Web Mailer Module Overview

1
Web Mailer Module Overview

• The WebDirect Web Mailer modules provides the
  ability to format text or rich-HTML emails to be
  sent to groups of email Recipients.
• Mass email campaigns may be used for marketing,
  sharing news with a group of people, internal
  communications, event promotion, and other mass
  communication requirements.
• Emails sent using Web Mailer provide feedback
  statistics about Recipient activities, such as
  views, clicks, and invalid email addresses.
• Web Mailer absorbs and notes bounced emails,
  keeping the clutter out of your inbox.
• Recipient lists are stored in the Web Mailer
  module and may be re-used an unlimited number of
  times.
• Web Mailer is accessible from almost any computer
  with Internet access, meaning you can send mass
  emails and manage Recipients even while away from
  your office!

2
Accessing Web Mailer

• Web Mailer is only to be used to send Mailers
  from the live WebDirect Admin.
• Log into the WebDirect Admin system.
• Select Site Modules from the top navigation.
• Select Web Mailer from the left navigation.
• Mailers, also known as mass emails, are contained
  in a Campaign.
• Campaigns contain topic-related Mailers.
• Mailers are individual mass emails that may be
  formatted in text and HTML for sending to a
  specified group of Recipients.
• Recipients are added manually to a Mailers
  recipient list, or recipients may subscribe to a
  Campaign through Website sign-up forms.
• Sent Mailers return statistics, including how
  many were sent, who received the Mailer, who
  opened it, who clicked on links in the Mailer and
  how many times.

3
Campaigns

• Click the green plus sign to Add a new Campaign.
• Related Mailers will be created within the
  Campaign.
• Multiple Campaigns may be created to organize
  additional topic-related Mailers.
• Name Create a descriptive name for the
  Campaign. In many cases, this Name concisely
  represents the topic for Mailers contained in the
  Campaign.
• Description An optional field, this area may be
  included in all Campaign Mailer by selecting Yes
  under Display to User, or kept private in the
  WebDirect Admin by selecting No.
• Display to User Specify whether or not to
  include the Campaigns description to Users
  during the unsubscribe and manage subscription
  process.
• Click the Add button to create save the
  Campaign.

4
Mailers

• Mailing Name The verbiage entered here is only
  seen in the WebDirect Admin. The Mailing Name
  must be unique and may include the date to help
  with future management of similar Mailers.
• From Address The email address sending the
  Mailer (who the email is from).
• Testing To Address The email address(es) for
  people to receive a Mailer preview.
• Subject The email Subject line that will be
  seen by Recipients.
• Text Body For Recipients that do not receive
  HTML formatted emails, the text body contains no
  HTML code, images or hyperlinks. Links to files
  or Web pages must be spelled out.
• HTML Body Using the editor toolbar, the Mailer
  may include images, links, and use similar
  formatting as a Web page.
• Click the Add button to creating and save the
  Mailer.
• Once created, the Mailings screen will provide an
  overview of the Mailer, text and HTML previews of
  the Mailer, and provide the ability to add
  Recipients.

5
Recipients

• The 4 icons at the top of the Recipients table
  provide the ability to add and delete Recipients,
  send test messages, and to send unsent Mailers.
• Add Recipients add email address to the list of
  Recipients.
• If previous Mailers have been sent, the Recipient
  list will be available for selection, adding all
  its Recipients to the list.
• Recipients may also sign-up to receive Mailers in
  a Campaign through a Website sign-up form.
• Delete All Unsent Recipients removes the email
  address from the Recipient list that have not yet
  received the Mailer.
• Send Test Message sends the Mailer to the email
  address(es) entered into the Testing To Address
  field.
• Send All Unsent Messages sends the Mailer to
  Recipients in the list that have not previously
  received the Mailer.
• A Mailer may only be sent to a Recipient one (1)
  time.
• A sent Mailer may have new Recipients added. When
  sent, the Mailer will only go to Recipients that
  have not previously received the Mailer.
• Adding Recipients - Email addresses for
  Recipients may be manually entered into the field
  one per line, or separated by commas (not
  spaces).
• The email addresses of Recipients subscribed to
  the Campaign will automatically appear in the
  form field.
• Copy from Prior Mailing import a Recipient list
  of email addresses from another Mailer.
• Click Add to finish adding Recipient email
  addresses.

6
Sending a Mass Email/Mailer

• Tick the checkbox to the left of an email address
  to
• Delete Selected to remove a Recipient from the
  list
• Edit Selected to open the email address for
  editing
• When all Recipients have been added, test
  messages sent and approved, the Mailer may be
  sent by clicking the Send Unsent Messages icon at
  the top right of the Recipients table.
• A confirmation pop-up Window will appear. Click
  OK to continue sending the Mailer, or Cancel to
  stop and return to the edit screen.
• A message will appear on-screen confirming
  Mailing Queued for delivery.
• As soon as a Mailer is sent, the Web Mailer
  module begins to collect statistics about
  activity regarding the Mailer.

7
Email Received
From Address
Recipient only sees their email address and not
the addresses of other Recipients.
Subject
HTML Body
Unsubscribe and Manage Subscription links

• The Recipient receives the Mailer in their
  supported format (HTML or text).
• Links for the Recipient to Unsubscribe Now or
  Manage their subscription are included at the
  bottom of all Mailers in Compliance with SPAM
  laws.

8
Sent Mailer Overview

• Return to the Web Mailer Overview screen for
  information about Mailers and Recipient activity.
• The overview screen shows the date and time of
  when a Mailer was most recently sent.
• Use the icon to the left of a Mailer name to
  Delete a Mailer, its stats and Recipient list.
• The Duplicate this Mailing icon to the left of a
  Mailer name will create a copy of the Mailer and
  its Recipient list.
• Click on a Mailer name to open it for editing,
  add additional Recipients, delete the Mailer, or
  to view its stats.

9
Mailer Stats

• By default, Recipients are listed alphabetically
  by email address. The sorting order may be
  changed by clicking a table header link, such as
  Views.
• The three (3) stat fields for Views and Clicks
  are
• Total view/click (includes duplicates)
• Unique views/clicks (by recipients)
• Percentage of views/clicks (unique hits by active
  recipients) (IE doesn't include bounces)
• Sent The total number of emails sent with the
  Mailer.
• Views - How many times Recipients opened and
  viewed the email Mailer.
• Clicks How many times did a Recipient click a
  link in a Mailer.
• Returned The number and percentage of email
  addresses that refused delivery of the Mailer due
  to bounces, soft-bounces, or mis-formatted email
  address.

10
Managing Subscriptions

• Enter an email address into the field to add a
  new Recipient as a Campaign subscriber, or to
  edit an existing Recipients Campaign
  subscriptions.
• Click Next to proceed
• Check or uncheck the box to the left of a
  Campaign name to subscribe a Recipient to
  individual Mailers from a Campaign.
• Click Submit to save the updated subscription
  preferences.
• Subscribe to All Current and Future This option
  will subscribe a Recipient to all Campaigns
  automatically.
• Unsubscribe From All Current and Future Removes
  a Recipient from all Campaigns and blocks the
  email address from receiving Mailers.
• A message appears confirming the subscription
  change for the email address.

11
More Mailers Campaigns

• From the Overview screen, click the green plus
  sign to the right of a Campaign name to create a
  new Mailer.
• Or
• Click the Duplicate this Mailing icon to the left
  of a Mailer name to create a copy of the Mailer
  and its Recipient list.
• Follow the steps for creating a Mailer and adding
  Recipients from the prior pages of this guide.
• New Campaigns may also be created from the
  Overview screen to contain Mailers addressing
  other topics.
• It is not necessary to create a new Campaign for
  each new Mailer. New Mailers are to be included
  in a Campaign related to their topic.

12
Web Mailer Module FAQ

• Should I add myself as a Recipient as well as the
  Test address so I see the final message, as well?
  
• That's up to you. Please realize the message you
  send to yourself as a member of the Recipient
  list will become part of the statistics.
• I don't want the From address to appear as an
  email address. I want it to be my name with the
  email address hidden.
• The From field may be formatted as in regular
  email. To display a name with a hidden address,
  use this format (without the quotes) "Desired
  Name ". Be sure to use a name
  your intended recipients will recognize so your
  Mailer won't be deleted as SPAM!
• Am I sending SPAM by sending a Mailer?
• This depends on how you're using WebMailer.
  Recipient lists should only be built using people
  who have asked to receive emails from you.
  Recipients requesting to be un-subscribed from a
  list should not be re-added without their
  permission.
• Can Recipients unsubscribe from a Mailer by
  themselves or do I have to manage all the
  Recipients myself?
• If a Recipient does not wish to receive future
  emails, they may unsubscribe or manage their
  account using the links included in each
  WebMailer. You also have the ability to manage
  all Recipients via the WebMailer module in the
  SourceOne Administration System.
• Can I display a PDF in a Mailer?
• PDFs do not automatically display like a Web
  page in Mailers. Recipients may be given
  information from a PDF through a Mailer by a
  alternative methods
• The contents of a PDF may be pasted into a
  Mailer, and the editor toolbar used to refine
  formatting, add images, and build links.
• AND/OR
• The PDF may be uploaded to Asset Manager or
  Resource Center. A hyperlink may then be built
  into a Mailer that links to the download-able
  file.
• This method provides an added bonus in that
  clicked links within a Mailer are captured in the
  Mailers stats.