User Guide for Bulk Mail Management System (BMMS)

User Guide for Bulk Mail Management System (BMMS) Table of Content In this user guide, we first guide you through the process of creating, approving and releasing bulk mails.    

1: How to Access the System 2: How to Create a Campaign 3: How to Manage and Approve a Campaign 4: How to View the Campaign Report



5: How to Duplicate an Existing Campaign

Then we describe some of the useful advanced features:     

Appendix 1- How to view the Pre-built Contact Lists Appendix 2: Create and Manage You Own Contact Lists Appendix 3: Mail Merge Appendix 4: HTML Template and Image Management Appendix 5: Segment

Terms of Reference Campaign 

A “Campaign” means a bulk mail. Creating a “Campaign” means creating a bulk mail sending to many recipients.

Mandatory Campaign Type 

This type of campaign will be sent to all recipients. The recipients cannot unsubscribe it. They must receive it.

Commercial Campaign Type 

The recipients can have the option to unsubscribe this type of email in the future.

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User Guide for Bulk Mail Management System (BMMS)

Pre-built Contact List 

This mimics the previous Email Alias Groupings. We migrated most of the groups and combined some of infrequently-used ones. For example, there are still lnstaff, lnstudents, etc. However, the four groups, bachi-4year-y1-prog, bachi-4year-y2prog, bachi-4year-y3-prog, bachi-4year-y4-prog are combined into a single bachi4year-prog.

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1: How to Access the System a. Login URL  

This system must be used with Microsoft Internet Explorer version 7 or above. Access the following URL to log in to BMMS: https://emass.ln.edu.hk/intimate

b. Login Page Input the following to log in (Figure 1-1):    

Email: your Lingnan username Password: your Lingnan password Group: select your department Click “Login”.

Figure 1-1: Login Page

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2: How to Create a Campaign There are 7 steps in creating a campaign as below. Step 1 – Create a new campaign 

Click “Create Campaign”. (Figure 2-1)

Figure 2-1: Create campaign 

Select “Create a brand-new campaign” and then click “OK”. (Figure 2-2)

Figure 2-2: Creating a new campaign

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Step 2 – Define basic information Fill in the information as below: (Figure 2-3)    

Campaign Name: Campaign Group ID: Campaign Expiry Date: Campaign Type:



Click “Save” and then click "Next".

must be unique just leave it blank set it to be later than the campaign release date For “mandatory” campaign type, select “Not Specified”. For “commercial” campaign type, select your department.

Figure 2-3: Define basic information

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Step 3 – Configure sharing  

Select your department. Click “Next”.

Figure 2-4: Configure sharing

Step 4 – Define delivery channel Fill in the sender information as below: (Figure 2-6)     

Sender Name: Sender Email Address: Reply-to Name: Reply-to Email Address: Bounce Email Address:

  

Outgoing Mail server (SMTP): just keep the default value Character Encoding: Unicode (UTF-8) Select “Put the hard bounced customers to the global hard bounce list.”

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Ignore all the other fields and click “Next”.

input Email display name input sender email address input Email display name input sender email address click “…” to select “bounce ”

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Figure 2-6: Define delivery channel

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Step 5 – Define target customer Select email recipients as below:  

On the “Contact” tab, click “Add”. You can select the pre-built contact list by typing a portion of the list name and then click “Search”.

    

For example, input “lnstaff” as below (Figure 2-7). Click “Search”. Click on the radio button of the list you need. Click “OK”. For more information about the pre-built contact lists, please refer to Appendix 1.



For more information about creating your own contact lists, please refer to Appendix 2.

Figure 2-7: Define target customer 

On “Opt-out” tab, If this is “commercial type” campaign, choose the third option “Move unsubscriber to opt-out list of the campaign's type.” (Figure 2-8). If it is “mandatory type” campaign, choose “Do nothing. No report”.



Click “Next”.

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Figure 2-8: Opt-out 

On the “Dedup” tab, check “Enable Duplication” and then “E-mail” check boxes.

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Step 6 – Create template  

If your campaign is “mandatory”, Just choose “Basic HTML” and then click “Next”. (Figure 2-9)

Figure 2-9: “mandatory type” campaign If this is “commercial type” campaign,  

Click “Basic HTML”. Click the “…” button.

   

Input “unsubscribe” as below (Figure 2-10) Click “Search”. Click on the radio button of the “Unsubscribe template”. Click “Ok” and then click “Next”.

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Figure 2-10: “commercial type” campaign  

Input the email subject in the “Email Subject” field. (Figure 2-11) In the bottom, there is a blank area for adding email content. You edit your email content here with the formatting tools above.



You can copy and paste the content from other applications, but the format may not preserve.

Figure 2-11: Create campaign template 11 Last modified: 06 May 2016

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

If this is “commercial type” campaign, there is the default “unsubscribe” message in the email content. Please do not remove it. You edit your content above it. (Figure 2-12)

Figure 2-12: “commercial type” campaign “unsubscribe” message  

You can add images to the email by using the image tool. (Figure 2-13) For more information about image management, please refer to Appendix 4.

Figure 2-13: Adding images

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

You can add attachments to the email by clicking “Add” button. (Figure 2-14)

Figure 2-14: Adding attachments 

After editing all the email content, click “Next” at the bottom.

Step 7 – Set schedule We set the release date and time of the campaign. 

Click the “New Stage” button. (Figure 2-15)

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Figure 2-15: Set schedule 

Select “Roll out as scheduled” and then set the campaign release date and time. (Figure 2-16)

Figure 2-16: Roll out as scheduled 

In “Coverage”, select “Currently remaining” to include all recipients. (Figure 2-17)

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Figure 2-17: Currently remaining  

Click “OK”. Remember to click “Finish” to save the whole campaign. (Figure 2-18)

Figure 2-18: Finish

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3: How to Manage and Approve a Campaign You need to approve the campaign before it can be released to recipients. You can view and edit the campaign before approval.    

Click “Manage Campaign”. (Figure 3-1) Just click “Search” or input your criteria and then click “Search”. In the search result, click on the radio button of the campaign you need. To approve the campaign, click the “Approve” button. The emails will be sent according to the date and time set.

Figure 3-1: Approve a campaign

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

You can click the “View” button to view the campaign details. The preview of the email can be seen on the “Template” tab.

Figure 3-2: View a campaign 

You can also click the “Edit” button to modify the campaign again before approval.

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4: How to View the Campaign Report    

Click “Manage Campaign”. (Figure 4-1) Just click “Search” or input your criteria and then click “Search”. In the search result, click on the radio button of the campaign you need. Click the “View” button.

Figure 4-1: Manage a campaign 

Near the top right corner, click the “Campaign Report” drop-down box. (Figure 42)

Figure 4-2: Campaign Report 18 Last modified: 06 May 2016

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

There are lots of reports. We briefly describe some of the most useful and frequently-used ones here.



Campaign Activity Summary report (Figure 4-3) You can view the campaign delivery summary, such as the number of emails sent, failed, unsubscribed, and even opened.

Figure 4-3: Campaign Activity Summary 

Messages Received report (Figure 4-4) A list of each email sent. You can even view the individual email content.

Figure 4-4: Messages Received Report 19 Last modified: 06 May 2016

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5: How to Duplicate an Existing Campaign In creating campaigns, you can reuse an existing campaign to save time and effort.   

Click “Create Campaign”. (Figure 5-1) Select “Duplicate an existing campaign”. Click “OK”.

Figure 5-1: Duplicate an existing campaign   

Just click “Search” or input your criteria and then click “Search”. (Figure 5-2) In the search result, click on the radio button of the campaign you need. Click “Duplicate”.

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Figure 5-2: Duplicate an existing campaign 

If an alert box prompts out as below, just click “Close”.

Figure 5-3: Duplicate an existing campaign 

You can now start to edit the new campaign. 21 Last modified: 06 May 2016

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Appendix 1- How to view the Pre-built Contact Lists   

You can view the pre-built contact list by clicking the “List” button. (Figure A1-1) Select “Show All” and click “Search” to see all the lists that you have access. You can also select “With Basic Info” and type in a portion of the list name in the text box to search for target list.



To view the detail of the list, click the radio button of the list and click “View”.

Figure A1-1: How to view the Pre-built Contact Lists



In the contact list detail page, click “Search” to view all the records in the list. (Figure A1-2)



You can even export the list by clicking the “Export” button. Then choose the desired fields and the output format as “CSV” and click “OK”.

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Figure A1-2: To view pre-built contact list detail and export the list 

Click “OK”.



Wait a moment and you will be prompted to save the file.

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Appendix 2: Create and Manage You Own Contact Lists A2 - 1: Create a new contact list 

Users can create their own contact lists by clicking the “Lists” button and then “New List”. (Figure A2-1)

Figure A2-1: Create and Manage You Own Contact Lists Input the following information: (Figure A2-2)  List Type: Keep the default “Customer Contact”  List ID: The name of your own contact list  List Name: Same as List ID  Description: A description for the list And then click “OK”.

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Figure A2-2: Input new list information There are 2 ways to add entries to the list. You can add them one-by-one or import from a CSV file. Both methods are described below. A2-2: How to add an entry to the contact list 

Click the “Add” button near the bottom. (Figure A2-3)

Figure A2-3: How to add an entry to the contact list 25 Last modified: 06 May 2016

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

Fill in at least First Name/Last Name and Email Address. (Figure A2-4)

 

Click “OK”. You can continue to add another entry, or click “Close” to finish adding.

Figure A2-4: How to add an entry to the contact list A2-3: How to import into the contact list 

First, prepare a contact list in CSV format. A sample is shown below. A typical list would have the fields: “First Name”, “Last Name” and “Email Address”. (Figure A25)

Figure A2-5: CSV sample 26 Last modified: 06 May 2016

User Guide for Bulk Mail Management System (BMMS)



Click “Import”. (Figure A2-6)

Figure A2-6: Click “Import”  

Click “Browse” to select the CSV file. (Figure A2-7) Make sure to select the encoding matches the encoding of your file. Usually this is “Unicode (UTF-8)” for CSV files created in Excel.



Click “Next”.

Figure A2-7: Select Your Data Source

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

Choose “Always create new records”. (Figure A2-8)



Click “Next”.

Figure A2-8: Select Your Import Policy 

Check your data fields are mapped correctly. (Figure A2-9). A green tick indicates that the mapping is correct, whereas a red cross indicates not. In that case, click that field and can select the correct mapping in the “Import as” drop down box below.



When all the mappings are correct, click “Next” to proceed.

Figure A2-9: Data field mapping 28 Last modified: 06 May 2016

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

Review the summary and check the data mapping again. If no problem, click “Next”. (Figure A2-10)

Figure A2-10: Data mapping summary 

After successful import, click “Close”. (Figure A2-11)

Figure A2-11: The contact list is successfully imported 29 Last modified: 06 May 2016

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

Click “Search” to display all imported records. (Figure A2-12)

Figure A2-12: search and view the list 

You can also add, edit or remove records by clicking the corresponding buttons. (Figure A2-13)

Figure A2-13: Edit or Add list records

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Appendix 3: Mail Merge In step 6 of creating a campaign (Step 6 – Create template), you can apply Mail Merge to your email content. For example, to perform mail merge for the recipient name. (Figure A3-1)  

Place the cursor at the desired location. E.g., just after the word “Dear”. Select the “Last Name” field from the “Mail Merge Personal” drop down box.

Figure A3-1: Step 6 of creating a campaign (Mail merge)

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Appendix 4: HTML Template and Image Management A4-1: Access Template Management  

Click “Admin”. Click the “Templates” icon to access the Template Management page. (Figure A41)

Figure A4-1: Access template management A4-2: Add Template  

Click “Search” to search for existing templates. (Figure A4-2) To add new templates, click the “Add” button.

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Figure A4-2: Search for and add templates  

Fill in the basic information for the new template. (Figure A4-3) Both the Template ID and Template Name should be unique.

Figure A4-3: Fill in template information 

You can import an HTML file as the template content. (Figure A4-4)

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Figure A4-4: Import an html file 

You can then preview your template by clicking the “Preview” tab. (Figure A4-5)

Figure A4-5: Preview a template 

Finally, click “OK” to save the template.

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A4-3: Approve Template    

Click “Search” to search for the template just created. (Figure A4-6) You have to approve the template before it can be used. You can edit or duplicate existing templates. You can also remove existing templates.

Figure A4-6: Search, edit and duplicate a template

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A4-4: Manage HTML images  

Click “Admin”. (Figure A4-7) You can manage images by clicking the “Images” icon.

Figure A4-7: Manage HTML images  

Click “Browse” to select your image files to upload. (Figure A4-8) Click “Upload”.

Figure A4-8: Upload images

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

To create a new folder, type in the folder name and click “Create”. (Figure A4-9)

Figure A4-9: Create new folder and view images A4-5: Use the uploaded HTML images 

If you want to add images to your email content, click the image icon. (Figure A410)

Figure A4-10: Insert image into email content 37 Last modified: 06 May 2016

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

Click “Browser Server”. (Figure A4-11)

Figure A4-11: Insert image into email content 

Choose your target image. (Figure A4-12)

Figure A4-12: Choose the image you want to use 

Click “OK”. (Figure A4-13)

Figure A4-13: Choose the image you want to use

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Appendix 5: Segment  

“Segment” is a function for users to select a portion of the list. In step 5 (define target customer), you can add filtering conditions to the fields of the list to select which users you want to send to.



For example, if you want to send only to the “fourth year students” in BA Chinese, you have to first choose the contact list: “bachi-4year-prog”. (Figure A5-1)

Figure A5-1: Applying segment 

Click the “Segment” tab.



In the “Includes” area (Figure A5-2), select the field you want to filter, such as “STUDENT_TYPE”, in this example.

  

Select “=”. Select the value, such as “Fourth Year”, in this example. Click “Save”.

Figure A5-2: Applying segment 39 Last modified: 06 May 2016

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 

If you always send to all members in the list, there is no need to use Segment. Click “Segment Size” to check how many final recipients there are in the list. (Figure A5-3)

Figure A5-3: Check segment size

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