Sample Step-by-Step Instructions

Last Updated: January 11, 2021

The following step-by-step instructions can be used as a starting point for documentation on General Campaigns you want to create for your staff and volunteers. There are placeholders for where your own images could be placed.  Depending on how your staff and volunteers need to approach message creation, there are tips/statements about items you may want to omit or areas you may want to add to.

These instructions operate under the assumption that a template exists for an admin to select.

Please note, these instructions are for a General Campaign.

Getting Started

Navigate to the Email menu and choose Email Home from the far left panel. You will be in the Drafts area.

Search

Some areas (Draft, Queued, History) will have a Search box. The items you can use to search will be indicated in the Search box.

Drafts Area

Start a new message

1. Click the Create Email Campaign button.
   
   
2. Choose General Campaign. Provide a Campaign Name and click Start Campaign.
   
   
3. Enter the Email Details and click Save.
   
   

*Full details on each option can be found on Email Details.

Editing the Email Details

1. Click on the Subject or Sender to be moved back to the Email Details.
   
   
2. Make the necessary changes.
   
   
3. Click Save.

Build From HTML

*This option will show to all admins; however, an error message will be shown if the Advanced HTML Email Author right isn't assigned to the individual. Due to this, you may want to write your directions to indicate that admins pick the Template option instead.

1. Click HTML for the General Campaign in Drafts.
   
   
   
   
2. Enter the HTML and Text version information.
   
   
   
   
3. Click Save to save your work. Click Save and View (in the More Options dropdown) to view your message in a browser. Click Send Preview to save your work and move to the Preview step. Click Exit to leave this screen (you will lose changes from your last save).
   
   
4. Once the HTML option has been chosen and saved, you will be locked into this option.
   
   
5. The Draft area text will now read Edit Content.

Build From Template

1. Click Template for the General Campaign in Drafts.
   
   
   
   
2. A dropdown list will present the templates that are available to choose from.
   
   *This would be a good spot to state the specific template you want them to select if you are creating directions for specific volunteers or staff.
   
   
   
   
3. Once a template has been selected, use View Template to make sure it is the template you want.
   NOTE - Once you click Next, you will be locked into this template and you won't be able to pick a different one.
   
   
4. Click Next to use the template and move to the Edit Content step. Click Exit to leave this screen without saving your selection.
   
   *This would be a good spot to add any specific instructions you want them to follow for the template you told them to use.
   
   
5. When editing content, you will have several buttons available. Click Save to save your work. Click Preview (in the More Options dropdown) to view your message and be able to send a preview. Click Exit to leave this screen (you will lose changes from your last save).
   
   
   NOTE - A "Clone HTML" option will display in the More Options dropdown for anyone who is an Advanced HTML Email Author. Read details on Clone HTML.
   
   
6. The Draft text will now read Edit Content.

Preview

The Preview allows you to send a test copy of your email to up to 20 people. We recommend that you test how the message will look when received by mass market email services.

NOTE: The left side of the screen will show a preview of the message. To see how the message will look to end users, please send previews for various email clients.

1. For the Reply To, provide an email address to receive replies to the preview email.
   
   
2. To Add Recipients, enter an email address and press the Enter key or press the Add button.
   
   
3. For Populate Sender Tokens From Selected Sender, the Sender Identity set in the Details will be used. If the Details haven't been set yet, choose a Sender Identity from the dropdown.
4. Add Comments if desired.
   
   
5. Click the Send Preview button to send the preview email. 

NOTE - tokens will populate with information on file for the person sending the preview.

Schedule

1. Click Schedule for the Draft item.

Send Immediately

1. Click the Send Immediately Upon Release radio button.
   
   
2. Click Save.
   
   
3. The Draft text will show Send Immediately. If you want to adjust the schedule, click on the Send Immediately wording.

Send on Specific Future Date(s)

1. Click the Send on Specific Future Date(s) radio button.
   
   
2. Click Next.
   
   
3. Set the date and time zone for when you would like to send the message.
   
   
   
   
4. If you would like to add another send date, click Add Another Send Date.
   
   
5. Once all of your dates are set, click Save.
   
   
6. The Draft text shows the first date selected and will indicate if there are additional dates. Times will convert to show in the time zone set to your computer.

Schedule Recurring Sends

1. Click the Schedule Recurring Sends radio button.
   
   
2. Click Next.
   
   
3. Set the Send Time.
   
   
4. Set the Time Zone.
   
   
5. Set the Start Date. You can also set the Release Until date if you know when you want it to end.
   
   
6. Select the Frequency. Additional information may need to be provided based upon the frequency you select.
   
   
7. Click Save.
   
   
8. The Draft text shows the recurring frequency you set up.

Audience

Lists and Segments

*Accessing the Lists and Segments area is available to Super Admins or those with the Email List and Segment Manager right (new). If the admins/volunteers you are training don't meet the admin restrictions, you should leave this section of information out of your instructions and pick up with Add Audience.

1. From the Email menu, select Lists and Segments.

Add List

1. Click Add List.
   
   
2. You will be moved to a screen where you will choose the type of Email List you want to upload.

Email List

1. The Email List radio button is selected by default.
   
   
2. Upload the file and provide a name and description.
   
   NOTE - The column headers are provided and you can simply copy/paste from this window.
   
   NOTE - The file must be 15MB of smaller.
   
   
   
   
3. Click Save.
   
   
4. The List will be placed in the Lists and Segments grid.
   
   
   
   
5. You can Search using the area provided.

NOTE - the system will attempt to match the email address to an existing record at the time of email send. If no match is found, a new non-member (guest) record is created. The First Name and Last Name in the file will be used in creating the new record. If the system matches to an existing record, token population will be driven off of the matching record and not the data in the List file.

Email List (Merge Fields)

1. Select the Email List (Merge Fields) radio button.
   
   
2. Upload the file and provide a name and description.
   
   NOTE - The first three required column headers are provided and you can simply copy/paste from this window. To create your merge fields, add additional custom token names as column headers and provide the data.
   
   NOTE - Data must be present for every individual since this is the only data source being used.
   
   NOTE - The file must be 15MB of smaller. We also recommend 15 or fewer columns.
   
   NOTE - Preview and View in Browser are unable to retrieve tokens from the merge file. For Previews, the token will be rendered so you are aware of the placement. For View in Browser,  a custom message will be shown and the tokens will display (view an example).
   
   
   
3. Once a file has been uploaded, additional information will be provided.
   
   
   NOTE - Estimated Recipient Count will sum the successful rows. Missing or invalid emails won't be summed in the count.
   
   
4. Click Save.
   
   
5. The Email List (Merge Fields) will be placed in the Lists and Segments grid.
   
   
   
   
6. You can Search using the area provided.
   
   NOTE - the system will attempt to match the email address to an existing record at the time of email send. If no match is found, a new non-member (guest) record is created. The First Name and Last Name in the file will be used in creating the new record. If the system matches to an existing record, token population will be driven off of the data in Email List (Merge Fields) file. No data will be overwritten in the constituent record.

List Gear Icon

1. Hover over the green gear icon for additional options.

Edit List will move you back to the screen where the list was uploaded and named. This won't be an option if the List is in use.

Download List allows you to download the file.

Delete will delete the item. This won't be an option if the List is in use.

Add Segment

1. Click Add Segment.
   
   
2. You will be moved to Data Viewer. You will follow the normal query building steps.
   
   
3. When you reach the screen to save the query, a new checkbox for Create New Email Segment will be available. You need to check the box if you want this query to be available as a Segment.
   
   
   
   
4. Once a name is provided and the Create Email Segment box is checked, click Go.
   
   
5. The query will be saved. The Segment will be placed in the Lists and Segments grid.
   

   

6. You can Search using the area provided.

Segment Gear Icon

1. Hover over the green gear icon for additional options.

Edit in Data Viewer will move you back to the Data Viewer area to add, edit, or remove fields and set values.

Delete will delete the segment from the grid; however, the saved query will still exist in Encompass. This won't be an option if the Segment is in use.

Add Audience - Inclusions

1. Click Add Audience for the Draft item.

Add CSV of IDs

1. Click Upload CSV of IDs.
   
   
   
   
2. Browse to find the CSV file and select it. The system will match to the IDs provided. No new records will be created.
   

   NOTE - You will need to put a header in cell A1. The system will ignore the value in A1.

   NOTE - Only one column of ID numbers is allowed.

   NOTE - The cap is 500,000 IDs per file.

   NOTE - The file name for each CSV file needs to be unique.

3. The added file(s) will display in the box.
   
   
   
   
   NOTE - CSV of IDs can be combined with Segments and Email Lists. It cannot be used with Email Lists (Merge Fields).
   
   
4. Validation will take place on the file. If the file was formatted correctly, the number of matched records will be shown. If the file wasn't formatted correctly, a message will display letting you know. A yellow message may display letting you know that no matches were found, even if the file was formatted correctly.
   
   
5. Click Save.
   
   
6. The Draft text will then read Edit Audience.

Add List or Segment

1.  Use the List or Segment search/dropdown to select the List or Segment you want to use.
   
   
   
   
   NOTE - Email List (Merge Fields) cannot be combined with any other Audience options (Email Lists, Segments, or CSV of IDs).
   
   
2. The List or Segment will be added to the selection box.
   
   
   
   
3. Click Save.
   
   
4. The Draft text will then read Edit Audience.

Add Audience - Exclusions

A checkbox for excluding records will be available if you are using a List, Segment, or CSV of IDs. It will not be available for Email List with Merge Fields.

1. Check the box to exclude records.
   
   
2. Pick the List / Segment or upload the CSV of IDs you would like to use for excluding records.
   
   
   NOTE: You cannot add the same audience to the Inclusion window AND the Exclusion window.
   
   NOTE: Exclusions will trump inclusions.
   
   
3. Click Save.

Making Audience Changes

Clicking on Edit Audience will move you back to the Add Audience area for a General Campaign.

Refresh icon - clicking on the refresh icon will refresh the estimated Audience.

NOTE: the estimated Audience can be calculated if a Subscription Category has been set.

NOTE: the estimated Audience factors in unsubscribes, invalid emails, audience exclusions, duplicate addresses, invalid format for email addresses, account disabled, deceased, preferred email is empty, spam report, and unknown.

NOTE: refreshing the estimated Audience will not refresh Lists and Segments Home.

NOTE: "updating" will show if the system is calculating the estimated Audience.

Export Estimated Recipients

For General Campaigns, use the gear icon to Export Estimated Recipients after an Audience has been assigned and an estimated number is showing.

NOTE: you must be in List View in order to have this option.

For Segmented Campaigns, you must be on Segmented Campaign Home.

 Release

1. The Release option is available as soon as a campaign is started. If you click Release before all of the required items are provided, a message will display indicating the pieces of information you need to provide.
   
   
2. Once all of the required items are provided, clicking Release will move the campaign to the Queued area.

More Options

1. Check a box by the Email Name. Multiple boxes can be checked.
   
   
2. Click the More Options button.

Delete

1. Click Delete.
   
   
2. Confirm or cancel when you see the confirmation window.
   NOTE: once a campaign is deleted, it cannot be restored.

Copy

1. Click Copy.
   
   
2. A new General Campaign will be added that is a copy of the General Campaign that the box was checked for.

Convert to Segmented Campaign

NOTE - this option will only be available for General Campaigns

1. Click Convert to Segmented Campaign.
   
   
2. You will be moved to the Global Campaign Details.

Convert to A/B Testing Campaign

NOTE - this option will only be available for General Campaigns

1. Click Convert to A/B Testing Campaign.
   
   
2. You will be moved to the Email Details.

Queued Area

1. Once a General Campaign has been released, it will appear in the Queued area.
   
   
   
   
2. From the gear icon, use Return to Draft to move the General Campaign back to a Draft. Preview allows you to send a preview.

NOTE: Campaigns set to "Send Immediately" cannot be moved back to Drafts.

NOTE: A scheduled campaign can be returned to Drafts until 5 minutes before the scheduled date/time of send.

History Area

Once emails are sent, they will appear in the History.

Gear Options

Depending on your administrative rights, you may not see all of the options shown below.

View in Browser - allows you to see what the message looked like.

View Recipients - will move you to an Email Reporting screen so you can view the recipients.

Export Exceptions - will export the exceptions so you can see why an intended recipient did not receive the message. Only Super Admins and Email List and Segment Managers will see this option.

Copy Campaign - will create a new message and generate a Draft card.

Preview - will provide a screen so you can preview what the message will look like as well as send a preview.

Name / Email Subject Line

The Name will be a clickable link. Clicking the name will move admins to the Email Reporting data for the message.

Recipients

The Actual Recipients value is a clickable link. Clicking the value will move admins to Sent details in Email Reporting.

Status Column

The Status column will indicate the status of the message.

Hovering over the icon will display a message/tool tip so you can determine if you need to take action.

Red icon - indicates there was a problem with the message and no one received it.

Green icon - indicates the message was successfully sent.

Spinning icon - indicates the message is in the process of sending.