University of Colorado at Boulder Alumni Association Harris Connect E-Mail Marketing Training Document I. Log in and get ready A. Go to https://admin.alumniconnections.com/olc/admin/cob/admintool/ and log in using the username and password credentials that have been assigned to you. If you do not know your credentials, e-mail contact@cualum.org. B. Once logged in, click on the Email Marketing link in the left navigation. II. III. How Email Marketing works Your workflow in Email Marketing will be separated by logical steps: Create & Manage Lists Create & Manage Content Address & Assemble Email Send & Schedule Each step is separated by tabs, which go from left to right. Create and Manage Lists Your workflow begins in this section. You will see your e-newsletter query is already developed for you. You won t need to ever do anything more in this section. - PAGE 1 -
Notice the List Count column. This is the number of records that this query is pulling. This number may change as new records are added to Harris database either via the administrative database or via an alum that updates their profile on Forever Buffs Network. By clicking the Calculate link, you can find out the actual number at any time. Also note that this number is not reflective to the number of e-mail addresses, which will be smaller. You will see that number in the Send & Schedule tab. This is your main query, DO NOT EDIT IT! IV. Create & Manage Content The second step of your workflow is where you create your e-mail message. A template has been created for you. To modify this template and add your desired message, click the Duplicate link. DO NOT DELETE THE TEMPLATE! You will want to duplicate it each time you create a new e-mail. - PAGE 2 -
B. A new window will open. Notice the text field, Name this content says Copy of C. Rename your e-mail in this text box and in a logical manner so that you can easily identify it in the Address & Assemble Email section. We recommend you follow the following naming structure: YEARm00_department_nameofmessage 2008m08_A&S_enews OR 2008m08_A&S_5minnetworking - PAGE 3 -
D. Edit your message by highlighting the template language, PARAGRAPH 1 etc. and inserting your e-mail message. Copy (ctrl c) and paste (ctrl v) work in this application. Also feel free to use the WYSIWYG (What You See is What You Get) tools. Notice the tag after Dear. This is a feature that allows you to personalize your message. With this particular tag, the recipient will see their first name in that place. Find other tags in the Work with data tags button. Once you have customized your message, be sure to click on the Copy HTML to text version button. This feature is for people who only receive text e-mails. You may also modify the text version to just direct people to view the email in a browser. Click the Save button at the bottom of the screen! - PAGE 4 -
V. Address & Assemble This is the third step of your workflow. In this section you will marry a list with a message and identify other e-mail details. Click the Address and assemble a new email button to get started. Identify Email Details A. Name your e-mail logically in the Email name field. I recommend naming it exactly what you named your e-mail message and using the following naming structure: YEARm00_A&S_nameofmessage 2008m08_A&S_enews OR 2008m08_A&S_5minnetworking B. In the From: drop down, your friendly from definition hould be populated and already selected. C. The From email address: AND Reply email address: fields will already be populated for you. D. Populate the To: field. Keep your audience in mind here. If you are the college of Arts & Sciences, Arts & Science alumni might be a logical name. I recommend using this name every time you send a message to create consistency and to train your audience. E. BCC: field. You may include email address of those that you might want to receive the email but who are not included in the query list. Those who receive a BCC email will see ***SAMPLE*** in their subject line when they receive the email in their inbox. - PAGE 5 -
G. Populate the Subject field. Identify Email content and recipient list A. From the Select email content drop down menu select the email that you created. In this example, we selected 2008m08_A&S_enews. B. From the Select recipient list drop down, select a query. You will only have one query to select from. Be sure to select it here. Identify Campaigns and Categories A. Select your college, school or academic department from the Available Campaigns list. B. Select college, school or academic department from the Available Categories list. These pieces are extremely important. The campaigns selection allows an administrative to easily filter all the emails that you have sent. If you do not select the correct campaign, reporting will be off. The categories selection is attached to the opt-in/out functions. If an individual has opted in to receive your enewsletter and you select the wrong category, they will not receive your e-communication. And if someone opts-out to not receive your e-newsletter and receives it after they ve opted, we will be violating federal CAN SPAM legislation! Click the Save this email button! - PAGE 6 -
VI. Send & Schedule A. This is the fourth and final step of your workflow. Click the Send a broadcast email right now button OR schedule an email to be sent in the future by selecting a day from the calendar. B. If you clicked the Send a broadcast email right now a pop-up window will appear. In the pop-up you will see a list of available emails. For this example, we selected 2008m08. Click the Schedule this email now button. - PAGE 7 -
C. A schedule will appear. You can either approve and it will send or you can review it one more time before delivery. I recommend reviewing it one more time. To do this, click the name of the email NOT the red Approve link. D. If you clicked the name of the email as noted above, a pop-up window will appear. You will be able to review the details of your email before sending. If it is ready to go, click the Approve link at the bottom of the pop-up window. - PAGE 8 -
Congratulations! The email will begin to process. You will receive a Job Status report in your gmail inbox when the email has successfully sent to your query base. - PAGE 9 -