Create and Send Staff s

Transcription

1 Create and Send Staff s

2 Create and Send Staff s Table of Contents Accessing the Create Staff Menu... 3 Staff Details Body Templates... 9 Merge Fields Attachments Staff Audience Campaign Reporting Launching the Page 2 of 17

3 Accessing the Create Staff Menu 1. This section shows you how to use the Create Staff function to create and send s to Legislative staff from Democracy Direct. Steps 1a, 1b, or 1c below can each be used to begin creating a staff . a. Mouse over Communications and click Create Staff . b. After performing a search for the relevant legislative staff, from the Legislative Staff Result List, select Staff, and then click Execute. c. From People/Places, select Current Selections and then Staff Search. Select Staff from the Available Actions drop down list, and click Apply Selected Action. Page 3 of 17

4 2. From the Create Staff window, enter the internal name of your in the field provided. Note: The internal name of the will appear in the Campaign Tree 3. Click Create. Page 4 of 17

5 Staff Details 1. View the Staff Details active icon. 2. From the Staff Details windows, update the internal name of the (if needed). Note: The internal name will appear in the Campaign Tree 3. Type the subject of your in the field provided. 4. Click Merge Fields to add a field or fields from the Legislative staff record into the subject line. 5. Select the Merge Field Type. 6. Select the subtype. 7. Click Merge Fields to add to the subject line of the Enter the From Name, Reply Name, From Address, and Reply Address These are required fields to send the ; however, the can be saved in a draft format even if these fields are not inputted. 9. Type one or multiple addresses to send a blind carbon copy of the . Use a semi-colon to separate addresses. This is an optional field. 10. Insert the text that will appear as the unsubscribe link. This is a required field. 11. Select the Format from the dropdown menu. This is a required field. a. Multipart s include both HTML code and plain text. This option allows recipients who can view HTML s to receive the in HTML code; those recipients who cannot view HTML will receive the in text-only format. b. HTML s can include pictures, links, and formatted text, but cannot be viewed by recipients whose preferences are not set to view HTML messages. c. Text s can be view by recipients, but cannot include pictures, links, or formatted text. 12. Click Save. Page 5 of 17

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7 Body 1. From the Body section, click Edit." 2. From the Edit Body screen, type the text of your in the content field. Note: If you wish to use templates to populate the body, please see the next section for instructions on using the templates. 3. The text editing and formatting icons mimic the icons in Microsoft Word. 4. When selecting multipart s, toggle between HTML and text-only versions of the using the HTML and Text tabs. You must have text in both tabbed areas to launch a multipart Design is the default HTML editor mode, which allows you to enter and modify text, add links, etc. Click HTML to view and modify text in HTML mode. Click Preview to view the text as it will appear when sending the Click Save. Note: When pasting text into the body, use the Remove Special Characters icon to remove any special characters from the content field of the Page 7 of 17

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9 Templates 1. Click Template to populate the body with text and/or graphics. 2. From the Select Template list, select the template. Note: This list displays templates used for individual s as well 3. View the template. 4. Click Clear to remove the template from the body. 5. Click Delete to permanently delete the from the list of templates. This functionality may not be available to all users. Note: Deleting an template will delete the template from the individual template list as well, so please use this feature with great care 6. Click Preview to see how the will appear to recipients. The preview can be sent as a test. Note: The unsubscribe link will not appear in preview s 7. Click Save as Template to save the current body text and graphics as a template. 8. Click Save. Page 9 of 17

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11 Merge Fields 1. If you want to add a merge field, please place the cursor at the spot where you want the merge field to appear and then click Merge Fields. 2. Click Merge Fields to add a field or fields from the Legislative staff record. 3. View the Merge Field. 4. Click Save Page 11 of 17

12 Attachments 1. From the Attachment section, click Edit. Note: This functionality may not be available o all users 2. Click Browse to locate the file from your local or network drive. 3. Click Upload to attach the file to the View the attached file. Note: Multiple files can be attached to one ; however, there is an upper limit to the total size of the attachments added to a staff . The system will not allow adding attachments that exceed this limit (generally 30 KB) Page 12 of 17

13 Staff Audience 1. From the Targets section, click the link to define the targets of the From the Staff Audience search screen, use the tabs to select a category or categories to locate the staff members to include in your Define your search criteria. 4. Click Search to generate Legislative staff member search results. 5. View the list of staff members that meet your search criteria. 6. Click Return if the search result does not meet your criteria. 7. Click Save to add the search results to the audience. Page 13 of 17

14 Campaign Reporting When creating a Legislative staff , you must select a project to associate it with so that statistics can be tracked in the Democracy Direct database. All projects are associated with campaigns, and all campaigns are associated with issues. 1. From the Campaign Reporting section, select Click Here or Edit. 2. From the Campaign Reporting section, view the list of issues, campaigns, and projects. a. Click the plus sign next to the issue with which your project is associated. b. Click the plus sign next to the campaign with which your project is associated. c. Click the project you want to associate with your Click the Add Item button to create new issues, campaigns, and projects. 4. Click Save. 5. View the Campaign Reporting location of the Click Edit to change the location of the . Page 14 of 17

15 Launching the 1. View the icons; the green check marks indicate the sections have been completed correctly. 2. Click Copy to make a copy of the Click Send Test to send a test to the address in your Democracy Direct user record. Change the address to send a test to a different address. 4. Click Send when you have finished setting up the and are ready to launch the to the targeted staff members. 5. Click Preview to see a preview of the prior to launching. Page 15 of 17

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17 6. From the Confirmation Settings and Send screen, click Send. 7. Click OK to confirm the action. Page 17 of 17