ProDon:Preparing the Distribution List

Introduction

The E-mail Blast module allows you to perform mass emailing and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to evaluate the efficiency of the mailings. A reject management is also integrated to avoid problems with spam. To learn how to view the mailing statistics, see this document. 

Moreover, Internet users can subscribe to distribution lists from the organization website to receive information emails of interest to them. Following their subscription, they receive an automatic confirmation email, prepared for this purpose. This function requires the intervention of Logilys, so if you are interested, please contact the technical support.

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. 

The present document deals with the preparation of the distribution list. To learn how to prepare the master document, see this document. To learn how to send the E-mail Blast, see this document.

A distribution list is the list of clients to whom the email will be sent. There are two types of distribution lists: :

• A provisional distribution list
  
• A permanent distribution list
  

Preparing a Provisional Distribution List

A provisional distribution list is a list that can only be used once. For instance, it can be used to thank the clients who participated in an activity. In that event, the list can never be used again since never the same clients attend to the different activities. Moreover, the provisional distribution list must not be created in advance, it should only be created when sending the E-mail Blast.

To learn how to perform an E-mail Blast with a provisional distribution list, see the "Creating a Mailing from a Provisional Distribution List" section of the "Sending the E-mail Blast" document.

Preparing a Permanent Distribution List 

A permanent distribution list is a list that can be used many times. For instance, it can be used to send a monthly bulletin, a newsletter, information on upcoming activities, etc. It is possible to subscribe or unsubscribe from the list at all times. As opposed to the provisional distribution list, the permanent distribution list must be created prior to performing the E-mail Blast.

It is possible to create and modify permanent distribution lists in two different ways in ProDon:

• From the "Distribution list management"
  
• From the "Client management"
  

Creating or Modifying a Permanent Distribution List from the "Distribution list management"

In order for a distribution list to be ready to use for an E-mail Blast, you must first configure the distribution list, then register the clients who will be part of it.

Configuring the Distribution List

To configure the distribution list, go to the "Distribution list management".

To do so, click on the "Mailings" menu of ProDon's home page, then select "E-mail Blast - Distribution lists".

After clicking on "E-mail Blast - Distribution list", this window opens.
A: These are all the distribution lists (permanent and provisional) present in ProDon.	B: The button allows you to create a new permanent distribution list, to add to the list at A.
C: The button allows you to modify a distribution list. To do so, select the list to modify at A, then click on the button.	D: The button allows you to delete a distribution list. To do so, select the list to delete at A, then click on the button. NOTE: It is not possible to delete a distribution list that has already been used in a mailing.

After clicking on the or the button of this window, the following window opens.
A: Name the permanent distribution list.	B: These options allow you to activate or archive the distribution list. When a distribution list is archived, it can no longer be used for another E-mail Blast.
C: Allows you to indicate the language in which the E-mail Blast will be sent. NOTE: If an E-mail Blast has to be sent both in English and in French, you will have to create two master documents (one for each language) and two distribution lists (one for each language).	D: Enter the name and the email address of the organization or person who will receive the replies of the E-mail Blasts sent to this distribution list.
E: This section allows you to configure the distribution of the distribution lists on the organization's website. This option requires configurations from Logilys; therefore, contact Logilys for more information.	F: The "Merge fields" tab allows you to select the merge fields that will be used in the master documents sent to this distribution list. NOTE: These fields must be checked both in the master document AND in the distribution list. If they are not checked in both places, they will not be merged when mailing.
G: The "Registration confirmation email" tab allows you to write the email that will be sent to the clients who subscribe to the distribution list.	H: The "Subscriptions" tab contains the list of all the clients who subscribed to the distribution list.

"Merge fields" Tab 

This tab allows you to select the merge fields that will be used in the master documents sent with this distribution list. 

CAUTION: 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. 

A: Check the fields that have been inserted in the master documents, which will be sent with this distribution list.	B: The button allows you to uncheck all the fields of the list at A.
C: The button allows you to display or not the search bar.	NOTE: It is important to check, at A, only the fields used in the master documents that will sent with this distribution list; since the fields activated here can no longer be deactivated once the mailing is made. It will be possible to uncheck the fields, but they will still remain active on the mailing server website of the E-mail Blast. Moreover, all the fields checked would have to be synchronized one by one with the fields included in the master document in each mailing; which will considerably increase the time spent on sending the E-mail Blast. To deactivate the fields on the mailing server website of the E-mail Blast, contact Logilys.

"Registration confirmation email" Tab

This tab allows you to write the email that will be sent to the clients who will subscribe to this distribution list.

A: Enter the subject of the email in this field.	B: The button allows you import an HTML file to display at C. NOTE: It is also possible to write the email at C, rather than importing an HTML document.
C: This is the email in HTML codes. To view the email as it will be sent, click on the "Message preview" button at D, or see this section. NOTE: It is possible to import the HTML text by using the button at C or to write it directly here.	D: The "Message preview" button allows you to display the email in HTML codes or to display the email as it will be sent. NOTE: When the email is in "Message preview" mode, it is not possible to modify it; it is only possible to view it. To write or modify the message, display the email in "Display in HTML" mode.
NOTE: During the E-mail Blast training, the trainer should normally have provided you with an example of an email written in HTML codes. In the event that example has been lost or not received during the training and you wish to learn how to write an email in HTML codes, contact Logilys.

Confirmation Email Preview

A: When this button is in "Message preview" mode, the email is displayed as it will be sent. NOTE: However, it is not possible to modify the email in "Message preview" mode.

"Subscriptions" Tab

This tab allows you to view the list of clients who subscribed to this distribution list. 

NOTE: To learn how to register clients to a distribution list, click here. To learn how to unregister clients from a distribution list, click here.

A: It is the list of all the clients who subscribed to the distribution list. In this example, no client has subscribed to the list. To learn how to add clients to the list, see this section.	B: The button allows you to display or not the search bar.
C: After completing all the information of the addition or modification file of the distribution list, click on the " Confirm and add" button to save the modifications.	D: After completing all the information of the addition or modification file of the distribution list, click on " Confirm and add" to save the modifications and open a new addition file to create a new distribution list.

Registering Clients to a Distribution List

It is possible to register clients to a distribution in two different ways ins ProDon :

• Registering many Clients from the "Client management"

• Register a Client from his or her Client File

IMPORTANT NOTE: It is not possible to use generic email addresses (e.g. info@..., admin@..., management@..., etc.) in a distribution list.

To see the complete list of addresses that cannot be used in a disribution list, Click here. 

Registering many Clients from the "Client management"

To register many clients to the distribution list at the same time, go to the "Client management". 

To do so, from ProDon's home page, click on the "Clients" menu, then select " Clients".

After clicking on " Clients", this window opens.
A: Search for clients who should be added to the distribution list, using the search bar.	B: It is the current list of clients who will be added to the distribution list.
C: After searching for the clients who should be part of the distribution list, click on the button.

After clicking on the button, this window opens.
A: Choose whether to add all filtered clients or the selected client only.	B: Allows you to add the filtered clients to an existing distribution list.
C: Select an existing permanent distribution list, using the drop-down list.	D: After selecting the desired options and choosing the distribution list to which the filtered clients should be added, click on the " Confirm" button.

Registering a Client from his or her Client File

To register only one client to a distribution list, go to the "Client management", then in the client file of the client who should be registered to the list. 

After clicking on " Clients", this window opens.
A: Search for the client you want to add to the distribution list, using the search bar.	B: Double-click on the client to open his or her client file or select the line, then click on the button at C.
C: After selecting the line at B, click on the button to open the client file.

After double-clicking on the line or clicking on the button, the client file opens.

A: Click on the button to choose to which distribution list(s) you want to add the client.

After clicking on the button, this window opens.
A: Check this checkbox to send a registration confirmation email to the client who is registered.	B: These are all the existing permanent distribution lists in ProDon. It is possible to register the client to the list by selecting the distribution list, then by pressing the space bar of the keyboard.
C: This button allows you to register the client to the selected list only or to all the lists at B.	D: After registering the client to all the desired lists, click on the " Confirm edit" button save the changes made.

Unregistering Clients from a Distribution List

It is possible to unregister clients from a distribution list in three different ways in ProDon: 

• Unregistering many Clients from the "Client management"
• Unregistering a Client from his or her Client File
• Unregistering a Client from the "Distribution list subscription management"

Unregistering many Clients from the "Client management"

To unregister many clients from the distribution list at the same time, go to the "Client management".

To do so, go to the ProDon's home page, click on the "Clients" menu, then select " Clients".

After clicking on " Clients", this window opens.
A: Search for the clients you want to remove from the distribution list, using the search bar.	B: It is the list of clients who will be rempoved from the distribution list.
C: After searching for the clients you want to remove from the distribution list, click on the button.

After clicking on the button, this window opens.
A: Choose whether you want to remove all filtered clients or only the selected client.	B: Allows you to remove the filtered clients from an existing distribution list.
C: Select an existing permanent distribution list using the drop-down list.	D: After selecting the desired options and choosing the distribution list in which the filtered clients need to be removed, click on the " Confirm" button.

Unregistering a Client from his or her Client File

To unregister only one client from a distribution list, go to the "Client management", then to the file of the client you want to unregister from the list.

To do so, from ProDon's home page, click on the "Clients" menu, then select " Clients".

After clicking on the " Clients" button, this window opens.
A: Search for the client you want to unregister from a distribution list using the search bar.	B: Double-click on the client to open his or her client file or select the line, then click on the button at C.
C: After selecting the line at B, click on the button to open the client file.

After double-clicking on the line or clicking on the button, the client file opens.

A: Click on the button to choose from which distribution list(s) the client should be removed.

After clicking on the button, the following window opens.
A: These are all the existing permanent distribution lists in ProDon. It is possible to unregister a client from a list by selecting the distribution list, then by pressing on the spacebar of the keyboard.	B: This button allows you to unregister the client from the selected list only or from all the lists at B. After unregistering the client from at least one list, this window opens, to specify the reason of the cancellation.
C: This button allows you to modify the reason of the unsubscription.	D: After unregistering the client from all the desired lists, click on the " Confirm edit" button to save the changes made.

After unregistering the client from a list from this window, the following window opens to specify the reason of the cancellation.
A: Enter a new cancellation reason or choose an existing one from the drop-down list.	B: After specifying the reason of the cancellation, click on the " Confirm edit" button.

Unregistering a Client from the "Distribution list subscription management" 

The second way to unregister only one client from a distribution list from the "Distribution list subscription management".

To do so, from ProDon's home page, click on the "Mailings" menu, then select " E-mail Blast - Subscriptions to lists".

After clicking on " E-mail Blast - Subscriptions to lists", this window opens.
A: The "Subscribed" tab contains all the clients who subscribed to at least one distribution list.	B: The "Unsubscribed" tab contains all the clients who unsubscribed from at least one distribution list.
C: The "All" tab contains all the clients who subscribed to at least one list or have already subscribed to a list.	D: These are all the clients who subscribed to at least one distribution list. To unregister a client, double-click on the line of the address to unregister.
E: The button allows you to open the file of a client on the list at D.	F: The button allows you to synchronize the subscriptions and unsubscriptions to distribution lists.

After double-clicking on the address to unsubscribe from this window, the following window opens.
A: These are all the existing permanent distribution lists in ProDon. It is possible to unregister a client from a list by selecting the distribution list, then by pressing the spacebar of the keyboard.	B: This button allows you to unregister the client from the selected list or from all the lists at B. After unregistering the client from at least one list, this window opens to specify the reason of the cancellation.
C: This button allows you to modify the reason of the unsubscription.	D: After unregistering the client from all the desired lists, click on the " Confirm edit" button to save the changes made.

After unregistering the client from a list, from this window, the following window opens to specify the reason of the cancellation.
A: Enter a new cancellation reason or choose an existing one in the drop-down list.	B: After specifying a cancellation reason, click on the " Confirm edits" button. ---- Document name: ProDon:Preparing the Distribution List Printable version