Newsletter System

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Step-by-Step Tutorial

Important General Information

To enter the Newsletters system select the Newsletters link from the Home page of your Control Panel.

The Introductory screen contains important information about the proper use of the Plimus Newsletter System and the ability for recipients to opt out from receiving mails.

Before you can start using the system you will need input valid Email Server settings.

Prior to First Use Input Your Email Server Settings

For the Newsletter system to work you must first input your Email Server settings with a genuine working account to which you have access. This is a one-time set up operation.

Plimus Vendor Support can assist on advising you about selecting Email servers if you do not have such an account.

Select the relevant options for dealing with bounced mails.

Save your settings by pressing Submit. You can set up more than one server on the system if required.

Three Main Steps

There are three main steps to creating and sending a Newsletter.

(1) Use a Plimus report to create a target Recipient Group.

For example a group could include purchasers who purchased your previous program version, and whom you now wish to offer a new upgrade along with a discount coupon.

(2) Compose your Newsletter. This is the text, HTML and accompanying graphics that comprise the message you wish to send.

(3) Set up a Publication. This is the date and time you want to have the newsletter sent.

I) Create Recipient Group

Click on the link Recipient Groups.

Then click 'Create Via Report'.

Run Report

The screen will extend to show additional fields.

(1) Reports that can be used to generate a Recipient Group are conveniently shown in the pull down menu with an asterisk.

Select the appropriate report that defines the users you wish to reach.

(2) Set the period you wish the report to cover. You can define relevant products and contracts.

In this example we are selecting all sales customers to date since the start of 2009, in respect of all products and contracts.

(3) Choose between Static - setting the group composition at this point in time; or Dynamic - as will exist at the time the Newsletter is sent.

Selecting Dynamic is particularly relevant when you are sending a series of messages over a prolonged period of time to a defined group as it will keep updating that group prior to each mailing.

Press Submit to save your group.

This Creates a New Recipient Group

You will now see your new Recipient Group listed, and can create more if required.

Now you are ready to proceed to create your Newsletter.

II) Create Newsletter

Click the Newsletter link, to open the Newsletter interface.

You should name the Newsletter, then select whether you wish to format as plain Text or HTML.

Your content should be entered in the Body Template area.

This first example shows a plain text email which includes a Coupon element.

You can add Custom Tags if required by clicking on relevant tag(s) in the right-hand box.

Newsletters Can Be Fully Customized

You can fully customize your Newsletter as required by adding HTML and selecting the HTML radio button.

Image references can be included, as well as relevant links.

The HTML code in this example was used to create the mail shown below.

Remember to complete the From and Subject fields. A coupon reference can be included if necessary.

Testing: We advise that you send a test copy to yourself and carefully check spelling and layout in different mail programs. Press Test to do this and put in your Email address.

Save you work each time you make changes by pressing Submit.

HTML Example

Here's an example of a fully formatted Email sent using the system.

Tip: For some of our own Plimus Newsletters we create a simple web page with images, then paste the html into the Body Template area, including a link back to the web version of the mail for users who cannot view it clearly in their Email client.

Now we are a ready to proceed to send the Newsletter using the Publication process.

III) Create a New Publication

You now need to schedule the date and time that the Newsletter will be sent.

The Plimus name for this process is "Publication." Just click the Publications link to open the Publications index page.

Press Create to create a new publication or click on the relevant existing publication to open it.

Set Your Publication Options

(1) Give your new publication a name. (These settings can be re-edited as required)

(2) Select the Newsletter you wish to send.

(3) Select the Recipient Group

(4) Set the date and time of sending -- these are set according to US Pacific Time, so bear this in mind.

(5) You can set an repeating schedule if required or select the Publication as a one-off.

Press Submit to save these settings.

Publication is Listed in Index

Your new Publication should now be listed as pending in the Publications index.

Monitor Results

Once it has been sent you can review performance and statistics by pressing the Monitor navigation link.

This page also includes a handy link to the Newsletter Reports interface where you can view all you sent mail records in detail.

Suggested Use Cases

There are lots of uses for Newsletters, and here are just a few:

- General monthly communications with customers

- Newsletter set to go to customers a week or so after purchase (create last 7 days sales report and send), perhaps offering another product line

- Mailing to customers offering a Coupon for a special upgrade or deal on another product

- Mailing to Affiliates offering a Coupon (See the Take Charge item on Coupons)

- Mailing to cancelled subscription clients sending them a continue offer

- Mailing a special joint promotion to offer your products along with a known-brand offering.

We suggest you routinely include a Subscribe to Newsletter offering on your BuyNow pages as a means of introducing the concept of a regular newsletter. The lesson on BuyNow Templates explains how to do this.