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Newsletters

(EMS)
 
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Topics in overview:

Email circulars
Circular letters
Automated birthday emails
Automated responses to enquiries
Newsletters
FollowUp newsletters
Campaign newsletters
Event newsletters
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A newsletter is an information service by a website operator for the users of his website, using a series of emails. A website user can subscribe to or unsubscribe from a newsletter. Each newsletter email is sent as an email circular to the recipients who have subscribed to the newsletter. A newsletter is not limited to a particular period or number of emails. It is up to the website operator to decide the lifecycle of a newsletter, while the subscriber decides when to begin and end his subscription (i.e. his participation in the information service). 

Apart from these general newsletters, the WBS also supports three special kinds of newsletters with the following attributes: They are limited in time and consist of a set number of emails, as defined by the website operator. These three special cases are called FollowUp newsletterscampaign newsletters and event newsletters. Unlike normal newsletters, these emails are sent automatically at preset times and do not require any intervention by the website operator.

On this page:

Newsletter overview 
Creating a newsletter 
Defining recipients 
Preparing a newsletter 
Preview and disptach 

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Newsletter overview

(EMS - Newsletters)

When you start working with the WBS initially, this overview is still empty. In our example (screenshot), the overview already contains two newsletters. Each line in the overview represents one newsletter, whose properties at the time of sending define the characteristics of the respective newsletter email.

To properly understand the instructions, please note:

A newsletter is not an email, but an information service consisting of several emails. An email may be self-contained or form part of a newsletter. Sending emails as part of a newsletter requires a prior approval procedure for this newsletter. 

 
 
a)
 Click the EMS symbol, then the 'Newsletter' tab.

b) Click Add to create a new newsletter.

c) Use the EDIT button to edit a newsletter.

d) Use the recycle bin icon to delete a newsletter.


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Creating a newsletter

(EMS - Newsletters)

A newsletter uses a series of emails to inform about a certain topic. As website operator, you create a "normal" email circular for this purpose, in which you clearly state that the email forms part of the newsletter to which the recipient subscribed. Accordingly, the email must contain an unsubscribe link, which the subscriber can use to unsubscribe from this newsletter.

 
a) Enter a name for the new newsletter or change the name of an existing newsletter, where applicable.

b) Describe the newsletter (topic, purpose etc.)

c) Enter the subscriber opt-in status that is required for a recipient to be sent an email from this newsletter.

d) Enter the text for the unsubscribe link for this newsletter. This text can be changed individually for each email that is sent as part of this newsletter. 

e) Enter the text for the link to unsubscribe from all newsletters. This text can be changed individually for each email that is sent as part of this newsletter.

f) Enter the text prompting the recipient to click the confirmation link.

g) Save the newsletter, if you have created a new newsletter or made changes to an existing newsletter.


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Defining recipients

(EMS - Newsletters)

After creating a newsletter, please immediately compile a selection of newsletter recipients. Each new subscriber registering for this newsletter will then automatically be included in the recipient list for future emails of this newsletter.

Emails of this newsletter are sent to recipients that have subscribed to this newsletter and whose subscriptions meets the opt-in status selection criteria. These subscribers can be found via a selection filter containing the allocation to this newsletter as selection criteria.

 
a) You have already compiled a selection and saved it as a filter. Now load this filter.

 

 
b) You will immediately be shown the result of the selection according to the criteria defined in the filter. All of the relevant contacts have already been selected automatically. You now have the opportunity to deselect individual contacts from the recipient list.

 

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Preparing a newsletter

(EMS - Newsletters)

Now, at the latest, it is time to prepare the email you wish to send as part of the current newsletter. Ideally, you will already have completed the content of the email for this newsletter, in which case you will only need to select the existing template with this content.

 
c) From the existing templates, select the email you wish to send as newsletter.

 

 
d) The email will be displayed, and you will be able to see the unsubscribe link for the newsletter.

e) If you have included a link to unsubscribe from all newsletters, this link will also be displayed.

 

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Preview and dispatch

(EMS - Newsletters)

Here you can double check your newsletter one last time and then send it to the selected recipients.

 
f) Use the navigation arrows next to the recipient name to page through the emails and perform a random check.

 

 
g) The most important measure when sending newsletter emails is allocating this email to the current newsletter immediately prior to dispatch.

Specifying the correct newsletter ensures that the unsubscribe links contained in the email work properly. The selection of a particular newsletter is the only process which distinguishes the pending dispatch procedure for a subscribed newsletter from the dispatch of a normal email circular. For this reason, it is extremely important that you remember to select the correct newsletter at this point.

 

 
Click Send email

You will be prompted to confirm the action, and be informed about the number of email recipients.

Clicking Yes finalizes the procedure, and there is no turning back.

 





 

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