Sample Step-by-Step Instructions

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Last Updated: July 8, 2019

The following step-by-step instructions can be used as a starting point for documentation 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.

Getting Started

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

Search

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

search_020519.png

Drafts Area

Start a new message

  1. Click the Create New Email button.

  2. Enter the Email Details and click Save.

    EM_Home_050619.png

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

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 from the Draft card.

    Build_From.png

  2. Enter the HTML and Text version information.

    HTML_menu.png

  3. Click Save to save your work. Click Save and View to view your message in a browser. Click Next 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 card text will now read Edit Content.

Build From Template

  1. Click Template from the Draft card.

    Build_From.png

  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.

    template.png

  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 Save and View to view your message. Click Next to save your work and move to the Preview step. Click Exit to leave this screen (you will lose changes from your last save).

    template_buttons.png
    NOTE - A "Clone HTML" button will display to the right of "Exit" for anyone who is an Advanced HTML Email Author. Read details on Clone HTML.

  6. The Draft card 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.

Preview_Message_070819.png

  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. Add Comments if desired.
  4. Click the Send Preview button to send the preview email. Exit will take you back to Email Home.

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

Schedule

  1. Click Schedule from the Draft card.

Send Immediately

  1. Click the Send Immediately Upon Release radio button.

  2. Click Save.

  3. The Draft card 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.

    Specific_Dates.png

  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 card shows the first date selected and will indicate if there are additional dates. Hovering over the additional date indicator, a box will appear listing all dates on which the message will be sent 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 card 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.

    email_list.png

  3. Click Save.

  4. The List will be placed in the Lists and Segments grid.

    List_Home.png

  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).


    email_list_merge_fields.png
  3. Once a file has been uploaded, additional information will be provided.

    file_summary.png
    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.

    List_Home.pngfile_summary.png

  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.


list_gear_options.jpg

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 Email Segment will be available. You need to check the box if you want this query to be available as a Segment.

    Email_Segment.png

  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.

    list_segment_grid.png

  6. You can Search using the area provided.

Segment Gear Icon

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


gear_options_segment.jpg

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 from the Draft card.

Add CSV of IDs

  1. Click Upload CSV of IDs.

    Add_Audience.png

  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.

    CSV_File_Added.png


    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 card 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.

    Segment_Selection.jpg


    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.

    Segment_Added.png

  3. Click Save.

  4. The Draft card 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.

    Exclusions.png
    NOTE:
    You cannot add the same audience to the Inclusion window AND the Exclusion window.

    NOTE: Exclusions will trump inclusions.

  3. Click Save.

 Release

  1. The Release button is available as soon as a message is started. If you click the Release button 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 the Release button will move the message 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 message is deleted, it cannot be restored.

Copy/Reuse

  1. Click Copy/Reuse.

  2. A new draft card will be added that is a copy of the message that the box was checked for.

Queued Area

  1. Once a message has been released, it will appear in the Queued area.

    queued_card.png

  2. Use Return to Draft to move the message back to a Draft.

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

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

History Area

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

History_020519.png

Gear Options

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

sent_gear_options.jpg

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/Reuse Email - will create a new message and generate a Draft card.

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.

 

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