Difference between revisions of "ProDon:Preparing the Master Document"

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{{Header_ProDon|1|4.7.3.4|Nadia Carrier||2014/12/02}}  
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{{Header_TOC}}<br>
  
 
== Introduction  ==
 
== Introduction  ==
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There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.  
 
There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.  
  
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The preparation of the master document implies either updating the existing master document, or creating a new master document.  
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The preparation of the master document implies either updating the existing master document, or creating a new one.  
  
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'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must respect many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].  
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'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].  
  
 
To update an old master document or to create a new master document, go to the "Master document management".&nbsp;  
 
To update an old master document or to create a new master document, go to the "Master document management".&nbsp;  
  
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<span style="color: rgb(255, 0, 0);">'''D:'''</span> This tab contains the "Receipt" type master documents.&nbsp;
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<span style="color: rgb(255, 0, 0);">'''D:'''</span> The "Receipts" type document cannot be used for an E-mail Blast.<br>
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'''NOTE:''' Usually, the only user who can access it is the "Supervisor".  
 
  
 
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<span style="color: rgb(255, 0, 0);">'''H:'''</span> The [[Image:Button_cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at <span style="color: rgb(255, 0, 0);">'''A'''</span>, to the "Deactivate documents" tab at <span style="color: rgb(255, 0, 0);">'''C'''</span>, or vice-versa. To do so, select the document at <span style="color: rgb(255, 0, 0);">'''J'''</span>, then click on the [[Image:Button_cancel.png]] button.  
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<span style="color: rgb(255, 0, 0);">'''H:'''</span> The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at <span style="color: rgb(255, 0, 0);">'''A'''</span>, to the "Deactivate documents" tab at <span style="color: rgb(255, 0, 0);">'''C'''</span>, or vice-versa. To do so, select the document at <span style="color: rgb(255, 0, 0);">'''J'''</span>, then click on the [[Image:Button cancel.png]] button.  
  
 
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<span style="color: rgb(255, 0, 0);">'''I:'''</span> The [[Image:Button_Minus_remove_delete.png]] button allows you to delete a master document. To do so, select the document to delete at <span style="color: rgb(255, 0, 0);">'''J'''</span>, then click on the [[Image:Button_Minus_remove_delete.png]] button.  
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<span style="color: rgb(255, 0, 0);">'''I:'''</span> The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at <span style="color: rgb(255, 0, 0);">'''J'''</span>, then click on the [[Image:Button Minus remove delete.png]] button.  
  
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'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See point <span style="color: rgb(255, 0, 0);">'''H'''</span> to learn how to deactivate a document. <br>  
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'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' <span style="color: rgb(255, 0, 0);">'''H'''</span> to learn how to deactivate a document. <br>  
  
 
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=== Adding, Modifying or Duplicating the E-mail Blast Master Document<br>  ===
 
=== Adding, Modifying or Duplicating the E-mail Blast Master Document<br>  ===
  
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Après avoir cliqué sur les boutons [[Image:Bouton Ajouter.png]],&nbsp;[[Image:Bouton Modifier.png]] ou&nbsp;[[Image:Petit Bouton Dupliquer.png]] de [[#GestionDocumentsMa.C3.AEtres|cette fenêtre]], la fenêtre suivante s'ouvre.  
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After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens.&nbsp;
  
 
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<span style="color: rgb(255, 0, 0);">'''A&nbsp;:'''</span> Nommer le document maître.  
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<span style="color: rgb(255, 0, 0);">'''A:'''</span> Name the master document.  
  
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'''NOTE&nbsp;:''' Il est conseillé d'inscrire «&nbsp;PubliCourriel&nbsp;» dans le nom du document maître afin de retrouver facilement les documents maîtres de PubliCourriels.  
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'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.  
  
 
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<span style="color: rgb(255, 0, 0);">'''B&nbsp;:'''</span> Toujours choisir l'option «&nbsp;Utiliser un document peu importe la langue&nbsp;» car l'option «&nbsp;Un document par langue&nbsp;» ne fonctionne pas pour les documents maîtres de PubliCourriel. Il faut donc toujours créer 1 document maître pour chaque langue dans laquelle le document doit être envoyé.  
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<span style="color: rgb(255, 0, 0);">'''B:'''</span> Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent.&nbsp;
  
 
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<span style="color: rgb(255, 0, 0);">'''C&nbsp;:'''</span> Le bouton [[Image:Bouton Ouvrir Editeur.png]] permet d'ouvrir le document dans l'éditeur. Après avoir cliqué sur ce bouton, '''''Word''''' s'ouvre. Pour savoir comment éditer le document maître dans '''''Word''''', consulter [[ProDon:Préparation du document maître#.C3.89diter_le_document_ma.C3.AEtre|cette section]].  
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<span style="color: rgb(255, 0, 0);">'''C: '''</span>The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].  
  
 
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<span style="color: rgb(255, 0, 0);">'''D&nbsp;:'''</span>&nbsp;Choisir le type de document «&nbsp;Client (ex&nbsp;:&nbsp;envoi, publipostage, étiquettes)&nbsp;».Tous les autres types de documents ne fonctionnent pas pour un PubliCourriel.  
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<span style="color: rgb(255, 0, 0);">'''D:'''</span> Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.  
  
 
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<span style="color: rgb(255, 0, 0);">'''E&nbsp;:'''</span>&nbsp;Ces champs ne peuvent pas être utilisés dans un document maître de PubliCourriel.  
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<span style="color: rgb(255, 0, 0);">'''E:'''</span> These fields cannot be used in E-mail Blast master documents.  
  
 
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<span style="color: rgb(255, 0, 0);">'''F&nbsp;:'''</span>&nbsp;Cet onglet permet de choisir les champs de fusion qui seront disponibles lors de l'édition du document maître dans '''''Word'''''.  
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<span style="color: rgb(255, 0, 0);">'''F:'''</span> This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.  
  
 
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<span style="color: rgb(255, 0, 0);">'''G&nbsp;:'''</span> Sélectionner les champs de fusion qui doivent se retrouver dans le document maître. Pour ce faire, sélectionner le champ, puis appuyer sur la barre d'espacement du clavier.<br> '''NOTE&nbsp;:''' Les champs doivent être cochés dans le document maître '''ET''' dans la liste de distribution. S'ils ne sont pas cochés aux deux endroits, ils ne seront pas fusionnés lors de l'envoi.  
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<span style="color: rgb(255, 0, 0);">'''G:'''</span> Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. <br> '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing.&nbsp;
  
 
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<span style="color: rgb(255, 0, 0);">'''H&nbsp;:'''</span> Ces onglets ne peuvent pas être utilisés dans un document maître de PubliCourriel.<br>  
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<span style="color: rgb(255, 0, 0);">'''H:'''</span> These tabs cannot be used in an E-mail Blast master document. <br>  
  
 
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<span style="color: rgb(255, 0, 0);">'''I&nbsp;:'''</span> Le bouton [[Image:Bouton rechercher.png]] permet d'afficher ou non la [[Fonctions communes:Barre de recherche|barre de recherche]].  
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<span style="color: rgb(255, 0, 0);">'''I:'''</span> The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]].&nbsp;
  
 
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<span style="color: rgb(255, 0, 0);">'''J&nbsp;:'''</span> Le bouton [[Image:Bouton Modifier.png]] permet de modifier les champs configurables.  
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<span style="color: rgb(255, 0, 0);">'''J:'''</span> The [[Image:Button Edit.png]] button allows you to modify configurable fields.  
  
 
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<span style="color: rgb(255, 0, 0);">'''K&nbsp;:'''</span>&nbsp;Le bouton [[Image:Bouton détecter champs.png]] permet de voir la liste des champs qui ont été insérés dans le document maître.  
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<span style="color: rgb(255, 0, 0);">'''K:'''</span> The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document.&nbsp;
  
 
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<span style="color: rgb(255, 0, 0);">'''L&nbsp;:'''</span>&nbsp;Le bouton [[Image:Bouton gros crochet.png]] permet de cocher tous les champs de fusion en <span style="color: rgb(255, 0, 0);">'''G'''</span>.  
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<span style="color: rgb(255, 0, 0);">'''L:'''</span> The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at <span style="color: rgb(255, 0, 0);">'''G'''</span>.  
  
 
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<span style="color: rgb(255, 0, 0);">'''M&nbsp;:'''</span>&nbsp;Le bouton [[Image:Bouton gros X.png]] permet de décocher tous les champs de fusion en <span style="color: rgb(255, 0, 0);">'''G'''</span>.  
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<span style="color: rgb(255, 0, 0);">'''M:'''</span> The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at <span style="color: rgb(255, 0, 0);">'''G'''</span>.  
  
 
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<span style="color: rgb(255, 0, 0);">'''N&nbsp;:'''</span>&nbsp;Après avoir entré toutes les informations désirées, cliquer sur le bouton «&nbsp;[[Image:Bouton Crochet ajouter confirmer.png]] Confirmer la modification&nbsp;».
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<span style="color: rgb(255, 0, 0);">'''N:'''</span> After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.&nbsp;  
  
 
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<span style="color: rgb(255, 0, 0);">'''O&nbsp;:'''</span>&nbsp;Pour annuler les modifications ou la création d'un document maître, cliquer sur le bouton «&nbsp;[[Image:Bouton annuler.png]] Annuler la modification&nbsp;».  
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<span style="color: rgb(255, 0, 0);">'''O:'''</span> To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.  
  
 
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'''ATTENTION&nbsp;:''' Il est important de cocher en <span style="color: rgb(255, 0, 0);">'''G'''</span> seulement les champs de fusion nécessaires à la personnalisation du PubliCourriel puisque les champs activés ici ne pourront plus être désactivés une fois qu'un envoi aura été effectué. Tous les champs cochés devront donc être synchronisés un à un avec les champs inclus à la liste de distribution lors de chaque envoi, ce qui augmentera considérablement le temps d'envoi du PubliCourriel. Pour désactiver des champs sur le site du serveur d'envoi du PubliCourriel, contacter '''''Logilys'''''.<br>  
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'''CAUTION:''' It is important to only check, at <span style="color: rgb(255, 0, 0);">'''G'''</span>, the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail&nbsp;Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''.<br>  
  
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'''NOTE&nbsp;:''' Il est obligatoire de cocher au moins un champ en <span style="color: rgb(255, 0, 0);">'''G'''</span>, donc lors de la rédaction d'un PubliCourriel de type général, il faut en cocher au moins un ici et ne rien cocher dans la liste de distribution. Pour la rédaction des PubliCourriels de type général, il est conseillé de cocher toujours le même champ de fusion dans chaque document maître (exemple&nbsp;: «&nbsp;Appellation&nbsp;»).<br>  
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'''NOTE:''' It is mandatory to check at least one field at <span style="color: rgb(255, 0, 0);">'''G'''</span>, so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail&nbsp;Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title").<br>  
  
 
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<br>  
 
<br>  
  
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=== Editing the Master Document  ===
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== Editing the Master Document  ==
  
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Après avoir cliqué sur le bouton [[Image:Bouton Ouvrir Editeur.png]] de [[#ModificationConsultationDocumentMa.C3.AEtre|cette fenêtre]], '''''Word''''' s'ouvre afin d'éditer le document maître.  
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After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]],&nbsp;'''''Word''''' opens in order to create the master document.&nbsp;
  
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<br>  
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Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
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<br><br>
  
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==== Formatting Rules  ====
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=== Formatting Rules  ===
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Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.
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<br><br>
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'''Table'''
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* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
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* Never fraction the cells, create a table with many columns right from the start.
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* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
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<br>
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'''Image'''
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* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
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* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
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* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
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* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
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* The maximum size of an image is 450 pixels wide by 1110 pixels high.
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<br>
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'''Text'''
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* Use only one type of font (colour, size, font, etc) per cell.
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* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work.
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* Do not use any text box.
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* Be careful with the use of special characters, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
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* Use carriage returns (<SHIFT> + <ENTER>), because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
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* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section. 
  
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Il y a plusieurs règles à respecter lors de l'édition du document maître afin que la mise en page soit adéquate pour le PubliCourriel, les voici&nbsp;:<br>  
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<br>
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===  '''Tags''' ===
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A tag is a special code allowing a fonctionaliy in your E-mail Blast.
  
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*Puisque le document sera converti en page HTML à partir de '''''Word''''', le texte doit être rédigé dans un tableau afin que le document en HTML soit le plus ressemblant possible lors de la réception du PubliCourriel dans Outlook, Hotmail, Gmail, etc.<br>Pour un exemple de document maître dans un tableau, voir la '''lettre '''<span style="color: rgb(255, 0, 0);">'''A'''</span> de la section «&nbsp;[[ProDon:Préparation du document maître#Exemples_de_mise_en_page|Exemples de mise en page]]&nbsp;».<br>
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The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list. If a required tag is missing in the master document, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.
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*Une seule image peut être insérée par cellule et ne pas mettre de texte avec une image. <br>Pour un exemple d'image dans une cellule, voir la '''lettre '''<span style="color: rgb(255, 0, 0);">'''B'''</span> de la section «&nbsp;[[ProDon:Préparation du document maître#Exemples_de_mise_en_page|Exemples de mise en page]]&nbsp;».<br>
 
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*Toujours importer l'image à la bonne taille (ne pas rogner ou redimensionner l'image une fois dans le document Word) car celle-ci sera pixélisée.<br>
 
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*Si une image est utilisée comme bannière d'en-tête ou de pied de page, s'assurer qu'elle a exactement la même largeur que le tableau en la redimentionnant avec les propriétés de l'image.
 
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*La taille maximale d'une image est de 450 pixels de largeur par 1110 pixels de hauteur.<br>
 
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*Ne pas utiliser d'image en format bitmap (.bmp) ou gif animé (.gif) car ces formats ne sont pas optimisés pour le Web.<br>
 
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*L'utilisation de règles dans Word (exemple&nbsp;: si... alors... sinon) ne fonctionnent pas dans un PubliCourriel.
 
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*Ne pas utiliser de zone de texte dans le document maître.
 
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*Attention à l'utilisation de caractères spéciaux dans le document maître, certains ne fonctionnent pas (exemple&nbsp;: puces spéciales). Si ce genre de caractère est utilisé, s'assurer de bien tester le courriel avant de faire le vrai envoi.
 
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*Utiliser un seul style de police (couleur, grosseur, police, etc.) par cellule.
 
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*Ne jamais fractionner les cellules, créer le tableau avec le bon nombre de colonnes dès le début.
 
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*Si la largeur des cellules doit être modifiée, les redimensionner en utilisant les propriétés du tableau et non en glissant simplement une ligne du tableau de gauche à droite.
 
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*Utiliser autant que possible des retours insécables, car certaines personnes configurent leurs courriels par défaut à double interligne et en utilisant des retours insécables, on évite que le PubliCourriel s'affiche à double interligne, peu importe la configuration du destinataire.<br>
 
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*Lors de l'ajout de liens hypertextes dans le courriel, ne pas inscrire l'adresse Internet, utiliser plutôt un lien tel que&nbsp;: «&nbsp;Cliquer ici&nbsp;». <br>Pour des exemples de liens hypertextes, voir la '''lettre '''<span style="color: rgb(255, 0, 0);">'''C'''</span> de la section «&nbsp;[[ProDon:Préparation du document maître#Exemples_de_mise_en_page|Exemples de mise en page]]&nbsp;».<br>
 
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*Pour inviter les gens à transférer le courriel à quelqu'un, utiliser le lien hypertexte «&nbsp;[FORWARD]&nbsp;».<br>Pour savoir comment ajouter un lien hypertexte à un document '''''Word''''', voir la section «&nbsp;[[ProDon:Préparation du document maître#Ajouter_un_lien_hypertexte|Ajouter un lien hypertexte]]&nbsp;».<br>
 
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*Pour informer les gens qu'il est possible de voir le courriel avec un navigateur Internet, utiliser le lien hypertexte «&nbsp;[SHOWEMAIL]&nbsp;».<br>Pour savoir comment ajouter un lien hypertexte à un document '''''Word''''', voir la section&nbsp;«&nbsp;[[ProDon:Préparation du document maître#Ajouter_un_lien_hypertexte|Ajouter un lien hypertexte]]&nbsp;».
 
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*Pour offrir aux gens de se désinscrire, utiliser le lien hypertexte «&nbsp;[UNSUBSCRIBE]&nbsp;».<br>Pour savoir comment ajouter un lien hypertexte à un document '''''Word''''', voir la section «&nbsp;[[ProDon:Préparation du document maître#Ajouter_un_lien_hypertexte|Ajouter un lien hypertexte]]&nbsp;».<br>'''ATTENTION&nbsp;:''' Le lien de désinscription doit être clair et spécifier pour quelle liste de distribution la désinscription sera effectuée.<br>
 
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*Pour offrir aux gens de se désinscrire de toutes les listes de distribution (ne plus recevoir de PubliCourriel de l'organisme), utiliser le lien hypertexte «&nbsp;[GLOBAL_UNSUBSCRIBE]&nbsp;».<br>Pour savoir comment ajouter un lien hypertexte à un document '''''Word''''', voir la section «&nbsp;[[ProDon:Préparation du document maître#Ajouter_un_lien_hypertexte|Ajouter un lien hypertexte]]&nbsp;».<br>
 
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*Pour offrir aux gens qui reçoivent le PubliCourriel de s'inscrire à la liste de distribution, utiliser le lien hypertexte «&nbsp;[SUBSCRIBE]&nbsp;», par exemple, si quelqu'un transfère le courriel à un ami, cet ami pourra s'inscrire à la liste.<br>Pour savoir comment ajouter un lien hypertexte à un document Word, voir la section «&nbsp;Ajouter un lien hypertexte&nbsp;».<br>
 
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*Pour offrir aux gens de générer une adresse URL afin de partager le PubliCourriel sur Facebook, Twitter, etc., utiliser le lien «&nbsp;[SHARE]&nbsp;».<br>Pour savoir comment ajouter un lien hypertexte à un document Word, voir la section «&nbsp;Ajouter un lien hypertexte&nbsp;».<br>
 
−
*La loi sur l'envoi de courriels massifs oblige l'expéditeur à indiquer son adresse dans tous les PubliCourriels. Pour afficher l'adresse de l'organisme, écrire en texte dans le document maître, à l'endroit où l'adresse doit être affichée [CLIENTS.ADDRESS].<br>'''ATTENTION&nbsp;:''' Si la balise [CLIENTS.ADDRESS] n'a pas été ajoutée dans le PubliCourriel, elle sera automatiquement ajoutée par ProDon à la toute fin du PubliCourriel.<br>
 
−
*Toujours utiliser le bouton «&nbsp;Enregistrer&nbsp;», pas «&nbsp;Enregistrer sous&nbsp;». '''''ProDon''''' enregistre le document à un endroit en particulier et il ne faut pas modifier son emplacement.
 
  
−
<br>  
+
'''The following tags are configured by adding a hyperlink to a selected text.'''
 +
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section. 
 +
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section. 
 +
{| class="wikitable"
 +
|[FORWARD] 
 +
|To encourage people to transfer the email to someone else.
 +
|
 +
|-
 +
|[SHOWEMAIL] 
 +
|To inform people that it is possible to view the email with an  Internet navigator.
 +
|
 +
|-
 +
|[UNSUBSCRIBE] 
 +
|To offer people the option to unsubscribe.
 +
|Required
 +
|-
 +
|[GLOBAL_UNSUBSCRIBE]
 +
|To offer people the option to unsubscribe from all distribution lists  (no longer receive E-mail Blasts from the organization).
 +
|
 +
|-
 +
|[SHARE]
 +
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook,  Twitter,''''' etc,
 +
|
 +
|}
 +
'''The following tags are specific for additional ProDon modules (version 5 only) and configured by adding a hyperlink to a selected text.'''
 +
{| class="wikitable"
 +
|[LINK_WEB_FORM]
 +
|To open a web form and automaticly adding the recepient's personal informations to it.
 +
|OnlineDonation module
 +
|-
 +
|[RECEIPTS]
 +
|To give a recepient access to it's E-Receipt.
 +
|E-Receipt module
 +
|}'''The following tag is configured by entering it as text directly in the master document.'''
 +
{| class="wikitable"
 +
|[CLIENTS.ADDRESS]
 +
|To display the address of the organization, write in text in the  master document
 +
|Required
 +
|}
 +
<br>
  
−
==== Examples of Layouts<br>  ====
+
=== Examples of Layouts   ===
  
−
{| cellspacing="1" cellpadding="1" border="1" width="200" class="wikitable"
+
{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
|-
 
|-
 
| colspan="2" |  
 
| colspan="2" |  
−
Après avoir cliqué sur le bouton [[Image:Bouton Ouvrir Editeur.png]], '''''Word''''' s'ouvre afin d'éditer le document maître.<br>  
+
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document.<br>  
  
−
'''NOTE&nbsp;:''' Bien respecter toutes les [[ProDon:Préparation du document maître#R.C3.A8gles_de_mise_en_page|règles de mise en page]].<br>  
+
'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]].<br>  
  
 
|-
 
|-
−
| colspan="2" | [[Image:ProDon Préparation du document maître 004.png]][[Image:Preparing the Master Document 004.png]]
+
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
<span style="color: rgb(255, 0, 0);">'''A&nbsp;:'''</span> Il est très important de créer le document maître dans un tableau.<br>  
+
<span style="color: rgb(255, 0, 0);">'''A:'''</span> It is very important to create the master document in a table.<br>  
  
−
'''ATTENTION&nbsp;:''' Lors de la création du tableau, insérer suffisamment de colonnes pour ne pas avoir à en ajouter plus tard. Éviter également de redimensionner les colonnes du tableau en déplaçant une ligne du tableau avec la souris, aller plutôt dans les propriétés du tableau.<br>  
+
'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. <br>  
  
−
'''NOTE&nbsp;:''' Il est possible de rendre les lignes du tableau invisibles, afin qu'elles n'apparaissent pas dans le courriel.  
+
'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.  
  
 
| width="50%" |  
 
| width="50%" |  
−
<span style="color: rgb(255, 0, 0);">'''B&nbsp;:'''</span> Ne jamais ajouter plus d'une image par cellule. Si l'image doit prendre plus d'une cellule, fusionner les cellules avant d'insérer l'image. Dans cet exemple, 4 cellules ont été fusionnées afin que l'image puisse prendre toute la largeur du tableau et la hauteur s'est ajustée automatiquement.  
+
<span style="color: rgb(255, 0, 0);">'''B:'''</span> Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.  
  
−
'''NOTE&nbsp;:''' L'image doit avoir la bonne dimension avant d'être insérée dans le tableau, il ne faut pas la redimensionner.  
+
'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it.&nbsp;
  
 
|-
 
|-
 
|  
 
|  
−
<span style="color: rgb(255, 0, 0);">'''C&nbsp;:'''</span> Il s'agit de trois liens hypertextes. Pour savoir comment ajouter des liens hypertextes, consulter [[ProDon:Préparation du document maître#Ajouter_un_lien_hypertexte|cette section]].  
+
<span style="color: rgb(255, 0, 0);">'''C:'''</span> These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].  
  
 
|  
 
|  
−
'''NOTE&nbsp;:''' Pour savoir comment ajouter des champs de fusion dans le document, consulter la section «&nbsp;[[ProDon:Gestion des documents maîtres#.C3.89dition_d.27un_document|Édition d'un document]]&nbsp;», du document «&nbsp;[[ProDon:Gestion des documents maîtres|Gestion des documents maîtres]]&nbsp;».  
+
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.  
  
 
|}
 
|}
  
−
Une fois que le document maître est édité, l'enregistrer, puis fermer '''''Word'''''. <br>  
+
Once the master document is created,&nbsp; close '''''Word'''''. <br>  
  
−
'''NOTE&nbsp;:''' Consulter la section «&nbsp;[[ProDon:Préparation du document maître#R.C3.A8gles_de_mise_en_page|Règles de mise en page]]&nbsp;» pour savoir comment enregistrer le document.  
+
'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.  
  
−
Après avoir fermé '''''Word''''', revenir dans '''''ProDon''''', [[#ModificationConsultationDocumentMa.C3.AEtre|cette fenêtre]] devrait encore être ouverte. Si toutes les informations nécessaires ont été spécifiées, cliquer sur le bouton «&nbsp;[[Image:Bouton Crochet ajouter confirmer.png]] Confirmer la modification&nbsp;».  
+
After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.  
  
 
<br>  
 
<br>  
  
−
==== Adding Hyperlinks  ====
+
=== Adding Hyperlinks  ===
  
−
{| cellspacing="1" cellpadding="1" border="1" width="200" class="wikitable"
+
{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
|-
 
|-
 
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
 
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
<span style="color: rgb(255, 0, 0);">'''A&nbsp;:'''</span> Pour ajouter un lien hypertexte, sélectionner le texte sur lequel le lien doit être ajouté, puis faire un clic-droit.  
+
<span style="color: rgb(255, 0, 0);">'''A:'''</span> To add a hyperlink, select the text in which the link must be added, then right-click.  
  
 
| width="50%" |  
 
| width="50%" |  
−
<span style="color: rgb(255, 0, 0);">'''B&nbsp;:'''</span> Après avoir fait un clic-droit sur le texte sélectionné en <span style="color: rgb(255, 0, 0);">'''A'''</span>, ce menu s'ouvre, cliquer sur «&nbsp;[[Image:Bouton lien hypertexte.png]] Lien hypertexte...&nbsp;».  
+
<span style="color: rgb(255, 0, 0);">'''B:'''</span> After right-clicking on the text selected at <span style="color: rgb(255, 0, 0);">'''A'''</span>, this menu opens, click on "Hyperlink...".  
  
 
|}
 
|}
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<br>  
 
<br>  
  
−
{| cellspacing="1" cellpadding="1" border="1" width="200" class="wikitable"
+
{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
 
|-
 
|-
 
| colspan="2" |  
 
| colspan="2" |  
−
Après avoir cliqué sur «&nbsp;[[Image:Bouton lien hypertexte.png]] Lien hypertexte...&nbsp;», la fenêtre suivante s'ouvre.  
+
After clicking on "Hyperlink..." this window opens.  
  
 
|-
 
|-
Line 268: Line 310:
 
|-
 
|-
 
| width="50%" |  
 
| width="50%" |  
−
<span style="color: rgb(255, 0, 0);">'''A&nbsp;:'''</span> Inscrire l'adresse vers laquelle le lien doit pointer. Le lien de cet exemple sert à transférer le courriel à quelqu'un.  
+
<span style="color: rgb(255, 0, 0);">'''A:'''</span> Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.  
  
 
| width="50%" |  
 
| width="50%" |  
−
<span style="color: rgb(255, 0, 0);">'''B&nbsp;:'''</span> Après avoir inscrit l'adresse vers laquelle le lien doit pointer, cliquer sur le bouton «&nbsp;OK&nbsp;».  
+
<span style="color: rgb(255, 0, 0);">'''B:'''</span> After entering the address to which the hyperlink must lead, click on the "OK" button.  
  
 
|}
 
|}
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<br>  
 
<br>  
  
−
<br> {{Footer_ProDon}}
+
{{Footer_ProDon_Version|4.6.7.19}}<br>

Latest revision as of 15:37, 9 May 2017

Preparing the Master Document

Introduction

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see this document.


Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose.


Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 


This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see this document. To learn how to send an E-mail Blast, see this document.


Preparing the E-mail Blast Master Document

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

CAUTION: A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many formatting rules.

To update an old master document or to create a new master document, go to the "Master document management". 

To do so, click on the "Mailings" menu, then select "Bouton document maître.png Master documents".

Preparing the Master Document 001.png


After clicking on "Bouton document maître.png Master documents", this window opens.

Preparing the Master Document 002.png

A: This tab contains the active master documents that are available for use in the software. 

B: This tab contains the master documents provided by Logilys as reference. It is possible to duplicate them and modify them according to your needs. 

C: This tab contains the inactive master documents that are unavailable for use in the software.

D: The "Receipts" type document cannot be used for an E-mail Blast.

E: The Button add plus.png button allows you to create a new master document.

F: The Bouton dupliquer.png button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at J, then click on the Bouton dupliquer.png button.

G: The Button Edit.png button allows you to modify the configuration of a master document. To do so, select the document to modify at J, then click on the Button Edit.png button.

H: The Button cancel.png button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at A, to the "Deactivate documents" tab at C, or vice-versa. To do so, select the document at J, then click on the Button cancel.png button.

I: The Button Minus remove delete.png button allows you to delete a master document. To do so, select the document to delete at J, then click on the Button Minus remove delete.png button.

NOTE: This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See point H to learn how to deactivate a document.

J: It is the list of all the active documents that are available for use in the software.


Adding, Modifying or Duplicating the E-mail Blast Master Document

After clicking on the Button add plus.png, Button Edit.png or Bouton dupliquer.png button of this window, the following window opens. 

Preparing the Master Document 003.png

A: Name the master document.

NOTE: It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

B: Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

C: The Bouton Ouvrir Editeur.png button allows you to open the document in the editor. After clicking on that button, Word opens. To learn how to create the master document in Word, see this section.

D: Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

E: These fields cannot be used in E-mail Blast master documents.

F: This tab allows you to choose the merge fields that will be available when creating the master document in Word.

G: Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard.
NOTE: The fields must be checked in the master document AND in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

H: These tabs cannot be used in an E-mail Blast master document.


I: The Button Search.png button allows you to display or not the search bar. 

J: The Button Edit.png button allows you to modify configurable fields.

K: The Detect field button.png button chek all the fields that have been inserted in the master document. 

L: The Button funky check mark.png button allows you to check all the merge fields at G.

M: The Button funky x.png button allows you to uncheck all the merge fields at G.

N: After entering all the desired information, click on the "Button Check mark Confirm.png Confirm edit" button. 

O: To cancel the modification or the creation of the master document, click on the "Bouton annuler.png Cancel edit" button.


CAUTION: It is important to only check, at G, the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact Logilys.

NOTE: It is mandatory to check at least one field at G, so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title").


Editing the Master Document

After clicking on the Bouton Ouvrir Editeur.png button of this window, Word opens in order to create the master document. 

Always use the "Save" button and not "Save as". ProDon saves the document in a particular location and you must not modify its location.

Formatting Rules

Since the document will be converted in an HTML page from Word, there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on Outlook, Hotmail, Gmail, etc.

Table

  • The document must be wrtiten in a table. To view an example of master document in a table, see point A of the "Examples of Layouts" section.
  • Never fraction the cells, create a table with many columns right from the start.
  • If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.


Image

  • Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
  • Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see point B of the "Examples of Layouts" section.
  • Try to always import an image with the right size (do not crop or resize it once in the Word document) because it will be pixelated.
  • If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
  • The maximum size of an image is 450 pixels wide by 1110 pixels high.


Text

  • Use only one type of font (colour, size, font, etc) per cell.
  • The use of rules in Word (e.g. if... therefore... otherwise) does not work.
  • Do not use any text box.
  • Be careful with the use of special characters, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
  • Use carriage returns (<SHIFT> + <ENTER>), because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
  • When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see point C of the "Examples of Layouts" section. 


Tags

A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list. If a required tag is missing in the master document, it will automatically be added by ProDon at the end of the E-mail Blast.

The following tags are configured by adding a hyperlink to a selected text.

  • To learn how to add a hyperlink to a Word document, see the "Adding Hyperlinks" section. 
  • To view examples of hyperlinks, see point C of the "Examples of Layouts" section. 
[FORWARD]  To encourage people to transfer the email to someone else.
[SHOWEMAIL]  To inform people that it is possible to view the email with an Internet navigator.
[UNSUBSCRIBE]  To offer people the option to unsubscribe. Required
[GLOBAL_UNSUBSCRIBE] To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization).
[SHARE] To offer people to generate a URL address to share the E-mail Blast on Facebook, Twitter, etc,

The following tags are specific for additional ProDon modules (version 5 only) and configured by adding a hyperlink to a selected text.

[LINK_WEB_FORM] To open a web form and automaticly adding the recepient's personal informations to it. OnlineDonation module
[RECEIPTS] To give a recepient access to it's E-Receipt. E-Receipt module
The following tag is configured by entering it as text directly in the master document.
[CLIENTS.ADDRESS] To display the address of the organization, write in text in the master document Required


Examples of Layouts

After clicking on the Bouton Ouvrir Editeur.png button, Word opens to create the master document.

NOTE: Follow all formatting rules.

Preparing the Master Document 004.png

A: It is very important to create the master document in a table.

CAUTION: When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead.

NOTE: It is possible to make the lines of the table invisible, so they do not appear on the email.

B: Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

NOTE: The image must have the right dimension before being inserted in the table, you must not resize it. 

C: These are three hyperlinks. To learn how to add hyperlinks, see this section.

NOTE: To learn how to add merge fields to the document, see the "Creating a Document" section of the "Master Document Management" document.

Once the master document is created,  close Word.

NOTE: See the "Formatting Rules" section to learn how to save the document.

After closing Word, go back in ProDon, this window should still be open. If all the necessary information has been specified, click on the "Button Check mark Confirm.png Confirm edit" button.


Adding Hyperlinks

Preparing the Master Document 005.png

A: To add a hyperlink, select the text in which the link must be added, then right-click.

B: After right-clicking on the text selected at A, this menu opens, click on "Hyperlink...".


After clicking on "Hyperlink..." this window opens.

Preparing the Master Document 006.png

A: Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

B: After entering the address to which the hyperlink must lead, click on the "OK" button.


Document name: ProDon:Preparing the Master Document
Version : 4.6.7.19


Retrieved from "http://wikien.logilys.com/index.php?title=ProDon:Preparing_the_Master_Document&oldid=9050"