UT Foundation Policies

10.1.3 Navigating Email Home

EFFECTIVE: 10/26/2018 · REVISED: 5/18/2022

Audience: Email Author, Communications Admin

General Purpose

Email Home allows administrators to start, edit, and schedule campaigns. Email Home houses campaigns that are in a draft state, campaigns that have been released and are queued to send, and a history of sent emails.

Accessing

Log into Encompass at your site below. If you’re unsure of the email address associated with your login, email [email protected].

alumni.tennessee.edu/loginadvanceutia.tennessee.edu/login
alumni.utc.edu/loginalumni.uthsc.edu/login
alumni.utk.edu/loginalumni.utm.edu/login
alumni.utsouthern.edu/login

Hover over Email on the top menu and select Email Home.


Home

The gear icon provides options for: release, copy, preview and delete. For General Campaigns, there will be an option for Export Estimated Recipients if the Audience has been set and a Subscription Category selected. General Campaigns will also have an option to Convert to A/B Testing Campaign.

Search

Each area (Drafts, Queued, History) will have a search box. You can search by keywords in the email name or description.

Create Email Campaign

The Create Email Campaign button will be used to start a new campaign. A small window will appear and you’ll need to choose the type of Campaign you want to create.

  • General Campaign – Create a single message campaign
  • Segmented Campaign – Create a grouping of emails under a single campaign with multiple audiences
  • A/B Testing Campaign – Test variables of a given email to find the best result

Drafts

Once an email is started, a draft will be created and it will display on the Drafts tab. There are several actions you can take–

Define Subject Line – clicking on the subject line will move you to the Email Details so you can edit any of the details.

Add Sender or the Sender Name – clicking on Add Sender or the Sender Name will move you to the Email Details so edit any of the details.

Add Audience or Edit Audience – clicking on the Audience link will move you to the Assign Audience area where you will be able to select previously created Lists and Segments or upload an ID CSV file.

Schedule – clicking on Schedule will move you to the scheduling area so you can determine when you want your email sent as well as the frequency.

Build from Template or Edit Content – Clicking Template will allow you to select the template you want to use for the email and then edit the content. Edit Content will be shown after you make the template decision.

Release
 – the Release button is active and visible to certain admins after all required steps are complete. Not all admins have this option.

Preview – The left side of the screen will show an approximate view of the message. You will need to send a preview of the message to see what the message will look like in various email clients.

More Options

  1. Check a box by the Email Name. Multiple boxes can be checked.
  2. Click the More Options button.

Delete

  1. Click Delete.
  2. Confirm or cancel when you see the confirmation window.

Note: Once an email is deleted, it cannot be restored.

Copy/Reuse

  1. Click Copy/Reuse.
  2. A new draft card will be added that is a copy of the selected email.

Convert to Segmented Campaign

Note: This option will only be available for General Campaigns

  1. Click Convert to Segmented Campaign.
  2. You will be moved to the Global Campaign Details.

Convert to A/B Testing Campaign

Note: This option will only be available for General Campaigns.

  1. Click Convert to A/B Testing Campaign.
  2. You will be moved to the Email Details.

Queued

Once an email has been released, the email card will move to the Queued tab.

For General Campaigns and A/B Testing Campaigns, you can Return To Draft. Once it is a draft, you can take additional actions.

For a Segmented Campaign, clicking any of the linked items will move you to Segmented Campaign Home. You can view Version information. You cannot make changes to the Versions. You can Return to Draft from this area as well.

Note: A Scheduled email can be returned to Drafts until 5 minutes before the scheduled date/time of send. Emails set to Send Immediately cannot be returned to Drafts.

Preview is now an option in the gear icon. The left side of the screen will show an approximate view of the message. You will need to send a preview of the message to see what the message will look like in various email clients.


History

Once emails are sent, they will appear in under the History tab. You can see date sent, email name and subject line, recipient count, email category, sender and status.

Gear Options

Depending on your administrative rights, you may not see all the options shown below.

View in Browser – allows you to see what the email looked like.

View Recipients – will move you to an Email Reporting screen so you can view the recipients and the lists/segments used.

Tip: Click on the email name in the breadcrumb at the top of the page to be taken to the email reporting dashboard with metrics for that email.

Export Exceptions – will export the exceptions so you can see why an intended recipient did not receive the email. Only Super Admins and Email List and Segment Managers will see this option.

Copy as General Campaign – will create a new General Campaign and add it to the Draft tab.

Copy Entire Segmented Campaign – will create a new Segmented Campaign and move you to Segmented Campaign Home.

Preview – The left side of the screen will show an approximate view of the message. You will need to send a preview of the message to see what the message will look like in various email clients.;

Name / Subject Line

The Name will be a clickable link. Clicking the name will move admins to the Email Reporting data for the message.

Clicking the Segmented Campaign Name will move admins to the roll-up report for the Segmented Campaign.

Recipients

The Actual Recipients value is a clickable link. Clicking the value will move admins to Sent details in Email Reporting.

The Intended value can be higher than the Actual number. This can happen when an Email List or Email List with Merge Fields is used. All records (member records and non-member records) associated with the email address are pulled in and counted in the intended count. For example, if an Email List or Email List with Merge Fields includes the email address of [email protected] and in the database there are three non-member records with the email address of [email protected], then that one row in the Email List or Email List with Merge Fields will count as 3 in the intended value.

Status Column

The Status column will indicate the status of the message.

Hovering over the icon will display a message/tool tip so you can determine if you need to take action.

Red icon – indicates there was a problem with the email and no one received it.

Green icon – indicates the email was successfully sent.

Spinning icon – indicates the email is in the process of sending.


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