This section includes detailed procedures to create sequential E-mail campaigns and mailings.
} Create a sequential eMail campaign
Use this procedure to create a campaign for a group of sequential mailings. After you create the campaign, create the mailings.
Prerequisites
l Virtual accounts are created if you plan to use them
l A Campaign Manager campaign is created if you are associating this E-mail campaign with the Campaign Manager
Starting
point: You are logged into Sphere.
1. Select Communications > Sequential eMails.
2. Click New.
3. In the New E-mail Group window, perform the following steps:
a. For Name of Email Group, enter a name for the campaign. This name will appear in the E-mail campaign list. You can enter up to 250 characters in this field.
b. For Event Virtual Account, select which virtual accounts will have access to the campaign. The system’s default settings are already selected.
c. For Group Description, enter a brief description.
d. For Campaign Purpose, select the reason for the campaign mailings. Sphere uses the purpose you select for benchmark reports.
e. The Owner Name field shows the name of the user who is logged into Sphere.
f. For Campaign Name, select a campaign. When you select a campaign, you automatically create an appeal within the Campaign Manager which uses the name of the E-mail campaign entered in the Name of Email Group field as the name of the appeal.
g. ForInitiative Type, select the type of initiative you are associating with the E-mail campaign.
h. For Initiative, select the initiative. If you associate an initiative with the E-mail campaign, the receiver list search folder will default to display the corresponding contacts.
i. The Enable check box is selected by default to automatically add organizational address information to the footer of the campaign’s mailings.
j. Select the Populate from account address checkbox to pull your account’s organizational contact information into the footer of the E-mail. Complete any required fields which do not automatically populate. Contact Name shows the name of the user who is logged into Sphere.
Note: The U.S. CAN-SPAM Act of 2003 requires that all bulk mailings contain the physical mailing address of the sender. The address footer feature is defaulted to the enabled status to
automatically insert your organizational information. If you disable it, you are required by law to manually add the information to your content or to the custom footer. For example: Mailing Address: Non Profit Organization, P.O. Box 123, San Diego, CA, 92121
k. For Custom Footer, enter text to appear above the default footer.
l. For Select Footer Links, make your selection as follows (you can select more than one option):
i. The Unsubscribe me from this mailing check box is selected by default. This allows recipients to unsubscribe from future mailings for this E-mail campaign. If you configured an “Opt-Out E-mail/eNewsletter” Form, select the one you want to use. Otherwise, Sphere will use the default form.
Note: The U.S. CAN-SPAM Act of 2003 requires that all bulk mailings provide recipients with a method to opt out of future messages to the E-mail address. Therefore, you cannot disable the Unsubscribe me from this mailing option.
ii. Select the Unsubscribe me from all mailings for this account check box to allow recipients to unsubscribe from all future mailings from your account. If you configured an “Opt-Out All E-mails” Form, Sphere will use the options you selected. Otherwise, Sphere will use the default configuration.
Tip: Always include the footer links Unsubscribe me from this mailing and Unsubscribe me from all mailings for this account to allow recipients to opt out of subsequent mailings from a specific campaign or all E-mails from your account.
iii. Select the Modify my profile check box to allow recipients to update their own contact
information using theModify My Profile form. This feature helps keep your supporter data current.
iv. Select the Add From Email address to address book check box to allow recipients to add the sender E-mail address to their address book. This adds a message to the bottom of
messages, encouraging your supporters to add the sender to their list of safe senders. This feature helps the E-mail to arrive in the recipient’s E-mail inbox and not the bulk mail folder.
3. Click Save. The E-mail campaign mailing page appears so that you can createindividual sequential email messages.
} Create a sequential E-mail mailing
Use this procedure to create and send sequential E-mail mailings. Sequential mailings send E-mails based on criteria from previous mailings in the sequence. Create the sequential campaign before creating the sequential mailings.
Prerequisites
l Virtual accounts are created if you plan to use them
l A campaign is created if you are creating an E-mail appeal with the Campaign Manager
l Source codes are created if you plan to use them
Starting point: You are logged into Sphere.
1. Select Communications > Sequential eMails.
2. Create a sequentialE-mail campaign, or highlight an existing campaign name and select Manage.
3. Click New to create the first E-mail in the sequential E-mail series.
4. In the New window, perform the following steps:
a. For Name, enter a name for the mailing.
b. For Source Code, enter a source code or click the search icon (the magnifying glass) to select a code.
The search icon is only available when the sequential E-mail campaign is not used to create an appeal with the Campaign Manager.
c. For Description, enter a brief description.
d. The Owner field shows the name of the user who is the owner of the mailing.
e. Select the check box for Do not allow more than one email to be sent to the same email address in case of duplicates to suppress duplicates.
f. For Mailing Purpose, select the reason for the mailing. If you do not select a purpose, Sphere assigns the campaign purpose to the mailing.
g. Click Save. The mailing is added to the campaign mailing list.
5. Click Receiver. The Advanced Search tool’s query page appears.
6. Create a receiver listfor the mailing.
7. Click Content. The Content Editor appears.
8. Define E-mail contentfor the mailing.
9. Click Schedule. The Schedule Mail page appears.
10. Schedule the first mailing in the series.
11. Repeat steps 3 to 10 to create the next E-mail in the series.
Note: When you perform step 5, in the Edit Criteria window select which recipients will receive the next mailing. When done, click OK.
a. Continue to create the E-mail receiver list from the Query window if you want to further refine the criteria.
For example, you can select in the Edit Criteria page that you want to send the mailing to recipients who received the initial mailing and clicked on links. Then in the Query window, you can also filter for recipients who registered for an event. The sequential mailing would only be sent to individuals who received the initial mailing, clicked on links, and registered for an event.
12. Create as many sequential mailings as you need.