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MailLists
Mailing lists allow your visitors to sign up for announcements, newsletters, sale information, etc. If you would like to host a mailing list(s) on your site, just create one and a new page and link for your lists will be created in your site. You may create as many Mailing Lists as you need or like.
Mailing list setup
Click on "Add New List" to create a mailing list.
List name and default email address are required. The default email address is the address the mailings are from and must be a valid email address to which recipients can reply.
Your mailing list can be Open to all or declared private. Any visitor can sign up and become an instant member of an open list. In a private list, any visitor may sign up, but they will not receive any of your mailings until you approve their membership in the list.
Send Notification of new Subscriptions - If you like, or your list is private and you want to be notified of new members that will need approval, an email will be sent to the default email address notifying of new list signups.
The short description is displayed on the mail listing page of your mailing list(s) in your site. The long description is used when they click through to the list signup page. If there is no long description entered, the short one will be used.
The default signature is just like in a regular email. It will be added to the end of your mailings.
The template entry allows for a stationary pattern for your mailings. Please let us know if you would like one and we will help you to create it.
Lastly, you can also choose to collect demographic information about your signups. These data items include Name, Address, Zipcode, Country, Age, Gender, and Profession. You may also enter and collect answers to up to three free-form questions. Visitors signing up for your list will be encouraged to answer your questions, but they are not required to. If list membership is dependent on any of these answers, declare the list private so that you have an opportunity to deny membership.
Uploading addresses to your list
If you have a list of addresses in a spreadsheet or database, this is how you can add them to your mail list database:
Step 1 - Make a tab-delimited version of the list you're bringing in. In most spreadsheet and database programs, you can do this under Save As, selecting filetype tab-delimited.
There should be an option to include field names as the first record. You should elect this option - it makes it easier to map the incoming fields (Step 6).
The Save as should create a .txt file. Verify that it is in tab-delimited format by opening it in Notepad or another editor, and verifying that there is one address per line. If the whole file appears to be one paragraph with some special characters thrown in, it's not a tab-delimited text file. You have to get this right before going further.
Step 2 - In your 3ngine admin, go to extras ==> mail lists, then click on Upload for the list you want to work on.
Step 3 - Click Browse, find the tab-delimited file on your computer, and double-click it, or click "open".
Step 4 - Select a radio button indicating whether or not the first incoming record contains field names.
Step 5 - Click Upload to bring up the field mapping page.
Step 6 - For each incoming field, use the combo box to select the appropriate mail list database field. For incoming fields you don't care about, select "Ignore". You need to make a selection for each incoming field. Make sure you map the incoming email column to "email" in the mail list database.
Step 7 - When you've mapped all the incoming fields, click "Upload". It may take a few moments to import all the data. When the upload is complete, 3ngine will report any errors encountered. Usually, errors are simply duplicates - attempts to add the same email address twice - and you can ignore them. If you have another issue, give us a call and we'll help you thruogh it.
After you've uploaded your new addresses, in the 3ngine mail list page, click on "manage" to see the entries you just added. You can also use this list to update any addresses that need it.
Managing to your list
For the most part, your lists will manage themselves (see below), but if you need to pop in and manually add or update an address, or delete one - just click on Manage.
Sending to your list
Once you have created a list, and you have people signed up, simply click send in your list of mail lists to compose and send a message.
If your email address differs from the default email address for the list, you will be given a choice to send the message out under your own identity.
You may include images, documents, and links to pages in your site.
Your address (or the list default address) will be used for the TO and FROM.
Other things you need to know
Online Sign-up - A confirmation email will be sent to the subscriber that includes a link that they must click-through to confirm their email address. This action prevents anyone from submitting someone else's address(es). Signups are held in limbo for 3 days for confirmation, after which, they will be dropped from the list if they remain unconfirmed. If your list is private, you will not be prompted to approve submissions until after this verification step.
Subscription Expiration - To keep your subscription list free from dead addresses, the email list is self-cleaning by default. Email addresses collected remain on your list for a period which you control (default is one year). To change the cleansing interval, go to the Email Lists page, click on Mailing Lists Settings, then set the interval to any value you wish. A warning notice is sent shortly before the expiration date with links the member can click to extend or drop. Also, links to unsubscribe or to extend list membership are included in all mailings you send. When a subscription expires, the member receives an automatically generated email notifying them that they have been removed from the list, and they are invited to return and sign up again.
Blanket Subscription Extensions - If you want to bypass the entire expiration process, in the admin area go to Mail Lists >> Manage, where you can extend all subscriptions in the list to a year from the current date with a single click.
Use the download link in your list of mailing lists to download the contents of your list to a file you can open and view a spreadsheet program such as Excel, or import to a database. Use this function to pull down and view the responses to your demographic questions. Note - you will also see the answers to your questions online when prompted to approve a subscription. The download function is provided for archival purposes. You do not need to download your list(s) unless you want to have a local copy of the address list.
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