District And Club Database

Transcription

1 Summary DACdb s Personalized system () is a powerful way to communicate with your membership. It sends individual, personalized s to each recipient. There are many features including scheduling, templates, groups, tracking and statistics available in Pmail. Features / Changes 1. Scheduled Delivery. s can be composed now, but scheduled to be delivered later. 2. Group & Template Management. Group and Template management have been updated. 3. To Selections. New ways to select who you re sending a to. 4. Sortable Columns. Columns are now sortable by clicking on the header 5. Tracking. New tracking provides more information 6. Bounce Reports. See whose address is bouncing messages 7. Resend. Resend your message (or a new one) to members that didn t read it or those that did read it. 8. Regret period. There is now a ~5-minute period after you click the Send button when your is pending, but not actually sent. You can cancel your message during this period. main page The main page is designed to look more like a browser-based client. Page 1

2 Send Options There are several options available when you send your. Expand the Send Options panel by clicking on it. Me Only Use this option to test your. The Pmail will be sent immediately and will only go to you regardless of the number of recipients in the To field. The will not be saved in the database, and will not be on the Pending, Sent or Tracking pages. Show All TO Member Names ed at the top of the Message Use this option to display the list of recipient names (not addresses) at the top of the body area of every Pmail sent in your campaign. View the List of Recipients After Sending Use this option to display the list of recipients on the Confirmation page once the Send button has been clicked. This option is checked by default. Page 2

3 Include List Source Use this option to include the List Source (Selected Members, a listing of the selected Committees, Events, etc.) in the body of the once sent. Include Opt-Out link in Use this option to include a link that allows recipients to opt-out of further s. This option is checked by default. Schedule Delivery Use to send your at a later date. You can choose from a few hours in the future, up to a week later. Make your selection and click the Save button. You must still click the Send button to actually send your Pmail even if it is scheduled to be sent in the future! Select Group Use to quickly select a pre-defined group of recipients for your. Use the Group Type drop-down menu to select from the different types of groups (System, District, Club, Personal), then click the radio button next to the group you d like to use. Click the Save button to use the group. Page 3

4 Select Template Use to select a pre-defined template for your. Use the Template Type drop-down menu to select from the different types of templates (System, District, Club, Personal), then click the radio button next to the template you d like to use. Click the Use Selected Template button to use the template. To preview a template, click on its name. A dialog box will display with a preview of the template. Page 4

5 Send Use the send button to send your. Unlike the previous version of, now when a is sent it is not immediately sent out to the recipients. There is a small period of time (approximately 5 minutes) where the is queued to be sent. You can use this period to delete the (from the Pending screen discussed below) if you inadvertently clicked the Send button. It is a regret period. From Use this button to make a appear as though it was sent by another user. Click the From button to change the Friendly Name and From address of the. Type the name, or part of the name, of the person that the should be from. Select the person s name and click the Done button. The security level allowed to change the From Name is defined at the District level. The default is Level-6+. Page 5

6 If you want to search for someone that is in another District, check the Global button, then start typing the name. You can also just type a Friendly name into the From Field. (However, that won t automatically change the From address like selecting from the From button will see above): Show/Change From Address Click this link to display the From and Override fields. From You may edit the From address so that the appears to be sent from another address. However, if your member account s primary address is set to Use Alt (Use Alternate address when sending), you must also set the Override setting for this Pmail to Yes (See below). Override If your member account s primary address is set to Use Alt (Use Alternate address when sending) all of your Pmails are sent with a From address of the system s mailer (mailservice@directoryonline.com). This greatly increases the possibility of your Pmail successfully passing the numerous spam checks that mail providers have recently put in place. (You can read more about DMARC (Domain-based Message Authentication) here: If you really want the Pmail to go out with a personalized (not system mailer) From address, you can change the Override setting to Yes. This will send the Pmail out using the From address shown in the From field. However, because of spam checks at the recipient s end, your mail may be rejected if this option is chosen. We recommend leaving Override set at No. Show/Change Reply To Click this link to display the Reply To field. You may edit the address so recipients may reply to a different address than the one associated with your DACdb member account. Page 6

7 Attach File Click this link to display the file attachment area. You may attach up to five (5) documents. The Maximum size of any one document should be no greater than 10MB. The maximum size of all documents should be no greater than 15MB. If you wish to send a Pmail with many attachments or your attachments are too large, add a LINK to the document in your Pmail. This is a MUCH more efficient way to send an and the recipient will still be able to ready your document without having to fill up their inbox with megabytes of data. To Use the To button to select who you want to send a to. The available options depend on your security level. There are numerous options on the left that can be expanded by clicking on the plus icon (+). You may then select an entire node (for example select the checkbox next to a club name to send a to the entire club) or you can expand the listing again, drilling down until the individual users are listed. You may then check the checkbox next to each member you want to send your to. Search. You can also directly search for a member by their name, using the Search field. Just start typing the name of the person and a results set will appear. Then, simply click the name of ther person you want to send the Pmail to, and their name will be added to the list. If you want to search for someone that is in another District, check the Global button, then start typing the name. Page 7

8 Remove Selected Used to remove members from the right side of the dialog box. Select, CTRL+Click or Shift+Click the member you d like to remove, then click the button. The will no longer be send to these people and they will be removed from the right side of the dialog box. Save as Group Once you have selected a list of members from the tree on the left, and have them displayed on the right, use this button to save that listing of members as a Group. You may then use that group later to quickly send a them, without having to come to the To dialog again to reselect all their individual names. Enter a name for the group in the Group Name field. Select a Group Type from the drop-down menu Verify the list of members that will be included in the group in the Members field. Click the Save button to save your Group Clear All Use to quickly remove all members from the right side of the dialog box. Removes all recipients from the. Add Selected Names When you re done selecting all the names of the members you d like to send your to, click this button to put the names in the To field. View Member Types Under the To button there is a link which tells you how many recipients your will be sent to. By clicking on the link you may view the number of recipients for your organized by Member Type. Page 8

9 Subject Use this field to enter a Subject for your. The maximum length is 256 characters. Add CC Click on this link to display a CC field. You may then click the CC button to select members much the same way as above in the To dialog box the only difference being; only members with an address are available to CC to an only those members will display in the tree in this dialog box. Search. You can also directly search for a member by their name, using the Search field. Just start typing the name of the person and a results set will appear. Then, simply click the name of ther person you want to send the Pmail to, and their name will be added to the list. If you want to search for someone that is in another District, check the Global button, then start typing the name. Page 9

10 Remove Selected Used to remove members from the right side of the dialog box. Select, CTRL+Click or Shift+Click the member you d like to remove, then click the button. The will no longer be send to these people and they will be removed from the right side of the dialog box. Save as Group Once you have selected a list of members from the tree on the left, and have them displayed on the right, use this button to save that listing of members as a Group. You may then use that group later to quickly send a them, without having to come to the To dialog again to reselect all their individual names. (Note: this group can be used for sending To members not as a group CC listing.) Enter a name for the group in the Group Name field. Select a Group Type from the drop-down menu Verify the list of members that will be included in the group in the Members field. Click the Save button to save your Group Add BCC Clear All Use to quickly remove all members from the right side of the dialog box. Removes all recipients from the. Add Selected Names When you re done selecting all the names of the members you d like to send your to, click this button to put the names in the To field. Click this link to display a BCC field. You can enter any number of comma-separated addresses to BCC to. Editor Use the Editor window to compose your. Many different options are available to style your content. Page 10

11 Save button Use the Save button (located in the upper left of the Editor s first row of buttons) to save your template. If you save a Personal template with the name default it will appear in the Editor window every time you go to Pmail. This can be a big time-saver if you send the same template a lot. If you don t want to have that template as your default, just change the name to something other than default or delete it. Template Type Select the type of template you will save your template as (System, District, Club, Personal) Template Name Enter a name for the template Save Metadata Will save the From Name, Reply To and Subject associated with the template Replace Existing Will replace a template with the same name with your new one Save Click the Save button to save the template Page 11

12 Insert Tag Place your cursor at the place in your where you d like to insert the Tag variable. Use the Insert Tag drop-down menu to select a special variable into your body. These special variables will be replaced with data from the DACdb system when the is sent. For example: if you select Last Name, the variable {%LastName%} will be inserted into your body. When the Pmail is sent, the actual Last Name of the recipient of the will be inserted in place of the {%LastName%} variable. Insert Registration Link Place your cursor at the place in your where you d like to insert the Registration Link. Click the Insert Registration Link button to display a listing of available events. Select the radio button next to the event you d like to insert a link for and the link will be placed in your PMAil Page 12

13 Left Navigation The links at the left of the screen are used for management of your s, Templates and Groups. It is important to note that when you leave the composing page by clicking on a link in the left navigation column, you may lose all work on your current. Compose Starts a new. Pending If you have Pending Pmails, the number of Pending Pmails will be shown: Clicking on the Pending link lists your Pending s that have not actually been sent yet. These could be s where you ve just clicked the Send button, or those that are scheduled to be sent at a future time. There are several columns on the Pending page that provide different information about your s: Page 13

14 Action The following actions can be performed on a Pending : Send Now Use this button to send your scheduled now. This will cancel the future date and send the within the next five (5) miuntes. Delete Use this button to delete your. Deleted s cannot be recovered. They will not be sent and will be removed from the system. Subject The Subject of the campaign Scheduled The date the is scheduled to be sent No. s The number of s that the is being sent to No. Blank The number of Blank s the is being sent to No. OptOut The number of members that opted out of s that this is being sent to Reach The percentage of recipients that will actually be sent a from this campaign. (Number Sent Number Blank Number OPtOut) / Number Sent) Status The status of the (Pending, Sending) % Sent The percentage of s from this campaign that have been sent Tracking Allows you to track the campaigns you ve sent including the read-rate for those campaigns. Page 14

15 There are several columns on the Tracking page that provide different information about your s: Action The following actions can be performed on a campaign: Delete Use this button to delete your campaign. Deleted campaigns cannot be recovered. Subject The Subject of the campaign. You can click on the Subject to view details about the campaign. View Campaign Allows you to see statistics about the selected campaign, the message sent and the recipients. Resend to Unread Click this button to resend this Pmail to all the recipients (not including CC and BCC) that did not read it. You will be taken to the Compose page. Page 15

16 Send New to Unread Click this button to send a new Pmail to all the recipients (not including CC and BCC) that did not read the one you are viewing. You will be taken to the Compose page. Resend to Read Click this button to resend this Pmail to all the recipients (not including CC and BCC) that did read it. You will be taken to the Compose page. Send New to Read Click this button to send a new Pmail to all the recipients (not including CC and BCC) that did read the one you are viewing. You will be taken to the Compose page. Resend to All Click this button to resend this Pmail to all the recipients (not including CC and BCC) of the one you are viewing. You will be taken to the Compose page. Send New to All Click this button to send a new Pmail to all the recipients (not including CC and BCC) of the one you are viewing. You will be taken to the Compose page. Charts You can view graphs indicating the number and percentage of s opened over time Show/hide the text of the that was actually sent Show/Hide the Pmail Message Displays and hides the message you sent including: From address, Reply To address, CC list and BCC list Recipients table View each recipient and see an indication of whether or not they have read the and when. If, at the time the Pmail was sent from the sever, the recipient had Opted Out of Pmail communications, a Yes link will display in the Opt-Out column. Clicking on that link will give some reasons why and how that user has opted out. If there was an error during the sending process to the recipient you may click on the Yes link in the Error column for more information. If the recipient s address was bouncing s at the time the campaign was sent, you can click on the Yes link in the Bounced column for more information. Date Sent The date the campaign was sent Age The number of days since the campaign was sent Page 16

17 No. Sent The number of s that the Pmail was sent to No. Blank The number of Blank s the was sent to No. OptOut The number of members that opted out of s that this was sent to No. Bounced The number of members this campaign has been sent to that have bouncing s. This is not a definite answer to whether the for the specific campaign failed, but it is very likely that it did as other s to this user have failed (bounced) the same day. No. Read The number of recipients that have opened the Pmail. The No Read (and % Read) statistics are approximate numbers of s opened (not necessarily read) by members. Your read rate could be higher than what is reported. What is reported is a positive indication of s being opened. s opened off-line or on devices with no connectivity will not be included in the statistics below. Also, some programs do not allow for open tracking and others allow the recipient to choose whether to allow or disallow open tracking. % Read The percentage of recipients that have opened the Pmail. The No Read (and % Read) statistics are approximate numbers of s opened (not necessarily read) by members. Your read rate could be higher than what is reported. What is reported is a positive indication of s being opened. s opened off-line or on devices with no connectivity will not be included in the statistics below. Also, some programs do not allow for open tracking and others allow the recipient to choose whether to allow or disallow open tracking. Template Management From here you can manage templates. Depending on your security level, you can manage templates for numerous areas. Expand the Template Management node and click on a template type to view the template available. Page 17

18 New Template Use this button to create a new Template. Use the Save button (as noted above) to save the template when you are done. You can optionally enter From friendly name, From , Subject and Reply To information for your template. Only enter this information if you want your template to be saved with those fields filled in. To select a From member, click the From button as described above. There are several columns on the Template Management page that provide different information about the templates listed: Action The following actions can be performed on a Template: Rename Use this button to rename a Template. Edit Use this button to Edit a Template. Delete Use this button to delete a Template. Deleted Templates cannot be recovered. Page 18

19 Group Management From here you can manage groups. Depending on your security level, you can manage groups for numerous areas. Expand the Group Management node and click on a group type to view the groups available. New Group Use this button to create a new Group. Group Name Enter a name for the group Group Type Select a type for the group from the drop-down menu. This will determine who gets to use this group. Display By Select how to display the member names Show only My Club Members Limits the list on the left to those in your club Show Member Type Displays the Member Type of each member Save Click the Save button to save the group Select members from the left and move them to the right with the >> button to add them to your group. Page 19

20 There are several columns on the Group Management page that provide different information about the groups listed: Action The following actions can be performed on a Group: Edit Delete Use this button to Edit a group. Use this button to delete a group. Deleted Groups cannot be recovered. Distribution Group The name of the Group. You can click on the name to view the members of the group. Modified The date and time this group was last modified. List Size The number of members on the group. Bounce Reports Bounce reports shows members whose address has recently bounced s. This information is gathered nightly from mail server logs of bounce reports. The day is ~24 hours old as the logs for a given day need to be complete before they are processed. One week s worth of data is available. Club-level Bounce reports are available for users with security level 4+ District-level Bounce reports are available for users with security level 7+ Page 20

21 There is no way to Pmail the user from this report because, by definition, their is bouncing. You may click on the name of a user to view their profile and find an alternative way to contact the user and tell them to update their address in DACdb! Suggestions As always, we welcome your ideas and comments. If you have some ideas that you think would enhance the application, please let us know. If you see some areas where things can be improved we really want to know those as soon as possible. Page 21