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Create & Manage Email Subscription Lists

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This article will describe how our email subscription system works for members of the public and will show you how to manage subscribers and subscription lists.

 

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Public Subscribers

Members of the public can click the Subscribe button on your Portal or publishing website to subscribe or unsubscribe to your email subscription lists.

A Subscribe link on an example Portal page below the Search Meeting Files box.

 

If a resident is subscribed to the email of the week list, they will receive an automatic email with the upcoming meetings for the next week on Saturdays at midnight. The email will list all meetings for the week, and residents can click on each meeting date to be taken to the appropriate Meeting Details page so that they can open the materials.

An example Portal meeting detail screen.

 

Subscribers can click the Unsubscribe link that appears at the bottom of subscription emails to remove themselves from a subscription list.

An example subscriber email notification.

 

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Manage Subscription Lists

Create or Edit an Email Subscription List

 

  1. Log in to your municipality's Publishing Website or Portal if you have not already
  2. Click the Dashboard link to navigate to your Dashboard if you are not already there
    A Dashboard link in the top-right corner of the page to the left of the Search Meeting Files box.
  3. Click the Administration button
    A gray, rectangular Administration button.
  4. Within the Email Management section, click the Manage Subscription Lists link
    A Manage Subscription Lists link.
  5. Click the Add a new Email Subscription List link to create a new subscription list, or click the edit Email Subscription List link to the right of the existing subscription list you wish to edit
    The Add a new Email Subscription List and edit Email Subscription List links.
  6. You will be taken to the Email Subscription Lists page
    The Email Subscription Lists page which can be used to create or make changes to an email list.
  7. Enter or edit the Name of the email subscription list as desired
    The Name field.
  8. Add or edit the Description of the email subscription list if desired
    The Description field.
  9. Edit the Subscription settings if desired
    A Subscription settings section.
    • Subscribe new account: Select an option from the dropdown to determine how new accounts interact with this email subscription list
      • None: This newsletter is not listed on the user registration page
      • Default on: This newsletter is listed on the user registration page and is selected by default
      • Default off: This newsletter is listed on the user registration page and is not selected by default
      • Silent: A new user is automatically subscribed to this newsletter; the newsletter is not listed on the user registration page
    • Opt-in/out method: Indicate the ways in which a user can subscribe or unsubscribe from the subscription list
      • Hidden: This newsletter does not appear on subscription forms; there will be no unsubscription footer in the newsletter
      • Single: Users are (un)subscribed immediately, and no confirmation email is sent
      • Double: When (un)subscribing from a subscription form, anonymous users receive a (un)subscription confirmation email; authenticated users are (un)subscribed immediately
    • Subscription block: When this checkbox is checked, a subscription block will be provided for this newsletter category; anonymous and authenticated users can subscribe and unsubscribe through this block
  10. Edit the Email settings if desired
    An Email settings section.
    • Email format: Click "Plain" to send the newsletter as a plain text email, or click "HTML" to send the newsletter with HTML (HyperText Markup Language) formatting
    • Email priority: Select an option from the dropdown to set a priority level for newsletter emails, if desired
      • none: Messages will not be assigned a priority level
      • highest: Indicate that messages need to be addressed right away
      • high: Indicate that messages that need to be addressed as soon as possible
      • normal: Indicate that messages are important but not urgent
      • low: Indicate that messages that are not time-sensitive
      • lowest: Indicate that messages are not important
    • Request receipt: Check this checkbox to request a read receipt from subscribers
  11. Enter or edit the Sender information fields if desired
    A Sender information section.
    • From name: Enter or edit the name that will appear as the email sender
    • From email address (required): Enter or edit the email address that will appear as the email sender
  12. Edit the Email subject if desired
    An Email Subject section.
  13. Edit the HTML to text conversion settings if desired
    An HTML to text conversion section.
    • Hyperlink conversion: Determine how the conversion to text should be performed when your email is sent as plain text
      • Append hyperlinks as a numbered reference list: Links within the body of the email will be followed by a number, and all related links will appear in a list in numerical order
      • Display hyperlinks inline with the text: Links are embedded within the body of the message text
  14. Click the Save button
    A gray, rectangular Save button below the HTML to text conversion section.
  15. The email subscription list has been saved

 

Delete an Email Subscription List

 

  1. Log in to your municipality's Publishing Website or Portal if you have not already
  2. Click the Dashboard link to navigate to your Dashboard if you are not already there
    A Dashboard link in the top-right corner of the page to the left of the Search Meeting Files box.
  3. Click the Administration button
    A gray, rectangular Administration button.
  4. Within the Email Management section, click the Manage Subscription Lists link
    The Manage Subscription Lists link.
  5. Click the edit Email Subscription List link to the right of the subscription list you wish to delete
    An edit Email Subscription List link.
  6. You will be taken to the Email Subscription Lists page
    The Email Subscription Lists page.
  7. Scroll down and click the Delete button
    A gray, rectangular Delete button below the HTML to text conversion section.
  8. Click the Delete button on the Are you sure you want to delete? page to confirm that you wish to delete the category
    A gray, rectangular Delete button below the category deletion message.
    Notes:
    • All subscriptions associated with the deleted newsletter will be lost.
    • The deletion cannot be undone.
  9. The email subscription list has been deleted
    A green pop-up message that confirms the newsletter and category deletion.

 

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Manage Email List Subscribers

View or Edit Existing Email Subscription List Subscribers

 

  1. Log in to your municipality's Publishing Website or Portal if you have not already
  2. Click the Dashboard link to navigate to your Dashboard if you are not already there
    A Dashboard link in the top-right corner of the page to the left of the Search Meeting Files box.
  3. Click the Administration button
    A gray, rectangular Administration button.
  4. Within the Email Management section, click the Manage Subscribers link
    The Manage Subscribers link.
  5. The Email address, Username, Status, and Language (if applicable) of all subscribed users will appear by default
    A list of all current email list subscribers.
  6. Click and select an option in the Subscribed to dropdown, and click the Filter button to narrow the People list down by subscription list
    The Subscribed to dropdown and a gray, rectangular Filter button.
  7. Or enter an email address into the Email address field and click the Filter button to search for a specific subscriber
    The Email address field and a gray, rectangular Filter button.
  8. Edit the subscriptions of a specific subscriber, if desired
    1. Click the edit link to the right of the subscriber's email address
      The edit link for an example subscriber.
    2. Update the Subscriptions fields as needed
      Subscriptions fields which can be edited to update a subscriber's newsletter preferences and system status.
      • Subscriptions for [subscriber email address]: Check or uncheck the desired checkboxes to select the newsletter(s) to add/remove from the subscriber's subscriptions
      • Activation: Check or uncheck the Activated checkbox to activate or inactivate the subscriber's account
    3. Click the Update button to save any changes
      A gray, rectangular Update button.
    4. Click the Find Subscribers link in the navigation menu to return to the Email List Subscribers page
      The Find Subscribers link.
  9. Update the status of one or more subscribers, if desired
    1. Check the checkbox to the left of one or more subscribers' email addresses to select their account, or click the checkbox at the top of the column to select all subscribers
      Checkboxes that can be checked to select one, more, or all rows in the subscriber table.
    2. Click the Activate dropdown within the Update options section and select the desired option
      The Activate dropdown and available status options.
      • Activate: Mark the subscriber as active within the system
      • Inactivate: Mark the subscriber as not active within the system
      • Delete: Remove the subscriber from the system
    3. Click the Update button to the right of the Activate dropdown
      A gray, rectangular Update button.
    4. The subscriber(s) has been updated

 

Mass Subscribe Email List Subscribers

 

  1. Log in to your municipality's Publishing Website or Portal if you have not already
  2. Click the Dashboard link in the top-right corner of the page to the left of the Search Meeting Files box to navigate to your Dashboard if you are not already there
    A Dashboard link in the top-right corner of the page to the left of the Search Meeting Files box.
  3. Click the Administration button
    A gray, rectangular Administration button.
  4. Within the Email Management section, click the Manage Subscribers link
    The Manage Subscribers link.
  5. Click the Mass subscribe link below the List and Email List Subscribers tabs
    The Mass subscribe link.
  6. Fill in the People fields
    The People fields.
    • Email addresses: Enter the email addresses that you wish to subscribe
      Note: Email addresses must be separated by a comma, space, or new line.
    • Subscribe to: Check the checkboxes next to the newsletters that you wish to subscribe the users to
    • Force resubscription: Check this checkbox to resubscribe users who were previously unsubscribed, if desired
      Note: Consider that the use of the Force resubscription feature might be against the will of your users.
  7. Click the Subscribe button
    A gray, rectangular Subscribe button below the Force resubscription checkbox.
  8. The email addresses have been subscribed

 

Mass Unsubscribe Email List Subscribers

 

  1. Log in to your municipality's Publishing Website or Portal if you have not already
  2. Click the Dashboard link in the top-right corner of the page to the left of the Search Meeting Files box to navigate to your Dashboard if you are not already there
    A Dashboard link in the top-right corner of the page to the left of the Search Meeting Files box.
  3. Click the Administration button
    A gray, rectangular Administration button.
  4. Within the Email Management section, click the Manage Subscribers link
    The Manage Subscribers link.
  5. Click the Mass unsubscribe link below the List and Email List Subscribers tabs
    The Mass unsubscribe link.
  6. Fill in the People fields
    The People fields.
    • Email addresses: Enter the email addresses that you wish to unsubscribe
      Note: Email addresses must be separated by a comma, space, or new line.
    • Unsubscribe from: Check the checkboxes next to the newsletters that you wish to unsubscribe the subscribers from
  7. Click the Unsubscribe button
    A gray, rectangular Unsubscribe button.
  8. The email addresses you entered have been unsubscribed
    A green, rectangular popup message that states how many addresses have been removed.
    Note: Email addresses that have been entered incorrectly or that do not exist as part of subscriber accounts will be listed as invalid.
    A red, rectangular popup message that lists invalid email addresses.

 

Export Email List Subscribers

 

  1. Log in to your municipality's Publishing Website or Portal if you have not already
  2. Click the Dashboard link in the top-right corner of the page to the left of the Search Meeting Files box to navigate to your Dashboard if you are not already there
    A Dashboard link in the top-right corner of the page to the left of the Search Meeting Files box.
  3. Click the Administration button
    A gray, rectangular Administration button.
  4. Within the Email Management section, click the Manage Subscribers link
    The Manage Subscribers link.
  5. Click the Export link below the List and Email List Subscribers tabs
    The Export link.
  6. Fill in the People fields
    The People fields.
    • Status (required): Indicate the preferred system status for exported subscribers
      • Active Users: Check this checkbox to export subscribers who are active in the system
      • Inactive Users: Check this checkbox to export subscribers who are not active in the system
    • Subscribed (required): Indicate the preferred subscription status for exported subscribers
      • Subscribed to the newsletter: Check this checkbox to export subscribers who are actively subscribed to a newsletter
      • Unconfirmed to the newsletter: Check this checkbox to export subscribers who have subscribed to a newsletter but have not yet confirmed their subscription
      • Unsubscribed from the newsletter: Check this checkbox to export subscribers who have unsubscribed from a newsletter
    • Email (required): Check the checkboxes next to the newsletters that you wish to export subscribers for
  7. Click the Export button
    A gray, rectangular Export button.
  8. An Export results box will appear, and the exported email addresses will be displayed
    An Export results field.

 

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