You are on page 1of 22

Quick guide

2012
[A manual for Users in HaleMail 2.18]

Table of Contents
Site Details ................................................................................................. Error! Bookmark not defined.
Introduction............................................................................................................................................. 4
The Dashbord .......................................................................................................................................... 4
Overview.............................................................................................................................................. 4
Personal information........................................................................................................................... 4
Mailing lists.......................................................................................................................................... 4
Emailing ............................................................................................................................................... 5
Help ..................................................................................................................................................... 5
Visitor’s section ................................................................................................................................... 5
Personal information............................................................................................................................... 6
Mailing lists.............................................................................................................................................. 6
Create a new mailing list ..................................................................................................................... 7
A. Upload a data-file ........................................................................................................................ 8
B. Create manually ........................................................................................................................ 12
Mailing list actions ............................................................................................................................. 14
Emailing ................................................................................................................................................. 14
Credits Box......................................................................................................................................... 15
Add new newsletter .......................................................................................................................... 16
Language ....................................................................................................................................... 17
Schedule ........................................................................................................................................ 17
Sender name ................................................................................................................................. 18
Sender email address .................................................................................................................... 18
Subject ........................................................................................................................................... 18
Mailinglist ...................................................................................................................................... 18
Filtering the mailing list ................................................................................................................. 18
Content: Import source ................................................................................................................. 18
Content: Text editor ...................................................................................................................... 18
Token replacement........................................................................................................................ 19
The Emailing overview ...................................................................................................................... 20
Actions ........................................................................................................................................... 20
The Emailing Statistics ....................................................................................................................... 20

2

Viewed emails ............................................................................................................................... 20
Bounced emails ............................................................................................................................. 21
Click statistics ................................................................................................................................ 21
Export statistics ............................................................................................................................. 22
Help ....................................................................................................................................................... 22

3

Introduction
Hale Communications has developed their own mailing platform which allows you not only to
manage your mailing lists, but also create and follow up on your emailing campaigns thanks to
advanced statistics. Although Drupal is often described as a "content management system" (CMS), it
is also a "content management framework" (CMF). In other words, unlike a typical CMS, it is geared
more towards configurability and customization.

The Dashboard
Overview
After you login to your mailing platform, you will see the dashboard where you will find a nice and
clear overview off all the different sections in the mailing platform.
Throughout the platform you will always have access to the dashboard items in the menu on the left
side.

Personal information
This is where you can update your personal info such as username, password, email address and
language. If you changed your password and you would like an email for backup, just tick the option
‘Send me an email with my new password’. You will receive an email with your credentials.
You can also auto generate a password. This will automatically be sent to your mailbox.

Mailing lists
In the Mailing lists section

4

Emailing
It's easy to forget this when things are working well, but when you administer your site you're
communicating with a server that may be thousands of kilometers away, via Internet byways of
imperfect stability. Add in the possibility of local trouble on your own computer, and once in a rare
while, a page you're working on may go "poof!" without making it into the site database first.

Help
It's easy to forget this when things are working well, but when you administer your site you're
communicating with a server that may be thousands of kilometers away, via Internet byways of
imperfect stability. Add in the possibility of local trouble on your own computer, and once in a rare
while, a page you're working on may go "poof!" without making it into the site database first.

Visitor’s section
It's easy to forget this when things are working well, but when you administer your site you're
communicating with a server that may be thousands of kilometers away, via Internet byways of
imperfect stability. Add in the possibility of local trouble on your own computer, and once in a rare
while, a page you're working on may go "poof!" without making it into the site database first.

5

Personal information
This is where you can update your personal info such as username, password, email address and
language. If you changed your password and you would like an email for backup, just tick the option
‘Send me an email with my new password’. You will receive an email with your credentials.
You can also auto generate a password. This will automatically be sent to your mailbox.

6

Mailing lists
In the Mailing lists section you will get an overview of all mailing lists you created.

Create a new mailing list
In the left menu click ‘Add new list’.

7

Option 1: Please enter a name for your mailing list, for ex. My Mailing List
Option 2: Please specify if people can subscribe to this mailing list (Yes), or that recipients can only
be added by an administrator (No)
Option 3: Select how you want to create your mailing list. You can upload a .csv file or create the
mailing list manually.
Click ‘Next Step’ to continue or ‘Cancel’ to go back to the mailing list overview.

A. Upload a data-file
Click ‘Browse’ to select your .csv file on your computer and select whether your .csv file has column
names in the first row or not.

8

If you hit ‘Next step’ you will get an overview of then imported data of your .csv file.
The email addresses will be validated and checked if there are no duplicate email addresses in your
data file to prevent people from getting your email multiple times, which can result in your email
hitting the spam filter of the receiver and being redirected to the spam/junk folder or in some cases
being blocked by the email server of the receiver.
You will get 2 different categories:
Category 1: Usable addresses (and the number of addresses)
Category 2: Not usable email addresses due to invalid or duplicate. The reason will be listed on the
right side in red (and the number of addresses)
If your data file does not have invalid or duplicate email addresses, this category will not be
displayed.

9

Hit the ‘Save’ button to save your data in the mailing list.
In the next screen you see the fields recognized in your data file if this contained column names in
the first row, these will be filled out here, otherwise you can still edit the general column names
here.

10

If you would like to add an extra field, this is the place to do this. Click ‘Add field’ at the bottom of the
table and you can easily add another field.
Hit the ‘Save’ button and your work is done! You will return to the mailing list overview where you
see your new mailing list at the bottom.

11

B. Create manually
If you don’t have a .csv file or you want to create a small mailing list, you can also create one
manually. Select the option ‘Create manually’ and continue to the next step.

In the next screen you can set your data fields (column names).
For example: To collect the first name and family name, you can enter "First name" for field 1 and
"Family name" for field 2. An email address can be collected by entering "Email" in field 3 and
checking the email button on the right-side.

12

Click ‘Next step’ to continue to the confirmation screen.

Now you can check your entered values (or even add another field) and save your mailing list.
On save you will return to the mailing list overview, but don’t forget we still have to add the data into
our mailing list.

13

Mailing list actions
In the last column of the overview list there are some actions to apply to your mailing list.

Actions:
Add data into this mailing list
Edit this mailing list
View this mailing list
Delete this mailing list
Disable this mailing list |
Public mailing list |

Enable this mailing list

Private mailing list

Emailing
Now that we have created our mailing list, we can continue to the ‘Emailing’ section. Just click on
‘Emailing’ on the dashboard or in the left menu, you will get a screen with an overview of all your
emailing campaigns (or ‘There are no results’ if you haven’t created an emailing yet).

14

Credits Box
Above the emailing list, you see the ‘Credits Box’. This will state your total credits (available for
sending emailings), your monthly credits (and their reset date) and your purchased credits. Please
always check your credits before you queue your emailing for sending. If you haven’t got enough
credits for this emailing, it will automaticly be cancelled.
You can always buy extra credits if needed, just click the button ‘credit shop’ and the shop opens
automaticly.

15

Add new newsletter
To add a new newsletter, click ‘add new newsletter’ in the left menu.

You will get a screen with several input fields to fill out.


Language
Schedule
Sender name
16




Sender email address
Subject
Mailinglist
Content: Impoort source | Text editor

Language
Select the language of your newsletter.
Schedule
You can choose to use the scheduler to send your newsletter at a scheduled date and time.

17

Sender name
The sender name of your newsletter.
Sender email address
The sender email address of your newsletter.

Subject
The subject of your newsletter.
Mailinglist
You can select one or several mailing lists to which you want to send your newsletter.
Filtering the mailing list
The added mailing lists show up in the tabs where you can also find a filter function. If you add a
filter e.g. city which contains ‘Aalst’ and click filter, you will see how many items fit this condition.
The newsletter will only be sent to this filtered selection.

Content: Import source
Import a html page from your computer.
Content: Text editor
Create a html page on the fly with the text editor. Just as in any text editor, you can enter your
content and apply markup.

18

Once you saved your newsletter you can also preview it or send it to a test email address.
Token replacement
You can personalize your content by using replacement tokens. There are general tokens and custom
tokens.
General tokens

The general tokens are the same for each mail:


{LinkView} Online version link
{LinkRemove} Unsubscribe link
{Title} Subject

Custom tokens

The custom tokens are different for each mail. You can find the custom replacement tokens in the
tab of the mailing list. This way you can personalize your newsletter by using for example your
customers’ name.
In our example we have these tokens:



{37::customer_id} customer_id of the user
{37::email} email of the user
{37::name} name of the user
{37::city} city of the user

‘Dear {37::name}’ will be replaced by ‘Dear Victor’ in your newsletter.

19

The Emailing overview
Actions
Preview this emailing item
Statistics for this emailing item
Edit this emailing item
Delete this emailing item
Reset this emailing item
Clone this emailing item
Send this emailing item to queue
Remove this emailing item from queue

The Emailing Statistics
Viewed emails

20

Bounced emails
Bounce e-mail (sometimes referred to as bounce mail) is electronic mail that is returned to the
sender because it cannot be delivered for some reason. There are several kinds of bounce e-mail, but
the two most important are: hard bounce and soft bounce. Hard bounce e-mail is permanently
bounced back to the sender because the address is invalid. Soft bounce e-mail is recognized by the
recipient's mail server but is returned to the sender because the recipient's mailbox is full, the mail
server is temporarily unavailable, or the recipient no longer has an e-mail account at that address.
In the bounce statistics, you have an overview of which email addresses where bounced and its
reason why.

Click statistics
Each link in your newsletter is tracked. This way you can see which link is clicked and by whom and
when.

21

Export statistics
You can always export your emailing statistics in the left side menu. Just click ‘Export statistics’ and
you will be prompted to open or save the excel document.

Help
In the help section on your dashboard, you will be redirected to our support platform where you can
submit a ticket. Your support request will be handled as soon as possible.

22