emarketing Manual- Creating a New Email Create a new email: You can create a new email by clicking the button labeled Create New Email located at the top of the main page. Once you click this button, a small window will open. In this window, you will need to create a name for your email. This is the name that will be used on the site. Select your account from the dropdown menu. Then choose a folder to place your email in, using folders can keep your emails organized and can be used to determine who has access to the email. Once this information is inputted, select Create Email. Email Details: General information about your email is displayed here. You can also add notes, change the sender s information, subject line, and the email type. Page 1
Name & Notes: in this section you can change the name of your email, assign it to an event, and add internal notes. Email name: this is where the name of your email will appear Event: if you want to assign this email to an event, select that event from the dropdown box Notes: add any notes associated with the email here. Notes are for internal purposes only Email Details: you can edit the email details in this section, you also have the ability to choose to use a template for your email, and select your email type. Sender s Name: Input the name of the person that the email is coming from Sender s Email: Input the email address that the email will come from Page 2
Subject Line: Place the subject you would like your attendees to view for this email here Use Template: If you have preloaded a template, then you can check this box which will eliminate the option to choose from email types. If you choose to use a template, the tabs at the top of the page will change, replacing the HTML and text tabs with the template tab. Email Types: If you choose not to use a template, you can select from one of the email types available; HTML & Text, HTML Only, or Text Only Unsubscribe Message: This text will appear at the bottom of your email allowing your recipients to unsubscribe from the mailing list. You can edit the verbiage by deleting the current text and adding your own. HTML Content: In this section you can insert the HTML content that you want in your email. The HTML editor functions the same way as the HTML editor in ereg. You can also insert merge fields into your HTML content. A merge field is a code that pulls information from a specific field that may be subjective to different registrants, such as company or name. See below for details. View Merge Fields: If you choose to add a merge field to your email, click the button labeled View Merge Fields located at the bottom right of the page. Once you click this button a small window will open that looks like the screen shot below. Locate the merge field that you want to Page 3
insert into your HTML content. Then highlight it and copy the text. Once you have done this go back to your HTML content and past the text where you want it to appear within your email. Text Content: In this section you should input the text that your recipient will see if their email browser does not automatically display HTML content within an email. Text content will always be shown, but items in HTML content such as images, or links may not be visible. You may not need to insert any text in this field if you choose to send the HTML part of the email only. Page 4
Template: If you choose to use a template in the email details section, another tab will appear labeled template where you can choose from the dropdown of available templates. Templates are created in the template database under your account. Then follow the options accordingly. Attachment: If you choose to add an attachment you will have to browse your computer for the file you want by clicking the Browse button in the Add an Attachment section. Once you have located the proper field, and opened it to upload your document you then can click Save & Stay button towards the bottom of the page. This will complete the upload and you will now see the file in the Current Attachments sections. To view an uploaded document, click the view icon to the right of the document name. You can delete an uploaded document by clicking the trash icon located to the right of the document name. Send Email: Once you have created a mailing list and have completed the setup of your email you will visit the Send Email tab. On this tab you will have the ability to choose the mailing list you would like to send the email to as well as a particular date, time, and specify the time zone. Page 5
Send / Schedule this Email: Sent this email to: Here you can select the mailing list that you want to send this email to. If you want to send this email to multiple mailing lists you can revisit this page and choose a different mailing list and resend the email. Date & Time: Here you will select the Date & Time that you want the email to be sent. Time Zone: Here you will select the time zone you are using to specify the date & time of sending. Checkbox 1: check this box if you want to exclude sending the email to anyone on the mailing list who is already registered for the event associated with the email. Checkbox 2: check this box if you want to give your registrants the option to unsubscribe from the mailing list only instead of the entire account. Currently Scheduled/ Sent Emails: In this section you can preview scheduled or sent emails as well as the Mailing list, date, time, status, and sending progress associated with them. You can also choose to edit or delete a scheduled email. Page 6
Test this email: To send a test email to yourself, click the Test this Email button as shown above and a pop up box will appear where you can enter an email address to have a test of this email sent to. View Reports: To view reports related to your email click on the View Reports button shown above. Within this section you will have the ability to view reporting based on mailing list, date & time, sent to, unique views, unsubscribes, and bounced back emails. Page 7
Search All Subscribes: To search all subscribers for your mailing lists click the Search All Subscribers button shown above and input the recipient information that you are searching for. A search function will appear like the once shown below. Page 8
Cross Mailing List Report: To cross compare mailing lists click the Cross Mailing List Report button shown above. Subscription Status: Here you will enter the subscription status (if any) that you want to filter on Unsubscribed After: Here you will enter the date after which subscribes must have unsubscribed to be viewed in your report. Unsubscribed Before: Here you will enter the date before which subscribes must have unsubscribed to be viewed in your report. Select Account: Here you will select the account that you want to export unsubscribes from. Page 9
emarketing Manual- Creating a Mailing List Create a Mailing List: Once you reach the point where you have completed your email, before you send it, you have to have a designated mailing list to send it to. You can create a new mailing list by going to Create New in the top left hand corner of the etouches site, and click Mailing List. Once you choose to create a new mailing list, you have to create a mailing list name, and you are also given the option to add it to a specific folder. Page 10
List Details: In the List Details section you can alter the name of your mailing list, the status, add notes, and make your mailing list for testing only. List name: the name of your mailing list will be displayed in this field. If you want to change your mailing list name, edit the text here and click save and stay. Unsubscribe name: this is the name of the mailing list as it will appear to registrants who are unsubscribing to the mailing list only Status: select the status of your mailing list in this field Notes: if you have any notes associated with the mailing list, you can add them in this field. Notes are for internal purposes only, to help you and your colleagues identify the mailing list. Checkbox: check this box if you want the mailing list to be for testing purposes only Custom Fields: Custom fields allow you to insert more data into your mailing list than just the default system selections. To create a custom field, select the Add Custom Field button. Once you do this, a new window will open requiring information about your new custom field. Page 11
Custom Field General Details: in the general details section you can assign a name to the field, custom merge code, and edit what should be displayed in the help field. Field Name: enter the name of your custom field here. Merge Code: select the code from the dropdown box that you will use to merge this information with your email. Help Field: enter any further information about the custom field in this section. This information will appear when someone is adding or editing a subscriber to the mailing list. Once your custom field is successfully added, the layout of the custom field tab will look like the screen shot to the right. You will have the option to edit or delete this custom field using the icons to the right of the custom field. To the right of the custom field name is the merge code associated with it that you can use within your email. Page 12
Manage Subscribers: The manage subscribers page includes the list of all your current subscribers. You can view subscribers by sorting them in alphabetical order by clicking on the last name field, first name, email address, or status. Above the list are the options to add a subscriber, import data, export data, or delete all subscribers. Filter Results: there is a built in option that allows you to filter your subscribers many ways. If you click on the filter icon you will see a list of options available to you. Select the option you want to filter your subscribers by and then input the subject in the field. Page 13
Change the View: in the dropdown box in the top right corner you are able to switch between different views. The default view is automatically preloaded but you have the ability to add a new view. To a new view, click on the dropdown box and select Add new view. Add New View: clicking add new view will open a window where you can specify the details of the new view. You can give the view a name, make it visible to all users, and reorder the columns. View Name: enter the name of your new view into this field. This is the name that will appear on the dropdown box when the view is completed. Page 14
Checkbox: checking this box will make the view visible to all users in your account, leave this unchecked if this view is for personal use Add columns: you can add columns but clicking on the add columns button. Clicking this will open a window with standard and custom fields that have checkboxes next to them. You can check the ones you would like to be displayed in the view. Do not worry about what order you check them in because you always have the option to rearrange the order of the columns. Re-ordering columns: after you have selected which fields should be displayed in the view, you can arrange the order in which those fields get displayed. To do this simply drag and drop the field name where you want it. You can also delete a field if you realize that you do not want it. The two default fields, copy and delete cannot be deleted but you are able to move them where you want. Page 15
Deleting a View: if you want to delete one of your created views, you can do so by clicking the Manage all Views icon to the right of the dropdown box. Clicking this will bring up a window where you can manage the views. Only the created views will be visible in this window. You have the ability to edit, copy, or delete a view. Add a Subscriber: If you wish to add a single subscriber, click the button labeled Add Subscriber. Once you click this button a new window will populate with subscriber details. This is where you need to enter information about your subscriber. Fill in the standard fields with Page 16
the subscriber s information. Not all fields are required to have information, just the fields important to you. For a brief explanation of each field, scroll your mouse over the yellow question mark to the right of the name. Notice that if you added any custom fields in the previous tab, these fields will be located in the Custom Fields section towards the bottom of the page. Once you have finished entering this information, click Save & Stay or Save & Exit. Import Data: If you wish to import multiple subscribers at once, click the button labeled Import Data. A new window will appear with instructions on how to import subscribers. Page 17
(Step 1) Downloading a CSV Template and uploading a CSV File into the system: The system will only recognize a CSV file containing the correct fields; you can download the proper template by clicking the link that states Please download this CSV template to add data for the import. Once you have downloaded this template, you will need to add the subscriber s information into the excel file. Note that when you are putting the information into the template, do not delete the columns that you are not using, doing so will skew your data when you try to import it. To import data into custom fields, use the first blank column for the first field, the second blank column for the second field, and so on. Once you have finished adding your subscriber s information, be sure to save it as a CSV file and then search for it using the Browse button. Checkbox: check this box if your CSV has a header row, this is important because if you do not check this box and you have a header, then you will get useless information when you try and import. Page 18
Step 3: in step three you can select the option that states what you would prefer the system to do with your duplicates. Select the option you want by clicking the radio button. Step 4: in step four you can choose whether the people you are adding should be subscribed, unsubscribed from list, or unsubscribed from the account. Export Data: You can export your current subscribers by clicking the button labeled Export Data. Once you click this you will have three options; you can export to an excel file, csv file, or pdf file. Delete All: If you choose to delete all of the subscribers in your mailing list you can do so by clicking the button labeled Delete All. A warning will appear asking you if you want to perform this action. Page 19
Search All Subscribes: To search all subscribers for your mailing lists click the Search All Subscribers button shown above and input the recipient information that you are searching for. A search function will appear like the once shown below. Page 20
Cross Mailing List Report: To cross compare mailing lists click the Cross Mailing List Report button shown above. Subscription Status: Here you will enter the subscription status (if any) that you want to filter on Unsubscribed After: Here you will enter the date after which subscribes must have unsubscribed to be viewed in your report. Unsubscribed Before: Here you will enter the date before which subscribes must have unsubscribed to be viewed in your report. Select Account: Here you will select the account that you want to export unsubscribes from. Page 21