Contacts

Contacts Overview

The Contacts screen is where you manage your email contacts, create lists, create segments and create opt-in forms for your website. Initially, it displays graphs showing the total number of contacts in each of your segments.

You can switch between graph view and table view using the toggle buttons in the right sidebar.

Contacts

Contacts

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Add Contacts

On the Add Contacts screen, you can either upload a list of contacts, or add contacts one at a time. You can select a specific mailing list to upload your contacts to, along with a status to apply to the uploaded contacts.

If you upload a list, it must be in CSV format and it must contain a header row, identifying the field names. The first column must contain the email addresses.

Add Contacts

Add Contacts

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Create Segment

Create Segment

Create Segment

The Create Segment screen allows you to segment your lists dynamically, by defining a set of conditions for each segment. You can use an unlimited number of conditions, create condition groups and join conditions and groups using AND/OR operators.

In this example, we’re creating a segment for inactive customers in New York and California. We’re defining an inactive customer as someone who’s made at least one purchase, but hasn’t made a purchase for more than 90 days.

When you create a segment, you can include contacts from one list, multiple lists, or all contacts across all lists. If you don’t specify any lists in the segment criteria, it will pull contacts from all lists. Segments update automatically. Every time you mail to a segment, it will mail to whichever customers meet the criteria at that point in time. So in this example, anytime you want to contact your inactive customers in NY and CA, you can simply select this segment. You don’t need to recreate the segment or update it each time.

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Create List

You can use lists to group your contacts in whatever way makes sense to you. For instance, you can create lists for different types of customers, or if you do marketing for multiple unrelated companies, you could create a separate list for each company. If you’re familiar with the concept of tagging, lists are like tags in that contacts can appear in multiple lists.

To create a new list, click the Create List button and enter a name for the list.

Create List

Create List

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Build Web Form

Build Web Form

Build Web Form

Our web form builder is a fast, easy way to start collecting leads and building your email list. It generates HTML code, which you can insert into your web pages to create opt-in forms. This is a double opt-in form, so after users submit the form, we’ll automatically send them a confirmation email asking them to click on a link to confirm their subscription.

Creating the Form

To create your web form, select the fields you want to include on the form by enabling the checkbox next to each field name. As you add fields, the form preview will update in real time.

After you’ve selected your fields, you can enter some optional parameters to customize the form behavior. If you leave these blank, the form will work, but will appear less professional, displaying generic pages after the user submits the form and after clicking on the email confirmation link. It’s better to create your own confirmation pages on your website and enter the URL of those pages in the form builder. This will create a workflow branded to your website, resulting in a more professional appearance.


Optional Parameters

  • Form Submit URL – the URL on your website where users will be redirected to after submitting the form. Typically, this page would display a message thanking the customer for subscribing, reiterating the benefits he’ll receive from subscribing, etc… If you leave this blank, it will display a generic page.
  • Confirmation URL – the URL on your website where users will be redirected to after clicking the link in the confirmation email. If you leave this blank, it will display a generic confirmation page.
  • Custom Activation Template – Select an email template to be used for the confirmation email. The Template Gallery contains an example template called “Simple Subscription Activation”. You can create your own template from scratch or start with this example template and customize it. You must include the {url} merge field in the template. This will generate the confirmation link the user clicks on to confirm the subscription. If you don’t select a template, the confirmation email will use a generic template.
  • Add Contacts To – Select the list you want subscribers added to.

After you’ve entered all the information and selected your fields, click the HTML Code button to obtain the HTML code you can copy and paste into your web pages.

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Managing Contacts

Manage Contacts

Manage Contacts

From the main Contacts screen, you can click on All Contacts or any of the displayed segments to manage your contacts. This will open a screen listing all the contacts within that segment and a toolbar containing various actions you can perform on your list and your contacts:

  • Create Randomized List – Creates a list containing the specified number of contacts. The list is randomized, so any of your contacts could potentially be included.
  • Create Nth Selection Lists – The Nth Selection feature creates lists from your database based on an Nth Number. For instance, if you specify N=4, it will create four lists, each containing 1/4 of your entire list. You can use the Randomized List and Nth Select features when you want to prepare a test mailing so you can mail to part of your list instead of the entire list.
  • Contact Actions – You can select multiple contacts and perform the following actions on the selected contacts:
    • Make List
    • Copy to List
    • Delete from all lists
    • Activate
    • Deactivate
    • Export

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Templates

Templates Overview

Empty Templates Screen

Empty Templates Screen

Templates are like stationary. They’re pre-designed themes and layouts you can use in your email campaigns. You can add templates to your account from our Template Gallery or create your own from scratch. When designing or customizing templates, you can work with our user-friendly, drag-and-drop visual template editor, or you can edit the raw HTML code.

When you visit the Templates screen in your control panel, it will display all your existing templates. However, the first time you view this screen, it will be empty, since you haven’t yet added any templates to your account.

Click the Create Template button to create your first template. This will open a window offering the following options:

  • Add a template from our Template Gallery
  • Create your own template using our visual editor
  • Create your own template using HTML code
Create Template

Create Template

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Template Gallery

The Template Gallery displays pre-designed templates you can customize for your business, using our HTML editor.

Template Gallery

Template Gallery

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Drag’N’Drop Editor

Our Drag’N’Drop editor is a user-friendly, drag-and-drop template designer that’s great for beginners or if you just need to create a template quickly. It differs from our standard HTML editor in that it’s based on blocks. For example, in the standard HTML editor, to create two columns of text, you’d have to create a table containing two columns. In the Drag’N’Drop editor, you’d simply drag the 2 Text Columns block into the template. When you open the DND editor, it will display a sample template. Try moving the blocks around in the template and dragging new blocks in. Even if you’ve never designed a web page before, you’ll quickly understand how it works.

Drag'N'Drop Editor

Drag’N’Drop Editor

At the top of the screen, enter the Template Name and default values for the From Email Address, From Name and Subject. On the right side, you’ll see a toolbox containing various elements you can drag into your layout. Switch to the Design tab to customize colors, margins, borders, etc…

You can insert Merge Fields, to personalize each email to the recipient. We provide dozens of merge fields to insert information from the recipient’s profile and/or your company profile. We also provide Merge Fields for unsubscribe links and fields pertaining to the mailing itself. You can even insert a field that pulls content from an external URL, allowing you to personalize each email with information from your database.

To insert a Merge Field:

  1. Click on any of the text elements to display the formatting bar
  2. Click on the Tag icon in the formatting bar to display a list of merge fields.
  3. Click on any of the fields to insert it into your template.
Merge Fields

Merge Fields

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HTML Editor

HTML Editor

Our HTML editor contains a WYSIWYG (What You See Is What You Get) view, stacked on top of a raw HTML view, stacked on top of a preview display. This unique design allows you to work simultaneously in the WYSIWYG view and the HTML view. Any changes you make in either view will be replicated to the other views in real time. Thus, it offers the best of both worlds. You get the simplicity and speed of working in WYSIWYG mode, combined with the power afforded by direct access to the underlying HTML code.

While our Drag’N’Drop editor is great for creating simple template designs, the HTML editor provides unlimited design flexibility. Another advantage is you can paste in HTML code from anywhere. So, if you already have email templates, you can use your existing templates, rather than having to start over from scratch. Or, you could hire a designer to create templates for you. Unlike most template editors, our HTML editor doesn’t use any proprietary tags. You can paste in HTML code from anywhere and it will work perfectly, without modification.

Creating a Template

To create an HTML template, start typing in either the WYSIWYG view at the top or in the raw HTML view below. As you type, the other view and the preview will update in real time.

Inserting Images

To insert images in the WYSIWYG view:

  1. Upload the images using the File Manager (see below).
  2. After you upload an image, the File Manager will provide the URL of the image.
  3. Click the Image icon in the editor toolbar.
  4. Paste the URL from the File Manager into the URL box

Inserting an Existing Template

To insert an existing template design:

  1. Copy the HTML code for your existing template.
  2. Delete all the content in the HTML view.
  3. Paste in the HTML from your template design.

Using the Toolbox

On the right side of your screen is a toolbox that allows you to perform the following actions:

  • Send Test – Sends a test email to any email address you enter. This is helpful for viewing how the template will display in your email application. In the test email, merge fields will be displayed literally.
  • Desktop / Mobile Toggle – Toggles the preview between desktop view and mobile view.
  • Edit Text Body – This will display a box where you can enter a text (non-HTML) version of your template. If you leave this blank, our system will automatically generate the text version of the emails when they’re sent. Since text-only email applications are obsolete, we recommend leaving this box blank. For the tiny percentage of users who can’t view HTML, the automatically generated text version will be fine.
  • Merge Fields – Opens a window displaying the available merge fields. You can click on any of the fields to insert it into your template. Merge fields will be inserted into the current cursor position in the HTML view. If you’re working in the WYSIWYG view, the merge fields will always be inserted at the top of the page, regardless of where your cursor is positioned. After inserting the merge field, you can cut/paste it into the desired location in your template.
  • File Manager – Opens a screen where you can upload files and images to include as part of the template. You can drag-and-drop multiple images into the File Manager.

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Campaigns

Campaigns Overview

  • The Campaigns page displays a list of your campaigns, with summary information for each campaign.
  • The system will automatically create a campaign called SMTP API for any emails you send via the SMTP gateway without specifying a campaign. It will also create a campaign called HTTP API for any emails you send via the API without specifying a campaign.
  • If you’ve sent multiple versions of a campaign, it will display a down-arrow in that row, which you can click on to view the results for each version.
  • You can filter campaigns by clicking on the status boxes in the top row and you can search.
  • The toolbox allows you to perform various actions including exporting the results, viewing the current activity, copying and deleting the campaign.
    Campaigns

    Campaigns

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Activity

Activity Overview

  • The Activity screen displays statistics on your current and past email activity.
  • There are category boxes at the top of the screen, containing statistics for various categories, such as delivered, opened, clicked, etc… These category boxes are toggle switches. Initially, they’re all toggled on. Click on any of the boxes to toggle that category off and exclude it from the data displayed below.
  • You can also filter the data by date range.
Category Boxes

Category Boxes


Overview

The Overview tab displays a graph showing the number of emails sent for each of the categories selected above. You can click on the icons below the graph to switch to table or bar chart view. Below the graph, you can view details on the following:

  • 10 newest emails in progress
  • Last 10 emails opened
  • Last 10 clicked
  • Last 10 bounced
  • Last 10 spam reports
  • Last 10 unsubscribes
  • Tracking links clicked

Each of the above categories contains an Export button that will export the category’s log files.


Send History

The Send History tab displays a complete history of every email sent during the selected date range. For each email, you can view the recipient, campaign, date/time of last delivery attempt, subject and status. You can also click the View button to display the email itself. Send History is an extremely useful diagnostic tool. If you’re having trouble getting your emails delivered, this is the first place to look.


Current Delivery

The Current Delivery tab displays detailed information for each sending IP address and real-time delivery information for specific destination domains. To access the data in this tab, you must have at least one dedicated IP address in your account.

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Bounce Categories

Category Type Details Retry
No Mailbox Hard  Non-existent email address No
Account Problem Hard There’s an unknown problem with the recipient’s email account. No
DNS problem Soft Unable to resolve the recipient’s domain. No
IP Reputation Issue Soft Rejected due to poor reputation of the sending IP address. No
Spam Soft Rejected as spam. No
Throttled Soft Too many emails received from the sending IP address in too short a time. Yes
SPF Problem Soft Your SPF record failed to validate. This can happen if your SPF record was once valid and has since become invalid. Yes
Code Error Soft Failed due to a problem with our system. Yes
Time Out Soft The recipient’s mail server took too long to respond. Yes
Connection Terminated Soft The recipient’s server terminated the connection without returning a message code or status. This usually happens if your mail is flagged as spam. No
Connection Problem Soft Unable to connect to the recipient’s mail server. Yes
Grey Listed Soft Grey listing is an anti-spam technique used by many mail servers. It rejects the email on the first delivery attempt, but if the sender retries, it will be accepted. This type of error is nothing to be concerned about, as we’ll automatically retry the delivery within a few minutes. Yes
Whitelisting Problem Soft Rejected because the sending IP is not on a required whitelist. Yes
Unknown Soft Unknown error Yes
Manual Cancel Soft The delivery was canceled, either by an emailWiz administrator or by you. No
Not Delivered Soft The delivery was blocked by our system. Possible reasons include:
  • The recipient has a blocked status due to a hard bounce, an unsubscription, or a spam compliant.
  • We blocked your email as possible spam.
  • You do not have enough credit to send.
  • We were unable to deliver a soft bounce after multiple attempts.
No

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Surveys

Surveys Overview

Surveys

Surveys

Surveys are one of the most powerful, yet underutilized marketing tools. When most people think of surveys, they think of customer satisfaction surveys. This is a common use for surveys, but you can also survey prospects before the sale, to find out what they want.

Every prospect has a unique set of wants and needs, so stop sending everyone the same generic marketing offers. Instead, survey your prospects first, to find their individual hot buttons. Then, send customized offers to each prospect, based on their answers to your survey questions. It sounds simple, yet few companies use this strategy, possibly because it seems like a lot of work and they’re unsure of the benefits.

We’ve witnessed dramatic results from companies in diverse industries that integrated surveys into their marketing. The benefits are real. Now emailWiz makes it easy to start surveying your prospects and customers.

The Surveys screen displays a list of any surveys you previously created. Click the Create Survey button to start a new survey. Use the toolbox to perform actions on your existing surveys, such as previewing a survey and viewing/exporting/sharing results.

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Create Survey

The Create Survey screen initially displays a blank survey form, like the one shown below.

Blank Survey Form

Blank Survey Form


Inserting Elements

Select Element Type

Select Element Type

Enter a name for the survey and select the first element type you want to insert. Your choices include:

  • Question – A survey question
  • Text / Media – Displays a visual editor where you can enter descriptive text, images, etc…
  • Page Break – Starts a new page. You can include an unlimited number of elements on each page and an unlimited number of pages. Breaking your survey into pages may make it seem less overwhelming to users.

Selecting a Question Type

Select Question Type

Select Question Type

Select Question from the element type selector. This will display another box asking you to select the Question Type. Your choices include:

  • Radio Buttons – Displays multiple answers, but the user may only select one answer. Radio buttons are most useful when there are 2 – 3 possible answers to choose from.
  • Dropdown Menu – Displays multiple answers, but the user may only select one answer. Using a dropdown menu makes the most sense when there are at least three answers to choose from.
  • Checkboxes – Displays multiple answers and allows the user to select multiple answers.
  • Essay/Long Answer – Displays a large text box. The user can write an answer of unlimited length.
  • Textbox – Displays a small text box. Best for short answers.
  • Date – Allows the user to enter a date.

Adding a Question

Add Question

Add Question

  • Select your question type (see above).
  • Enter your survey question.
  • If you selected a multiple choice question type, you’ll be able to enter the answers below the question box. The first answer box is displayed automatically. Click on the Add Answer button to add additional answers.

 

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Publish Survey

Publish Survey

Publish Survey

To publish your survey:

  1. Click the Save button to save it.
  2. Click the Preview button to preview it.
  3. Click the Share Link button to obtain the survey link.

You can insert the survey link into email campaigns you send out, or publish it on your website or social media. You can also embed the survey into a web page using an iFrame. This will integrate the survey into the web page, rather than displaying it on a standalone page.

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Survey Results

Survey Results

Survey Results

After you start getting responses to your survey, you can view and export the results from the toolbox in the main Survey screen. Click on the survey you want to review and then select one of the following actions from the toolbox:

  • Export Results – Exports the results in CSV format. You can then import the results into your database or an Excel spreadsheet. Depending on how you structured your survey, you may also be able to merge the results back into your contact list, updating key fields and assigning lists based on answers to survey questions.
  • All Responses – This is a detailed list of all responses from everyone who completed the survey.
  • Responses Overview – This lists everyone who responded to the survey. You can click on the Show Answers button to view the answers from any user in the list.

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Settings

Sending

The Sending tab contains a number of settings pertaining to email sending:

  • Return Bounces – Normally, our system handles bounces silently. If an email bounces, it’s recorded as a bounce in your account, but no further notification is made. However, if you enable the Return Bounces checkbox, you’ll receive an email notification every time one of your sent emails bounces. For obvious reasons, we don’t recommend enabling this.
  • Track Clicks – If you enable this setting, our system will automatically rewrite links in your emails, so the clicks pass through our system. The benefit is we can track clicks in your campaigns and provide this information in your campaign reports.
  • Track Clicks by Link – This is a more advanced version of the standard Track Clicks option. Normally, Track Clicks just tracks the total number of clicks for each campaign. However, if you enable Track Clicks by Link, it will track each link individually, so you can see exactly which links your customers are clicking on.
  • Use List-Unsubscribe – This is a special header that gets added to your emails, which streamlines the unsubscribe process and can reduce complaints. We recommend using this.
  • Auto Create Text Body – Emails are normally sent out in two formats, plain text and HTML. If you enable this option, our system will automatically generate the plain text version from your HTML email. Enabling this feature will save you a lot of time.
  • Allow Custom Headers – Enable this option if you need to include custom headers in your mailings.
  • BCC Email Address(es) – Sends a copy of every email to the email address or list of email addresses you enter.
  • Content Transfer Encoding Type – This is highly technical and unless you have a good reason for changing it, you should leave it at the default setting of Base64.

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Domains

In the Domains tab, you can add an unlimited number of sending domains. This is an optional step, but it can help to improve your delivery rates and make your mail look more professional. If you don’t setup a sending domain, your mail will still be delivered normally, but some recipients may see a message in the From field like, via emailwiz.com, indicating the message was sent via emailWiz and not directly from your company mail server.

Adding a sending domain:

  1. Create SPF and DKIM and Tracking records in your DNS, authorizing us to send mail for your domain. This prevents anyone from using your domain to send spam.
  2. Click the Add Domain button and enter the domain name.
  3. Click the Verify button.

After you click Verify, our system will verify your DNS records and display the results. If any of your records are missing or incorrect, it will display an error message describing the exact problem. If everything checks out, you’ll see all green checkmarks, indicating the domain is setup and ready to send.

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Notifications

In the Notifications tab, you can configure HTTP notifications to a specified URL when certain events occur and/or when we receive responses from your email marketing campaigns. These are advanced features intended for web developers. If you’re not a web developer, you can skip this section.

Events

  • Notification URL – Enter the URL where notifications will be posted to. This URL must return a status code of 200.
  • Notify On – Enable the checkboxes for the events you want to receive notifications for.

The Event Notifications page in the Developers documentation contains detailed information on using event notifications.


Inbound Emails

These settings configure routing your incoming mail to emailWiz. When we receive your incoming mail, we’ll parse and post it via HTTP to the Notification URL you enter. The benefits are:

  • It eliminates the cost and hassle of running your own mail server.
  • It eliminates the risk of having your hosted email account suspended, due to receiving excessive numbers of messages, resulting from email marketing campaigns.
  • We translate your mail into a format that can easily be posted to a database.

Again, this is an advanced feature intended for developers. If you don’t know what you’re doing, it could lead to disastrous results. This feature is ideal for handling a high volume of responses from large email marketing campaigns. Instead of overwhelming your mail server with hundreds of thousands of incoming emails, you can divert those emails to our servers and let us deliver them to you in a format you can process with a script.

Normally, you would not route ALL your company mail to us. Instead, you’d setup a subdomain like marketing.yourdomain.com and send your email marketing campaigns from that subdomain. You’d then designate emailWiz as the incoming mail server for the subdomain, so we’d receive the responses to your email marketing campaigns. That way, responses from your email marketing campaigns would be segregated from your normal company mail.

  • Notification URL – Enter the URL where inbound emails will be posted to.
  • Inbound Domain – Enter the domain where inbound emails will be sent to. For example, to route incoming mail for marketing.yourdomain.com to emailWiz:
    • Enter the domain name for your incoming mail. In this example, marketing.yourdomain.com.
    • Change the MX record for your incoming mail domain to mx.emailwiz.com.
    • Once you change your MX record, YOU WILL NO LONGER RECEIVE INCOMING MAIL, it will all be routed to us. You’ll have to setup a script on your server to receive the incoming messages as HTTP notifications.
  • Notify me only from my contacts – Enabling this checkbox will make it so you only receive inbound mail from your contacts. This is a highly accurate way to eliminate spam. For instance, if you send an email marketing campaign from a marketing subdomain, you should only receive incoming emails from the people you emailed first. Any other email sent to the domain would most likely be spam.

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Other

Currently, the Other tab only contains a setting to enable/disable tooltips. We plan to add more settings in the future.

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Account

Account Overview

  • The Account page displays your profile, your sender reputation and if you’re on a plan that requires credits, it shows your credits balance.
  • Your Reputation is scored on a scale of one-to-five stars. You can click the Reputation Details button to view detailed information on how your score was calculated.
  • Click the Purchase Credits button to buy more credits.
  • Click the Update Profile button to edit your profile.
Account

Account

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