SharpSchool User Manual - Snyder Independent School District
Contents
1. Snarpscn l elping schools succeed User Guide Chapter 16 Newsletters SharpSchool User Manual Chapter 16 Newsletters Table of Contents MUO WE LON ps 3 Key INTO VAG Mentir 3 A 4 Manage Newsletters canso ai ai banan 5 Add a News iSeries 6 Edita SS Mo A 7 Delete a Newsletter kte aktik drwa ati a nissan E ani 7 SINON TON JAN GAN Sarita 8 WES E PP A kk n e EEE ia TEE imen 8 SUBS CIDE Srta 15 Mana te Secure 17 ROSS PO IU mI a e Ak ta ro aka le e ap e Akan 18 in A on tra anle kibo t di ap bra t jo ote y fel As one tap bad ta AA 18 ACTUAL PERMISSION race 19 Mana te Sete taw optik ay pe a pp ro po a pap ka a a t k fy kt a sak oaios 20 Add a SUBSE A PWOMNAD a e kr DO e t a a t bd a 20 REMOVE a SUSO NE KO NBA Yi edit tay tt ae bi taa ra ep klate a ik e t a a sa ko e a a pt a 20 FINES SUS CHO A B ra 20 e sea into alatet ay sce blye ap tt pan lab a ll po n kaa pt kl pano ak Efe oka e n aple a life pa da ak 21 SUIS COG A acces a pate pete a in ana pi E Ek e A 21 2 P age SharpSchool User Manual Chapter 16 Newsletters Introduction SharpSchool s Newsletter feature helps schools keep parents faculty and the community informed by simplifying the process of sending electronic newsletters The purpose of the Newsletter functionality is to keep users updated on a range of activities from routine news and events to special announcements to messages for parents Any user may subscribe or be su2. b HTML Content Fill in your content of your A gt by 27 F 7 Normal Times NewR 3 12pt Apply CSS CI Zoom 8 aA Guo NEO message which you want dra readers to see c Covert Content to Plain Text This option takes HTML Content 4 Design lt gt HTML amp Preview Words O Characters 0 the HTML content and then converts it to plain text in the box below where you can make changes if needed Once you have filled out the w information click Next If Next Save As Draft Cancel you want to work on your message later click Save As Draft If you have clicked Next you will now be shown a preview of your message as it will appear to viewers If you are not satisfied with the newsletter you may hit the Back button to edit or the Cancel button to cancel sending the message and return to the Messages screen Selecting Back will redirect you to the prevtous page where you can modify the content and title of your message 10 Page SharpSchool User Manual Chapter 16 Newsletters Selecting Cancel will redirect you to the main Messages tab and list your message as Draft under the Status column Messages Settings Subscribers Security Creation Time Dec 24 2010 12 If you are happy with your message click Next to proceed This will bring you to a scheduling page where you can choose the date and time for the message to be sent Send immediately Sch
3. Monday Mornings Meeting at 10 00 am every Monday till the end of the Fall Winter term Snow Day January 9 school closed snow day 21 Page SharpSchool User Manual Chapter 16 Newsletters A tabulated form of all available newsletters appears To subscribe click on any newsletter and then click Subscribe Arts and Crafts Club Deadline for signing up is May 12 Subscribe A page will appear that allows you to enter key information needed before subscription can become active Here users may choose which newsletter s they wish to receive To select all newsletters click the box beside Select all newsletters Subscribers may select whether to choose to receive newsletter as an HTML or plain text email When completed click Submit To remove changes click Cancel Use default email Use the following email HTML C Plain Text T Select all Newsletters Arts and Crafts Club Deadline for signing up is May 12 Grade 5 Field Trip San Diego Zoo Please return the signed document with a cheque by Friday morning this week Monday Mornings Meeting at 10 00 am every Monday till the end of the Fall Winter term Snow Day January 9 school closed snow day You will receive a confirmation message within one hour of submission On the newsletter homepage when you click on a newsletter that you have subscribed to you will see an option to unsubscribe Click on Unsubscribe to remove yourself from the newslett
4. Text Next Save As Draft cancel 14 Page SharpSchool User Manual Chapter 16 Newsletters Subscribers The third tab under the Manage Newsletters section is Subscribers On the Subscribers tab you may add reject delete or find subscribers You may view the subscription status of subscribers under this tab 1 Add a subscriber To add a subscriber click Add Subscriber Find Subscribers l Subscribers 1 6 of 6 Email Preferred Format Joining Date aa daytrader ufinance com HTML Apr 13 2009 10 23 Approved c_charlie goaschool com HTML Apr 13 2009 10 23 Approved donnatello elecmail com HTML Apr 13 2009 10 23 Approved jane doe email com HTML Apr 13 2009 10 23 Approved phil sophie artschool com HTML Apr 13 2009 10 23 Approved The subscribers emails can be separated by or in a new line HTML Preferred Format _ O Plain Text You may add internal users by selecting the B y button External users may be added by entering their email addresses into the New Subscribets field These manually entered e mail addresses will automatically be approved and added to the subscriber list 15 Page SharpSchool User Manual Chapter 16 Newsletters 11 Reject a subscriber If you want to reject a subscription you may click on the a icon that appears under the Action column on the Subscriber page 111 Delete a subscriber Under the Actions column click to delete a subscriber A
5. window will pop up for you to confirm that you want to delete this subscriber iv Find a subscriber You will notice a blank search bar next to a field named Find Subscribets Messages Settings Subscribers Security Find Subscribers Search View All Subscribers 1 6 of 6 Add Subscriber Email Preferred Format Joining Date Status Actions aa daytrader ufinance com HTML Apr 13 2009 10 23 Approved amp c_charlie goschool com HTML Apr 13 2009 10 23 Approved amp donnatello elecmail com HTML Apr 13 2009 10 23 Approved amp jane doe email com HTML Apr 13 2009 10 23 Approved DES phil sophie artschool com HTML Apr 13 2009 10 23 Approved Here you may enter keywords that correspond to the subscriber s email address Once you have inserted the keyword s click the Search button If at any point you wish to view all the email addresses subscribed to the newsletter click the View All button located next to the Search button Clicking Subscribers will sort the email addresses alphabetically Each additional click will reverse the order that newsletter names are sorted i e from A to Z and then from Z to A You may similarly sort by Joining Date ot subscription Status 16 Page SharpSchool User Manual Chapter 16 Newsletters v View subscription status Under this column each subscriber falls under one of the following categories Unsubscribed Approved Unapproved or Rejected Unsubscribed
6. bscribed to a newsletter This can be especially useful for both districts and schools An example of when the newsletter module is useful for a school or district is in the event of school closure due to inclement weather The advantage of having parents and students as subscribers is that they do not have to go to the website to check for an update Your newsletter messages will be delivered directly to their e mail inbox Newsletters can be accessed by adding newsletter to your school or district s URL For example a school with the URL http www sharpschool com would access newsletters by going to http www sharpschool com newsletter By default all users can view newsletters However modifications can only be made by authenticated users Key Information In order to create a newsletter you must first log into your site using a Username and Password 3 Page SharpSchool User Manual Chapter 16 Newsletters 1 If you have not yet registered with the site you can request access by clicking on the Signup button This will prompt you to create a profile which is automatically routed to an administrator for approval Note If you do not see the Signup link your site s administrators may have removed it y gnup y y If you have already registered but have forgotten your password simply click on Forgot Passwotd to retrieve it Logging into newsletters will take you to the following page Find Newslet
7. edule Send at the following time Fel 12 00 AM If you would like to release this message immediately choose Send immediately Otherwise choose Send at the Following Time and fill in the required fields Click Next to view the Message Publishing Summary This will give you a preview of the message the timing of release if scheduled for a later date and time and the number of subscribers who will receive the message Message Publishing Summary You have decided to publish this message Message 1 This is a message This message will be sent out to 5 subscriber s mow 11 Page SharpSchool User Manual Chapter 16 Newsletters To deliver the message click Finish Scheduli You have decided to publish this message Message 1 This is a message This message will be sent out to 5 subscriber s mou The message will then appear in the Draft Messages section until it is sent out Once it has been sent it will appear in the Past Messages section Note If you choose to send the message immediately the message will be sent within one hour of submission The delivery time varies based on the size of the message and the number of subscribers 11 Deleting a message A message in the Draft Messages section can be deleted by simply clicking the 6 icon that appears in the Action column Draft Messages Message Title Message 1 GF Add Message Dec 24 2010 12 15 Draft A window wil
8. er Arts and Crafts Club Deadline for signing up is May 12 22 Page
9. es contains messages that have not been published This could be either because they have been saved but not scheduled for release because they have been scheduled for a later date and time or because they are currently being sent Unscheduled saved messages are marked as Draft under the Status column whereas messages that have a scheduled send time are marked as Scheduled 8 Page SharpSchool User Manual Chapter 16 Newsletters Past Messages contains messages that have already been published Columns titled Publish Time and Action give the exact publishing time and an option to copy the message respectively Messages Settings Subscribers Security Draft Messages 52 Add Message No item available Past Messages No item available Archive Messages No item available You may add delete copy or edit a message 1 Adding a Message Click Add Message to bring up SharpSchool s content editor Here you may draft a new message Messages l Settings i Subscribers f Security Draft Messages No item available Past Messages No item available Embedded in the newsletter module is a visually driven tracking system that allows authors to systematically view the steps pertaining to the publications of the newsletters 9 Page SharpSchool User Manual Chapter 16 Newsletters a Title Fill in the title of Publish Message your mes Sage Edit Message Scheduling Complete Title Message 1
10. essages e Add Subscribers 5 Page SharpSchool User Manual Chapter 16 Newsletters Add a Newsletter To create a newsletter click Add Newsletter Grade 5 Field Trip San Diego Zoo Monday Mornings Snow Day Clicking on this link will lead you to a page containing SharpSchool s Content Editor Here you may Name and insert a Description of your newsletter When completed simply click on Add New Click Cancel to discard changes VA irte y o AD 00Ja 298 BIUdxXxX KM EI FE EZZEES A car gt Paragraph St Font Name Sizer Real Apply CSS Cl ent T Zom TE RA Gaew sik amp Description Design 4 HTML Word 0 Characters 0 El Preview CL add new J cance 6 Page 1 2 3 4 SharpSchool User Manual Chapter 16 Newsletters Edit a Newsletter When you select a newsletter in the Manage Newsletters section you will be directed to a page displaying newsletter settings This page features the tabs below Messages Settings Subscribers Security Messages Settings Subscribers Security l Draft Messages TP Add Message No item available Past Messages No item available Archive Messages No item available To edit a newsletter first select the desired newsletter Ensure that you are on the Settings tab Here you may change the title and content by making use of the Rich Text Editor For a detailed explanation of this feature refer to Appe
11. l pop up asking you to click OK to confirm you wish to delete the message or Cancel to keep it Windows Internet Explorer 12 Page SharpSchool User Manual Chapter 16 Newsletters 111 Copying a message A message in the Past Messages section can be copied by simply clicking on the icon under the Action column Draft Messages Message Title Message 2 SP Add Message Creation Time Status Action Dec 24 2010 12 04 Draft X Past Messages Message Title Publish Time Sending a Newsletter Nov 22 2010 06 25 When you click on the icon the content editor will load The content is duplicated from the message you want to copy Note The title has Copy of added at the beginning ZE gt 4900 88 Br Uh aa E EE fr Q Normal FontName v Sizer 13px ft Apply CSS Clas A hr Ey Me Zoom LE W28 This is a test newsletter message Fa Design HTML a Preview Convert Content To Plain Text Next Save As Draft cancel 13 Page Chapter 16 Newsletters SharpSchool User Manual iv Editing a Message You can edit a message in the Draft Messages section by clicking on it and making the desired changes Title Message 2 va tann EE O O GON BA Bs U ae x Ni AA EE EE sss a n Paragraph Style Font Name Size Real fe 9f Apply CSS Clas A 7 w fb Zom B RA AE This is a newsletter test Design 3 HTML a Preview g Convert Content To Plain
12. n the domains or email addresses you wish to ban To discard click on Cancel Ehotmail com yahoo com t_bob gmail com Banned Domain Emails Remove a Subscription Ban Under the Actions column click to remove a subscription ban A window pop up asking you to confirm your change To confirm click OK Find a Subscription Ban To find a subscription ban simply enter keywords into the blank search bar and click Search To view all subscription bans click View All hotmail com yahoo com t_bob gmail com 20 Page SharpSchool User Manual Chapter 16 Newsletters RSS Feed Once you are on the Newsletter page click on the RSS Feed link This can be found on the title bar of the Newsletters box a In TA Newsletters Arts and Crafts Club Deadline for signing up is May 12 Please return the signed document with a cheque by Friday morning this week Monday Mornings Meeting at 10 00 am every Monday till the end of the Fall Winter term Snow Day January 9 school closed snow day Subscribe To subscribe to a newsletter click Subscribe on the Newsletters page This can be found on the title bar of the Newsletters box along with the a icon Search View All a N Newsletters Administration RSS Feed subscribe Arts and Crafts Club Deadline for signing up is May 12 Grade 5 Field Trip San Diego Zoo Please return the signed document with a cheque by Friday morning this week
13. nd Users 2 Jason Whitman Jessica Flint ox corcel 18 Page SharpSchool User Manual Chapter 16 Newsletters From this window select the users or groups you d like to grant permissions to by clicking their name and clicking Add When you have selected your users click OK Controlling Permissions Granted to Users To individually assign permissions to each user click on the El beside their name From here you can assign specific permissions me eww o m _ Full Control All of the above as well as the ability to assign permissions to others Actual Permissions Actual Permissions allows you to view what permissions specific users have on your Newsletters Users higher up the security hierarchy may already have permissions to your Newsletters Users with entire site permissions or higher tiers of security hierarchy may have permissions to your Newsletters if you have the Allow Inheritable Permissions From Parent to Propagate to This Object checkbox selected on the Direct Permissions screen 19 Page SharpSchool User Manual Chapter 16 Newsletters Manage Settings This section allows you to find add or remove a subscription ban With a subscription ban you can prevent individual email addresses or entire email domains from subscribing to your newsletter Add a Subscription Ban 1 Click on Add Subscription Ban No item available 2 Click on Add New to activate a subscription ban o
14. ndix A of SharpSchool s manuals Once you have made the desired changes you may click the Update To remove changes click Cancel Delete a Newsletter Once you are on the Newsletter page click on the icon in the Action column to delete the corresponding newsletter Newsletters Newsletter Name Arts and Crafts Club Grade 5 Field Trip San Diego Zoo Monday Mornings Snow Day SharpSchool User Manual Chapter 16 Newsletters Search for a Newsletter On the Newsletter page you will see blank search bar next to a field named Find Newsletters Here you may enter keywords that correspond to the title or the content of the newsletter you are looking for You can search by name description or both Name ara Description Both Newsletter Name a Search View Al Arts and Crafts Club Grade 5 Field Trip San Diego Zoo Monday Mornings Snow Day Click Search to execute your personalized search To see all newsletters click on View All Messages When you select a newsletter the first tab under Manage Newsletters is Messages When you select a newsletter you will be directed to a page displaying newsletter settings Selecting the Messages tab will bring you to a page displaying draft and past messages You can also add messages here Messages Settings Subscribers Security Pra or eds A Draft Messages GF Add Message No item available Past Messages No item available Draft Messag
15. refers to a subscriber who does not wish to continue subscribing to a specific newsletter Approved refers to a subscriber who has been successfully added to the list of subscribets Unapproved refers to a subscriber who has signed up to receive the newsletter has not yet verified their email address Rejected refers to a subscriber that has been declined subscription status Manage Security The Security section of the Newsletters module is managed in the same manner as the Security section for all other SharpSchool modules The steps to access Security settings a Go to the Newsletter Administration Page Refer to the Administration Section on Page 4 b Click Manage Security 17 Page SharpSchool User Manual Chapter 16 Newsletters Roles Administrator Full control over newsletters Can add newsletters delete newsletters send messages from existing newsletters and configure permissions all newsletters or for individual newsletters Author Same as above but with no ability to configure permissions Browser Can view newsletter messages Direct Permissions When you click on the Direct Permissions tab you can assign security permissions for the newsletters to groups and usets First click Add to select the users to grant permissions to The following window will pop up Search Search Groups 1 3 of 3 Users 1 5 of 5 Administrators Registered Users students Joseph Murray Selected Groups a
16. ters In Name Search View all Newsletters Administration JRSS Feed subscribe Arts and Crafts Club Deadline for signing up is May 12 Grade 5 Field Trip San Diego Zoo Please return the signed document with a cheque by Friday morning this week Monday Mornings Meeting at 10 00 am every Monday till the end of the Fall Winter term snow Day January 9 school closed snow day Administration Once you are on the Newsletter page click on the Administration link This can be found on the title bar of the Newsletters box with the N icon Note Only administrators and users who have been granted administrator access to the newsletter will be able to see or access the Administration link 4 Page SharpSchool User Manual Arts and Crafts Club Deadline for signing up is May 12 Grade 5 Field Trip San Diego Zoo Please return the signed document with a cheque by Friday morning this week Monday Mornings Meeting at 10 00 am every Monday till the end of the Fall Winter term Snow Day January 9 school closed snow day On the Administration page you will see three options 1 Manage Newslettets 2 Manage Security 3 Manage Settings Chapter 16 Newsletters Manage Newsletters The Manage Newsletters section allows you to perform various changes on your newsletters profile You may e Add a newsletter e Edit a newsletter e Delete a newsletter e Search for a newsletter e Manage m
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