & Addressing, Options, Tracking, and Advanced options, the same options you would enter when creating a list. Click on each tab, changing values as needed and click the Update button to save the list details. Click the Close button to close the list details.

6 Manual Subscription/Unsubscription To add an address to one or more mailing lists, mouse over Subscribers and select Create New Subscriber from the menu. Enter an address in the field and click the Create button. You will be taken to a screen with four tabs at the top allowing you to specify User Information, Subscribed Lists, Opt Out, and Custom Data. 1. User Information Enter details about the user, including first and last names, city, state, ZIP code, etc. 2. Subscribed Lists Select all of the mailing lists you would like this new subscriber to receive. Check the box next to one or more mailing list names and select his or her preferred format from the Format dropdown list. Options are limited to Plain Text, HTML, and Multipart MIME. 3. Opt Out This option is used to remove a subscriber from a list and prevent a subscriber import process (see below) from automatically adding him or her back to the list. Check the box next to the name of the list from which you would like to opt out. You can also select Global Opt Out to prevent the addition to any current or future mailing list.

7 4. Custom Data Not currently used. Click the Update button to save the subscriber details. Click the Close button to close the subscriber details. Import Subscribers This option is used to import a large number of subscribers from a.csv (comma delimited) text file. Such a file can be created in Microsoft Excel by selecting Save As and choosing CSV (Comma delimited) (*.csv) from the Save as type: dropdown list. Mouse over Subscribers and select Import Subscribers from the dropdown list. You will be taken to a screen with a three-step process. 1. Load Data a. Select the format of your file. Comma-separated values (CSV), Tab Delimited, or Pipe Delimited. All of these formats are text files, with the only difference being the specific character used to separate fields. b. Click the Browse button (Firefox, IE) or Choose File button (Safari) to select a text file containing the subscriber information from your hard drive. c. If the first row of data in your text file contains field headers (labels, like address and phone ) check the First record contains field headers checkbox. This will prevent this first row from being imported. d. If you want to override previous Out Out unsubscriptions, check the Import users even if they have previously opted-out checkbox. e. Check the Ok to update subscriber record if it exists checkbox to allow existing subscriber data to be updated with newer information in your text file. For example, if a subscriber record already exists in the system but is missing the ZIP code, you can upload a new text file containing the missing ZIP code in the same row as the existing address and the new ZIP code will be added to the existing record in the system. Click the Continue button to proceed. 2. Field Mapping a. The first row of the fields/columns that are present in your uploaded text file will be listed next to dropdown lists to allow you to specify and Association. Use these dropdown lists to match specific data to the appropriate option. This tells the import system how to organize your imported data. b. Select the default format for the subscribers to be imported. This format will be used if no e- mail format column was included in the uploaded text file to specify the format on a persubscriber basis.

8 Note: If you are using a numeric value to represent the format, use 1 for HTML and 2 for Plain Text. Click the Continue button to proceed. 3. Select List a. Select the list to which you would like to add the imported subscribers from the dropdown list. Click the Continue button to upload and import your subscribers text file. A progress bar will indicate the progress of the import process.

9 Export Subscribers This option is used to export existing subscribers and save the records in a.csv (comma delimited) text file, either for backup purposes or to port the subscriber data to a different system. Mouse over Subscribers in the menu item in the page header and select Export Subscribers from the submenu. On the Export Subscribers screen, choose a list to export. In the Export Name text field enter a descriptive filename for your exported.csv file. Select Comma-separated Values (CSV) as the format. Select Yes to enclose columns/fields in quotes. Click the Continue button to proceed. On the Review Number screen, you will see the number of subscribers that will be exported. Check the box next to each field you would like to include in your.csv export file and click the Continue button to complete the export.

10 Suppressions Lists Suppression lists are used to block mailing list newsletters from being sent to a particular subscriber. Suppression lists must be simple text files containing only addresses, one per line. Mouse over Lists and select Suppression Lists from the page header sub-menu. To add a suppression list to the system, click the Add new suppression list link, name your suppression list, enter a simple description (e.g. List 1 unsubscriptions) and click the Browse button to select a file from your hard drive. Click the Add button to upload and import the suppression list. Once your new suppression list appears on the Suppression Lists page, you can click the Suppress icon to run the suppression process. Select the suppression list from the User Suppression List: dropdown menu and select the lists you to which you would like to apply the suppression. Hold down the Ctrl key as you click list names to select more than one list to process. Template Management To manage the existing templates in the system, mouse over Content in the page header menu, and then mouse over Templates to see a list of options in the sub-menu. Create a New Template Select this option to start with a blank page to build your template. Enter a name for your template in the Name: text field, and enter a subject in the Subject: text field. This subject will appear as the subject of the messages that subscribers receive. It is necessary to create two different versions of your template, one that is plain text, and one that is HTML formatted similar to a web page. These two versions can be entered by clicking on the associated tab below the Subject text field. Click on the Plain Text tab to access the text area for the plain text version. Type of paste your content into the text area. Click on the HTML tab to access the text area for the HTML version. This is a more complicated and powerful interface, offering yet another content management option. You can select either Code view or Design view (WYSIWYG). If you select Code view you must type or paste HTML code in the text area. If you select Design view you are presented with a WYSIWYG ( what you see is what you get ) editor, similar to a basic word processor, to allow basic formatting functions such as bold, italic, or underline text, or the

11 creation of bulleted lists. As you use the WYSIWYG editor you can click the Code view checkbox to switch back over to look at the HTML code that is being generated as you use the editor. This can be particularly useful when you are dealing with an error that cannot be fixed with the available WYSIWYG editing tools. Click the Create button to save your template. Send Mailing to List Mouse over Lists in the page header menu and select either Test List or Run Wizard. Test List Use this option to send a test mailing to a single address (usually your own). Select a list from the dropdown menu and click the Test List button. Select a template from the Template dropdown list. Enter in the Recipient(s) text field the address to which you would like to send the test message. Select one or more formats. A separate message will be sent in each format so that you are able to see how different subscribers with different preferences will view the message. Click the Test List button to send your test mailing.

12 Send to Subscribers Use this option to send a mailing to an entire list of subscribers. Mouse over Lists and select Run Wizard. You will be taken to the Send Mail Wizard page. On the Send Mail Wizard page, select a list of subscribers from the List name dropdown list. Select the specific template you would like to send from the Template dropdown list. IMPORTANT: Select Subscriber selected format from the Format option dropdown list. This will send a specific version (plain text or HTML) of your newsletter to each subscriber based on which format they have elected to receive. Click the Continue button. On the Final Step page, look over the details to verify the parameters of the mailing you are about to send and click the Send button to begin the mailing process. You will be presented with a progress bar that fills up as your newsletters are sent. Task Progress You can mouse over Lists and select View Tasks to monitor the progress of any mailings that are currently being processed.

13 5. Monitor Campaigns To monitor the results of campaigns (mailings) that have been sent click on Dashboard from the page header to be presented with a list of past campaigns. Details are presented including the number of messages sent, the number that were opened by the recipient, and the percentage of messages that we re successfully delivered. Click on the magnifying glass icon next to a campaign to view the results in greater detail.

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