1. Partner Academy
  2. Marketing
  3. Emails

Manage Emails

Avatar
Unifyr Support
Follow

Overview

The more you personalize your content, the more likely recipients are to respond. In the majority of email provided by your supplier, you can edit, revise, and personalize the content with your own business information and other preferences. Personalization options are not available for every email - your supplier decides what is provided.

Once you edit details and personalize your email, you can preview your changes in desktop, mobile, or tablet view.

When everything looks good, send a test email to yourself to see the email as your users will see it.

Finally, schedule when to send the email to your contacts.

Advice

We strongly advise that partners who send marketing emails authenticate their email addresses/domain with SPF, DKIM, and DMARC. Gmail and Yahoo have implemented changes to reduce the amount of spam email relayed through their systems by requiring that email marketers authenticate their DNS with SPF, DKIM and DMARC. If authentication is not in place, they will not deliver the email. For more information, see How do I authenticate my From email address?

Before You Begin

Before you get started personalizing, duplicating, or scheduling emails, you should be familiar with how to find and activate campaigns your supplier provides to you. You should also be familiar with creating contact lists.

Before sending communications to your contacts, you must confirm their opt-in status for the communications:

  • Set the way that you want opt-in to be specified, by enabling/disabling the Opt-In Authorization setting in your organization's Company Profile. For more information, see  Company Profile.
  • Depending on the value of the setting, you may need to choose in the opt-in method when creating contacts in the portal. For more information, see Manage Opt-In for Emails to Contacts.

Contents

Click + to expand the section.

Add Emails to Campaigns

In most cases, emails will already be pre-packaged into a campaign by your supplier. If you are looking to add additional emails to a campaign, follow the steps below. After adding the email, you will personalize, add contacts, and schedule it for sending.

To add emails to an existing campaign:

  1. Navigate to your My Campaigns page.
  2. Click the name of the campaign to which you want to add an email. This takes you to the campaign details view for this campaign.
  3. Click Add Activity.
  4. From the drop-down menu, select Email. The screen refreshes to a list of available emails. In this view, you can do the following:
Preview

Click the name of the email to see a preview of its content.

Search

Search for an email using keywords.

Sort

Sort emails by Most Recent or Name.

Create Your Own

Click Create Your Own to add an email.

  1. Click Activate next to the email you want to add. This takes you to the email activity dashboard for this email. For more on the email activity dashboard, see About Emails.

The email is now listed under Mailings in the campaign. Use the breadcrumb navigation to go back to the campaign. Before the email will activate, you must personalize it, add contacts, and schedule its sending. For more information, see:

The email displays a list of activities that you need to review and complete before sending the email. This will update as you move through the personalization steps.

portal_email_review_activities.png

Review the Details and Notification Recipients of an Email

Check the details of an email and update them as required - sender details, subject, reply-to address, and recipients of activity taken against the email.

  1. Navigate to your My Campaigns page.
  2. Click the name of the campaign that contains the email you want to review/edit.
  3. Under Mailings, click the name of the email you want to personalize.

  4. Click Edit and navigate to the Settings tab.

    portal_email_edit_settings.png

  5. Make changes to any of the available fields.
  6. Select the recipient(s) of notifications relating to activity from the email. You may need to add some new email addresses - enter the address in the field provided, then click Add.
  7. Click Save (to save your changes) or Save & Next (to move to the next settings tab).

Personalize Emails

Personalize emails provided by your supplier by adding custom text, images, and links.

To personalize your emails:

  1. Once your campaign is activated, navigate to Campaigns > My Campaigns.
  2. Click the name of the campaign that contains the email you want to personalize.
  3. Under Mailings, click the name of the email you want to personalize.

  4. Click Edit and navigate to the Personalization tab.

    portal_email_edit_personalization.png

  5. [Optional, depending on the email configuration] Click the tab for the page you want to personalize, for example email, landing page, confirmation page, etc.

    portal_email_edit_personalization_choose_page.png

  6. Click Edit to access the WYSIWYG Editor (powered by BeeFree) for the page.

    The steps below apply to each tab. When you complete these steps for one tab, move on the the next until all pages have been edited.

  7. In the WYSIWYG editor, individual rows and content areas are outlined in blue. Click each one as required to highlight it, then follow these guidelines to tailor the content to your own requirements.

    The portal Email/Page Editor is powered by Beefree - see here for some useful information resources:

    Some Beefree features may not be available.

    1. Add or edit content to unlocked areas using the Content, Rows, and Settings menus in the right hand panel of the editor.
    2. We recommend starting with the Settings tab to set your global formatting preferences first. Once you set global settings, you can change the settings of each content block individually as you add them.
    3. The Rows tab of the panel allows you to format the rows in the email, configuring columns, adding background color/image/video, drawing borders, setting content padding and alignment, etc.

    4. The Content tab of the panel gives you options for styling individual content blocks - a paragraph, a button, an image, etc. The panel will display the properties that are relevant to the type of content you select to edit.

      You can also add new content blocks to an editable row or content block from here. Click the Content tab to expose the option, then choose one and drag it to the required location in the row. The editor will advise where you’re permitted to drop it.

      portal_email_edit_content_new_content_block.png

      For more information about the blocks and properties available in the menus, see Content/Formatting/Display Options for Marketing and Comms Content.

    5. Your supplier may have locked content to prevent you from editing it. If this is the case, you’ll see a padlock icon and a popup message when highlighting a row or block for edit.

      portal_email_edit_content_locked.png

    6. You can include merge tags (content placeholders) in a text block, for example [FirstName] or [Company]. These will display the actual information of the contact that receives the email. Choose the Merge tags button when editing text content. Your supplier decides the fields that are available for use.

      portal_email_edit_content_merge_tags.png

      Your supplier may have included merge tags (content placeholders) in the content too.

    7. Use the Preview button to review your progress as you make your edits.

      portal_email_edit_content_preview.png

  8. When you’ve finished your edits, click Save. You’re taken back to the email details page.

  9. If required, click Send Test to send yourself a copy of the email. You can see how it will appear to your contacts.

    Note: merge tags will not be resolved in a test email.

    portal_email_send_test.png

  10. Click Save (to save your changes) or Save & Next (to move to the next settings tab).

To learn more about editing the content of an email, see Advanced Email Editing.

Confirm Recipients of an Email

Add recipients to your emails to target particular messaging to selected contacts and leads.

You can edit the recipients of your emails to a single list or multiple lists, or you can search for individual contacts. The following must be true to edit or change the recipients of your email:

  • The email must be saved, but personalization is not required.
  • The email must be in Draft status.

To add recipients to your emails:

  1. Navigate to your My Campaigns page.
  2. Click the name of the campaign that contains the email you want to update. This takes you to the activity dashboard for the campaign.
  3. Under Mailings, click the name of the email to which you want to add recipients.

  4. Click Edit and navigate to the Recipients tab.

    portal_email_edit_recipients.png

  5. In this view, you have access to these areas::
My Lists

Search for and choose a contact list.

You can also use the Create list option to create a new contact list. One you’ve created the list, click Upload recipients to list to upload the contacts to it, and set their preferences for opting in to receiving your emails.

portal_email_edit_recipients_create_contact_list.png

For more information, see Uploading Contacts to Contact Lists in Bulk.

If you choose to send an opt in confirmation request to the contacts in a new list, you will need to provide and personalize a Confirmation Email to send. You will be prompted to do this if you haven’t done so. For more information, see Personalizing your Opt-in Confirmation Email.

My Contacts

Search for and choose individual contacts.

You can also use the Add new contacts option to add new new email addresses.

portal_email_edit_recipients_add contacts.png

Send to

Shows the total number of contacts to which the email will be sent.

portal_email_edit_recipients_send_to.png

Show All Recipients

View all individual recipients, including those from linked contact lists, for reference.

 
  1. Click Save or Save & Next.

To remove recipients from the email:

  1. Under Send to, find the list of all recipients and contact lists added to this email. Click the X next to a contact or list name to remove it as a recipient of the email.
  2. Click Save or Save & Next.

Schedule Sending of Emails

Schedule the sending of emails to plan and create a timeline for your campaign activities.

When you schedule an email, you pick a date and time for it to be sent to selected recipients.

To schedule an email:

  1. Navigate to your My Campaigns page.
  2. Click the name of the campaign that contains the email you want to schedule. This takes you to the activity dashboard for the campaign.
  3. Under Mailings, click the name of the email you want to schedule. 

  4. Click Edit and navigate to the Scheduling tab.

    Note: You may need to complete other required actions before scheduling the email. If scheduling is not available, you should personalize the email and assign it contacts before continuing.

    portal_email_edit_scheduling.png

  5. In the Scheduling tab, you have access to these actions:
Preview

Page through the email to see how it will appear to partners.

Send Test

Click Send Test to send yourself a test email before publishing to your contacts. Test emails do not count toward your email allowance.

Send now

Click Send now to send the email to the assigned contacts immediately. There is a 3 minute grace period after clicking the button, before the email is sent.

Send at a specific date and time

Click Send at a specific date and time to set a future date and time to send the email. Use the Delivery Date calendar to set a date and the Delivery Time clock to set a time.

  1. Click Schedule.

If an email hasn’t been sent yet, you can change the scheduled date and time of an email.

To cancel or change an email's schedule:

  1. Navigate to your My Campaigns page.
  2. Click the name of the campaign that contains the email you want to reschedule.
  3. Click Unschedule. You’re asked to confirm that you want to stop the mailing. Click Unschedule to proceed.
  4. To set a new schedule, follow steps 4–6 of the previous instructions.

Share Emails via Social Media

Once you've completed all personalization and scheduling steps for an email, or you've sent it, you can share a link to it via a social post.

To share an email in a social post:

  1. Navigate to your My Campaigns page.
  2. Click the name of the campaign that contains the email you want to share. This takes you to the activity dashboard for the campaign.
  3. Under Mailings, click the name of the email you want to share. 

  4. Click Share. This option is only available once all required personalization/scheduling actions have been completed. 

    portal_email_share.png

    The Edit Social Post window opens, where you can create a new social post. The Post Content field contains a link to the email.

    portal_email_share_new_social_post.png

  5. Select your social media account and complete the information and scheduling for the post as required. For more information, see Create your Own Social Posts.
  6. Click Save. The post is either sent immediately, or added to the Upcoming Posts list, depending on the Scheduling settings you added for it.

Duplicate Emails

Duplicate an email to send the same email to a different contact list, for example if you want to create a number of similar emails, or resend the same email to a different contact list.

Once an email has been activated and sent to a contact list, you can no longer personalize or send it again. You must duplicate the email and add the new copy to another campaign or contact list.

Best Practice

If you plan to make multiple copies of an email, be sure to copy the original. Don't make a copy of a copy.

To duplicate emails:

  1. Navigate to your My Campaigns page.
  2. Click the name of the campaign that contains the email you want to duplicate. This takes you to the campaign dashboard for the campaign.
  3. Under Mailings, locate the email you want to duplicate. Click icon_copy.png to the right of the email title.
  4. In Duplicate Mailing, enter the name of the new email.

  5. Click Duplicate.

    portal_email_duplicate.png

Delete Emails

Delete unsent emails to remove them from a campaign.

Note

Deleting an email from one campaign will not remove it from other campaigns. If multiple campaigns use the same email, you must delete the email from each campaign separately.

To delete an email:

  1. Navigate to your My Campaigns page.
  2. Click the name of the campaign that contains the email you want to delete. This takes you to the campaign dashboard for the campaign.
  3. Under Mailings, click the name of the email you want to delete.

  4. Click Delete. This option is only available for emails that haven't been scheduled or sent.

    portal_email_delete.png

  5. You're asked to confirm that you want to delete the email from the campaign. Click Delete to proceed.

Move an Email to Another Campaign

You may want to move an email to another campaign, for example if you made a mistake when activating it.

To move an email:

  1. Navigate to your My Campaigns page.
  2. Click the name of the campaign that contains the email you want to move. This takes you to the campaign dashboard for the campaign.
  3. Under Mailings, locate the email you want to duplicate. Click icon_move.png to the right of the email title.

  4. In Move, choose one of these options:

    • Move to Existing Campaign - select one from the dropdown list
    • Create New Campaign - enter the name of the new campaign

    portal_email_move.png

  5. Click Move.

Related Topics

Was this article helpful?
0 out of 0 found this helpful

Comments

0 comments

Article is closed for comments.