FAQ

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This page will provide FAQs for the overall NEW Email Marketing tools. There is also an Email Marketing Reporting FAQ and a Template Editor FAQ which contain questions specific to each area.

What is the timeline for the new Email Marketing tools?

What should I be doing right now?

How do I access the beta tools?

Will I be able to view my Email History after the new Email Marketing tools are live?

What components make up the new Email Marketing tools?

Will training be available as new components are released?

When will A/B testing be available?

How will I pick my audience?

Will I need to reassign administrative rights?

What administrative rights could I assign to work with the new Email Marketing tools?

Will I be able to reuse drafts and sent messages?

In the current tools, green check marks in the draft grid display for areas that have been worked with. How will this be shown in the new tools?

Will all of the Email Details be required when starting a message?

In the current tools, I need to decide what type of message I want to send at the very beginning. How will this work in the new tools?

Is there any documentation I can use to help train my staff and volunteers?

What is the maximum email size?

What is the timeline for the new Email Marketing tools?

  • April 23 - 27, 2018 - Sender Identities was released.
  • April 30, 2018 - Beta Email Marketing Reporting transitioned to be the main Email Marketing Reporting. Legacy Email Marketing Reporting can be accessed, but data won't update.
  • May 10, 2018 - The first day for sending with the new Email Marketing tools was announced.
  • June 2018 - The new Email Home was released. This allows you to start messages, edit messages, and schedule. The HTML only option was a part of this release.
  • July 2018 - The ability to upload a CSV of IDs, mark Data Viewer items to be used as an Email Segment, and the Email List and Segment Manager admin right was released. Read about Audience information here.
  • August 13 - 14, 2018 - Email Template and Style Manager (new administrative right) was released. Segments can be assigned to a message. Tokens will populate when sending previews.
  • August 28, 2018 (7:00 AM Central) - Messages can be sent from the new Email Marketing tools. Copy/Reuse from the Sent grid is available.
  • September 5, 2018 - The final scheduling option (Recurring) was released. Copy/Reuse was added to the "More Options" button in the Drafts area.
  • October 15 - 18, 2018 - Creating Event and Activity Registration Segments from the Attendee List was released. The ability to overwrite the From Name populated by the Sender Identity in Email Details will be released. The Email Calendar option will be available. Search Email Home on Draft, Queued, and Sent areas will be available.
  • November 2018 - Lists (email address files) will be released.
  • February 28, 2019 (7:00 PM Central) - the Legacy Email Marketing tools will no longer be used for sending messages.
  • Spring 2019 - Message versioning, which allows you to create versions of an email message, will be released.

What should I be doing right now?

  • You should be rebuilding the templates in the new Email Marketing tools.
  • You should be creating Sender Identities.
  • You should be creating and sending your email messages.

How do I access the new Email Marketing tools?

  • The new tools are available from the Email Marketing menu in the far right panel.

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Will I be able to view my Email History after the new Email Marketing tools are live?

  • The Email History will be accessible via a menu option for clients who would like to look at historical emails.
  • The Email History will be "view only" once the Legacy Email tools are no longer used for sending messages. At that point, you will not be able to "reuse" an email from this area.

What components make up the new Email Marketing tools?

  • There are several components (some still to be released) that make up the new Email Marketing tools.
  • The components are:
    • Email Marketing Homepage - this will be your new launching point for starting messages from a template or HTML. Released
    • Dynamic Content Style Manager - this area will be used to create styles for dynamic content (RSS Feed Events Feed, Events - select specific content, News Feed (April 9), News - select specific content). Released
    • Template Editor/Email Editor - the editor being used to create templates will be the same editor used to edit email message body content. Templates/email messages will need to contain sender tokens and the unsubscribe token. Released
    • Sender Identities - creating Sender Identities allows you to control the information provided in the sender tokens (example - information that is usually found in the footer and meets CAN-SPAM compliance). Released
    • Audience - Audience will be your starting point for determining who your message will be sent to. Audience selection will be made up of Lists (email address files) and Segments (saved Data Viewer queries) as well as uploading a CSV of ID numbers. Portions released (CSV of IDs, Email Segments)
    • Preview - send previews to up to 20 people. Released
    • Schedule - schedule your message at any point in the message creation process. Messages can be sent at any time. Released
    • Reporting - Beta Email Marketing Reporting became the primary reporting tool on April 30, 2018 when the current Email Marketing Reporting becomes a Legacy product. Released

 Will training be available as new components are released?

When will A/B testing be available?

  • A/B testing is currently under investigation. The full Email Marketing tools need to be released before work can begin on this initiative.

How will I pick my audience?

  • With the new Email Marketing tools, we will be using the term Audience when referencing who your message will be sent to.
  • The Audience will be built using Lists (email addresses files), Segments (saved Data Viewer queries), and uploading a CSV of ID numbers.
  • Creating Lists and Segments is controlled by a new administrative right called Email List and Segment Manager. Superadmins will be able to work with Lists and Segments without adding the new administrative right.
  • All of the Email Marketing admins will be able to upload a CSV of ID numbers.

Will I need to reassign administrative rights?

  • You may need to adjust administrative rights for some individuals depending on what you need them to do.
  • For example, some Email Marketing only admins (Communication Admins, Email Author, Advanced HTML Email Author) will be unable to build or edit Lists and Segments (discussed in the question above). If an individual assigned to one of the rights listed needs to be able to build or edit Lists and Segments, you would need to make them an Email List and Segment Manager.

What administrative rights could I assign to work with new Email Marketing tools?

  • Superadmin - will continue to have access to all of the Email Marketing functionality. No new rights will need to be added for Email Marketing unless access to the HTML only message option is needed.
  • Communications Admin - will continue to have access to all of the Email Marketing functionality. This admin won't be able to create or edit lists and segments unless placed into the Lists and Segment Manager right. If access to the HTML only message option is needed, the Advanced HTML Email Author right will need to be assigned.
  • Email Author - will be able to work with almost all of the new Email Marketing functionality. This right still won't be able to release an email. This admin won't be able to create or edit lists and segments. If access to the HTML only message option is needed, the Advanced HTML Email Author right will need to be assigned.
  • Advanced HTML Email Author - with this administrative right added to the Communications Admin or Email Author, an individual can work with an HTML only message. This admin won't be able to create or edit lists and segments unless placed into the Lists and Segment Manager right.
  • Email Reporting Admin - with this right, you can grant access to Email Marketing Reporting. This right will grant access to the drill down reports. New Right, released
  • Reporting Lite - with this right, you can grant access to view Email Marketing Reporting without being able to move into the drill down reports. New Right, not yet released
  • Email Template and Style Manager - with this administrative right, individuals will be able to create templates as well as create styles in the Dynamic Content Style Manager. New Right, released
  • Email List and Segment Manager - with this administrative right, individuals will be responsible for creating and editing lists (email address files) and building query-based segments. Lists and Segments will be used in the Audience selection area for an email. New Right, released

 Will I be able to reuse draft and sent messages?

  • Yes, you can copy/reuse from the Drafts and Sent areas.

Will I be able to easily identify draft and released messages?

  • Yes, the messages will be easy to identify.
  • Drafts will display in one area of the homepage.
  • Released messages will display in the Queued area.
  • Both of these areas will display the messages as cards.
  • Sent messages will continue to be accessible from the homepage and will be contained in a grid as opposed to cards.

In the current tools, green check marks in the draft grid display for areas that have been worked with. How will this be shown in the new tools? 

  • The draft cards will provide links to click on.
  • Quick links make it easy to see the information that is missing or has been completed.
  • The Release button will be active after all required steps are complete.

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Will all of the Email Details be required when starting a message?

  • Only one item will be required (Email Name) to start a message.
  • The other items can be added later.

In the current tools, I need to decide what type of message I want to send at the very beginning. How will this work in the new tools?

  • After you start a message, a Draft card will be created.
  • From there, you can either use HTML (dependent upon administrative rights) or a Template.
  • This provides you incredible flexibility to determine how to create the message as well as flexibility in scheduling.

 

Is there any documentation I can use to help train my staff and volunteers?

 

What is the maximum email size?

  • The maximum email size is 20 MB. This includes the message itself, headers, and the combined size of any attachments.
  • Please note that mail servers have varying policies when it comes to the size of messages they will accept.
  • Ideally, the message should be much smaller to ensure quick load times.
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