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1. these may display as blank white spaces This is not caused by Tripolis Mail or an error in the newsletter but by MS Windows The second problem relates to the background of a mailing which may be invisible in the printed version but visible in the newsletter You can solve these issues by changing a printing option in Internet Explorer To set the printing option on in Internet Explorer 1 Start Internet Explorer 2 From the toolbar click the Tools option and then click Internet Options 3 Click the Advanced tab on the Internet Options screen 4 Locate the Print background colors and images option and click its checkbox on Page 39 of 57 User s Guide eo 5 Creating and sending a mailing to subscribers This is the module in Tripolis Mail where you combine a newsletter with a list of subscribers and transmit the newsletter to the subscribers At this stage you have created an edition of a newsletter described in section 4 3 above and created a list of subscribers that will receive the newsletter described in section 3 2 above You are ready to test the newsletter on a test list selected from your full list of subscribers When you are satisfied with the results you can transmit the newsletter to the full list 5 1 Viewing a list of transmitted newsletters Click Mailings from the Main Menu On the left side of the screen Tripolis Mail displays a My Mailings container When you click this container the right side of the scr
2. Delivery not authorized message refused 5 2 1 Mailbox disabled 218 5 7 1 Recipients The number of email addresses in the mailing list Pending The number of email addresses currently with status pending Sending The number of mails currently being transmitted Delivered The number of emails already delivered Bounced The number of addresses that returned a bounce message Page 46 of 57 User s Guide 6 2 3 Opens Statistics on open operations by recipients Refresh Graphic View data Export overview xls Export raw data caw Open results Delvered Total opens Recipients opened Recipients not opened Opens per recipient Opens within 14 days Fooo 6500 bO00 5500 5000 4500 4000 3500 3000 2500 2000 1500 1000 500 22 lani 24 Jan Delivered Total opens Recipients opened Recipients not opened Opens per recipient 6 2 4 Clicks Statistics on click operations Total clicks Recipients clicked Average clicks per recipients Average clicks per link Response Ratio Click open ratio Total To 14943 100 00 21651 144 09 grer 65 36 5176 34 645 2 22 26 Jan 26 Jan 30 Jan 1 Feh 3 Fel BTotalopens W Recipients opened The number of recipients who successfully received the mailing The total number of openings The number of recipients who opened the mailing The number of recipients who have not yet opened the mailing The average number of openings for all rec
3. Tripolis Mail asks you to select the database or mailing list from which you will make a selection From the dropdown list select a database or list and click the Next button 4 Step 2 Specify the conditions This is where you enter your query Tripolis Mail displays a screen that contains four columns These are as follows a a list of the fields in your database b afield for an AND or OR operator this field is displayed in the second line of a selection sequence as shown in the example below c a list of operators for example equals contains Of starts with d a Value s field where you enter a value 5 Select the AND and OR operators as required see Notes 1 and Notes 2 below For the Field and Operator fields click the arrow and select a field and an operator Enter a value in the Value field Click the Add button to add the line to your query Click the Remove button to remove a line from your query Example imagine your mailing list contains fields for gender birthday year and profession To select all the males born after 1995 your query screen would appear as follows Selection Wizard 2 4 Specify conditions Field Operator Value s gender equals AND birthday _ year greater than 0R profession contains Click the Next button to start the query To stop a selection process while Tripolis Mail is processing your query click the Stop button This ensures that selections do not continue in t
4. for example bounce mycompany com You can also arrange to forward mail from bounce mycompany com to bounce veritate com A name or topic used as default subject for the edition for example ABC Press Newsletter You can also enter a subject in the Subject field of the edition properties screen Page 30 of 57 User s Guide eo Edit e zine Specify e zine properties e zine name newsletter Headers From Name 46C Press info abcpress com M Steman Reply To helpdesk abcpress com optional cH Return Path bounce veritate com o Default subject ABC Press Newsletter optional Cancel Advanced Options The information in the section below is informative only Most probably a Veritate engineer will select or enter the data so normally you won t need to adjust values in these fields Templates this section defines the templates that will be used for the HTML and Text versions of your newsletter Field Description Example TEMPLATES Type Specifies the type of template you will Content Management use to create editions For an System overview of templates see section Visual Editor 4 2 1 above To select a template click the Browse button navigate to the file you want to use as a template and click the Open button in the dialog If a template is selected a value is not displayed in each of these fields and the View Delete and Export buttons are displayed Character set here you
5. icon next to the My Databases container Expand the icon next to the database that contains the list you want to edit Click the list you want to edit Click the Add subscriber button In the screen that appears enter the email address password mail type and profile data for an overview of mail types see section 8 1 below Enrol the subscriber in other mailing lists associated with the database the list you selected is already checked by default U1 BK OG N Fe OD Page 22 of 57 User s Guide eo 3 6 12 Exporting subscribers Export Wizard You can export a list as a CSV file and edit it in a text editor such as Microsoft s Notepad or import it into Microsoft s Access or Excel applications For an overview of CSV files see section 3 1 2 above The procedure is as follows 1 Click the List Management button 2 Click the Export Wizard button This starts the export wizard which will guide you through the export process 3 Step 1 from the database dropdown list choose the database that contains the mailing list you want to export and click the Next button 4 Step 2 from the mailing list dropdown list choose the mailing list you want to export and click the Next button 5 Step 3 click the Download button The following screen appears Note that the second option Save this file to disk is automatically selected File Download Some files can harm your computer If the file information below wA
6. you enter the code fieldname where fieldname refers to the name of the field in the database To view a list of fields in a database display the properties of the database see section 3 6 1 above Note that field names are case sensitive if the name of the field is AccountNumber enter AccountNumber as a code It is also possible to personalise your content based on rules depending on field values in the database Veritate engineers will assist you in setting up content personalisation Always test a personalised mailing on a test set before transmission This test list should be created from the same database as the full list 5 2 2 Email notification A notification email can be automatically sent to you whenever a mailing is being scheduled to a mailing list of a database In order to turn the email notification on go to List Management and choose a database On the Datebase properties page see 3 6 1 enable notification as shown below Notification Notify me at editor abcpress com if a mailing has been scheduled to a list of this database Page 42 of 57 User s Guide eo 6 Statistics 6 1 Database and mailing list statistics For each database and selected mailing lists Tripolis Mail can display some basic statistics like the amount of used mail types most frequent domains and subscribe and unsubscribe activities To access the database statistics 1 Click the Statistics button from the Main Menu The left
7. Click the Subscribes Unsubscribes button from the menu to display subscribe and unsubscribe activities of the chosen list Only activities which occurred via web or XML RPC interface have been recorded Subscribers added with the Import Wizard or other Tripolis Mail functions are not being registered as subscribes or unsubscribes Export xls Subscribes Unsubscribes Choose a Date Range Pre selected Period Exact Period Last 7days From 13 October 2004 Display To 20 October 2004 Date Unsubscribes Total Total Subscribes 2004 10 13 l 3 a1 4 E 2004 10 14 E 20 13 3 i 2004 10 15 T 27 H E 2004 10 16 l 4 16 20 E 2004 10 17 0 23 233 E 2004 10 18 1 33 4 E 2004 10 19 1 35 3 i 2004 10 20 l 2 of 3 EE Total 36 217 253 You can choose the date range of the display and export the result as Microsoft Excel file 6 2 Mail statistics Tripolis Mail maintains statistics on each mailing For example you can view the number of recipients the number who successfully received the mailing the number who opened the mailing Copens or the number who clicked a link in the mailing clicks Per email address you can view the IP number and other relevant data The statistics section thus gives you online real time access to statistical data on the Test or Personalised newsletters you have transmitted Page 44 of 57 User s Guide eo To access the statistics module 1 Click the Statisti
8. Insert image and Image align dropdown lists these allow you to insert an image you have already loaded and align its position see Images below Images in the Visual Editor you can insert images in two ways i insert an image selected from a drop down menu into a section designed to contain images only or ii insert an image into other sections not specifically designed for images You can retrieve the image from your hard drive from the network or you can use a preloaded image In case ii you can also optionally make the image clickable the user clicks the image to view a target web page that you specify How to upload an image Insert Image as 1 Place your cursor in the article where you want to insert the image and click the frame icon 2 In the screen that appears see below left E Nieuw bestand toevoegen Microsol O x navigate to the file you want to load 3 Click the Add image file button The image is inserted at your cursor position To align the image select it and choose a position from the Image align dropdown list Click on the browser button and select The image you just loaded is also added to the list a file on your computer Next click on Add imaga file in the Insert Image dropdown list This allows you to insert the image at another location To do this place your cursor at the preferred location click the arrow next to the Insert Image dropdown list Browse and sel
9. Removing duplicate records from a database or a list Exclude Wizard 21 3 6 9 Merge or split of lists 21 3 6 10 Editing a subscriber s details 22 3 6 11 Adding a subscriber to a mailing list 22 3 6 12 Exporting subscribers Export Wizard 23 3 6 13 Importing a Veritate CSV file into Microsoft Access or Microsoft Excel 23 3 6 13 1 Importing a CSV file into MS Access 23 3 6 13 2 Importing a CSV file into MS Excel 24 A Content Managemeht iss cadissciiiccccccndiccdiaieencenedticacdduduwesedudteesesedusccadudnensdusdcecsadedusadidniens 26 4 1 Overview 26 4 2 Navigating through the content module 26 4 2 1 About Templates 26 4 2 2 CMS template 2 4 2 3 Visual Editor template 28 4 2 4 Static HTML Template 28 4 2 5 Counters recording subscriber reactions to your emails 28 Page 2 of 57 User s Guide 4 3 Creating a newsletter 29 4 3 1 Step 1 Choose and design a template type 29 4 3 2 Step 2 Create an e zine 29 4 3 3 Step 3 Create an edition 32 4 3 3 1 Creating a newsletter using a CMS template 32 4 3 3 2 Creating a newsletter using a Visual Editor template 34 4 3 3 3 Using a Visual Editor 35 4 3 3 4 Icons used in the Visual Editor 37 4 3 3 5 Inserting internal links 38 4 3 3 6 Creating a newsletter using a static HTML template 38 4 3 4 Printing a newsletter 39 5 Creating and sending a mailing tO subscribers cccscsesseeeneneseseeceneneneneseeneneneeeneenenenses 40 5 1 Viewing a list of transmitted newsletters 40 5 2
10. added to database The number of records successfully added to the database Subscribers already in database The number of records in the import file that were already in the database Note that if you are importing into an existing database fields present in an import file but not in the database will be created in the database for all subscribers Conversely if a field is not Page 13 of 57 User s Guide eo Message Explanation imported or is missing in a subsequent import for a subscriber already in the database that field is retained in the database for the subscriber Existing subscribers not in import The number of subscribers in the database file prior to importing the file Total number of subscribers The total number of subscribers now in the database including the number imported Subscriptions added to list The number of subscribers added to the list as a result of the import process Subscriptions already in list The number of subscribers in the import file that were already in the list Existing subscriptions not in import The number of subscribers in the list that were file not in the import file You can remove these subscribers from the list see note on Synchronise button below Total number of subscriptions The total number of subscriptions that are present in the list after the import process Synchronising At the end of a report a message similar to the following appears Click Synchron
11. aimed at this interest group You can export a file of subscribers and open it in Microsoft s Excel or Access applications Example you manage a large retail sports outlet Your assortment includes surfboards diving and Sailing equipment Your customers sign up to a mailing list from your website During registration they record the sports they are interested in From your database you select those interested in diving for example and create and transmit a newsletter with special diving related content Tripolis Mail also offers you tools for recording statistics on email transmission and email openings by recipients For example you can view data on the number of successful transmissions and on the frequency of clicks on a link in your mailing 1 2 The parts of the Tripolis Mail application Tripolis Mail is an easy tool to use you access the different parts of the application by clicking options from a toolbar and navigating through a tree structure In general terms these options correspond to the functional areas modules in the application Below we ll briefly describe each module all the modules are discussed in detail later on in the manual When you start Tripolis Mail you ll see that the areas below correspond to the buttons on the Tripolis Mail opening screen GD The buttons you see in your Tripolis Mail browser are user dependent what you see depends on your user permissions 1 2 1 List Management This module is w
12. and you can delete blocks of content The result of your input is formatted in HTML or text format or both Some parts of a template for example a newsletter s title are not editable by an author when you create the template with a Veritate engineer you decide on these aspects You enter content in the parts that change from edition to edition and the template is designed to allow you to do this easily and quickly A template may have word processing functions these can be relatively simple CMS template or more advanced Visual Editor template If you are skilled in HTML coding and have a good knowledge of the template you are using you can edit a version of the template and load it into Tripolis Mail How to do this is described in section 4 2 4 below Where Is a template defined for an e zine You select a template type when you create the e zine and define its other properties How many types of template are there Three types of template are currently available These are outlined below Name Notes Content Management Used for entering data quickly and frequently This System CMS template can automatically generate a table of contents from the content headers and a text version from a HTML version you have created Templates are available for HTML and text versions Basic word processing and layout functions are available Visual Editor VE Contains a more advanced word processing interface than a CMS template Conta
13. can specify the character set encoding of the newsletter The default value is Western European Latin 1 which is the best choice for western European languages like English German Dutch or French The chosen character set is being supported for CMS and static editions Counters this section specifies the URL addresses of open and click counters For an overview of counters see section 4 2 5 above Field Description CMS click counters Click these check boxes on if you selected a CMS template Replace links in HTML and want to use click tracking on the hyperlinks in the HTML with counters CMS or text versions of your email If you selected a Visual Editor Replace links in text template you select the URLs you want to track in the Edit with counters CMS edition Specify edition properties screen see section 4 3 3 2 below Page 31 of 57 User s Guide eo Quick Mailing Wizard if the e zines is always being sent to the same mailing list and test list you can use the Quick Mailing Wizard Check enabled and select a mailing as well as a test list Now this e zine will be available in the Quick Mailing Wizard and the mailings lists are automatically being selected Advanced Options Templates optional Type Content Management System Note Changing the template will not effect existing Visual Editor editions Counters optional CM3 click I Replace links in HTML with counters CMS counters I Replace li
14. e zine before you start to create its editions and because e zine information does not often change it s an operation that takes place only occasionally At edition level you enter the actual content of a mailing You enter text graphics and hyperlinks Depending on the template you use the mailing you send to recipients will be formatted as HTML or plain text or both You usually create an edition frequently for example every week or month 4 2 Navigating through the content module This section describes how to navigate through the content section You should read it before attempting to create e zines and editions You may not require all the features described but you should browse through it to gain some idea of the features before attempting the real thing For step by step descriptions on how to create an e zine and an edition using each type of template see section 4 3 below H1 ABC Press Content Click Content from the Main Menu You navigate through content fi My e zines using the tree structure on the left side of the screen and the buttons og news alert on the right side When you create an e zine and a set of 9 newsletter corresponding editions they are displayed in a tree structure similar to My Editions the example on the left Note that each e zine contains a My 2004 06 16 Editions container which expands to display the editions created of 9 2004 06 17 from the e zine 2004 06 18 In the sc
15. edition to edition For more information see section 4 Create the edition Using the template specified in the e zine you enter text images and links URLS in a new edition For more information see section 4 Manage your subscribers Your subscribers subscribe to your newsletter online or you import a database of subscribers For more information see section 3 Create a mailing When you are ready to test the edition you send it to a small test list of subscribers When you are satisfied with the results you transmit the edition to the full list For more information see section 5 View statistics on the mailing Once the mailing has been transmitted you ll want to view data on deliveries bounces open actions and on the frequency of clicks that is how often the subscriber clicked a URL you included in the email For more information see section 6 1 3 1 Terms used tn this manual The following table briefly outlines the terms used in this manual Term Definition e zine Serves as the foundation for all your editions that is it defines the static non changing properties of editions you will create including the template used and mail headers Template A file that defines the basic structure of an edition Each time you create an edition you base its content on the template specified in the e zine Edition A file in HTML or text format that you create for your mailing Comparable to an issue of a magazine it contai
16. nl gro 3 15 x all nl oof 2TG l quicknet nl 621 2 02 na fre eler nl 614 1 99 zeelandnet nl 447 1 455 yahoo com 420 1 36 12move nl aie 1 21 ws 308 1 E other domains W home nl wanadoo nl hotmail com casema nl 2f3 0 69 E hetnet nl W planet nl kabelfoon nl 218 0 71 msn com 203 0 66 gmail com 136 0 45 worldonline nl 120 0 39 tele nl 117 0 36 hycos nl 101 0 33 cs com 80 0 26 wiolmail n Td 0 25 other domains 6443 20 92 6 1 1 Mailing list statistics Before statistics can be displayed the mailing list has to be enabled on the mailing list edit page Page 43 of 57 User s Guide eo Statistics Iw Display statistics To enable the statistics display of a mailing list 1 Click the List Management button from the Main Menu and expand the database containing the mailing list on the left side of the screen 2 Click on the name of the mailing list and check Display statistics All enabled mailing list will now be displayed on the Statistics page just as in the List Management section Select a mailing list to display an overview similar to the database statistics List statistics Total Yo i veia Subscriber 29648 100 ane Status 1 enabled 279 0 94 Status 2 imported 29369 99 06 Maitype 0 HTML with text alternative pictures on line 4232 14 44 Maitype 2 HTML only pictures on line 19729 66 54 Maitype 4 Text onty 5637 19 01 Bivlailtype4 E Mailtype 2 E Mailtype 0
17. section you enter data that will be used for the email s From To and Subject fields in the Reply To email address and the address to which bounced emails will be forwarded Return Path Page 29 of 57 User s Guide HEADERS From Name From Email To Name To Email Reply To Return Path Default subject Used for The name of the e zine This name is used within Tripolis Mail only and is not visible to the subscriber The name that will appear in the From field of the recipient s email The email address from which the email appears to come from The name that appears in the mail to field The email address that appears in the mail to field The address that appears in the subscriber s to field if the subscriber replies to the email If a value is not present in this field the value in the From Email field above is used as the reply to address Example Weekly Newsletter Our Weekly Newsletter info veritate com editor mycompany com Subscriber Sfemail This code resolves to the email address of each subscriber For more information on personalising emails see section 5 2 1 below The address to which undeliverable emails are bounced The default value is bounce veritate com If you intend to use the Tripolis Mail handler to process undeliverable emails enter bounce veritate com here If you wish to handle undeliverable email internally enter the relevant address
18. the Action field while the mailing has the status pending or not ready These buttons allow you to i remove the mailing entirely from the transmission list or ii remove the mailing temporarily from the transmission list or iii reschedule its transmission time and date To remove the mailing entirely from the transmission list click the delete button and click OK in response to the prompt To temporarily cancel a mailing click the edit button and click the Cancel button in the Edit view mailing screen that appears The value in the mailing s Status field now changes to not ready and the transmission list reappears You can now edit the embargo timestamp or reschedule the mailing To Page 41 of 57 User s Guide eo change the timestamp click the edit button enter a new date and time in the Embargo field and click the Save button To reinsert the mailing in the transmission list click the Schedule button The value in the mailing s Status field now changes to pending and the mailing is transmitted on the date and time you entered 5 2 1 Personalising your mailings You can personalise you emails in Tripolis Mail mail merge that is you enter field codes in the email headers e zine properties or in the text of your mailing When the email is transmitted the code resolves to its relevant value for example a subscriber can be addressed by his title and last name for example Dear Mr Jones instead of Dear Subscriber For each field
19. user 7 Key values 10 List Management 10 mail merge 42 Mail Statistics 43 45 mail types 53 Mailing 7 Mailing Wizard 41 merge two lists 21 Microsoft Access 23 Microsoft Excel 23 Microsoft Outlook 2003 53 multipart 53 open counter 29 35 Open Statistics 43 45 open tracking 29 Pending 46 Personalized 40 pop up killers 8 printing 39 Query Statistics 45 Recipients 46 return path 30 Sample amount 14 Sample test 14 Selection Wizard 20 sending a mailing 40 split one list 21 static HTML 38 Statistics 44 subscriber add 22 delete 18 disabled 19 edit 22 enabled 19 find 17 import 11 remove 19 Subscriber 7 syntax errors 13 Template 7 templates 26 31 test mail 14 Unique opens 46 User 7 Visual Editor 35 Visual Editor template 34 Page 57 of 57
20. R REC xml Page 54 of 57 User s Guide eo You can activate and deactivate the RSS feed at any time By default articles of the RSS feed will replace all existing articles of the section Alternatively it is also possible to add RSS feed articles to the section Mapping of standard elements of a RSS feed to the Tripolis Mail CMS Channel gt item gt enclosure Article property image type image jpeg image gif or image png URL only Article property author Article property pubDate Article property category Articles imported from a RSS feed will be marked with a RSS icon on the article page of the CMS 8 2 2 Publishing RSS feeds Section articles of a CMS edition can also be published as RSS 2 0 feed This RSS syndication can be used to import the articles in a different edition to publish the articles on a website many Content Management Systems offer RSS aggregation or to read the articles with a RSS reader In order to publish RSS feeds fill in the fields on the section edit page as shown in the example below Once you have chosen a mailing list the URL of the RSS feed will be displayed Articles are considered published once they have been mailed to the selected mailing list The RSS feed will always display the articles of the last mailing which has been sent to the list RSS Syndication optional Tithe ABC Press News Link http viww w abcpress com Image URL Description Daily ne
21. Sending an edition to a list of subscribers 41 5 2 1 Personalising your mailings 42 5 2 2 Email notification 42 O SASOS sran E E 43 6 1 Database and mailing list statistics 43 6 1 1 Mailing list statistics 43 6 2 Mail statistics 44 6 2 1 Quick View 46 6 2 2 Mail 46 6 2 3 Opens 47 6 2 4 Clicks 47 6 2 5 Click Channels 48 6 2 6 Compare statistics 48 6 2 7 Querying statistics 48 6 2 7 1 Operators used for querying mail statistics 48 6 2 8 Exporting statistics 50 6 3 Click Channels 50 6 3 1 Adding a new Click Channel 50 Z AAMIMSrATON ssssrinsan ninnaa AARAA niaaa 52 o APPENA D e E 53 8 1 About Mail Types 53 8 1 1 Email contains HTML and plain text Multipart 53 8 1 1 1 Type 0 ASCII HTML images not included 53 8 1 1 2 Type 1 ASCII HTML images included 53 8 1 2 Email contains HTML only 54 8 1 2 1 Type 2 HTML images not included 54 8 1 2 2 Type 3 HTML images included 54 8 1 3 Email contains text only 54 8 1 3 1 Type 4 text version 54 8 2 RSS 54 8 2 1 Including RSS feeds 54 8 2 2 Publishing RSS feeds 55 8 3 Tips for successful Email publishing 55 8 3 1 Choose relevant topics 55 8 3 2 Keep your subscriber list up to date 56 8 3 3 Separate objective content from commercial information 56 8 3 4 Avoid upper case text 56 8 3 5 Use white space carefully 56 8 3 6 Do not send lengthy emails 56 Page 3 of 57 User s Guide 8 3 7 8 3 8 8 3 9 9 Index Be brief and to the point Use short paragraphs Aim fo
22. User s Guide Tripolis Mail 2 8 0 TRIPOLIS SOLUTIONS J User s Guide Table of Contents 1 Introductio sac vicahantuascavausucuersteinaucuntedasistbnenvanssaunvucdnaatauadbrosdinducausuadsesubindbisavaunubausbatuaeuens 5 1 1 What is Tripolis Mail 5 1 2 The parts of the Tripolis Mail application 5 1 2 1 List Management 5 1 2 2 Content 6 1 2 3 Mailings 6 1 2 4 Statistics 6 1 2 9 Administration 6 1 3 Creating a mailing in Tripolis Mail a visual overview 6 1 3 1 Terms used in this manual 7 Using Tripolis Mail on your PC i ssisisinsninnnnnnnnnininnnnnn naanin naaa anana 8 2 1 System requirements 8 2 2 Logging on to Tripolis Mail 8 2 3 Navigating through Tripolis Mail 9 LISE Management viicsisisaecetwensiinevessssierneviniieiri niin 10 3 1 About this section 10 3 1 1 About databases and lists 10 3 1 2 About CSV files 10 3 2 Creating a database and a list in Tripolis Mail Import Wizard 11 3 2 1 Importing a CSV file 11 3 2 2 Creating an empty database 12 3 3 Importing a CSV file into an existing database 13 3 4 Viewing a report on the import operation 13 3 5 Specifying test lists 14 3 6 Managing subscribers 15 3 6 1 Viewing the properties of a database or a list 15 3 6 2 Viewing the subscribers in a database 16 3 6 3 Viewing the subscribers in a list 17 3 6 4 Searching for subscribers 17 3 6 5 Deleting subscribers 18 3 6 6 Subscriber status 19 3 6 7 Selecting records from a database or list Selection Wizard 20 3 6 8
23. a mailing you can view a variety of statistical data on recipient behaviour online and in real time In addition to data on the number of successful and failed deliveries information is available on the frequency of opens recipient opens the email and the frequency of clicks the recipient clicks a URL included in the email These topics are covered in section 6 1 2 5 Administration In this module you modify the access options and permissions of Tripolis Mail users that is staff in your company who use Tripolis Mail For more information see section 7 1 3 Creating a mailing in Tripolis Mail a visual overview The diagram below is an overview of how a mailing is created and sent to recipients in Tripolis Mail The accompanying paragraphs provide a brief outline of each stage Create or select e zine Manage subscriber database e subscribers register online e import CSV file of subscribers Use e zine to create edition Mailing test edition on subscriber test list Test mailing Send mailing to entire list View statistics on subscriber open and click behaviour Page 6 of 57 User s Guide eo Create the e zine Together with a Veritate engineer you create an e zine that serves as the basis for creating your editions You usually perform this operation once only Your e zine specifies the template that you will use to create editions and static information that does not change from
24. above 2 Click the List all subscribers button or click the Find a subscriber button and enter a search string on the search screen Tripolis Mail displays a list of all the subscribers or displays the subscriber you are looking for 3 In the Action field click the Edit button The Specify subscriber properties screen is displayed 4 Edit the data on this screen and click the Save button An example of a record from a database is shown below In addition to the mandatory fields for email password and mail type the database also contains six fields that contain profile data All the mailing lists associated with the database are listed in the Subscriptions field and the lists of which this subscriber is a member are checked For an overview of mail types see section 8 1 below Edit Subscriber Email summet gmail com Password Mail type HTML with text alternative pictures on line type 0 Status Enabled Disabled Profile Data first_name text last name ext OOOO O pagai Subscriptions subscriber 3 6 11 Adding a subscriber to a mailing list There are two ways to add a subscriber to a mailing list Import a group of subscribers into an existing list Add subscribers one by one to a list This is a quick way to create a test list wit a small number of subscribers The first option is explained in detail in section 3 2 1 above The procedure for the second option is as follows Expand the
25. ail Profile Data 5 The subscriber is disabled when a The subscriber did not conclude a double opt in subscription process Within a double opt in process the subscriber should confirm his subscription by clicking on a link When the subscriber does not carry out this activity the subscriber is disabled Q Tripolis Mail engineers can implement a routine automatic bounce handling where subscribers with a bounce registration will be disabled the subscription will be in place but the status will change The only way to change the status is by changing the individual properties of a subscriber or importing a subscriber again Page 19 of 57 User s Guide eo 3 6 7 Selecting records from a database or list Selection Wizard In addition to importing and exporting database records in Tripolis Mail you can also make selections of records You interrogate a database or list using selection criteria that you enter online Tripolis Mail offers you a number of options with your results you can save them to a new list add them to an existing list or remove them from an existing list This process is very useful if for example you want to send a mailing to a selection from your subscriber list To select and process records from a database or list 1 Click the List Management button 2 Click the Selection Wizard button This starts the selection wizard which will guide you through the selection process 3 Step 1 Select a source
26. ail and which links the user clicked The procedure is as follows 1 Click the Statistics button from the Main Menu The left side of the screen shows a My Statistics container 2 Expand this container and click the My Mailings container that appears Tripolis Mail displays a list of email transmissions on the right side of the screen Click one of the Personalized Test or All buttons to display the mailing you want to export see section 5 1 above for an explanation of these buttons 3 Click the Select button of the mailing you want to export 4 Click the Export Statistics button and then click the Next button 5 Click Save in response to the prompt and enter the name of a file in the Save As dialog The download time depends on the number of recipients in the CSV file and the number of links that Tripolis Mail has processed You can import the resulting CSV export file in Microsoft Excel For information on importing a CSV file into MS Access or Excel see section 3 6 13 above An example of one record from an export file is shown below An export file includes columns for each profile field in the list but for clarity these are omitted below The file can be read as follows Mailing 1546 for Ms Janssen was delivered successfully status sent At 16 06 on June 20 2004 the email was opened for the first time note that successive opens do not overwrite this date time stamp URL x was clicked at 16 10 18 URL y has not y
27. an article up or down within its section In this Issue Dollar shakes off prospect of gr SPEC to Ask Oil Producers to Boost Output 4 Thousand Show Up for Clinton Fim Debut The dollar fought back hrugging off the OPEC to Ask Oil Producers to Boost Output 3 The Organization of Petroleum Exporting Countries will ask C r boost output n an attempt Previewing your content z2 To preview and test internal links in the edition click the Preview 38er A Thousand Show Up for Clinton Film wie button in the Edit edition Specify edition properties screen vap AOE EPEE Tripolis Mail displays the content of the From To and Subject ane ane domon O fields and a view of the edition in HTML and Text format 3 powered ty veritate 4 3 3 2 Creating a newsletter using a Visual Editor template Starting point you have created an e zine with a Visual Editor type template You have entered appropriate values in the e zines properties screen If you create a HTML version of an edition with the Visual Editor Tripolis Mail will not automatically create a text version of the same edition You must author content for both formats 1 Select the e zine click its My Editions container and click the New edition button on the right side of the screen 2 Enter a name for the edition in the Name field and a value in the Subject field 3 Click the Save button In the list of editions that appears click the edit butto
28. anager or the Tripolis Mail helpdesk for more information Note on pop up killers when you preview an edition in Tripolis Mail a separate HTML page appears If you use a pop up killer on your PC the application may interpret the preview screen as a popup and disable it To avoid this ensure that your pop up killer allows pop ups from the Tripolis Mail site 2 2 Logging on to Tripolis Mail You connect to Tripolis Mail using the URL that was provided during your user training session Type Attps edm veritate net in your browser window In the opening screen that appears enter your Client name User name and Password and click Enter Your Tripolis Mail session closes automatically after 30 minutes if you leave it unattended Any unsaved data is lost Log on again to resume your session You can log out manually by clicking on the log out link which can found on the right in the main menu of Tripolis Mail Page 8 of 57 User s Guide eo 2 3 Navigating through Tripolis Mail Navigation in Tripolis Mail is intuitive and easy to learn and is based on a so called random access structure you access any screen or any part of the application from the screen you are currently working in Overview of Navigation many Veritate screens consist of two areas a tree structure on the left side of the screen and an area on the right side of the screen see example below The tree structure displays a list of item
29. ants based on the following criteria 1 Format are HTML plain text or both HTML and text sent to the subscriber In the last case Multipart the subscriber s mail application automatically selects the best format for transmission Note that this option is not available for all email applications 2 Images are the images sent with the email or does the subscriber retrieve them from the Internet the Tripolis web server when he opens the email The main advantage of retrieving images from the Internet is a smaller email size in Kbytes The disadvantage is that for subscribers with a dial in connection the subscriber s email package dials the provider to collect the images when he opens the email which can be irritating for the recipient Based on the above criteria the following mailing types are available In the List Management module you can select the appropriate type for each subscriber in the mail type field If the subscriber joins the mailing list on line he selects a mail type as an option You can also specify a mail type when you import a CSV file of subscribers 8 1 1 Email contains HTML and plain text Multipart In this case two variants are available 8 1 1 1 Type 0 ASCII HTML images not included The email is sent in both ASCII and HTML format and any images included are retrieved from the Tripolis web server when the email is opened This type is most suitable if you are using webmail or if you are constantl
30. ase Page 16 of 57 User s Guide eo 3 6 3 Viewing the subscribers in a list To retrieve a list of all the subscribers in a list 1 Display the list properties screen as described in above 2 Click the List all subscribers button on this screen Tripolis Mail displays a list of all the subscribers in the list 3 6 4 Searching for subscribers You can search for subscribers in a database and list The procedure is as follows 1 You display the properties screen of the database 2 You click the Find subscriber button select a database field Available fields are the email address of the subscriber and all custom database fields Password mail type and status are not available as search fields 3 Enter a search string and start the query by clicking on the OK button Specify search pattern Field Value Email address subcribe date unsubscribe date first_name llast name gender bithday_year profession customer_id You find a subscriber by entering part or all of the subscriber s field value using the or wildcards as required You can also use a search string to retrieve several subscribers To find a subscriber by email 1 Display the database properties screen as described in section 3 6 1 above 2 On the properties screen click the Find subscriber button 3 In the search screen that displays select email address and enter a search string and click the OK button Use the character a
31. ate and click the Finish button The database table you just created is shown in the database screen amp Import Text Wizard xX What delimiter separates your Fields Select the appropriate delimiter and see how your text is affected in the preview below Choose the delimiter that separates your Fields 2 Tab Semicolon Comma C Space Other Pe Iv Ges Row Contains Field Names Text Qualifier F CORNER EERE EEE EERE EEE EERE EERE EEE EERE EEE EERE EE HEHE EEE EEE EERE EERE EE EEE EEE EE HERE HEHEHE EEE EE EEE EEE EEE RHEE boba xs4all nl Bob jim xstall nl Mr Griffith Mr Smith Mr Johnson Ms Jansen Advanced Cancel Finish 3 6 13 2 Importing a CSV file into MS Excel 1 Start Microsoft Excel hereafter called MS Excel 2 Click the _licon from the toolbar to create a new empty Excel document Alternatively open an existing Excel document 3 From the toolbar choose Data gt Get External Data gt Import Text File Page 24 of 57 User s Guide eo 4 In the Import Text File dialog that appears navigate to the CSV file you want to import select All Files in the Files of type list MS Excel now starts the Excel Text Import Wizard At each stage below click the Next button to go to the next step a Choose Delimited as a file type and row 1 default as the first row to import b Click the Semicolon checkbox on to indicate the delimiter c For each column in the CSV file you are impor
32. ber Delete subscribers Delete database ee newsletter Edit Database 6 fi My Lists special offers Name i subscriber Properties Set Fields email default password default mail type default subcribe_date tet unsubscribe_date text birthday_year numeric wewfiea EE To view the properties of a list 1 Click the List Management button Tripolis Mail displays a list of databases in the My Databases container 2 Select and expand a database and expand its My Lists container 3 Click one of the lists in the My Lists container Tripolis Mail displays the properties of the list on the right side of the screen On this screen you can edit the name of the list if required Web enabling Veritate engineers can web enable your lists in other words your recipients can join your mailing list or cancel their subscriptions online If a database is web enabled you should not change the field names without first consulting Veritate Note about database list and profile names if a list or a database is web enabled by Tripolis Mail engineers and you alter its name it is no longer accessible from the internet 3 6 2 Viewing the subscribers in a database To retrieve a list of all the subscribers in a database 1 Display the database properties as described in above 2 Click the List all subscribers button on this screen Tripolis Mail displays a list of all the subscribers in the datab
33. cs General results like opens and clicks can be compared across various mailings First make a selection of a database a list or e zine A list of all available mailings for the selection will be displayed Select the mailings which you would like to compare with each other The selected mailings will be displayed in the lower half of the screen with the basic results of those mailings A more detailed list and a list of all click results can be exported as Excel file 6 2 7 Querying statistics In Tripolis Mail you can query the mailing statistics that Tripolis Mail maintains and use the results for a variety of purposes For example you can select those subscribers who opened a mailing or who clicked a specific link in the mailing You can create a new list with the selection or remove the subscribers from an existing list When you make a selection in addition to specifying a mailing you use the following criteria here called operators to select subscribers How to use the operators is described below 6 2 7 1 Operators used for querying mail statistics Bounced a mailing that bounced Delivered a mailing that was successfully delivered Not opened email addresses that did not open the mailing Opened email addresses that opened the mailing Not clicked email addresses that did not click a specified link in the mailing Page 48 of 57 User s Guide eo Clicked email addresses that clicked a specified link in the mailing The p
34. cs button from the Main Menu The left side of the screen displays a My Statistics container 2 Expand this container and click the My Mailings or the My Mailings per Database container that appears Tripolis Mail displays a list of email transmissions on the right side of the screen The list is divided into the sections Personalized Test and All These refer to the type of mailing you selected in the mailing wizard Click the appropriate button to display a list of transmitted mailings for each type The Quick View Mail Opens Clicks and Click Channel buttons at the top of the screen give you access to statistical data on a mailing The first table below provides a brief overview of the contents of each button Compare Statistics allows you to compare the results of various mailings with eachother Two more buttons Query Statistics and Export Statistics allow you to select subscribers based on the mailing behaviour and export statistical data as a CSV file Each button is described below 3 Click the select button of the mailing you want to view and then click one of the Quick View Mail Opens Clicks or Click Channel buttons The remaining fields on this screen Action ID and so on contain information on the mailings and are described in section 5 1 above The first table below provides a brief overview of the contents of each button For more information see the subsequent tables Quick View The default view when you sel
35. d the subscriber as described in section 3 6 4 above In the list of subscribers that appears place your cursor on a subscriber and click the delete button in the Action field View a list of all the subscribers in the database as described in section 3 6 2 above Place your cursor on a subscriber and click the delete button in the Action field Use the Delete subscribers button in the database properties screen In this case you have a list of email addresses of subscribers you want to delete This method is described below To delete one or more subscribers from a database 1 Display the database properties screen as described in section 3 6 1 above 2 Click the Delete subscribers button The screen shown below appears 3 Type or paste the email addresses of the subscribers you want to delete 4 Click the Delete button Tripolis Mail lists the number of subscribers that have been deleted 5 Click the Finish button to stop or the Delete More button to repeat steps 3 and 4 Delete Subscribers Please note that the specified subscribers will be permanently deleted including all statistics related to these subscribers Type or paste one or more email addresses in the textarea below Email addresses To delete a subscriber from a list 1 Display the list properties screen as described in section 3 6 1 above 2 Click the List all subscribers button Tripolis Mail displays a list of all the subscribers 3 In the Action fi
36. dresses from a database Add subscribers to a mailing list See a eS To get practical experience in these operations you should create a test database as described in section 3 2 2 or ensure that sample databases and lists are present in your My Databases container 3 6 1 Viewing the properties of a database or a list Many operations on a database or a list such as retrieving editing or deleting subscribers start from a screen that shows the properties of the database or list the Database properties screen or List properties screen So it s useful if you become familiar with how to access this screen To view the properties of a database 1 Click the List Management button Tripolis Mail displays a tree of databases in the My Databases container 2 Expand the My Databases container and click the database you want to view Tripolis Mail displays the properties of the database on the right side of the screen Page 15 of 57 User s Guide eo On this screen you can also edit the name of the database or edit the profile fields eo List Management Content Mailings Statistics Administration Help TRIPOLIS SOLUTIONS New Database Import Wizard Export Wizard Selection Wizard Exclude Wizard You are here Tripolis Mail gt List Management gt lly Databases gt Edit database m ABC Press List Management El fi My Databases H news alert List all subscribers Find subscriber Add subscri
37. e a database and a list by importing a file in CSV Comma Separated Values format so we ll consider this file first A CSV file consists of rows of data Every row contains the same number of fields of data Each field is delimited by a comma or a semicolon and is enclosed in quotation marks see the example below Each field has a name which is specified in the first row of the file also called a Header row Each row in a CSV file starts on a new line A field name may consist of any alphabetic character upper or lower case or any digit Do not use special characters such as or the space character as these cannot be used for personalisation and can lead to errors during the import process The maximal length of a field name is 40 characters You can edit a CSV file with an editor such as Windows Notepad The following is an example of a CSV file email password mailtype salutation hobby PODert abepress com AZzhO 0 Dear Mr Johnson diving neter abcpress com A22Q 4 Dear Mr Brady photography Jane abcpress com A23Q 1 Dear Dr Casey shopping Note that field names are always adjacent do not leave spaces between the field names You can create a CSV file by saving an EXCEL file in a CSV type Veritate recommends using MS Access In Tripolis Mail any CSV file you import must contain a field named email and optionally two fields named password and mailtype The email field is opt
38. ect a mailing This view contains a summary of the main indicators number transmitted number successfully delivered number bounced Mail An overview of mailing list delivery statistics the number of mails transmitted and the number successfully delivered The difference between these two data items is explained by the so called bounce report You can export the general results of these statistics as Microsoft Excel file and the detailed data as CSV file An overview of the frequency of email open operations opens the frequency of opens during various time intervals e g hour week month You can view the results in graphical format export the overview as Microsoft Excel file or export the detailed data as a CSV file Clicks Displays statistics on the click behaviour of recipients You can generate a report on click behaviour for each URL in the email You can export the general results of these statistics as Microsoft Excel file and the detailed data as CSV file Click Channel Displays the click channel statistics for the selected mailing Query Statistics Select subscribers based on statistical data deliveries bounces clicks and so on Export Statistics Download a CSV file that combines the profile fields of subscribers with their open and click behaviour for a specific mailing Page 45 of 57 User s Guide eo 6 2 1 Quick View General statistics on the mailing Refresh View mailing Export overview xI
39. ect the image Using images as links an image that you insert into a section see case ii above can be used as a clickable image to another document web page You can use this as an alternative to text links To do this insert the image as described in case ii above Select the image place your cursor on the image and click the icon in the Visual Editor toolbar In the Hyperlink screen that appears enter a URL and click the OK button Test your result by clicking the Preview button and clicking the image You cannot perform this operation on preloaded images Creating hyperlinks to connect a hyperlink to a text first select the text you want to use and then click the icon on the Visual Editor toolbar In the Hyperlink screen that appears enter the URL and click the OK button Test your result by clicking the Preview button and clicking the text 4 3 3 4 Icons used in the Visual Editor In the Visual Editor a set of icons allows you to hide copy or delete articles or to move an article up and down within its section The examples below refer to an article of section article article ce Hide an article use the eye to temporarily hide an article To hide the article click the eye once A red cross appears across the eye To make the article visible click the eye again Page 37 of 57 User s Guide eo article ce eb pp Copy an article click the copy icon shown on the left indicates that
40. ed Jun 16 BAGHDAD Iraq Saboteurs blasted a key pipeline Wednesday for the second time in as many days halting all oil exports from lrag mews web sites officials said To edit the edition in the Visual Editor click the Edit button on the left side of the screen Visual Editor Eoi Preview Revert Cancel ee la Homepage Sl Unsubscribe Contact ee TREES News Alert article FL WA Tl iLAP Wed Jun 16 BAGHDAD Iraq Saboteurs blasted a key pipeline Wednesday for the second time in as many days halting all oil exports from lrag news web sites officials said Gunmen killed the top security official of the state run Northern Oil company as insurgents stepped up attacks on Iraq s Infrastructure The Wednesday attack north of the town of Faw crippled two already damaned oinelines Page 36 of 57 User s Guide eo Note the following features of the Visual Editor Structure the page is divided into sections identified by a name or a label for example artikell each of which contain one or more articles Note that if you copy an article the copy retains the name of the section this is the standard method of creating a new article in the VE At the top of the page an editing interface allows you to perform word processing operations The icons on this editor are similar in function to those in MS Word Each icon has a tool tip which is visible when you move your cursor over the icon Note the
41. een displays a list of mailings you have transmitted At the top of the screen the buttons Personalized Test and All display the type of mailing you sent you select the type in the Mailing wizard described below Click any of the buttons to display the appropriate list Personalized Displays your personalised mailings that is mailings that contain text such as Dear Ms Casey instead of Dear Subscriber For more information on how to personalise email see section 5 2 1 This is the default format of newsletters Displays the test mailings you sent This type of mailing typically sent to a small list is sent to recipients in both HTML and text format The word TEST is included in the subject line Statistics are maintained on recipients see section 6 below You can also personalise a test version Sample All test mailings which has been using sample data If a sample source has been defined for a test list you can choose Sample test as type of mailing in the mailing wizard All recipients of the test list will receive a certain amount of test mails with random data of recipients in your sample source list see section 3 5 for more information Displays a list of all mailings transmitted The fields in the mailings list are described below Action Refers to actions you can currently perform on the mailing see step 9 below ID Identifies the mailing this number is generated by Tripolis Mail during the mailing pr
42. egories In HTML mailings place these in separate areas 8 3 4 Avoid upper case text Information considered important is often displayed in upper case Readers often perceive this as screaming headlines 8 3 5 Use white space carefully Do not include an excess of information in your email this makes for disordered looking emails Use ample amounts of white space in your email 8 3 6 Do not send lengthy emails There are many reasons why your emails should be short and this aspect is particularly important for recipients with dial in connections A lengthy email is not usually a problem for text emails due to their smaller size Restrict email size to 30 KB or less Also restrict the amount of scrolling required by the reader the maximum recommended is three A4 size pages three screens Remember it s not usually necessary to include more than this amount of information in one email 8 3 7 Be brief and to the point Be concise and to the point about the main topics in your email Experience has shown that the first few lines of a message are the most important Use these lines to outline the issue s contents and to stimulate the recipients to read further 8 3 8 Use short paragraphs Divide emails with a large amount of content into short paragraphs Each paragraph can contain a preview of the complete article which is then reached by a hyperlink Note that email can be forwarded to others which often results in the
43. eld place your cursor on the delete button of the subscriber you want to delete 4 Tripolis Mail prompts you to confirm the delete operation Page 18 of 57 User s Guide eo Microsoft Internet Explorer Are you sure you want to delete subscriber mr exanple gmail com From the database Sr This will remove the subscriber From all lists belonging to the same database All statistics and profile data will be lost Cancel 5 Click the OK or Cancel button To remove a subscriber from a list 1 Display the list properties screen as described in section 3 6 1 above 2 Click the List all subscribers button or click the Find a subscriber button and enter a search string on the search screen Tripolis Mail displays a list of all the subscribers or displays the subscriber you are looking for 3 In the Action field place your cursor on the remove button of the subscriber you want to remove from this list 4 Tripolis Mail prompts you to confirm the remove operation Microsoft Internet Explorer This will not delete the subscriber From the database Cancel dre you sure you want to remove subscriber mr examplemgmail cor From this list 3 6 6 Subscriber status Edit Subscriber Email summert gmail com Password Mail type Status p oT TE unsubscribe_date text A subscriber can be enabled or disabled When a subscriber is disabled he will not receive any e mail via Tripolis M
44. en the browser checks the currency of web pages whether a web page is up to date For use with Tripolis Mail it should be set to every visit to the web page To do this start IE and select Tools gt Internet options In the Temporary Internet files section of this screen click the Settings button In the Settings screen click the Every visit to the page radio button on Internet Options General Security Privacy Content Connections Programs Advanced Home page N i gt A You can change which page to use for your home page settings Address Use Default Use Blank Temporary Internet files iP sq Check For newer versions of stored pages J Every visit to the page Every time you start Internet Explorer O Automatically Ci Never Temporary Internet Files Folder Pages vou view on the Internet are stored in a special folder for quick viewing later Delete Cookies Delete Fies Zaira Current location C Documents and Settings user Local Settings Temporary Internet Files History The History folder contains links to pages you ve visited for quick access to recently viewed pages Days to keep pages in history 1 a Clear History ss Amount of disk space to use J 4i MB Mowe Folder View Objects You should not use a proxy configuration to prevent problems with caching of dynamic web pages Ensure that your Internet connection is as fast as possible Contact your system m
45. ent a name that is displayed on mousover or a border Click the Insert in content button to insert the image into the Content field of the article New article Section Edition 2005 09 16 wt Title Xbox 360 to launch in November Content B Z U 2 2 Paragraph Fort family Font size 73 e T EEE EEE A H fa x x g o By launching in December Microsoft hopes that the Xbox will become a hot item for this year s Christmas shopping season tis uncommon for gaming consoles to be launched worldwide at the same time Companies usually stagger the unveilings across geographies to allow them to meet peak demands in the first weeks and months MW Microsoft has been strongly promoting its new console with game developers and boasted that 200 games are currently under development Renowned development studios around the world are busy putting the finishing touches on their Xbox 360 games said Robbie Bach Microsofts chief Xbox officer We expect a strong portfolio of titles on launch day and through the holidays that will appeal to fans of Path p Image Add Add as Click Counter 6 Enter text images and hyperlinks as required Click the Save button when you are finished Tripolis Mail now displays the article you just created The example below shows a series of articles created for a newsletter You can edit or delete an article by clicking the or T icons 7 To add anothe
46. et been clicked If the email bounced the reason is entered in the Reason column as a three digit code 6 3 Click Channels With Click Channels you can group click counters of various mailings This way you can compare the click response on certain hyperlinks between various mailings List Management Content Mailings Statistics Administration Help TRIPOLIS SOLUTIONS Quick View Mail Opens Clicks Click Channels Query Statistics Export Statistics You are here Tripolis Mail gt gt My Click Channels fa ABC Press Statistics fii My Mailings H fi My Mailings per Database Click Channel Action ID Click Channel name Hi Ef 6 Sport News wli T Science News 6 3 1 Adding a new Click Channel 1 Click the Statistics button from the Main Menu The left side of the screen displays a list of Statistics containers 2 Click the My Click Channels container that appears Page 50 of 57 User s Guide eo 3 Click on Add Click Channel or click on the edit icon The screen below will be displayed Channel properties Mame Prefis URL Save Cancel Enter a unique name for the Click Channel Enter an optional prefix URL This prefix URL will be used to assign click counters automatically to a channel when you create click counters 6 Click the Save button to save your changes The list of Click Channels will be displayed From here you can select the statistics icon to view the results
47. first method so we ll consider this first 3 2 1 Importing a CSV file The procedure below tells you how to import a CSV file and create a new database and a new list during the import process For an overview of CSV files see section 3 1 2 Before you start you should create a small CSV file similar to the one in shown in section 3 1 2 above and use this as a trial set 1 Start Tripolis Mail and click the List Management button 2 Click the Import Wizard button The wizard guides you through the import process For each step click the Next button to proceed or the Back button to choose from a previous step Using the wizard do the following 3 Step 1 the wizard prompts you to specify an import file Click the Browse button and navigate to the CSV file you want to import In the Choose File screen place your cursor on the file and click Open The file is now selected 4 Step 2 the wizard prompts you to select an existing database or to create a new database Select create new from the dropdown list A separate popup screen prompts you to enter a name for the database Enter a name and click OK to exit this screen 5 Step 3 the wizard prompts you to select a mailing list or create a new list Select create new from the dropdown list A separate popup screen prompts you to enter a name for the list Enter a name and click OK to exit this screen 6 Step 4 the wizard now prompts you to create a field mapping that is you define
48. hat you are familiar with the templates used in Tripolis Mail described in section 4 2 1 above The steps are as follows 1 Choose the template you intend to use and design its structure 2 Create an e zine 3 Create an edition associated with the e zine 4 Edit and preview the edition Veritate engineer ai You will probably perform steps 1 and 2 above once only in association with a 4 3 1 Step 1 Choose and design a template type Together with a Veritate project manager you will examine your requirements and design the structure of your newsletters For example will you need short businesslike topics without any frills or do you want lots of images to create a visually attractive newsletter How many areas sections will be contained in your newsletter These are some of the issues you will consider 4 3 2 Step 2 Create an e zine Click Content from the opening screen and then click the New e zine button An e zine properties screen similar to the one shown below is displayed On this screen you select the templates used to create editions in HTML and text format and you enter data that does not change for each edition for example the Reply To email address In the illustration below the e zine properties of a newsletter named Newsletter are shown The fields in the e zine property screen are described in the table below Enter your data on this screen and then click the Save button see below Headers In this
49. he background 6 Step 3 Tripolis Mail displays the total number of subscribers that matched your query and the number of hits per condition The details on the first record that matched the query are also displayed 7 Tripolis Mail now offers you four options for dealing with your results Save the results in a new mailing list enter the name of a new list and click the Create new button ii Add the results to an existing mailing list click the arrow select a list and click the Add to button lil Remove the results from an existing mailing list click the arrow select a list and click the Remove from button iv Click the Finish button without processing the results further Page 20 of 57 User s Guide eo Note 1 The AND operator is used to connect two conditions which must be true In the example above a subscriber must be male and be born after 1965 in order to be selected The OR operator is used to connect two conditions one of which must be true both can also be true Note 2 the order in which you enter the query is important That is the conditions are evaluated in the order in which they occur which is from top to bottom So for example conditions 1 OR 2 AND 3 OR 4 is evaluated as 1 OR 2 AND 3 OR 4 Note 3 The Value field may contain more than one value For example if you use the between operator in the case of an age field the Value field would contain two values in this case the age inter
50. here you create and maintain your databases and lists In Tripolis Mail consider a database as a container for one or more lists for example from subscriber database of sports data you could create a list of those interested in canoeing if the relevant information was available in the database A list is thus a selection of subscribers from the database A list serves as the unit of transmission for a newsletter when you send a newsletter to subscribers you select a list and transmit the newsletter to all the subscribers in the list The database contains the entire set of subscribers and one subscriber can be a member of several lists in the same database For more information see section 3 Page 5 of 57 User s Guide eo 1 2 2 Content In this module you create the content of your mailings You create a mailing in HTML or plain text format using ready made templates provided by Veritate engineers Alternatively you can upload your own HTML or text version This is also the area where you enter static information that does not change with each newsletter for example items such as Default Subject From Return Path and so on These topics are covered in section 4 1 2 3 Mailings You combine a newsletter with a list and transmit it to your recipients You can send a mailing immediately or schedule it for transmission at a later interval These topics are covered in section 5 1 2 4 Statistics Once you have sent
51. how Tripolis Mail will process each field in the CSV file when you import it into the database For profile fields you have the following choices i create a new field with the same name or ii do not import the field For the mandatory email field Tripolis Mail suggests that you select the field with the same name in the CSV file The mandatory fields mail type and password are always present in the database If your CSV file contains these fields they will be imported into the database The following three columns are present on this screen a Column header displays the field names header row of the CSV file you are importing b Database field contains Tripolis Mail s suggestions for field names in the database For profile fields this is Create New or None If you select Create New Tripolis Mail creates a field in the database with a name identical to the name in the corresponding header row field To exclude the field from the import click the 7 arrow and select None For an overview of mail types see section 8 1 below c Identity field a field that uniquely identifies each record you will import Click the radio button on in the field that you want to select as identity field By default this is Page 11 of 57 User s Guide eo the email field but you can also select another field By selecting another field the import might take longer You cannot select the password Or mailtype fields Default Mail Type a Mail T
52. ields email default password default mail type default wewfie tet Note the fields for email password and mail type which are already present in the database the Mail Type field is explained in section 8 1 below On this screen you create one or more profile fields for registering subscriber details such as age salutation sex hobbies and so on For each new field you create first enter a name and click the arrow to select the type of field you want to create You have three options a A text field for entering characters or character digit combinations b A numeric field for digits only c A data field for entering birth dates in the format dd mm yyyy 5 For each new field click the Add button to add the field to the database Two additional Change and Delete buttons appear These allow you to change or delete the fields you created Your database is now added to Tripolis Mail When you click the List Management button Tripolis Mail displays your new database in the list of databases You now create a list for the new database and add subscribers to the list Page 12 of 57 User s Guide eo m Click the My Lists container of the database and then click the New List button b Enter a name for the list in the New list Specify list properties screen and click the Save button In the My Lists screen that appears click the Add subscriber button d Enter a valid email address in the Email field mandat
53. il If you want to edit the HTML of an edition use the Edit button instead Manage click Displays a list of all the links included in the edition and allows you to counters select links to include in click tracking Click the appropriate link checkbox on and click the Save button Add open counter When you click this button the default Veritate counter or the counter specified in the e zine Open URL field is added to the edition This button is greyed if the open counter is has already been added to the edition Text version Button Function Edit Edit a text version of the page in a text editor Preview Preview the edition no editing functions Tripolis Mail opens a separate window that displays a representation of the text version of the edition Export Export the page as a text file Tripolis Mail prompts you for a download location Click the Save button navigate to the location and click the Save button again Manage click Displays a list of all the links included in the edition and allows you to counters select links to include in click tracking Click the appropriate link checkbox on and click the Save button Click the Visual Editor button The Visual Editor template appears Click the Edit button at the top left side of the screen The Visual Editor appears This is the editing interface for the articles you will include in the edition Section 4 2 3 contains a detailed overview of the Visual Editor 6 When yo
54. ins functions for temporarily hiding text and inserting internal links No automatic generation of text version from HTML version Static HTML You edit the text or HTML version no editor used extensive HTML coding skills required You can use Tripolis Mail templates for the Visual Editor only with Microsoft Internet Explorer for Windows version 5 5 or above CMS templates are compatible with Firefox as well Text that you copy and paste from Microsoft Word into the Content Management System or the Visual Editor might lead to formatting problems on the web page To avoid this first paste your text into a simple text editor such as Notepad or type the text in Notepad before you copy it into the edition The article editor of the Content Management System offers special copy amp paste filters to avoid these formatting problems 4 2 2 CMS template A Content Management System CMS template is a structured container and interface for entering text graphics or hyperlinks in an edition Its configuration is already fixed you enter content into areas sections and articles that have a predefined structure You don t view or manipulate HTML code but the result of your labours is an edition in both HTML and text format Your CMS template is built from a series of sections which you can edit The structure is tailor made to your requirements in collaboration with a Veritate engineer A CMS template can generate a table of contents fro
55. ional if you use a different key value as described below Key values during the import process you will select one field to use as a key value or identifier The value in this field identifies the record row as being unique in the database The email address is usually used as a key so you cannot have two records with the same email address in the same database If a record is not unique Tripolis Mail indicates this during the import process and lists the Page 10 of 57 User s Guide eo number of double entries found If you choose the email address as a key Tripolis Mail saves the email address once only in the database as key identifier Two other fields password and mail type are created by default by Tripolis Mail but you can import these optionally into your database In most cases your CSV file will contain optional profile fields such as salutation or hobby in the example above 3 2 Creating a database and a list in Tripolis Mail Import Wizard There are two ways to create a database in Tripolis Mail Import a CSV file and create the associated database and list on the fly during the operation This is the usual method of creating a database in Tripolis Mail Create an empty database in Tripolis Mail then create an accompanying list and add subscribers to the list You can do this by importing a CSV file of subscribers into the database or by adding subscribers one by one You ll be most likely to use the
56. ipients by recipients The total number of clicks in the mailing The number of recipients that clicked any one of the URLs with a click counter in the mailing The average number of clicks on any one of the URLs in the mailing per recipient The average number of clicks per active click counter The percentage of the total number of recipients that clicked on a URL The ratio of the number of clicks to the number of opens Page 47 of 57 User s Guide eo Refresh Click detaile Export overview xls Click results Total E Total clicks 5109 Recipients clicked 3310 Average clicks per recipient 1 54 Average clicks per link 196 5 Response ratio 22o Click open ratio 33 Clicks within 14 days 2000 22 Jan 24 Jan 26 Jan 28 Jan 30 Jan 1 Feb 3 Feh Click on the Click details button to display the detailed results for each URL in the mailing with a click counter Choose Export click details csv to save these results as comma separated file Select a URL and click on View data to see which recipients clicked on the URL at which time 6 2 5 Click Channels Statistics on click operations per Click Channel by recipients Click Channels are being explained in 6 3 below CTR Click through rate of the mailing click channel or link This is the ratio between the number of clicks and the number of opens Clicks The absolute number of clicks per mailing click channel or link 6 2 6 Compare statisti
57. ize to synchronize your list with your import file This will delete 6 recipients in the list which are not present in the import file This operation deletes those subscribers that were present in an existing list but not in the import file you imported to the list If you created a new list this value is of course Q Click the Synchronise button to perform this operation 3 5 Specifying test lists In the Mailing Wizard see section 5 2 you can choose between two types of test mails A normal test mail will send the newsletter in a HTML and TEXT version to all recipients of the selected mailing list If you check test list on the list properties screen Test mailing will be selected automatically in the Mailing Wizard The second form of test mails is called Sample test and is only available if you define a sample source and sample amount on the list properties screen Test list lv Sample source Sample amount 5 Once you checked test list a list of available mailing lists in the same database will be displayed Select the list which should be used as sample source When you send the sample test mail subscriber profile data of a random selection of recipients from the sample source list will be used to create sample test mails which will be sent to the recipients of the test list Sample amount indicates how many sample test mails will be sent to each recipient The sample test mailing can be used t
58. looks suspicious or you do not fully trust the source do not open or save this file File name expork csy File type Microsoft Excel Comma Separated Values File From edm veritate net Would you like to open the file or save it to your computer Cancel More Info 6 Click OK enter a file name in the Save As dialog that appears and click the Save button A Tripolis Mail database will probably change continuously if subscribers enrol in a mailing list or cancel their subscriptions online If you export a mailing list and then import it again you may inadvertently import subscribers that cancelled their subscriptions in the period between export and import 3 6 13 Importing a Veritate CSV file into Microsoft Access or Microsoft Excel If you export a CSV file from Tripolis Mail how to do this is described in section 3 6 12 above you can import it into Microsoft s Access or Excel applications Similarly if you create a database table or a spreadsheet file in these applications you can save the file in CSV format and import it into Tripolis Mail The following sections describe how to import a CSV file into MS Access and MS Excel For additional information consult the help file for these applications 3 6 13 1 Importing a CSV file into MS Access 1 Start Microsoft Access hereafter called MS Access 2 If MS Access prompts you in the opening dialog to create a new database Blank Access database choose this o
59. m the articles you enter in the edition You can also delete articles and change an article s location within a section For more information on creating a newsletter using a CMS template see section 4 3 3 1 below Page 27 of 57 User s Guide eo 4 2 3 Visual Editor template The Visual Editor is a web based WYSIWYG editing interface for articles Like the CMS the Visual Editor also uses predefined areas for entering content You can change an article s location within a section delete articles and make articles temporarily invisible While editing the HTML version of an edition you can preview it and save the page or revert to the last saved version For the text version you can preview the text only You can export both HTML and text versions You can insert internal links to articles in an edition This is a useful way to create a table of contents The VE template does not generate a text version of an edition from the HTML version This is only possible with CMS templates A template for a text edition is not available For each edition you create you can specify which URLs in the edition you want to include in click tracking 4 2 4 Static HTML Template The CMS and Visual Editor templates are designed for authors to create content conveniently and without any knowledge of HTML code You can also modify a template file if you have required skills that is a very good knowledge of the template structure and
60. n of the edition you just created The Edit edition Specify edition properties screen appears see below Edit edition Specify edition properties Edition properties 2005 04 16 4P News Alert Subject ABT Press News Alert HTML version Content Visual Editor review Add open counter TEAT version WW Manage Click Counters Page 34 of 57 User s Guide eo This screen allows you to edit the HTML and Text versions of the edition In the HTML version you use the Visual Editor in the Visual Editor screen in the text version you edit the text in an Edit Text version screen The function of each button is described below HTML version Button Function Edit the page that is edit the structure derived from the template that will be used to create the current edition You shouldn t do this unless you have excellent HTML coding skills and a good knowledge of the Visual Editor template designed for your company Visual Editor Edit and preview the page in the Visual Editor See step 4 below Preview Preview the edition no editing functions Tripolis Mail opens a separate window with a representation of the HTML version of the edition Export Export the page in HTML format Tripolis Mail prompts you for a download location Click the Save button navigate to the location and click the Save button again The exported file can be used as static html file on your website but should not be imported back into Tripolis Ma
61. nd Fans Clash With Portuguese Polic or ABC Press Newsletter 2004 06 16 2004 06 16 15 30 51 Press Next to start the query 5 If your query is successful one or more subscribers are selected a screen similar to the one shown below appears From this screen you can a Create a new list enter a name in the Create new field b Add the selection to an existing list select a list from the dropdown field c Remove the selection from an existing list select a list from the dropdown field This is useful for example if you want to remove from a list those subscribers who have not opened the mailings specified in your query line s Query Statistics 3 4 Results subscribers that matched your query 37 Mailing Operator Matches ABC Press Newsletter 2004 06 16 2004 06 16 15 50 51 opened oF Action Mailing list special offers Remove from special offers Y 6 Enter the name of a new list and click the Create new button or click the Add to or Remove from buttons Click the Finish button without processing the results further Page 49 of 57 User s Guide eo 6 2 8 Exporting statistics This facility allows you to create and export a file that contains information on the open and click behaviour of recipients of a specific mailing In addition to an identifier for the mailing and the recipient the CSV file you export contains information on open and click behaviour how often the user Opened the em
62. nks in text with counters CMS CMS open counter found in template Enabled a Mailing list subscriber Test list test Manage sections only available for CMS templates Click this button to view a list of the CMS sections that make up the e zine 4 3 3 Step 3 Create an edition To create an edition 1 Ensure that an e zine exists for the edition you want to create For information on creating an e zine see section 4 3 2 above 2 Click the e zine s My Editions container Its contents are displayed see example below New edition Action ID Edition name Subject Ej 1i 6638 2004 06 16 ABC Press Newsletter 2004 06 16 i 6564 2004 06 17 ABC Press Newsletter 2004 06 17 aF mi 6665 2004 06 18 ABC Press Newsletter 2004 06 13 i T34 2004 07 13 ABC Press Newsletter 2004 07 13 The next step depends of the type of template you selected when you created the e zine see section 4 3 2 above Below we ll consider the options for a CMS template a Visual Editor template and a Static HTML template 4 3 3 1 Creating a newsletter using a CMS template Starting point you have created and specified values for an e zine with a CMS type template 1 Select the e zine and click its My Editions container 2 Click the New edition button on the right side of the screen A New edition Specify edition properties screen appears This is where you enter the properties of the new edition including a specific subject for this edi
63. ns the text images and links that you will transmit to your subscribers Mailing The email that is sent to subscribers also called a Newsletter or an Email Subscriber A member of your subscriber database also called a recipient in this manual User The employees in your organization who use the Tripolis Mail application GD In the text gender specific references s email or Ais file are used for convenience only and refer to both sexes Each client should have one key user This is the main contact person for Veritate This person also will receive the product updates A so called certified user is a user who followed a training by Veritate Both the certified as the key user are allowed to consult the Veritate helpdesk 31 20 4710777 they both received the training Other users should ask their questions to certified users or key user Page 7 of 57 User s Guide eo 2 Using Tripolis Mail on your PC 2 1 System requirements Tripolis Mail system is a fully web based application you logon to and use Tripolis Mail from your web browser You should use Microsoft Internet Explorer for Windows version 5 5 or higher or Mozilla 1 7 or higher Firefox 1 0 or higher on any platform You will need Internet Explorer for Windows version 5 5 or higher for creating editions see section 4 with the visual editor Your browser should be set to enable session cookies and JavaScript In IE you can also set options that define how oft
64. o control personalized features like a salutation or content personalization in your newsletter Instead of using the data of your test list you are able to use the real data of your sample source list providing a more realistic test Page 14 of 57 User s Guide eo Example The newsletter uses a personalized salutation with merge fields like Dear firstname lastname Recipient list firstname lastname peterk qmail com Keller a3452 hotmail com info abcpress com steve miller net Miller jdk freenet org Kirsten bambler gmx net Ambler If you choose this recipient list as source mailing list for your sample data with a sample amount of 5 each recipient on your test list will receive 5 sample test e mails including a salutation 1 Dear Steve Miller 2 Dear Anna 3 Dear 4 Dear Janet Kirsten 5 Dear B Ambler Every recipient on your test list will receive the test mails exactly like Steve Anna etc will once the e mail is actually being sent to them including all mail headers and links Be careful with unsubscribe and change links 3 6 Managing subscribers In this section you will learn how to Display the properties of a database or a list View all the subscribers in a database or a list Search for subscribers Delete subscribers from a database or a list Select subscribers from a database or a list Edit a subscriber s details Edit status of a subscriber Remove duplicate email ad
65. ocess e zine The e zine from which the edition was created Edition The edition used in the mailing If you click any item in this list a preview of the newsletter appears Database The database from which the list was created List The list used for the mailing Embargo The date and time on which the mailing was sent Recipients The number of recipients Type The type of mailing see table above Status The transmission status of the mailing The options are pending sending Or sent Page 40 of 57 User s Guide eo 5 2 Sending an edition to a list of subscribers To do this 1 Our BR WN 9 Click Mailings from the Main Menu and click the Mailing Wizard button You now step through the mailing wizard For each step click the Next button to proceed or the Back button to choose from a previous step Step 1 select a database from the dropdown list Step 2 select a list from the database selected in step 1 Step 3 select an e zine from the dropdown list Step 4 select an edition from the e zine selected in step 3 Step 5 Tripolis Mail displays a list of mailing types e Personalized mailing af Test mailing sent to each recipient in both HTML and Text Pin Sample test test mailing with with sample data from list subscribers Choose a type from the list of types displayed see 5 1 above Step 6 Select an embargo date and time that is a date and time for transmitting the edition Ste
66. of HTML code Each time you create a new edition the template is loaded 4 2 5 Counters recording subscriber reactions to your emails One of Tripolis Mail s most valuable features is its ability to record subscribers reactions to your email Here reactions refers to the click and open operations of your subscribers that is you can find answers to questions such as which hyperlinks in my email did the subscribers click and how often did subscribers open my email To gather this type of information you can include click counters in the HTML and text versions of your email and open counters in the HTML version of your email Click counters a click counter records statistics on recipients reactions to hyperlinks in your email for example the number of times a recipient clicked a hyperlink in your mailing In a CMS template you can automatically record the number of clicks for all the hyperlinks included in your email In a Visual Editor template you select the links you want to record at edition level by clicking the Manage click counters button in the Edit edition Specify edition properties screen For each URL in the mailing the click counter enters an encrypted address which refers to the real URL and also records the subscriber s click to the URL The real URL is opened normally Counter properties ID 171198 URL http us rd yahoo com DailyNews manual http search news yah
67. of each channel or edit the channel properties U1 A Page 51 of 57 User s Guide eo 7 Administration The Administration module allows users to modify their settings for example a user can modify his password and user name A user should also enter an email address and phone number for communication with other users You should seriously consider entering a contact phone number as this is very useful for Veritate engineers and support when they need to contact customers Note that passwords are case sensitive in Tripolis Mail If you enter a password in upper or lower case or a mixture of both you must enter exactly the same characters in the logon dialog To access the Administration module click Administration from the Main Menu The left side of the screen displays the User list container Click this container to display a list of users A user currently online has the value online in the Status column To send an email to a user click the user s icon Using the Tripolis Mail Administrator module an administrator can add and remove users from Tripolis Mail and monitor user access options for example access to Tripolis Mail modules and to databases and lists In the User Rights field the administrator can allocate one or more functions to a user Page 52 of 57 User s Guide eo 8 Appendix 8 1 About Mail Types In the Mailing module Tripolis Mail can send an edition to recipients in five different vari
68. oo comsearchinews Type special URL W Channel none wt Page 28 of 57 User s Guide eo On the Click counter properties page you can enter a name for the counter edit the URL of the target link and mark a link as special This is helpful to separate special links like an unsubscribe link from links which belong to a campaign when statistics are being analysed A click counter can also be assigned to a Click Channel see 6 3 Open counters an open counter records the frequency of email open operations open tracking per subscriber and per mailing You set the open counter to on at edition level by clicking the Add open counter button in the Edit edition Specify edition properties screen Test all counters before you use them on a live subscriber list To do this use the Test option in the Mailings section see section 5 below When you open a test email in your email application s inbox click all the links for which a counter has been set Then view the results in the Statistics module see section 6 below Tripolis Mail does not guarantee the correct operation of counters where these are used in combination with non Tripolis Mail counters for example counters from DoubleClick The Tripolis Mail counters will function correctly but the DoubleClick counters may not function correctly 4 3 Creating a newsletter The following section describes how to create a newsletter in Tripolis Mail First ensure t
69. ory and the password field optional and select a Mail type from the dropdown list e Enter data in the profile fields you created a Add Subscriber Email jan abcpress com Mail type HTML with text alternate pictures on line type 0 Status Enabled Disabled Profile Data first_name Peter last_name gender Subscriptions W subscriber test Cancel 3 3 Importing a CSV file into an existing database The procedure for importing a CSV file into an existing database is the same as for a new database outlined in section 3 2 1 above except that you select an existing database and list from the dropdown lists during the import process At step 7 Tripolis Mail provides you with a report on the import operation see section 3 4 below 3 4 Viewing a report on the import operation The following table is an example of the report Tripolis Mail produces for each import operation either for an existing or a new database This is produced at step 7 of the Import Wizard The example below refers to files imported into an existing database so the details will differ if you are creating a new database as described in section 3 2 Message Explanation Total number of records The number of records in the import CSV file including the header row Records with syntax errors The number of rows in the CSV file that could not be read due to some error for example an email address that contained a comma Subscribers
70. p 7 Tripolis Mail displays a summary of your selections Check that you have made the correct choices A Preview button allows you to preview the HTML or text versions of the edition Mailing Wizard T T gt Summary MET Mailing properties Mailing list subscriber with 646 subscriber From ABC Press lt info abcpress com gt E zine newsletter a To lt S4email gt Edition 2005 09 16 ete Reply To helpdesk abcpress com Mail type personalsed Return path bounce eritate com Embargo 16 09 2005 12 49 l Subject ABC Press Newsletter 2005 09 16 Please check all settings and HTML version Preview click Next to schedule the mailing Text versiom Preview When you click the Next button in step 7 Tripolis Mail starts the transmission process but the mailing is not yet sent The mailing is added to the transmission list and the screen changes to display a list of all your mailings Click the Personalized Test or All buttons to view the mailing you just scheduled Its current status is shown in the Status field If you do not delete or edit the mailing this field receives the value pending up to the moment of transmission It then receives the value sending while the mailing is being transmitted and the value sent once it has been transmitted If you temporarily cancel the mailing this field takes the value not ready see below Rescheduling or deleting a mailing note the delete and edit buttons in
71. prompts you to select a source list or database When you click the Next button Tripolis Mail compares the lists and displays the first 10 duplicate records Depending on the size of the mailing lists this process can take up to two minutes 5 To remove the duplicate records from the target list click the Next button If you select a list as a target duplicate records will be removed from the list only and not from its database If you select a database as a target any duplicate records will also be removed from the database s underlying lists You cannot remove duplicate email addresses by selecting the same list as both source and target 3 6 9 Merge or split of lists On list level Tripolis Mail enables you to merge two lists The merge is only supported within a single database Subscribers of a selected source list will be added to the target list After the merge Tripolis Mail will show you how many subscribers are added to the target list On specific list level Tripolis Mail enables you to split one list in two separate lists By entering a split position e g the 5 position in a list of 10 records and a name of the new list Tripolis Mail will process this routine Page 21 of 57 User s Guide eo 3 6 10 Editing a subscriber s details Once you have found a subscriber you can edit the subscriber s details or add the subscriber to a list 1 Display the database properties screen as described in section 3 6 1
72. ption or click the Ll icon from the toolbar Page 23 of 57 User s Guide eo 3 Enter the name of a database file in the File New Database dialog and click the Create button The database table you create from the CSV file will be stored in this database From the toolbar choose File gt Get External Data gt Import In the Import dialog navigate to the CSV file you want to import select Text Files in the Files of type field and click the Import button MS Access now starts the Import Text Wizard At each stage below click the Next button to go to the next step a Click the Delimited checkbox on b Select a semicolon as field delimiter and click the First Row contains Field Names checkbox on The names in the header row of the CSV file are then used to create the field names in the database c Create a new table select New Table d For each column in the CSV file you are importing the wizard prompts you to make the following choices i Enter a new field name or use the default from the header row li Skip the column do not import iii Select a data type iv Index the field Place your cursor on each column and modify its properties as required U1 gt 6 Click the Choose my primary key radio button on and select the email column or the column you used in Tripolis Mail as the primary key This is the field that uniquely identifies each record in the database 7 Enter the name of the database table you will cre
73. r a constant delivery schedule Page 4 of 57 User s Guide eo 1 Introduction 1 1 What is Tripolis Mail Tripolis Mail is web based software that allows you to create electronic newsletters and direct marketing emails Tripolis Mail offers you a set of easy to use tools for creating content in HTML or text format With Tripolis Mail you can easily create newsletters that match your company s image and requirements Your subscribers those who receive your newsletter register their interest in your company or products online via your company website or you can import a database of subscribers into Tripolis Mail Using one or more templates specially designed by Veritate engineers for your company you quickly and efficiently create newsletters without requiring any special knowledge of HTML code In addition to text content your mailing can contain images and links to other sites You merge the newsletter with a list of subscribers and transmit it at a selected date and time Tripolis Mail offers you an extensive set of tools for managing your subscribers Using Tripolis Mail wizards you can compare subscriber lists and remove duplicate subscribers select subscribers and create new lists based on your selection criteria in general terms a list as a selection from a database For example you can select subscribers who live in a particular city or who are in a specific age group You then create and transmit a newsletter specially
74. r article to the edition click the New article button The editing interface appears Enter a new article and save your content The new article is displayed under the previous article on a screen similar to the one shown below In some cases this depends on the design of your template and on the number of articles in a section you can move articles up or down within a section using the 4 or arrows in the Action field or directly select the position in the Order field Page 33 of 57 User s Guide eo When you save the data the section you just edited is displayed in the list of articles for this edition Properties Articles Editor Preview Section Order Edition Title Action content 2005 08 16 Xbox 360 to launch in November Ed T content 2005 09 16 Quiet 21st Birthday for Rebellious Prince Harry Ei T content 2005 09 16 Britney Spears gives birth to baby boy Ei T ip teaser 2005 08 16 Sports i Editing a group of articles in one operation ABC 1 ABC Newsletter Sport ture When you have created a series of articles you can edit these from an Editor screen To do this first display the Edit edition Specify edition properties screen for the edition and click the Editor al i button Using the editor interface that appears see example below petar shakes ott prospect ot oral ke se use the icon or lll icons to edit or delete articles Use the 4 or arrows where these are present to move
75. reen above the e zine named newsletter contains an edition named 2004 06 16 You navigate through e zines and editions by clicking the and icons to expand or collapse the folders or containers You can also view the properties of e zines and editions Place you cursor on an e zine and click once The e zine properties screen is displayed on the right side of the screen This screen is discussed in detail in section 4 3 2 below To view the properties of an edition expand the relevant My Editions container and then click the edition you want to view The edition properties screen is then displayed For more information on the fields in this screen see section 4 3 3 below 4 2 1 About Templates The aim of a template in Tripolis Mail is to make the process of creating a newsletter as simple and efficient as possible A template separates content from structure in other words the template allows you to create editions without requiring a detailed knowledge of the technical details for example HTML coding In most cases you will design your template together with the Veritate engineer and you will receive full instructions on its use A template is structured because you enter content in predefined areas You can also move blocks of content up and down within a specific part of the edition you are creating in some cases you can Page 26 of 57 User s Guide eo insert internal links or automatically allow a table of contents to be generated
76. rocedure for querying statistics is as follows 1 From the Main Menu click the Statistics button 2 Click the Query Statistics button A wizard guides you through a series of steps to create the query For each step click the Next button to proceed or the Back button to choose from a previous step Using the wizard do the following 3 Step 1 From the dropdown list select the database or the list you want to investigate 4 Step 2 In a dropdown list Tripolis Mail displays a list of mailings that were sent using the database or list you selected You now select a mailing and an operator and add these to the query a Select a mailing from the Mailing dropdown list b Select an operator from the Operator dropdown list If you select the click operator Tripolis Mail displays a dropdown list of links that were included in the mailing you selected Select a link from the list c Click the Add button to add the line to your query d Repeat the previous steps until you have entered all the lines you require in the query To remove a line click the Remove button next to the line The screen below is an example of two query lines for links in a mailing Query Statistics 2 4 Specify conditions Mailing Operator Link ABC Press Newsletter 2004 06 16 2004 06 16 15 50 51 clicked Climate Change Experts Despair Over U S OR ABC Press Newsletter 2004 06 16 2004 06 16 15 50 51 clicked Mars Rover Experiencing clicked 63263 Engla
77. s Mailing results Total Yo Mailing overview Recipients 22362 100 Not delvered 0 0 Delivered 20909 93 5 not opened 11732 52 46 opened BATO of opened and clicked 502 4 03 Bounced 1453 6 5 Mdelivered and opened E delivered opened amp clicked Mdelivered not opened bounced Recipients The number of email addresses in the mailing list Not delivered The number of unsuccessful deliveries Delivered The number of successfully delivered emails not opened The number of unopened emails opened but not clicked The number of recipients that opened the email but who have not clicked on any click counters yet opened and clicked The number of recipients that opened the email and clicked on a link Bounced The number of addresses that returned a bounce message 6 2 2 Mail An overview of the mailing statistics Refresh View data Export overview xls Export data csv Mailing results Total o IREN ween Recipients 17479 100 Pending 0 0 Sending 0 0 Delivered 14943 65 49 Bounced 2536 14 51 5 1 1 Bad destination mailbox address 1593 516 Destination mailbox has moved r No forwarding address 5 3 0 Undefined mail system status 35 529 Mailbox full not accepting 129 Messages 5 0 0 Undefined error 5 0 0 115 5 5 0 Undefined protocol error 11 5 4 6 Routing loop detected 13 5 1 2 Bad destination system address 324 5 4 4 Unable to route 24
78. s for example a list of databases or a list of e zines The area on the right side displays more information on the item you selected in the tree structure or on an item you select from the top of the screen Example start Tripolis Mail and click the List Management button The left side of the screen displays a container icon named My Databases This contains one or more database folders each of which contains one or more lists let s assume you have some sample lists or that lists are already present on your system To view the lists within a database click the icon next to the database if it s not already expanded On the right side the List Management submenu is displayed This consists of the buttons New Database Import Wizard Export Wizard Selection Wizard and Exclude Wizard These buttons are explained in section 3 below eo List Management Content Mailings Statistics Administration Help TRIPOLIS SOLUTIONS New Database Import Wizard Export Wizard Selection Wizard Exclude Wizard You are here Tripolis Mail gt List Management ay ABC Press List Management T My Databases H news alert H newsletter List Management Import Wizard Use the import wizard to import subscriber data from a CSW file on your computer Export Wizard Use the export wizard to export subscriber data to a CSW file on your computer Selection Wizard Use the selection wizard to select subscribers from the database Na
79. side of the screen displays a My Statistics container 2 Expand the databases container by clicking on My Databases A list of available databases will be shown 3 Click on the statistics icon or the name of the database on the left side to select the database and display its statistics Subscriber Total number of subscribers in the database Subscriber not in Displays the number of subscribers which are not subscribed to any mailing list any mailing list Status 0 1 or 2 Amount of subscriber per status If the bounce handler or double opt in subscribe procedure has been used a subscriber might have status 0 disabled Status 1 enabled is the normal condition Status 2 imported indicates that a subscriber has been imported with the Import Wizard these subscriber are also enabled all will receive mailings Mail type 0 4 Displays how many subscribers are receiving which mail type Next to this overview domain statistics are available Select Domains in the navigation menu to display the domain statistics The top 25 of all domains of subscriber emails in the database will be displayed A complete list with all domains can be exported as Microsoft Excel file Export xls Top 25 domains Total F N E Total subscriber 30795 100 hotmail com 4371 14 19 planet nl 2o04 6 46 wanadoo nl 2575 6 36 home nl 2455 T 99 hetnet nl 2029 6 59 chello nl 1675 5 44 zonnet nl 1632 3 390 14 _ ticali nl 1074 3 49 hecnet
80. st of all the links included in the web page allowing you counters to select links for click tracking Click the appropriate link checkbox on Add open counter When you click this button the default Veritate counter or the counter specified in the e zine is added to the edition This button is greyed if the open counter is has already been added to the edition Text version Button Function Edit the text in the edition you just created or load an optional template To load an optional template click the Browse field navigate to the file you want to load and click the Open button in the dialog Try to use hyperlinks shorter than 70 characters If you set the wrap text button to on links that contain more than 70 characters may be cut off and not function correctly If this happens disable wrapping and correct the affected links Preview Preview the text version as it will appear to your subscribers Export Export the page as a text file Tripolis Mail prompts you for a download location Click the Save button navigate to the location and click the Save button again Manage click Displays a list of all the links included in the edition and allows you to counters select links to include in click tracking Click the appropriate link checkbox on and click the Save button 4 3 4 Printing a newsletter You can print a newsletter but this presents some problems which are related to MS Windows The first problem concerns images
81. sterisk to substitute for zero or more letters or digits Use the character to substitute for one letter or digit For example the string bert abcpress com will retrieve the following subscribers bert abcpress com norbert abcpress com robert abcpress com roberto abcpress com To retrieve email addresses such aS norbert hotmail com or bert abcpress com enter bert instead of bert Entering ber abcpress com will retrieve bert abcpress com only The sign must be included in the search string when searching for email addresses The find subscriber function is case sensitive The system will interpret norbert hotmail com as another address as Norbert hotmail com Page 17 of 57 User s Guide eo If your mailing list contains a small number of subscribers you can find the subscriber by browsing through the list place your cursor on the list and click the List all subscribers button The Find Subscriber function for mailing lists can only search for email addresses 3 6 5 Deleting subscribers You can delete a subscriber from a list or a database Even if you delete a subscriber from a list the operation deletes the subscriber entirely from the database and from all the lists of which he is a member You can also remove a subscriber from a list in this case the subscriber remains in the database and remains a member of other lists where applicable You can delete a subscriber from a database in three ways Fin
82. text of your email appearing lower down in the forwarded mail A browser that cuts off long sentences with a hard return will often result in sloppy looking paragraphs The following tips may be useful restrict the size of text lines and insert your own hard returns Finally it should be noted that long words may not appear in the HTML version of an email this applies in particular to words placed in a 120 pixel column In this case hyphenate the word yourself 8 3 9 Aim for a constant delivery schedule The frequency of delivery should be consistent that is you should try to deliver the email at the same time each week month etc Timing can be essential especially for periodic newsletters and this will stimulate the image of a reliable professional newsletter Page 56 of 57 User s Guide 9 Index administration 52 automatic bounce handling 19 Bounced 46 case sensitive 17 certified users 7 click counters 28 31 Click Statistics 43 45 CMS template 27 32 content personalisation 42 content section 26 copy and paste from MS Word 27 counters 28 create a CSV file 10 CSV 10 11 13 23 50 database create 12 properties 15 double opt in 19 Edition 7 embargo 40 Exclude Wizard 21 Export Statistics 45 Export Wizard 23 e zine 7 26 29 Advanced Options 31 Manage sections 32 General statistics 46 headers 29 hyperlinks 37 image insert 37 upload 37 Import Wizard 11 internal links 38 key
83. the article can be copied When you click this icon the entire contents of the article are copied Enter text in the new article and move it to a new location on the screen if required article ie Delete an article click the erase icon article ie Move an article click the up or down arrows to move an article s position up or down within its section These f arrows may or may not be displayed depending on the number of articles per section 4 3 3 5 Inserting internal links You can also create internal links for example from the top of your edition to an article When the recipient views the edition he can click the internal link from the Table of Contents to the article To insert an internal link on a page 1 Locate the target position for an anchor The anchor will be the target for your internal link Type the identifier which has to start with a character and must be enclosed in square brackets for example 3 This anchor remains visible in the editor but not in the final newsletter Select the text where you want to add your internal link and click the icon set link icon In the Hyperlink screen that appears type the identifier of the anchor you have just entered without the brackets for example 3 and click OK Test your result by clicking the Preview button and clicking the hyperlink W N 4 3 3 6 Creating a newsletter using a static HTML template Starting point you have created an e
84. the split list function First you need to know a bit more about databases and lists These two topics are discussed in the following section 3 1 1 About databases and lists Each record in a Tripolis Mail database will contain mandatory fields for the subscriber s email address password and mail type the mail type field describes the format of the mailing the subscriber will receive In addition the record will contain a number of optional profile fields for example fields for age sex salutation title occupation hobbies and so on that are defined by a user Profile fields thus relate to the purpose or the subject of your database The database contains the entire set of subscribers A list is a container for some of the records in the database For example from the database you can create a list by selecting from the database all subscribers younger than 35 or those that live in the UK or Sweden or you can import a file and create a new list during the import process A subscriber can be a member of several lists for example a subscriber may be a member of lists for canoeing and surfing in a sports database When you retrieve a subscriber from the database Tripolis Mail displays the lists of which the subscriber is a member A list is the unit that you couple with a newsletter that is you produce the mailing by linking an edition with a list of subscribers in the Mailing module 3 1 2 About CSV files You will probably creat
85. ting the wizard prompts you to make the following choices i Select the column data format li Skip the column do not import Place your cursor on each column and modify its properties as required The wizard now prompts you to specify the destination of the import data and its location on the worksheet Select the current worksheet or a new worksheet and enter the column row specification e g D 8 within the worksheet file The first cell of data row 1 column 1 will be inserted at the location you specify Import Data 2f x where do you want to put the data Existing worksheet Cancel New worksheet _Propetties _ PivotTable report Parameters Click OK MS Excel now imports the CSV file 5 Click the i icon on the toolbar to save the worksheet file Page 25 of 57 User s Guide eo 4 Content Management 4 1 Overview The Content section is the module where you create and manage the content of your newsletters and the template from which the newsletters are derived You manage content in Tripolis Mail at two levels the e zine level and the edition level At e zine level you enter static information that does not change from edition to edition for example the from email address a default subject for the email and an email address to which undeliverable emails are bounced You also specify the template that you will use to create the editions that are made from this e zine You must create the
86. tion for example ABC Press Newsletter 2004 07 13 3 Enter a Name and a Subject for the new edition and click the Save button You will now enter articles for this edition Page 32 of 57 User s Guide eo 4 A list of editions including the edition you just created appears on the following screen Click the Edit button of the edition you just created The Edit edition Specify edition properties screen appears 5 Click the Articles button on this screen and then click the New Article button on the following screen The edit interface for the articles in your edition appears Note that the edition you just created is displayed as the default in the Edition field of the editor but you can select another edition if required Icons and functions of the CMS editor E 7 U Paragaph i Font family Font size i L F7 HTML E Et a a Q x x a a To perform most of the above operations first select the text you want to change and click the relevant icon The image above shows the advanced mode of the CMS editor with all available functions A basic mode with less functions is also available The mode can be changed on the user settings page of the Administration section When you click the insert image icon an Insert Image screen is displayed On this screen you can select an image from the server or upload new images The screen also allows you to edit some of the image s properties its dimensions or alignm
87. u are finished entering content click the Preview button to get a view of the page as it will appear to your recipients If you are satisfied with its contents click the Save button Click the Revert button to return to the last saved version of the page Click the Cancel button to return to the Edit edition Specify edition properties screen UI 4 3 3 3 Using a Visual Editor The above characteristics are best illustrated by an example We will consider the newsletter of a news agency Imagine you have created an e zine with a Visual Editor type template You have also set up the properties of the first edition When you are ready to enter the first article in this edition a screen similar to the one shown below is displayed Page 35 of 57 User s Guide eo New edition Action ID Edition name Subject Ef fy 9657 2004 06 16 AP News Alert ABC Press News Alert When you click the Edit icon on your edition the edit screen appears To access and edit the edition using the Visual Editor click the Visual Editor button The editing interface appears as shown in the example below Note the Edit and Cancel buttons on the top left side of the screen Visual Editor Edit Cancel aajo a B Z U g E E A 2 stve mi ee eel lt ror sel Insert Image Image align x Homepage Change profile Unsubscribe Contact 16 June 2004 ABC News Alert New Attack on Oil Pipeline in Iraq Ut H i i Mf AF W
88. val separated by a comma or semicolon for example 40 45 If you want to select two age intervals for example 20 to 25 and 40 to 45 you must enter two lines in the query age between 20 25 OR age between 40 45 Note 4 Query strings are case sensitive 3 6 8 Removing duplicate records from a database or a list Exclude Wizard In Tripolis Mail you can compare two lists or databases with the aim of removing duplicate email addresses that is records with identical email addresses in the source and target lists You select a target list and a source list Tripolis Mail compares these and removes from the target list those records that are present in both target and source lists Your target can also be a database including all of its underlying lists The Exclude Wizard has many uses for example you can compare a to be sent mailing list with a sent list and remove the sent records from the to be sent list Note In the procedure below the term mailing list covers both database and mailing list To remove duplicate email addresses 1 Click the List Management button 2 Click the Exclude Wizard button This starts the exclude wizard which guides you through the exclude process 3 Select a target Tripolis Mail prompts you to select a target mailing list This is the list from which duplicate records will be removed Click the Next button to continue 4 Select a source Tripolis Mail
89. vigating further If you click any of the submenus in the List Management screen for example New Database the screen on the right side changes to reflect this In this case you are prompted to enter the name of a new database For the moment click Cancel to exit this screen The You are here bar Notice the You are here bar below the submenus this displays your current location in Tripolis Mail and changes appropriately as you navigate through the application It also serves as a navigation tool click one of the items in the bar to navigate to the desired area For example to return to the opening screen click Tripolis Mail To guickly go to a part of the application From your current location click one of the buttons List Management Content Mailing Statistics Administration or Help and navigate further or Click an item in the tree view or click an item in the You are here bar Saving your data On many data entry screens for example the Add subscriber screen you must click the Save button to save your data Tripolis Mail does NOT prompt to save your data when you exit a screen Page 9 of 57 User s Guide eo 3 List Management 3 1 About this section List Management is the module where you manage your subscriber data that is you create databases and lists and add import export select and delete subscribers You can also create new lists by making selections of subscribers from the database or by using
90. ws from ABC Press Mailing list subscriber l httpuvedm netrss 7 RjB amp c lzb The fields title link image URL and description can be used to customize the RSS feed 8 3 Tips for successful Email publishing 8 3 1 Choose relevant topics The subject line and the sender text are the first items that a recipient sees in your mailing It s hard to overemphasise the importance of these items Often these two fields do not truly reflect the content of the email or the subject line is uninteresting The content of the subject line should stimulate the reader to open the email Page 55 of 57 User s Guide eo 8 3 2 Keep your subscriber list up to date A recipient usually enters his name personally when he subscribes to your mailing list This is often done carelessly Recipients often type their names with Caps Lock on To ensure that your recipients receive a tidy looking email you should unclutter these fields regularly which implies a well organised data management system on your part Remove duplicate email addresses regularly 8 3 3 Separate objective content from commercial information In general recipients will not object to the inclusion of third party advertisements in your email By separating objective content from commercial messages you avoid confusing and irritating readers and you increase the email s readability You can achieve this by placing the non commercial and commercial information in separate cat
91. y 8 1 3 1 Type 4 text version Select this type if your email application does not support HTML or if you do not require HTML in your email This type is applicable to recipients using the following applications FreeMail AOL Compuserve Mutt Pine 8 2 RSS With Tripolis Mail RSS feeds can be processed as well as published RSS is a Web content syndication format Its name is an acronym for Really Simple Syndication RSS is a dialect of XML All RSS files must conform to the XML 1 0 specification as published on the World Wide Web Consortium W3C website For more information about RSS please visit http en wikipedia org wiki Really Simple Syndication e http www 106 ibm com developerworks xml library x rss20 e http blogs law harvard edu tech rss 8 2 1 Including RSS feeds In CMS template editions RSS 2 0 feeds can be used to import external articles into sections of an edition These might be feeds from your own content management system or any other source Adding a feed to a section 1 Click the Content button from the Main menu and select the e zine of the newsletter on the left side 2 Select Manage Sections from the menu A list of your sections will be displayed 3 Click the Edit button of the section which should receive articles from a RSS feed The name of the section must be the same as the title of the RSS channel see mapping 4 Enter the URL of the RSS feed l http www w3 org T
92. y online The images referenced in the email are linked to their source on the Tripolis Mail server and are retrieved when the email is opened This type is applicable to recipients using the following applications Hotmail Yahoo Gmail Excite Microsoft Outlook Microsoft Outlook Express Netscape Communicator AltaVista Email com Lotus notes AppleMail 8 1 1 2 Type 1 ASCII HTML images included In this case images are included in the email This type usually functions correctly with recent versions of the more commonly used email applications Recipients who use a dial in Internet connection to retrieve their email usually choose this option This type is applicable to recipients using the following application Microsoft Outlook 2003 this email client does not retrieve online images by default Page 53 of 57 User s Guide eo 8 1 2 Email contains HTML only 8 1 2 1 Type 2 HTML images not included This type is applicable if a recipient uses webmail which supports HTML to retrieve his email but where the HTML display is not optimal on the web client This type is applicable to recipients using the following application Pegasus 8 1 2 2 Type 3 HTML images included This type is applicable if the mail program supports HTML but where HTML display is not optimal This type is applicable to recipients using the following application Eudora 4 x 8 1 3 Email contains text onl
93. ype defines the format and content of the mailing that the subscriber will receive The default Mail Type defines the Mail Type for rows in the import file that do not have a value in the Mail Type header or where the import CSV file does not contain a Mail Type header For more information on Mail Types see section 8 1 below 7 Step 5 Click the Next button to start the import process 8 Step 6 Tripolis Mail informs you on how the import is progressing This screen will progress to step 7 when the import process is complete To move things along click the Refresh button to update your progress message 9 Step 7 Import confirmation Tripolis Mail provides you with a report on the import operation An explanation of a report is shown is section 3 4 below Any records you add to a list are automatically added to the database associated with the list Column headers can not start with a number 3 2 2 Creating an empty database The procedure is as follows 1 Start Tripolis Mail and click the List Management button 2 Click the New Database button 3 In the Specify database properties screen that appears enter a name for the database and click the Save button On the next screen that appears Tripolis Mail displays a list of all your databases 4 Click the Edit button in the Action field of the database you just created The Edit Database Specify database properties screen appears Edit Database lame news aiet F
94. zine that specifies a static HTML template Your HTML coding skills are excellent and you have a very good knowledge of the template you are using Select the e zine and click its My Editions container Click the New edition button on the right side of the screen Enter a name for the edition in the Name field and a value in the Subject field Click the Save button to save your changes In the list of editions that appears click the edit button of the edition you just created The Edit edition Specify edition properties screen appears KR WN This screen allows you to edit the HTML version and the Text version of the page separately In the HTML version you edit the HTML in an Edit HTML version screen in the text version you edit the text in an Edit Text version screen HTML version Button Function Edit the HTML in the edition you just created or load an optional template To load an optional template click the Browse field navigate to the file you want to load and click the Open button in the dialog Preview Preview the page in HTML no editing functions Tripolis Mail opens Page 38 of 57 User s Guide eo a separate window that displays a representation of the page as it will appear to your subscribers Export Export the page as a HTML file Tripolis Mail prompts you for a download location Click the Save button navigate to the location and click the Save button again Manage click Displays a li

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