How to Process Opt-Out Reqeusts in GroupMail (Subscriber Add-On)

Transcription

1 How to Process Opt-Out Reqeusts in GroupMail (Subscriber Add-On) Tuesday, January 23, 2007, 21:23 Your reputation and success depends on a well maintained list. List maintenance can be a very time consuming activity if you don`t automate the process to some degree. This tutorial will explain how to include an Opt-out link in your messages. It will also show how to automatically remove opt-out addresses from your groups when they arrive. This tutorial will show you how to use the GroupMail Subscriber Add-on to process optout requests. 1. First, let's put an opt-out link in a template so that it will be ever-present in our offers. Type an opt-out message somewhere at the end of your message and highlight the words that you want to serve as the hyperlink. Figure 1 From the "Insert" menu, select the "Hyperlink" option Fill in the hyperlink information as follows: Figure 2 The "Link Text" should be automatically filled in for you as you highlighted the desired text. RJR Solutions, Inc. Page 1 of 11 5/8/2007

2 Choose the "Mailto:" option from the drop down list in the middle section Type the following text in the URL section (using your actual address.) Me Then click OK Figure 3 Your opt-out paragraph will now have a hyperlink that your recipients will be able to click if they want to opt-out of your offering. Figure 4 When your recipient clicks on this link, their default client will create a new message pre- populated with your address as the "To" address and Unsubscribe Me in the "Subject" Line. Obviously, when you are actually doing this, use your own address and not the [email protected] address used in the example. All the recipient has to do is press send to opt out. On the receiving end Subscriber needs to be configured to pick up messages with "Unsubscribe Me" in the subject line and either delete the From address from your groups, exclude it from future mailings or call a Stored Procedure (Microsoft SQL Server only) to remove the recipient from your database. 2. Now, let`s configure Subscriber to process those opt-out requests when your recipients click on the link that you have included in your . Hopefully you won`t get too many! To begin, click on the Subscriber button: RJR Solutions, Inc. Page 2 of 11 5/8/2007

3 Figure 5 3. Now, let`s create a Pop3 Account by clicking on Pop3 Account in the left hand menu bar: 4. Click New Figure 6 Figure 7 RJR Solutions, Inc. Page 3 of 11 5/8/2007

4 5. Enter a description name for the Pop Account and your user name and password if required to access your mail server. Figure 8 The Account Name, Pop3 (server address), user name and password are required. 6. Great! Now we have a. An opt-out link in our message template, and b. An account set up to process those messages when they arrive! Now, let`s make some rules! 7. First, click on your NEW Pop3 Account as seen in the left side menu: RJR Solutions, Inc. Page 4 of 11 5/8/2007

5 Figure 9 8. Click on New Figure Enter a description name for your Rule. In this example, we`re creating an opt-out rule. Now, if you remember, we arranged our opt-out link to automatically put Unsubscribe Me in the subject when a recipient clicks on the opt-out link in our . So we want our Rule to read: If the [subject line] of the incoming [contains] the text: Unsubscribe Me You can click on the highlighted words in the rule for more options. But for now, let`s click on [empty] and fill it in. RJR Solutions, Inc. Page 5 of 11 5/8/2007

6 Figure Type in the subject line text as used in your opt-out link and click OK. Figure You`ll now see <>in the Rule Description. Figure 13 Then, click OK 12. Excellent! Now, you can see your new rule for that account. Now, let`s tell Subscriber what action to take when it sees messages containing Unsubscribe Me in the sujbect line. First, we need to click on our new Rule as seen in the left hand menu (opt-out). RJR Solutions, Inc. Page 6 of 11 5/8/2007

7 Figure Now, click on New to assign a new action to our rule. Figure Select Unsubscribe (opt-out) and then click Next RJR Solutions, Inc. Page 7 of 11 5/8/2007

8 Figure Select the Group(s) to unsubscribe from. You can select All if you have more than one group with opt-out requirements. In this case, we`ll use the address of the sender as provided in the from field of the received message. Select to Delete Recipient from Group and click Next Figure 17 You can also choose to exclude the recipient from future mailings but still maintain their details in your group. 16. Now, you can have autoresponder messages generated each time a recipient optsout. Add these if you wish and click OK RJR Solutions, Inc. Page 8 of 11 5/8/2007

9 Figure Hooray! Your Opt-out Rule is created. Now, let`s schedule Subscriber to process action on this account so that the work is automated. To do this, we click on the Scheduler icon. Note: Scheduler is available only in the GroupMail Business Edition. 18. Click New Figure 19 RJR Solutions, Inc. Page 9 of 11 5/8/2007

10 Figure Select the event that you want to schedule; or you can select all accounts if you have more than one. Then, click Next Figure Select the date and time when you want Subscriber to process your opt-out requests and repeat as desired by hour, day, week, month or year) RJR Solutions, Inc. Page 10 of 11 5/8/2007

11 Figure Congratulations! Subscriber will now process your opt-out requests per your instructions at the frequency that you specified. Figure 23 Note: As Subscriber searches for messages on your mail server for opt-out messages to process, ensure that your client that you use for opt-out purposes contains a rule that keeps messages with your Opt- out Subject on the server. Otherwise, those messages will download from the server before Subscriber processes them. RJR Solutions, Inc. Page 11 of 11 5/8/2007