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Creating and Managing Email Campaigns

You can create Email Campaigns to keep together a set of related email messages that share a common audience, security settings, reviewers, and delivery instructions. This enables you to track statistics about the delivery and easily resend your messages to specific members of your defined target audience.

By grouping messages together, you can use statistical reports to measure the effectiveness of your messages.

Click one of the following links to learn more about:

To create and work with:

Note: To help acquaint you with email campaigns and messages, a short video introduction may display and run when you open certain pages within the email campaign or message work flow. You can also use the Click here to view introduction link to display this introduction.

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Creating a New Email Campaign

You can create a new email campaign by supplying new information in the blank attribute fields or by copying an existing one with attributes and the target audience, Do Not Email, and reviewer groups already defined and make changes as needed. (Note that any messages associated with the original campaign are also copied to the new campaign.)

To enable message recipients to individually elect if they want to continue to receive email from this campaign, you can associate an email interest with it. You can then choose to include each person who opts into this interest in the target audience. (You can also associate an email campaign with an existing interest.) For more information about interests, refer to Managing Interests.

All messages in your campaigns will be available in the WYSIWYG HTML editor in your various applications (through the Links icon > Browse Convio Links > Email Message).  This can be useful for creating links to your messages from a web page.

By default, messages from this campaign will contain an autologin link. You can turn off this feature for the campaign if you prefer.

To create a new email campaign:

  1. From the top navigation options, click Email and then click Email Campaigns from the drop-down list. The Email Home page displays.
  2. From the top of the page, click the Campaigns tab. The Email Campaigns List page displays.
  3. To create the Email Campaign:
    • As an original from scratch, click Create a New Campaign. The Name and Description page displays. Note: You can also click Create a new Email Campaign from the Related Actions on the Email Home page.
    • Or, by copying an existing campaign:
      1. Locate the campaign in the list and click Copy from its Actions column. The Confirm Copy page displays.
      2. In the Name field, enter a new label to help identify this campaign to administrators who are browsing the list of email campaigns.
      3. Click the Confirm Copy. The Email Campaign List page displays with the new campaign showing in the list.
      4. Click Edit from the Actions column of the new Email Campaign. The Name and Description page displays.
  4. On the Name and Description page, for the:
    1. Name, enter a label that will help identify this campaign to administrators who are browsing the list of Email Campaigns.
    2. Description, enter a phrase that explains the purpose or content of the messages that will be sent from this campaign.
    3. Campaign Type, click the appropriate option from the drop-down list to group this campaign with other similar Email Campaigns.
    4. Security Category, leave General selected or click the appropriate option from the drop-down list to determine which members of your organization can edit the campaign information, create and send email messages from it, as well as report on results.
  5. Click Next. The Interest Opt-In page displays.
  6. For the Interest category, to associate an interest with this campaign so that message recipients can elect to continue to receive email from this campaign (or  opt-out so they won't receive future messages):
    • Click the Choose an existing value option button and click the appropriate option from the drop-down list.
    • Or, if the Interest does not yet exist, click the Enter a new value option button and type in the new Interest.
      Notes:
      (1)You must have the appropriate administrative permissions to create a new Interest.

      (2) Constituents who opt-out of receiving messages from this campaign (that is, the Interest Opt-Out group) are automatically included in the Do Not Email list for this campaign.

      (3) For information about interests, refer to Managing Interests.
  7. For the Interest Opt-in Group, to automatically include the constituents who opt-in to the Interest in the Target Audience, click the Yes, include the Interest Opt-In group in the audience Target List checkbox.
  8. Click Next. If you have set up the Convio COM to Common Ground Connector, you will see the Configure Cross-References page. Otherwise, the Campaign Options page displays.
  9. If the Cross-References page displays, for the Campaign, click on the appropriate value under Name for the cross-reference to associate with this campaign. The value will display under Selected Value.
  10. For large lists, you can enter all or part of a cross-reference type name in the Filter field.
  11. To select the campaign membership status for the remote campaign, select the appropriate value from the Name column. The value will display under Selected Value.
  12. Click Next. The Campaign Options page displays.
  13. Note that Web viewing of messages is enabled; that is, you will be able to create links to your messages from a Web page. (Messages will be available in the WYSIWYG HTML editor in your various applications -- even if you uncheck the Enable web viewing of messages checkbox.) For assistance, refer to Displaying an Email Message on the Web.
  14. To change the default from creating automatic login links in the messages in this campaign, click the Enable autologin links checkbox to remove the checkmark.
  15. Click Finish. The Email Campaign List page displays with your new campaign now included in the list.

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Creating an Email Campaign Audience

The default audience for an email campaign can consist of different lists, including the:

  • Target List that identifies the set of constituent groups to whom campaign messages should be sent
  • Reviewer List that identifies the groups of people (for example, other administrators or volunteers) who should get an advance draft of each message to critique before you schedule the message delivery. (Note that you can define email addresses for additional reviewers in each message itself.)
  • Do Not Email List that identifies the constituent groups to whom campaign messages should not be sent, which can include constituents who are also in the Target List.

You can create these lists by adding constituent groups to them or copying all of them at once from another campaign.

For a specific message delivery, you can exclude or include new groups in the Target List and the Do Not Email list. You can also choose to update the entire campaign with these group selections if you plan to use this new Target List more than one time.

To help get the most up-to-date constituent information, you can choose to rebuild some groups at send time. For example, groups built by a query can be set to rebuild when a message is sent. You can choose to rebuild the groups by default, and then change the option for each individual message when specifying delivery options.

If you associated an Interest Category with the Email Campaign, the Opt-Out group is automatically included in the Do Not Email List. If you associated an interest with this campaign and enabled the option to add the constituents who opt-in to the Interest (that is, the Interest Opt-In group) directly to the Target List, these constituents will be automatically included in the Target List.

Click one of the following to learn more about:

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Adding Groups to Each Audience List

The groups that you can add to create the lists must already be defined in the Constituent360 application. For assistance, see Creating and Working with Groups.

Note: To view the short Email Campaign Audience introductory movie, use the Click here to view introduction link located below the Audience List.

To create each audience list by adding existing groups:

  1. On the Email Campaign List page, click Manage from the Actions column of the appropriate campaign. The Campaign Summary page displays.
    Note: If you are not on this page, from Email in the top navigation, click Email Campaigns, and then click the Campaigns tab to display the Campaign List.
  2. Click the Audience tab. The Audience List page displays with the Target List open.
  3. To create the Target List:
    1. From Related Actions, click Add Groups. The Group Selector page displays.
    2. Select the groups you want to target with messages in this Campaign.
    3. Click Finish. The Target List page displays again.
  4. To create the Reviewer List:
    1. Click the Reviewer List tab. The Reviewer List displays.
    2. From Related Actions, click Add Groups. The Group Selector page displays.
    3. Select the groups you want to review messages for this campaign (for example, the Email Test groups).
    4. Click Finish. The Target List page displays again.
  5. To create the Do Not Email List:
    1. Click the Do Not Email List tab. The Do Not Email List displays.
    2. From Related Actions, click Add Groups. The Group Selector page displays.
    3. Select the groups you do not wish to target with messages in this campaign.
    4. Click Finish. The Do Not Email List page displays again.

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Copying the Audience Lists from Another Email Campaign

Copying the audience from another campaign transfers all of the groups and email addresses to your new campaign.

To copy an audience from another email campaign:

  1. On the Email Campaign List page, click Manage from the Actions column of the campaign that you are currently configuring. The Campaign Summary page displays.
    Note: If you are not on this page, from Email in the top navigation, click Email Campaigns, click the Campaigns tab and then locate the appropriate campaign from the Email Campaign List displayed.
  2. Click the Audience tab. The Audience List page displays with the Target List open.
  3. From Related Actions, click Copy the audience from another campaign. The list of available campaigns displays.
  4. Click Copy Audience from the Actions column of the appropriate campaign. The Confirm page displays.
  5. Click Copy. The Target List page (of the Campaign you are currently configuring) displays again.

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Viewing the Information Summary for an Email Campaign

You can view a summary page that displays the names of the messages that are in draft and approved status, as well as statistical information about the campaign and messages sent, including information about your audience.

To view the summary for an email campaign: On the Email Campaign List page, click Manage from the Actions column of the appropriate campaign.

Note: If you are not on the Email Campaign page, from Email in the top navigation, click Email Campaigns, click the Campaigns tab and then click the appropriate campaign from the Email Campaign List displayed.

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Editing an Email Campaign

You can edit information in an email campaign to enable or add options or to disable options. To edit the:

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Modifying the Details of an Email Campaign

You can add or change information about the email campaign that was originally defined.

To modify the details of an email campaign:

  1. On the Email Campaign List page, click Edit from the Actions column of the appropriate campaign. The Name and Description page displays.
    Note: If you are not on this page, from Email in the top navigation, click Email Campaigns, click the Campaigns tab, and then click the appropriate campaign from the Email Campaign List displayed.
  2. To make changes to the:
    • Name, enter a label that will help identify this campaign to administrators who are browsing the list of Email Campaigns.
    • Description, enter a phrase that explains the purpose or content of the messages that will be sent from this campaign.
    • Campaign Type, click the appropriate option from the drop-down list to group this campaign with other similar Email Campaigns.
    • Security Category, leave General or select the appropriate option to determine which members of your organization can edit the campaign information, create and send email messages from it, as well as report on results.
  3. Click Next. The Interest Opt-In page displays and you can exit now that your changes are saved.

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Adding or Changing the Interest Information Associated with an Email Campaign

You can associate an email interest with your campaign to enable message recipients to individually elect if they want to continue to receive email from this campaign and then automatically include each person who opts into this interest in the target audience. You can select an existing interest or create one here. For more information about interests, refer to Managing Interests.

To work with the interest information:

  1. On the Email Campaign List page, click Edit from the Actions column of the appropriate campaign. The Name and Description page displays.
    Note: If you are not on this page, from Email in the top navigation, click Email Campaigns, click the Campaigns tab, and then click the appropriate campaign from the Email Campaign List displayed.
  2. Click Next. The Interest Opt-In page displays.
  3. For the Interest category, to associate an interest with this campaign so that message recipients  can elect to continue receiving email from this campaign (or to opt-out so they won't receive future messages):
    • Click the Choose an existing value option button and click the appropriate option from the drop-down list.
    • Or if the Interest does not yet exist, click the Enter a new value option button and type in the new interest.
      Notes:
      (1)You must have the appropriate administrative permissions to create a new Interest.

      (2) Constituents who opt-out of receiving messages from this campaign (that is, the Interest Opt-Out group) are automatically included in the Do Not Email list for this campaign.

      (3) For information about interests, refer to Managing Interests.
  4. For the Interest Opt-in Group, to automatically include the constituents who opt-in to the interest in the Target Audience, click the Yes, include the Interest Opt-In group in the audience Target List checkbox.
  5. Click Next. The Campaign Options page displays and you can exit with the changes saved.

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Modifying the Web Viewing Option for an Email Campaign

You can enable web viewing of messages so that you can create a web page containing links to a copy of each message in this campaign. This feature can be useful for providing links to the full HTML in plain text messages or creating an archive of messages.

  1. On the Email Campaign List page, click Edit from the Actions column of the appropriate campaign. The Name and Description page displays.
    Note: If you are not on this page, from Email in the top navigation, click Email Campaigns, click the Campaigns tab, and then click the appropriate campaign from the Email Campaign List displayed.
  2. Click Next. The Interest Opt-In page displays.
  3. Click Next. The Campaign Options page displays.
  4. To:
    • Make the campaign messages available in the WYSIWYG HTML editors on your site (Links menu > Browse Convio Links > Email Message),  click the Enable web viewing of messages checkbox. For assistance, refer to Displaying an Email Message on the Web.
    • Or, to turn off this feature (that is, the checkbox contains a checkmark), click the checkbox to remove the checkmark.

      Important: Messages will be available in the WYSIWYG HTML editor regardless of whether you enable or disable this feature here.

  5. Click Finish. The Email Campaign List page displays again.

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Modifying the Auto Login Option for Email Campaign Messages

By default, messages from this campaign will contain an autologin link. You can turn off this feature for the campaign if you prefer.

  1. On the Email Campaign List page, click Edit from the Actions column of the appropriate campaign. The Name and Description page displays.
    Note: If you are not on this page, from Email in the top navigation, click Email Campaigns, click the Campaigns tab, and then click the appropriate campaign from the Email Campaign List displayed.
  2. Click Next. The Interest Opt-In page displays.
  3. Click Next. The Campaign Options page displays.
  4. To:
    • To change the default from creating automatic login links in the messages in this campaign, click the Enable autologin links checkbox to remove the checkmark.
    • Or, to turn on this feature if it has been previously disabled, click the checkbox to add the checkmark.
  5. Click Finish. The Email Campaign List page displays again.

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Archiving an Email Campaign

You can archive an email campaign to inactivate it, which means no more messages can be sent from it. You can show or hide the archived campaigns in the Email Campaign List.

Note: If no messages were sent from the email campaign, you can delete it to permanently remove it from the lists.

To archive an email campaign: On the Email Campaign List page, click Archive from the Actions column of the appropriate campaign. The campaign is no longer visible in the list unless the Show archived Email Campaigns checkbox (below the list) contains a checkmark and then Restore will display in the Actions column.

Notes: If you are not on this page, from Email in the top navigation bar, click Email Campaigns to open the Email Home Page and then click the Campaigns tab.

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Restoring an Archived Email Campaign

You can restore an archived email campaign to make it active again.

To restore an archived email campaign:

  1. On the Email Campaign List page, scroll to the bottom of the list and click the Show archived Email Campaigns checkbox.
    Note: If you are not on this page, from Email in the top navigation bar, click Email Campaigns, and then click the Campaigns tab.
  2. Click Restore from the Actions column of the appropriate email campaign. The status changes to Active and the available Actions again display.

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Deleting an Email Campaign

If an email campaign has never had messages sent from it, you can delete the campaign. This will remove it from the Email Campaign List and delete any Draft email messages and the campaign audience associated with it.

If email messages were approved and sent from the campaign, you can archive it to hide it from view in the list (or keep others from editing or sending messages from it if the Show archived Email Campaigns checkbox below the list contains a checkmark).

To delete an email campaign:

  1. On the Email Campaign List page, click Delete from the Actions column of the appropriate email campaign. A confirmation page displays.
    Note: If you are not on this page, from Email in the top navigation bar, click Email Campaigns, and then click the Campaigns tab.
  2. Click Confirm. The Email Campaign List page displays without the campaign.

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