Creating/Editing a Personalized E-Mail

Select an HTML E-Mail Template

To start, navigate using the main menu to: “Menu > E-Mail Marketing System > Create a Personalized E-mail“ - or Click the button or quick link on your home page.

1. Search for an email template to personalize. You can search by keyword, e-mail type or search within specific categories. By default the results will show all emails in the “HTML Templates“ category. 
2. Use the “Results Per Page” drop-down list to change the number of results shown per page. “Sort by” options include: sort by name, date modified, control number(if used). Click on the green arrow to change the view between ascending and descending order.
3. For a larger template preview, simply hover over the thumbnail image. Click on the “Select“ link below the thumbnail to load the template and begin personalizing. 

Edit an HTML E-mail 

1. Step 1 – Customize the email content. In the “Customize HTML Template” window and under the “Edit HTML” tab, you will see the selected email template with editable content areas. 
2. Editable areas are shown as red ant-trails. These editable areas include text areas, image areas, links and content selector areas, as well as smart lists (used for newsletters and documented separately). To edit content in an editable area, simply click on the red ant trail area.

Edit an HTML E-Mail – Image 

1. Image Selector Editable Area – This type of editable area will allow you to replace an existing image. To replace the image, simply click on the “Choose Image” button. This will allow you to browse the system and/or your computer (if given permission) for an image to select a new image. Click the “Restore” button to set the image to the default image, or click the “Clear” button to remove the image.
2. When you change the image, you will see the preview of that image in the “Image Preview” area. 
3. You may be allowed to add links to some images by either typing in the URL, selecting from a list of approved links, linking to an asset within the system, or creating multiple links on the image using the Hot Spot tool.

Edit an HTML E-Mail – Image – Markup Tool

1. When selecting an image, as shown on page 5, you may have the ability to markup an image. You can find the Image Markup tool by clicking on the pen icon in the top right of any image thumbnail to markup that image.
2. The Image Markup tool will allow you to add text, arrows and a number of elements to an image utilizing the tools on the left side of the Image Markup screen. (The Image Markup tool is typically used to point out locations or directions on an image of a map or city.) 
3. Once done marking up the image, save it to your “My Assets” by clicking the icon shown below. The marked up image will be inserted into the editable image area. 
4. Once saved, you will be able to find the marked up image under the “My Assets” tab of the image browser for re-use later.

Edit an HTML E-Mail –Single Line Text 

1. Single Line Text Editable Area – This type of editable area allows you to change a small amount of text like a title or heading. This field type will not allow you to make any font or style changes. To change the text, simply click inside the “Edit Text“ input box and begin typing.
2. There may be a character limit to the text field and you can see how close you are to your limit as you type. This limit is established by your DMP system administrator.
3. Once done with your changes, click the “Save“ button, or the “Cancel“ button to save changes or cancel and return to the “Edit HTML” E-mail screen.

Edit an HTML E-Mail –Multi-Line Text 

1. Multi-Line Text Editable Area – This type of editable area allows you to change multiple lines of text like a summary or short paragraph. This field type will not allow you to make any font style changes. To change the text, click inside the “Edit Text“ input box and begin typing.
2. There may be a character limit to the text field and you can see how close you are to your limit as you type. This limit is established by your DMP system administrator.
3. Once done with your changes, click the “Save“ button, or the “Cancel“ button to save changes or cancel and return to the “Edit HTML” E-mail screen.

Edit an HTML E-Mail – Link Selector

1. View how many total links you are allowed to add into the area here.
2. When first clicking on the Links Selector editable area, the current default links are shown in this area. Link additions or deletions are immediately reflected in this area. If allowed by permissions, a link can be edited, moved up or down in order of how they appear, or removed. To edit a link, click the pencil. To change the link order, click the up and down arrows. To remove a link from your email, click the red “X” next to that link.
3. Add new links by selecting the “Add Link from Library“ button to select from existing available links or select the “Create Link“ button (if given access) to create a new link.
4. After clicking the “Add Link from library” button, you will see available links to add to your active links. The Link display name, the URL for the link, and link status, will be displayed.
5. To add a link from the library, click the “plus” sign next to the link. If the link is already in your list a “check mark“ will be displayed instead of a “plus” sign. 
6. To add more links, click the “DONE“ or the “Back to Manage Links“ button. If you are done adding links, click the “Save and Close“ button.
7. clicking the “Create Link” button, allows you to type in the display name as well as the URL for a new link. Click “Add Link” to display the link in your link list. 
8. Click the “Collateral” icon to browse assets within the platform to link to. Your DMP Administrator may allow you to upload assets to your private folder. 
9. Click the “Collateral” icon to browse assets within the platform to link to. Your DMP Administrator may allow you to upload assets to your private folder. 

Edit an HTML E-Mail – Content Selector

1. The Content Selector editable field – This editable area allows you to select content from a list of options the DMP System administrator has provided. The default value is pre-selected. 
2. Click on the radio button to choose alternate content.
3. Some Content Selector options may have variable tags within them you are allowed to edit. These vairable tags show up in red ant trails within the content selector options. Click on the red ant trails to edit the variable tag content. 
4. Click on “Save” to save your choice, or click “Cancel” to go back to the email without making a change.

Update HTML E-mail Plain Text

1. After editing HTML content using edit tags, you need to update the plain text version. Click on the “Edit Plain Text” tab to view the plain text editor. You can type in plain text or modify the default plain text.
2. Click on the “Convert HTML to Plain Text” button to convert the HTML to plain text. After clicking the button some editing of plain text may be necessary.

NOTE: URL links will not pull from the HTML into the Edit Plain Text editor; you must copy the URL path for each link and add it to the plain text manually.

HTML E-mail Step 2: Send Options 

• After editing your E-mail (HTML and Plain Text), you are ready for Step 2, “Configure Campaign Options”. These options are permission-based on each template. You may not have permission to see or change these options. The first tab in Step 2 contains “General Options” for the E-mail campaign.
• General options include:
  • Campaign Name – This is used to identify your campaign for your tracking results. Generally this would describe the campaign. This is not sent to campaign recipients.
  • Subject – The subject line that shows up in the recipient's E-mail.
  • Sender Name – First and last name of the person sending the campaign.
  • Sender E-mail – E-mail address of the person sending the campaign. This is used as the Reply-To E-mail address if one is not provided.
  • Mailing Type – The type of E-mail message this is (i.e. General, Promotion, Newsletter) These are defined by your DMP System Administrator. Recipients subscribe or unsubscribe from Mailing Types.
  • Reply-To E-mail – E-mail address for recipient replys if different from the Sender E-mail.
• The Scheduling Options tab allows you to send a campaign immediately (default) or schedule time and date. Note: Time displayed is based on the “Server Time” (CST/CDT) and may be different from your local time.
• The Link Tracking tab allows you to change the Tracking Tag Display name for links in the E-mail tracking results. The actual link name is used as the Display Name by default. Change the Display Name for each link to something you can quickly identify (i.e. our website, survey, my proposal). Mail To: links are not tracked. 
• The Advanced Options tab allows you to:
  • Email Receipt – Change or add E-mail addresses that will receive a receipt of the email campaign when it has completed sending.
  • Bounce Back Notices – Provide an email address or a list of email addresses that bounce back notices are sent to. An email will be sent to this list of email addresses for each bounce back in this campaign. This feature is enabled for campaigns going out to 100 or fewer recipients. All bounce back are recorded in your tracking report.
  • First Time View Notice – Provide an email address that would receive notifications of first time Email views. An email is sent to this list of email addresses for each first time view in this campaign.
  • Disable Tracking – This will disable any tracking for the E-mail campaign.
  •  Google Analytics Tracking – The bottom option works with Google Analytics. If your website has Google Analytics and the platform administrator has set up your domain in the platform configuration, this option will pass tracking information to your Website Google Analytics showing a referring source from this email campaign.

HTML E-mail Step 3: Select Recipients 

1. Select E-mail campaign recipients in Step 3. In “Manage Groups”, click “select groups” to retrieve your list of available contact groups.
2. Clicking on “select groups” will bring a “Select Groups” window that lists your contact groups. To select a group, click on the contact group name. To select or deselect multiple groups, Hold the “Ctrl” key down and click a group to select or deselect it. Once you have made your selections, click the “Save” button at the bottom right.
3. This area allows you to select contact groups you would like to be excluded from the E-mail campaign. For example, if you want to send a reminder E-Mail to sign up for an event, but you don't want those who have already signed up to receive this email, create a group containing those already signed up and exclude the group from this campaign.
4. To send the campaign to specific E-mail addresses within a group, use “Manage Individuals” to browse groups and select specific E-mail addresses to include in the campaign.
5. You can also manually add email addresses, to receive the campaign in the “Send to the following individuals” box.

HTML E-mail Step 4: Save, Preview, Send 

1. To send a preview of the E-mail, type in E-mail addresses separated by commas and click “Send Preview”.
2. Type in a Campaign Name at the bottom of stepper and click “Save Campaign” to save this campaign as a Saved Email. This will save all content and settings from the steps above.
3. Click the “Finish” button to submit the email to the outgoing mail queue. If your email is set to “Send Now”, it will be sent to the processing queue immediately. If your E-mails require approval before sending, this button will say “Send for Approval”. Once approved, the email will be sent out as specified without further notification. If it is not approved, you will be notified. If you have not sent the email and you want to cancel the campaign, click the “Cancel Campaign” button. 

HTML E-mail : Pending Campaigns

To view Pending E-mails or E-mails currently sending go to: Menu > Email Marketing System > View Pending Emails

1. Campaigns waiting for approval or post dated campaigns are listed under Pending E-mails. E-mails that are pending can be edited or canceled.
2. E-mail campaigns currently in the send process will be shown here. You can Pause, Unpause or Delete the send process of any campaign listed here by using the links under the Actions column. Selecting to pause or delete a campaign will only affect the portion of the campaign that has not already been processed. E-mails process quickly, so typically only the larger campaigns are visible on this screen for an extended period of time.

HTML E-mail : Reload a Saved E-mail 

1. To view Saved E-mails navigate to: Menu > E-mail Marketing System > Reload a Saved E-mail 
2. Hover over the thumbnail to see a small preview of the saved E-mail. . You can also click the blue “i” icon to see details about the E-mail or click the magnifying glass to see a larger preview. Click the “Select” button to choose the E-mail you want to reload.