Difference between revisions of "Communication"

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Communication is a pivotal tool used everyday in your association to foster and maintain valuable relationships. ChamberMaster/GrowthZone offers the ability to communicate via email, SMS text, fax and print.
 
Communication is a pivotal tool used everyday in your association to foster and maintain valuable relationships. ChamberMaster/GrowthZone offers the ability to communicate via email, SMS text, fax and print.
  
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----
 
----
  
A Public Disclaimer message may be configured to include on all Mass Emails or ALL Emails that are sent from ChamberMaster/MemberZone. Included in the disclaimer is a link that will give your members the option to un-subscribe from emails.  
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An Internal Disclaimer message may be configured to include on all Mass Emails or ALL Emails that are sent from ChamberMaster/MemberZone. Included in the disclaimer is a link that will give your members the option to un-subscribe from emails.  
 
#Click '''Setup'''
 
#Click '''Setup'''
 
#Click '''General Options & Settings'''.
 
#Click '''General Options & Settings'''.
 
#Expand the '''Email Server Settings''' section and scroll to the '''Public Disclaimer'''.
 
#Expand the '''Email Server Settings''' section and scroll to the '''Public Disclaimer'''.
#:[[File:Public Disclaimer.JPG|center]]
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#:[[File:Internal Disclaimber2.JPG|800px|center]]
 
#:You may edit the message as desired, but the link to un-subscribe should not be altered.
 
#:You may edit the message as desired, but the link to un-subscribe should not be altered.
 
#'''Add Public Disclaimer to all Emails''' - select this option if you want to include the disclaimer on ALL emails generated through ChamberMaster.  This will include emails sent via Groups, Email to multiple members and individually sent emails. If no selection is made, then the public disclaimer will only be included on Mass emails.
 
#'''Add Public Disclaimer to all Emails''' - select this option if you want to include the disclaimer on ALL emails generated through ChamberMaster.  This will include emails sent via Groups, Email to multiple members and individually sent emails. If no selection is made, then the public disclaimer will only be included on Mass emails.
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===='''<span style="color:#800080">Managing Opt-outs'''</span>====
 
===='''<span style="color:#800080">Managing Opt-outs'''</span>====
 
----
 
----
====='''<span style="color:#800080">Member - Unsubscribing from Group Emails'''</span>=====
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===='''<span style="color:#800080">Member - Unsubscribing from Group Emails'''</span>====
 
----
 
----
  
When a mass email is sent to a group, clicking the link in the public disclaimer will allow the recipient to continue to receive emails for the group, opt-out of the group emails (NOTE: If the group has been configured to dis-allow opt-outs, they will be prompted to contact your organization), or to join additional groups.
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When a mass email is sent to a group, clicking the link in the disclaimer will allow the recipient to continue to receive emails for the group, opt-out of the group emails (NOTE: If the group has been configured to dis-allow opt-outs, they will be prompted to contact your organization), or to join additional groups.
  
 
[[File:Email Subscriptions Mass.JPG|center]]
 
[[File:Email Subscriptions Mass.JPG|center]]
  
===='''<span style="color:#800080">Member - Unsubscribing from Mass Emails'''</span>====
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====='''<span style="color:#800080">Member - Unsubscribing from Mass Emails'''</span>=====
 
----
 
----
  
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[[File:Email Sub 2.JPG|center]]
 
[[File:Email Sub 2.JPG|center]]
  
===='''<span style="color:#800080">Member - Unsubscribing from ALL Emails'''</span>====
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====='''<span style="color:#800080">Member - Unsubscribing from ALL Emails'''</span>=====
 
----
 
----
  
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#Click '''Communications''' in the left-hand menu.
 
#Click '''Communications''' in the left-hand menu.
 
#Click '''Manage Unsubscribed Emails''' in the '''Monitor and Manage Communication''' section.
 
#Click '''Manage Unsubscribed Emails''' in the '''Monitor and Manage Communication''' section.
#:[[File:Unsubsribed Report.JPG|center]]
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#:[[File:Unsubsribed Report.JPG|800px|center]]
  
 
To resubscribe a member:
 
To resubscribe a member:
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<html><img src="http://supportwiki.micronetonline.com/images/c/ca/Unsubscribe0115.jpg" style="width:600px" /></html>
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<html><img src="https://supportwiki.micronetonline.com/images/c/ca/Unsubscribe0115.jpg" style="width:600px" /></html>
  
 
==='''<span style="color:#800080">Email Relay Service'''</span>===
 
==='''<span style="color:#800080">Email Relay Service'''</span>===
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*In cases where there are two reps with an identical email address that belong to the same member, it will be recorded on that member’s history.  
 
*In cases where there are two reps with an identical email address that belong to the same member, it will be recorded on that member’s history.  
 
*In cases where two reps with identical email address belong to two different  members, the archived email will still go to the unmatched archive email list.
 
*In cases where two reps with identical email address belong to two different  members, the archived email will still go to the unmatched archive email list.
 +
 +
{| class="wikitable"
 +
|-
 +
|
 +
[[File:One Row.png|25px]]
 +
| style="width: 100%"| '''Caution''': The archive@ email address should only be included in the bcc line when you are using outlook outside of ChamberMaster/MemberZone. If you are selecting the '''Edit with Outlook''' option from within the software, it is not necessary to include. If you do include in the bcc, the system will attempt to "double-archive" which will result in an error indicating the message has not been received, when it actually may have.
 +
|}
  
 
==Email Sending Options==
 
==Email Sending Options==
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See '''[[Communication#Email_Relay_Service|Email Relay Service]]''' for information on finding your association's domain address.   
 
See '''[[Communication#Email_Relay_Service|Email Relay Service]]''' for information on finding your association's domain address.   
 
Find your association’s domain address under the '''Email Server Settings''' section under '''Setup -> General Options and Settings'''.'''NOTE:''' Must be logged in with Administrator permissions
 
Find your association’s domain address under the '''Email Server Settings''' section under '''Setup -> General Options and Settings'''.'''NOTE:''' Must be logged in with Administrator permissions
 +
 +
=='''<span style="color:#800080">Communication Tasks'''</span>==
 +
----
 +
 +
A Task may be selected when sending an email or creating a Communication entry. It identifies (for internal use) the subject or category of the correspondence that is being created. All communication may be filtered by Task to view communication across all members that relate to one task.
 +
 +
==='''<span style="color:#800080">Add a New Communication Task'''</span>===
 +
----
 +
 +
#Click '''Setup''' in the left-hand navigation panel.
 +
#Click '''Correspondence Categories''' in the '''Member Options''' section.
 +
#:[[File:Correspondance Cats.jpg|800px|center]]
 +
#Enter '''New Category Name''' for your new task.
 +
#Click '''Add Category'''.
 +
 +
{| class="wikitable"
 +
|-
 +
|
 +
[[File:Smallest.png|25px]]
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| style="width: 100%"| '''NOTE:''' You can also create new tasks/categories "on the fly" from any members communication tab by clicking on the '''Tasks/Categories''' hyper-link in the '''Member Correspondence''' section.
 +
|}
 +
  
 
==Quick Guide to Sending an Email==
 
==Quick Guide to Sending an Email==
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#Compose the email message.
 
#Compose the email message.
 
#Click '''Send Email Now''' or '''Send Email Later''' (Available only for those with ChamberMaster Plus).
 
#Click '''Send Email Now''' or '''Send Email Later''' (Available only for those with ChamberMaster Plus).
 +
 +
{| class="wikitable"
 +
|-
 +
|
 +
[[File:Smallest.png|25px]]
 +
| style="width: 100%"| '''NOTE:''' If you choose to send a copy to yourself, an attachment will be automatically included with the names/emails of all recipients. This attachment is only sent to you, not the recipients. With that in mind, be cautious if forwarding the mail to others.
 +
|}
  
 
===Schedule an Email===
 
===Schedule an Email===
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#Click '''Manage Scheduled Email Messages'''.
 
#Click '''Manage Scheduled Email Messages'''.
 
#Click the '''Past Scheduled Emails''' tab.
 
#Click the '''Past Scheduled Emails''' tab.
 +
 +
===='''<span style="color:#800080">Send an Email using an Email Template'''</span>====
 +
----
 +
#From the send email screen, click the [[File:Template.jpg|25px]] icon, in the editor toolbar.
 +
#:[[File:Predefined templates.JPG|400px|center]]
 +
#Click '''Pre-Defined Templates'''.
 +
#Click the desired template. The '''Email Text''' (body of your email) will automatically be populated with the template.
 +
#Make any desired changes to your email.
 +
#Click '''Send Now''' or '''Send Later'''.
  
 
===Send Communication by Delivery Preference===
 
===Send Communication by Delivery Preference===
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::'''Tip:''' Sometimes your browser will open the PDF in a “mini reader” instead of using the Adobe program which doesn’t allow you to change these settings. You’ll need to disable these mini-readers in order to allow the software to control the label output properly. Watch a [https://micronet.viewscreencasts.com/6c05dec841494fba8082c0e1b58dfc50 video] to understand how this works.
 
::'''Tip:''' Sometimes your browser will open the PDF in a “mini reader” instead of using the Adobe program which doesn’t allow you to change these settings. You’ll need to disable these mini-readers in order to allow the software to control the label output properly. Watch a [https://micronet.viewscreencasts.com/6c05dec841494fba8082c0e1b58dfc50 video] to understand how this works.
  
::'''Chrome Users:''' type in chrome://plugins and press Enter. Then disable the Chrome PDF Viewer and the Adobe Reader. See [http://screencast.com/t/sRLH7gs8 this page]
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::'''Chrome Users:''' type in chrome://plugins and press Enter. Then disable the Chrome PDF Viewer and the Adobe Reader. See [https://screencast.com/t/sRLH7gs8 this page]
  
 
::'''Firefox Users:''' Select '''Options''' from the '''Tools''' menu. Click '''Applications''' tab and search for Adobe and also for PDF. Change each selection to '''Use Adobe Reader'''.  
 
::'''Firefox Users:''' Select '''Options''' from the '''Tools''' menu. Click '''Applications''' tab and search for Adobe and also for PDF. Change each selection to '''Use Adobe Reader'''.  
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   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0630HA">See more on how to create the entries in the history.</span></span></div>
 
   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0630HA">See more on how to create the entries in the history.</span></span></div>
  
==Working with Templates/Documents==
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==='''<span style="color:#800080">Working with Email Templates'''</span>===
Communication created may be saved for future use in one of two ways - - as a document or a template.  
+
----
Saving a document allows you to name and save the communication piece to be retrieved at a later time, modified, and saved again. Saving a template allows you to save the communication piece to be retrieved at a later time but will not allow any modifications to be made to the original, thus maintaining the integrity of that communication piece.
+
Your ChamberMaster/MemberZone software provides a wealth of pre-defined templates that you may use as designed or that you may customize to meet your business needs. You may also create your own templates from scratch as needed.
 +
 
 +
Using email templates allow you to quickly and easily create, write, and send emails without having to start from scratch or starting at a blank screen. By using email template, you will save time and also ensure a consistent look and feel for your organization.
  
 +
===='''<span style="color:#800080">Available Pre-defined Email Templates'''</span>====
 +
----
 +
The table below lists the pre-defined email templates available to you.
  
===Saving a document===
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{| class="wikitable"
  <div style="margin-left: 18pt;">
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|-
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
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! Template !! Description
      <tr valign="baseline">
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|-
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
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| Announcement: Introducing Member Information Center || Send if you are introducing the MIC to all of your members – or even just new members.
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0O10HA">Open the </span><span style="font-family: Calibri; font-size: 11pt;">editor</span> and create the desired communication piece.</div></td>
+
|-
      </tr>
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| Automatic Monthly Payment Invitation || Send if using Integrated Payment Processing, and you wish to inform your members that they can sign up to have recurring fees automatically charge to a credit card or bank account.
    </table>
+
|-
  </div>
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| Automatic Payment Confirmation || Send this email to your reps to confirm that you have set them up on automated recurring billing.
  <div style="margin-left: 18pt;">
+
|-
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
| Benefit Summary Reminder eMail || Send this email to your members to remind them of their benefit packages and what they have available.
      <tr valign="baseline">
+
|-
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
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| Create Log-in Account Invitation || Send this email to invite reps to create their log-in accounts. Can be used after analyzing which reps have not yet created accounts.
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0N10HA">Click </span><span style="font-weight: bold;">Save</span> ( [[Image:Emails_Letters_and_Mailing_Lists-Saving_a_document-Communication.1.037.1.jpg]]).  </div></td>
+
|-
      </tr>
+
| Encourage Advertising of Events || Send this email if you want to encourage your members to add their events to your calendar. NOTE: Events may be added by those members who have rights to do so, and you may or may not require approval.
    </table>
+
|-
  </div>
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| Encourage Deal Posting || Send this email if you want to encourage your member to post hot deals.  NOTE: Deals may only be posted by those members who have rights to do so, and you may or may not require approval.
  <div style="margin-left: 18pt;">
+
|-
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
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| Encourage Job Postings || Send this email if you want to encourage your members to post job postings via the MIC. Note: Job Posting may be posted only by those members who have rights to do so, and you may or may not require approval.
      <tr valign="baseline">
+
|-
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
+
| Encourage Posting of Deals, Jobs, News, Events || Send this email if you want to encourage your members to post deals, job postings, news & events via the MIC. This email template can be useful for new members just learning of the capabilities of the MIC.
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0M10HA">Complete the </span><span style="font-weight: bold;">Save Name</span> and <span style="font-weight: bold;">Description</span> fields in the <span style="font-weight: bold;">Save</span> window ensuring that <span style="font-weight: bold;">Save the text as a new document</span> is selectedSee Figure 5-1 below.</div></td>
+
|-
      </tr>
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| Encourage Submitting News Release || Send this email if you want to encourage your members to post News Releases in the MICNote: Job Posting may be posted only by those members who have rights to do so, and you may or may not require approval.
    </table>
+
|-
  </div>
+
| Remind how to Login to the Member Information Center  || Send this email to members if they have forgotten how to login to the MIC. Useful if you have identified members who are not logging in.
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0L10HA">[[Image:Emails_Letters_and_Mailing_Lists-Saving_a_document-Communication.1.037.2.jpg]]</span></div>
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|-
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="color: #000000; font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0K10HA">Figure 5-1 </span></span><span style="color: #000000;">– Save window</span></div>
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| Thank You for Joining || Send this email to new members to thank them for joining. The email template also includes information on how to log into the MIC
  <div style="margin-left: 18pt;">
+
|-
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
| Update Your Member Listing || This email template reminds the member to login into the MIC to review and update their information. The template includes the information that you currently have in the database for them to review.
      <tr valign="baseline">
+
|}
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0J10HA">Click </span><span style="font-weight: bold;">OK</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  
===Saving changes to an existing document===
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===='''<span style="color:#800080">Customize and Save Changes to an Existing Email Template'''</span>====
#Open the existing document and make desired changes.  
+
----
#Click '''Save''' [[Image:Emails_Letters_and_Mailing_Lists-Saving_changes_to_an_existing_document-Communication.1.038.1.jpg]].  
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The pre-defined email templates may be customized to meet your business needs. Once you have customized, you will save the template back as a new template or document for future use.
#Click the '''Update an existing document''' radio button.  
+
 
#Click the '''Update an existing document''' arrow to select the desired document to update.  
+
#From the send email screen, click the [[File:Template.JPG|25px]] icon, in the editor toolbar.
#:[[Image:Emails_Letters_and_Mailing_Lists-Saving_changes_to_an_existing_document-Communication.1.038.2.jpg]]
+
#:[[File:Predefined templates.JPG|400px|center]]
 +
#Click '''Pre-Defined Templates'''.
 +
#Click the desired template. The '''Email Text''' (body of your email) will be automatically populated with the template.
 +
#Use the Rich Text Editor functions to modify the template as needed.
 +
#Save the template by clicking the [[File:Floppy.JPG|25px]] icon in the editor tool bar.
 +
#:[[File:Save Template.JPG|400px|center]]
 +
#Enter a '''Name''' for the new template.
 +
#(Optional) Enter a description for the new template.
 +
#Select one of the following save options:
 +
#*'''Save the text as a new document''': Select this option if you wish to save the template as a document, which allows you to retrieve the template at a later time, make modifications, and save it as the same document (over-write the previous document). '''NOTE''': When you save a template as a document, it will only be available to the user who created the document.
 +
#*'''Update an Existing Document''': Select this option if you would like to save your changes to an existing document.
 +
#*'''Save the text as a new template''': Select this option if you wish to save as a new template. '''NOTE''': Templates may not be updated, any time changes are made to a template, you will save as a new template.
 +
#Click '''OK'''.
 +
 
 +
===='''<span style="color:#800080">Create an Email Template from Scratch'''</span>====
 +
----
 +
 
 +
#From  any send email screen, create the Email Template in the '''Email Text''' area.  You may use all of the rich text editor functions. See '''[[Working_with_Communications|Working with the Rich Text Editor]]''' for instruction.
 +
#Save the template by clicking the [[File:Floppy.JPG|25px]] icon in the editor tool bar.
 +
#:[[File:Save Template.JPG|400px|center]]
 +
#Enter a '''Name''' for the new template.
 +
#(Optional) Enter a description for the new template.
 +
#Select one of the following save options:
 +
#*'''Save the text as a new document''': Select this option if you wish to save the template as a document, which allows you to retrieve the template at a later time, make modifications, and save it as the same document (over-write the previous document). '''NOTE''': When you save a template as a document, it will only be available to the user who created the document.
 +
#*'''Update an Existing Document''': Select this option if you would like to save your changes to an existing document.  
 +
#*'''Save the text as a new template''': Select this option if you wish to save as a new template. '''NOTE''': Templates may not be updated, any time changes are made to a template, you will save as a new template.
 
#Click '''OK'''.
 
#Click '''OK'''.
  
===Saving a Template===
+
==='''<span style="color:#800080">Edit an Existing eMail Template'''</span>===
#Open the email editor and create the desired communication piece or open an existing document and make any desired changes.  
+
----
#Click '''Save''' [[Image:Emails_Letters_and_Mailing_Lists-Saving_a_Template-Communication.1.039.1.jpg]].  
+
#Click the envelope icon in the header bar.
#Complete the '''Save Name''' and '''Description''' fields in the '''Save''' dialog box.
+
#:[[File:Open email editor.jpg|600px|center]]
#Click the '''Save the text as a new template''' radio button.
+
#Click the [[File:Template.JPG|35px]] icon, in the eMail editor toolbar.
#:[[Image:Emails_Letters_and_Mailing_Lists-Saving_a_Template-Communication.1.039.2.jpg|center]]
+
#:[[File:Predefined templates.JPG|400px|center]]
 +
#Select the template that you wish to edit.
 +
#Perform desired edits to the template. You may use all of the rich text editor functions. See '''[[Working_with_Communications|Working with the Rich Text Editor]]''' for instruction.
 +
#Save the template by clicking the [[File:Floppy.JPG|25px]] icon in the editor tool bar.
 +
#:If saving as a template, you '''MUST''' enter a new name for the template, you will not over-write an existing template. If saving as a document you can save the changes back to the original, or you can save the template as a new template.
 +
 
 +
====='''<span style="color:#800080">Create a Signature Template'''</span>=====
 +
----
 +
Saving your signature block as a template may save time when creating correspondence.  Design your signature block with any included text and graphics.  You may also include items that would belong in the header such as your logo.  Save it as a template.  When ready to create your correspondence, first retrieve the signature block using the '''Choose a Template''' selection, then type your correspondence above your signature block.
 +
 
 +
#From  any send email screen, create your signature in the '''Email Text''' area. You may use all of the rich text editor functions. See '''[[Working_with_Communications|Working with the Rich Text Editor]]''' for instruction.
 +
#Save the template by clicking the [[File:Floppy.JPG|25px]] icon in the editor tool bar.
 +
#:[[File:Save Template.JPG|400px|center]]
 +
#Enter a '''Name''' for the new template.
 +
#(Optional) Enter a description for the new template.
 +
#Select one of the following save options:
 +
#*'''Save the text as a new document''': Select this option if you wish to save the template as a document, which allows you to retrieve the template at a later time, make modifications, and save it as the same document (over-write the previous document). '''NOTE''': When you save a template as a document, it will only be available to the user who created the document.
 +
#*'''Update an Existing Document''': Select this option if you would like to save your changes to an existing document.  
 +
#*'''Save the text as a new template''': Select this option if you wish to save as a new template. '''NOTE''': Templates may not be updated, any time changes are made to a template, you will save as a new template.
 
#Click '''OK'''.
 
#Click '''OK'''.
  
===Using a template===
+
====='''<span style="color:#800080">Using a Signature Block'''</span>=====
 +
----
 +
#Open the editor by selecting one of the many ways to send an email or create letters in the software.
 +
#Click '''Choose a Template'''.
 +
#Click the template title to select the desired signature template. Your signature block will appear.
 +
#Type the desired communication.  Your signature block will “move” down the page as you type the communication.
 +
 
 +
{| class="wikitable"
 +
|-
 +
|
 +
[[File:One Row.png|25px]]
 +
| style="width: 100%"| '''NOTE:''' If you plan to use your signature block in an email, ALWAYS select the signature block template FIRST, then compose your email. If you compose your email, then select the signature block, your email text will be over-written with the signature block template!
 +
|}
 +
 
 +
===='''<span style="color:#800080">Send an email using an Email Template'''</span>====
 +
----
 +
 
 +
#From the send email screen, click the [[File:Template.JPG|25px]] icon, in the editor toolbar.
 +
#:[[File:Predefined templates.JPG|400px|center]]
 +
#Click '''Pre-Defined Templates'''.
 +
#Click the desired template. The '''Email Text''' (body of your email) will automatically be populated with the template.
 +
#Make any desired changes to your email.
 +
#Click '''Send Now''' or '''Send Later'''.
 +
 
 +
===='''<span style="color:#800080">Send an email using a Saved Document'''</span>====
 +
----
 +
#From any send email screen, click the [[File:Folder.JPG|30px]] icon in the tool bar.
 +
#:[[File:Open Doc.JPG|400px|center]]
 +
#Click the desired document. The email text will be populated with the document text.
 +
 
 +
==Mail Merge==
 +
Similar to performing a Mail Merge in Microsoft Word, ChamberMaster / GrowthZone maintains the ability to insert a database field within the context of your communication piece, creating personalized, unique communication output.
 +
 
 +
===Inserting a database field===
 +
<div xmlns="http://www.w3.org/1999/xhtml">
 +
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0BZ0HA">[[Image:Emails_Letters_and_Mailing_Lists-Inserting_a_database_field-Communication.1.043.1.jpg]]</span><span style="font-weight: bold; text-decoration: underline;"> </span><span style="color: #003366; font-size: 11pt; font-weight: bold; text-decoration: underline;">[[http://www.screencast.com/t/MjU2MmIx|Inserting Database Fields into Communication]]</span></div>
 
   <div style="margin-left: 18pt;">
 
   <div style="margin-left: 18pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0YZ0HA">Open the </span><span style="font-family: Calibri; font-size: 11pt;">editor</span>.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0AZ0HA">Open the editor window</span></span> and type any text that will be consistent for all recipients. Example:  </div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
 +
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E06Y0HA">[[Image:Emails_Letters_and_Mailing_Lists-Inserting_a_database_field-Communication.1.043.2.jpg]]</span></div>
 +
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E05Y0HA">Figure 6-1 Example letter that will contain Database fields</span></div>
 
   <div style="margin-left: 18pt;">
 
   <div style="margin-left: 18pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0XZ0HA">Click </span><span style="font-weight: bold;">Choose a Template</span> ([[Image:Emails_Letters_and_Mailing_Lists-Using_a_template-Communication.1.040.1.jpg]]).</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E04Y0HA">When you desire to insert a database field, click the </span><span style="font-weight: bold;">Add Database Field</span> icon. ([[Image:Emails_Letters_and_Mailing_Lists-Inserting_a_database_field-Communication.1.043.3.jpg]]).</div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
Line 1,437: Line 1,562:
 
       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0WZ0HA">Click the template title to select the desired template.</span></div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E03Y0HA">Click the plus sign ([[Image:Emails_Letters_and_Mailing_Lists-Inserting_a_database_field-Communication.1.043.4.jpg]]) to expand the desired section and display available database field selections.</span></div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0VZ0HA">[[Image:Emails_Letters_and_Mailing_Lists-Using_a_template-Communication.1.040.2.jpg]]</span></div>
+
   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E02Y0HA">[[Image:Emails_Letters_and_Mailing_Lists-Inserting_a_database_field-Communication.1.043.5.jpg]]</span></div>
   <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: left;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0UZ0HA">Figure 5-4</span></span> – Choose a template<br /></div>
+
   <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E01Y0HA">Figure 6-2</span></span>– Add Database Field window</div>
 
 
===Using Pre-defined Templates===
 
A number of predefined templates are provided that may be selected and brought onto your own list of templates. You may use these templates “as is” or choose to modify and then re-save with your own name. [[images/c/c9/Available_Email_Templates.pdf|Click here]] to view available email templates.
 
 
 
===Adding a Predefined Template===
 
 
 
1. In the email edit screen, click the '''Choose a Template''' button.
 
 
 
 
 
::[[File:edit_email_screen.png]]
 
 
 
::'''Figure: '''The email edit screen and '''Choose a Template''' button.
 
 
 
 
 
2. Click '''Predefined Templates'''.
 
 
 
 
 
::[[File:Emails_Letters_and_Mailing_Lists-Using_Pre-defined_Templates-Communication.1.041.3.jpg]]
 
 
 
::'''Figure: '''Selecting Predefined Templates
 
 
 
 
 
3. Click the template title to select the desired predefined template.
 
 
 
 
 
::[[File:Emails_Letters_and_Mailing_Lists-Using_Pre-defined_Templates-Communication.1.041.5.jpg]]
 
 
 
::'''Figure: '''Sample of predefined templates
 
 
 
 
 
4. Click '''OK''' to select another template right now or click '''Cancel''' to return to your own list of templates.
 
 
 
5. Once on your list of templates, click to select the desired template.
 
 
 
6. All fields with [ ] will auto-fill with the data from the member’s record or from your association contact information where appropriate.
 
 
 
==Mail Merge==
 
Similar to performing a Mail Merge in Microsoft Word, ChamberMaster / GrowthZone maintains the ability to insert a database field within the context of your communication piece, creating personalized, unique communication output.
 
 
 
===Inserting a database field===
 
<div xmlns="http://www.w3.org/1999/xhtml">
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0BZ0HA">[[Image:Emails_Letters_and_Mailing_Lists-Inserting_a_database_field-Communication.1.043.1.jpg]]</span><span style="font-weight: bold; text-decoration: underline;"> </span><span style="color: #003366; font-size: 11pt; font-weight: bold; text-decoration: underline;">[[http://www.screencast.com/t/MjU2MmIx|Inserting Database Fields into Communication]]</span></div>
 
 
   <div style="margin-left: 18pt;">
 
   <div style="margin-left: 18pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
+
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0AZ0HA">Open the editor window</span></span> and type any text that will be consistent for all recipients.  Example:  </div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0ZY0HA">Click to select the desired database field.  The selected field will display in the editor window within brackets. e.g. </span><span style="font-family: Arial; font-size: 10pt;"><nowiki>[</nowiki>Company Name<nowiki>]</nowiki></span> </div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E06Y0HA">[[Image:Emails_Letters_and_Mailing_Lists-Inserting_a_database_field-Communication.1.043.2.jpg]]</span></div>
+
   <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E0YY0HA">As you continue and actually generate the communication output, the field name will be replaced with the appropriate matching data for that member. </span></div>
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E05Y0HA">Figure 6-1 Example letter that will contain Database fields</span></div>
 
 
   <div style="margin-left: 18pt;">
 
   <div style="margin-left: 18pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
+
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">5. </div></td>
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E04Y0HA">When you desire to insert a database field, click the </span><span style="font-weight: bold;">Add Database Field</span> icon. ([[Image:Emails_Letters_and_Mailing_Lists-Inserting_a_database_field-Communication.1.043.3.jpg]]).</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E03Y0HA">Click the plus sign ([[Image:Emails_Letters_and_Mailing_Lists-Inserting_a_database_field-Communication.1.043.4.jpg]]) to expand the desired section and display available database field selections.</span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E02Y0HA">[[Image:Emails_Letters_and_Mailing_Lists-Inserting_a_database_field-Communication.1.043.5.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E01Y0HA">Figure 6-2</span></span>– Add Database Field window</div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0ZY0HA">Click to select the desired database field.  The selected field will display in the editor window within brackets. e.g. </span><span style="font-family: Arial; font-size: 10pt;"><nowiki>[</nowiki>Company Name<nowiki>]</nowiki></span> </div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E0YY0HA">As you continue and actually generate the communication output, the field name will be replaced with the appropriate matching data for that member. </span></div>
 
  <div style="margin-left: 18pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">5. </div></td>
 
 
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0XY0HA">Proceed with standard steps to complete this communication.  All fields displayed in brackets will be filled with data from the member’s record.</span></div></td>
 
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0XY0HA">Proceed with standard steps to complete this communication.  All fields displayed in brackets will be filled with data from the member’s record.</span></div></td>
 
       </tr>
 
       </tr>
Line 1,664: Line 1,719:
 
===Using a Signature Block===
 
===Using a Signature Block===
  
#Open the editor by selecting one of the many ways to send an email or create letters in the software.  
+
#Open the email editor by selecting one of the many ways to send an email or create letters in the software.  
 
#Click '''Choose a Template'''. [[Image:Emails_Letters_and_Mailing_Lists-Using_a_Signature_Block-Communication.1.051.1.jpg]]  
 
#Click '''Choose a Template'''. [[Image:Emails_Letters_and_Mailing_Lists-Using_a_Signature_Block-Communication.1.051.1.jpg]]  
 
#Click the template title to select the desired signature template. Your signature block will appear.
 
#Click the template title to select the desired signature template. Your signature block will appear.
Line 1,670: Line 1,725:
 
#Type the desired communication.  Your signature block will “move” down the page as you type the communication.
 
#Type the desired communication.  Your signature block will “move” down the page as you type the communication.
  
==Communicating Using Groups & Mailing Lists==
+
==='''<span style="color:#800080">Edit a Signature Block'''</span>===
Sending communication via email and letters may be simplified by creating self-defined groups in the ChamberMaster '''Groups''' module.
+
----
  
For instance, if you frequently send emails to your Budget Committee . . instead of selecting the 12 members of that committee each time you send an email, you first create a group in the '''Groups''' module called the Budget Committee. Add each of the 12 members to that group. Then when you go to send the email, you simply select the Budget committee as the recipient of the email with one simple click.
+
#Open the email editor by selecting one of the many ways to send an email in the software.
 +
#Click '''Choose a Template''' [[Image:Emails_Letters_and_Mailing_Lists-Using_a_Signature_Block-Communication.1.051.1.jpg]] if you saved your signature as a template '''OR''' click the [[File:Folder icon.jpg|25px]] if your signature was saved as a document.
 +
#Click the signature title to select the desired signature template. Your signature block will appear.
 +
#:[[File:Signature.jpg|400px|center]]
 +
#Make the desired changes to your signature.
 +
#Click the '''Save''' icon to save your changes. If you are saving as a template, you will need to rename the template, if you are saving as a document, you can save as a new document or over-write the previous document.
  
If you send a monthly newsletter, the '''Groups''' module is where you will create and maintain this mailing list group. This group may then be selected at the appropriate time throughout ChamberMaster when you desire to send them email or print mailing labels and letters for them.
+
=='''<span style="color:#800080">Email Designer'''</span>==
 +
----
 +
With your ChamberMaster/MemberZone software, the '''Email Designer''' provides you the ability to create and design your own newsletters and email templates. The Email Designer is extremely flexible and provides tools for basic content elements that you can use to create and design your newsletter. Your content will look great on all devices, browsers and email clients. We have included several templates for you, that you can update and customize as needed. Or you can simply start from scratch and create your own templates. <br>
  
[[File:Communication.1.056.1.jpg]]
+
[[File:Video-call-24.jpg|link=https://www.growthzone.com/email-designer/]] '''See the Email Designer in Action!!
 +
{| class="wikitable"
 +
|-
 +
|
 +
[[File:One Row.png|25px]]
 +
| style="width: 100%"| '''NOTE:''' The '''Email Designer''' is available as an '''Add-on''' feature for those who have Plus, Premier, or Pro edition. For information on pricing, please reach out to [mailto:engagement@growthzone.com engagement@growthzone.com]
 +
|}
  
'''Figure 9-1''' the Groups module
+
==='''<span style="color:#800080">Designing Your Newsletters'''</span>===
 +
----
 +
===='''<span style="color:#800080">View Default Newsletter Templates'''</span>====
 +
----
 +
We have provided you with several newsletter templates that you can use as designed, or edit to suit your business needs. Many standard and custom tools are available to you for designing your templates. 
 +
#Click '''Communications''' in the left-hand navigation panel.
 +
#Click '''New Email to Multiple Members'''.
 +
#Select desired recipients. You may not actually wish to send the newsletter, this is simply the method to access the template.
 +
#Click '''Edit with Email Designer'''.
 +
#:[[File:Save email template 2020.jpg|600px|none]]
 +
#Select the template you wish to view from the '''Template''' list.
 +
===='''<span style="color:#800080">Edit Default Newsletter Templates'''</span>====
 +
----
 +
We have provided you with a variety of newsletter templates that you can use as designed, or edit to suit your business needs. Many standard and custom tools are available to you for designing your templates. 
 +
#Click '''Communications''' in the left-hand navigation panel.
 +
#Click '''New Email to Multiple Members'''.
 +
#Select desired recipients. You may not actually wish to send the newsletter, this is simply the method to access the template.
 +
#Click '''Edit with Email Designer'''.
 +
#:[[File:Save email template 2020.jpg|600px|none]]
 +
#Select the template you wish to edit from the '''Template''' list.
 +
#Make desired changes to the template.
 +
#When you have made all changes, click the '''Save/Manage''' button.
 +
#:[[File:Manage template 2020.jpg|300px|center]]
 +
#When editing a default template, you must create a new template. Enter a '''Name''' for the template. If you are editing a template that you customized or created from scratch, you will be able to over-write an existing template.
 +
#Click '''Save Template'''.
 +
===='''<span style="color:#800080">Create a Newsletter Template from Scratch'''</span>====
 +
----
 +
We have provided you with several newsletter templates that you can use as designed, or edit to suit your business needs. Many standard and custom tools are available to you for designing your templates. 
 +
#Click '''Communications''' in the left-hand navigation panel.
 +
#Click '''New Email to Multiple Members'''.
 +
#Select desired recipients. You may not actually wish to send the newsletter, this is simply the method to access the template.
 +
#Click '''Edit with Email Designer'''. The last email that you were working will appear. To start with an entirely blank email template, you may need to select another template (it doesn’t matter which one) and then select '''Select an Email Template''' from the Template drop-down list. Click '''OK''' when it asks if you are sure if you want to load another template.
 +
#Drag and drop the standard blocks and custom blocks you wish to include in your template. See further instructions below.
 +
#Once you have created your template, click the '''Save/Manage''' button.
 +
#:[[File:Manage template 2020.jpg|400px|center]]
 +
#Enter a '''Name''' for the template.
 +
#Click '''Save Template'''.
  
===Creating a group or mailing list===
+
==='''<span style="color:#800080">Template Settings - Global'''</span>===
''REDIRECT'' [[Groups]]
+
----
====Groups====
+
===='''<span style="color:#800080">Template Body'''</span>====
#Click '''Groups''' in the left-hand menu.
+
----
#Click '''Create a Group''' on the '''Home''' tab.
+
Using the '''Body''' option, you can define the global settings for your templates, including the width of the template, the background color, default fonts to be used, link color, etc.
#:[[File:Communication.1.057.1.jpg]]
+
[[File:Body tool 2020.jpg|400px|center]]
#:'''Figure: Create a group'''
 
#Complete the Create a New Group fields for this new group.
 
#:[[File:Communication.1.057.2.jpg]]
 
#:'''Figure: "Create a New Group" fields–tabbed view'''
 
#Click '''Save.'''
 
#Click the '''Group Name''' of the new group on the '''Home''' tab.
 
#Click the '''General''' tab. Make sure the settings are correct.
 
#:[[File:Communication.1.057.3.jpg|framed|none|Group Options and Settings]]
 
##When selected, this roster list will be shown as a group/interest that may be searched by members in the Member Information Center.
 
##When selected, members will have opportunity to join/leave this group/interest on their own in the Member Information Center. The selection of Group Participant list or Rep Interest list determines where the selection will take place – under Groups or under Interests. Interests.
 
##This option allows the group to be contacted through the Member Information Center Message Center
 
##When selected, this group will display on your website in the Groups public module available at <nowiki>http://yoursubdomain.yourdomain.com/groups.</nowiki>
 
##:*Click '''Public Display Settings''' to modify how the group is displayed
 
##When selected, this group will appear on your public website at the suggested URL where the public may add themselves to the group. Often used for consumers to subscribe to (join) your mailing lists.
 
##When selected, this group name will be displayed on the email subscription opt-in/out page
 
##When selected, this group cannot be unsubscribed from
 
##When selected, this group will be accessible through the community app (when purchased)
 
#Click the '''Roster''' tab.
 
#Click one or more of the Add Group Members selections to add members to your group.
 
#Continue adding representatives to your group using the '''Add Group Members''' selections until your group is complete.
 
  
[[Category: Groups]]
+
==='''<span style="color:#800080">Standard Tools'''</span>===
 +
----
 +
Tools are basic content elements that are used to design your templates. Text, image, and button are some examples of the built-in tools. To start using these tools, you will simply drag them into your newsletter to add content. Content formatting options are displayed when a tool is add to your document.
 +
[[File:Standard tools all options 2020.jpg|300px|center]]
 +
===='''<span style="color:#800080">Columns'''</span>====
 +
----
 +
Rows and columns make it easy to organize content elements, like images and text. When getting started with designing your newsletter, you may wish to use the column tool to add columns and rows first, so you can then add additional content in just the right place.
 +
Drag & drop the '''Column''' tool into your template. You will then be able to define the number of columns in each row. Add as many rows as needed, you will always be able to go back and remove rows or change the number of columns you have added to the rows.
  
===Selections for adding group members===
+
'''''<span style="color:#800080">Learn more! View a short tutorial on adding columns to your template'''''</span>
<div xmlns="http://www.w3.org/1999/xhtml">
+
:[[File:Columns in action.jpg|500px|center|link=https://www.screencast.com/t/Ik8gaElpkY]]
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0BV0HA">Examples of the various ways to add group members follows.</span></div>
 
  <div style="color: #808080; font-family: Cambria; font-size: 14pt; margin-left: 36pt; margin-top: 10pt;"><span id="wwpID0E0AV0HA">Add representatives by type/status</span></div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E06U0HA">[[Image:Emails_Letters_and_Mailing_Lists-Selections_for_adding_group_members-Communication.1.054.1.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E05U0HA">Figure 9-5 Selecting reps </span></span>by type/status</div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-weight: bold;"><span id="wwpID0E04U0HA">Community Member Reps</span></span> are those individuals specified on the <span style="font-weight: bold;">Reps</span> tab in the <span style="font-weight: bold;">Members</span> module for the record titled <span style="font-weight: bold;"><nowiki>[</nowiki></span><span style="font-family: Calibri; font-size: 9pt;">Community Member</span><span style="font-weight: bold;"><nowiki>]</nowiki></span>.  These individuals are not associated with a particular company/member but may still be selected as group members.</div>
 
  <div style="color: #808080; font-family: Cambria; font-size: 14pt; margin-left: 36pt; margin-top: 10pt;"><span id="wwpID0E03U0HA">Add representatives by member</span></div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E02U0HA">[[Image:Emails_Letters_and_Mailing_Lists-Selections_for_adding_group_members-Communication.1.054.2.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E01U0HA">Figure 9-6 Selecting reps </span></span>by member</div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0ZU0HA">When selecting to add reps by member, </span><span style="text-decoration: underline;">all</span> reps from that selected member will be added to the roster list.  Then, if desired, you may remove all Inactive reps by clicking <span style="font-weight: bold;">Remove Inactive Reps</span> at the bottom of the roster.  All inactive reps from all members would be removed from the group at that time. </div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0YU0HA">More than one member may be selected by pressing Ctrl-click on each desired member.  Then click the </span><span style="font-weight: bold;">&gt;&gt;</span> arrow.</div>
 
  <div style="color: #808080; font-family: Cambria; font-size: 14pt; margin-left: 36pt; margin-top: 10pt;"><span id="wwpID0E0XU0HA">Add representatives by category</span></div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0WU0HA">[[Image:Emails_Letters_and_Mailing_Lists-Selections_for_adding_group_members-Communication.1.054.3.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0VU0HA">Figure 9-7 </span></span>Selecting reps by  category</div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0UU0HA">In this example, the Automotive Parts &amp; Service category has only one active member but also one member that may be courtesy, prospective, non-member or dropped.  With settings currently displayed, only the one member’s reps will be added to the group.</span></div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0TU0HA">Only one category may be selected at a time. </span></div>
 
  <div style="color: #808080; font-family: Cambria; font-size: 14pt; margin-left: 36pt; margin-top: 10pt;"><span id="wwpID0E0SU0HA">Add representatives from other groups</span></div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0RU0HA">[[Image:Emails_Letters_and_Mailing_Lists-Selections_for_adding_group_members-Communication.1.054.4.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0QU0HA">Figure 9-8</span></span> Selecting reps from other groups</div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0PU0HA">Only one group may be selected at a time.  </span></div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0OU0HA">Use this selection to create a new group based on membership from a previous group or to merge reps from another group into this new group.  No reps are removed from the source groups – just copied.</span></div>
 
  <div style="color: #808080; font-family: Cambria; font-size: 14pt; margin-left: 36pt; margin-top: 10pt;"><span id="wwpID0E0NU0HA">Add individual representatives</span></div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0MU0HA">[[Image:Emails_Letters_and_Mailing_Lists-Selections_for_adding_group_members-Communication.1.054.5.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0LU0HA">Figure 9-9</span></span> Adding individual representatives</div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0KU0HA">More than one rep may be selected by pressing Ctrl-click on each desired rep. Then click the</span><span style="font-weight: bold;"> &gt;&gt;</span> arrow.</div>
 
  <div style="color: #808080; font-family: Cambria; font-size: 14pt; margin-left: 36pt; margin-top: 10pt;"><span id="wwpID0E0JU0HA">Add specific reps by member name</span></div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0IU0HA">[[Image:Emails_Letters_and_Mailing_Lists-Selections_for_adding_group_members-Communication.1.054.6.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0HU0HA">Figure 9-10</span><span style="font-size: 12pt;"> </span>Adding reps from specific members</div>
 
</div>
 
  
===Maintaining the group/mailing list===
+
===='''<span style="color:#800080">Text'''</span>====
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0FU0HA">Contact information (i.e. email addresses, phone numbers, addresses etc.) are updated automatically when changes are made in the </span><span style="font-weight: bold;">Members</span> module.  Group membership must be maintained through manual selection or removal of names.  </div>
+
----
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0EU0HA">Adding new member names to the groups could be done at any time, however, two detailed concepts are provided below that may assist in providing a consistent procedure at your chamber. The two examples are adding new members to the mailing list either periodically or immediately.</span></div>
+
{|
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0DU0HA">Removing representatives from mailing lists or groups may be done at any time manually or may be completed during the process of changing a member status to </span><span style="font-weight: bold;">Dropped/Inactive</span>.</div>
+
|-
 +
|style="padding: 20px" |
 +
[[File:Text tool icon 2020.jpg|50px]]
 +
||The '''Text''' tool allows you to add the text block to your newsletter. Simply drag and drop the block into your newsletter, and type your text. Standard word processing functions are available, such as font size, alignment, etc, are available for formatting your text. The ability to insert merge fields allows for further customization, such as the recipients name or organization.  
 +
|}
 +
'''TIPS:'''
 +
*Ensure your text is easy to read, and avoid the pitfalls of using background or font colors that make your text difficult to read.
 +
*A variety of fonts are available for your text, however, stick to standard web safe fonts, such as Arial, Verdana, Georgia, Times New Roman, and Courier. Not all fonts are supported universally, so if you’re using something niche, you may be at the mercy of having the email platform it’s displayed on change it to something else—which could potentially affect spacing, layout, and the overall look.
 +
===='''<span style="color:#800080">Add Merge Tags to Text'''</span>====
 +
----
 +
When working with the text tool, you have the ability to insert merge fields for further customization. Member and representative fields are available.
 +
#Drag & Drop the text block into your newsletter.
 +
#If needed, begin typing your text.
 +
#Place your cursor where you would like to insert the merge field.
 +
#:[[File:Cm mz merge tags.jpg|400px|center]]
 +
#Click '''Merge Tags''' and select the desired tag.
  
===Add New Members to a Mailing List Periodically===
+
===='''<span style="color:#800080">Image Tool'''</span>====
Group membership must be maintained through manual selection or removal of names. To keep your initial mailing list up-to-date, you might consider running a monthly report to add new members to your mailing list.
+
----
 +
{|
 +
|-
 +
|style="padding: 20px" |  [[File:Image icon 2020.jpg|55px]] ||A newsletter full of text can be very boring to look at, and images can be a really great way of communicating what you're about to your readers. Images can help readers to connect with the content of your email and can keep their attention focused on the right area. Use the '''Image''' tool to add images to your newsletter. Simply drag & drop the image tool into your newsletter template, then upload your image and format as needed. 
 +
|}
 +
'''<span style="color:#800080">TIP:'''</span>'''
 +
:Because some email clients don’t display background images, ensure that your email looks good and works without images. Enter a short image description in the Alternate text field to describe any images you use so that even with images disabled, the newsletter will still make sense.
 +
'''''<span style="color:#800080">Learn more! View a short tutorial on adding images to your template'''''</span>
 +
:[[File:Columns in action.jpg|500px|center|link=https://www.screencast.com/t/FruWvC0js]]
 +
A variety of stock images are also available for you to use. Click the '''Images''' icon, to choose an image, and drag & drop it into your newsletter.
 +
[[File:Stock images 2020.jpg|600px|center]]
 +
===='''<span style="color:#800080">Video Tool'''</span>====
 +
----
 +
{|
 +
|-
 +
| style="padding: 20px" | [[File:Video tool 2020.jpg|55px]] ||Videos embedded in your newsletter are a dynamic way to engage your readers. Using the Video tool, you can include a YouTube or Vimeo URL to automatically generate a preview image. The image will then link to the provided URL.
 +
|}
 +
'''''<span style="color:#800080">Learn more! View a short tutorial on adding a video to your template'''''</span>
 +
:[[File:Columns in action.jpg|400px|center|link=https://www.screencast.com/t/89s0dgICK2b]]
  
1. Click '''Membership Report''' '''Multiple Members in the Reports''' module.
+
===='''<span style="color:#800080">HTML Tool'''</span>====
 +
----
 +
{|
 +
|-
 +
|style="padding: 20px" | [[File:Html tool icon 2020.jpg|55px]] ||The '''HTML''' tool allows you to add custom HTML content into your template. We recommend that only users familiar with HTML use these blocks since adding custom code to the template can affect its rendering and responsiveness. Once you have added the HTML block to your newsletter, default code '''"Hello world!"''' is displayed,  click on the content block to add you HTML code.  You can write your own HTML or paste in existing HTML in the code editor, then click Save Code to return to the email template. As you enter your code, an immediate preview is displayed in your newsletter.
 +
|}
 +
'''''<span style="color:#800080">Learn more! View a short tutorial on adding HTML Code to your template'''''</span>
 +
:[[File:Columns in action.jpg|400px|center|link=https://www.screencast.com/t/4v8IY2xUTk]]
  
 +
===='''<span style="color:#800080">Divider Tool'''</span>====
 +
----
 +
{|
 +
|-
 +
|style="padding: 20px" | [[File:Divider tool 2020.jpg|55px]] ||The Divider tool allows you to add styled horizontal lines that divide your content. This will help organize and add visual content in your newsletter. Drag and drop the tool into your newsletter, then click anywhere on the divider to open the editing tool. You will be able to change the thickness, length, and padding of the divider lines.
 +
|}
 +
'''''<span style="color:#800080">Learn more! View a short tutorial on adding a divider to your template'''''</span>
 +
:[[File:Columns in action.jpg|400px|center|link=https://www.screencast.com/t/yEmyVmXZ0]]
  
[[File:Communication.1.066.1.jpg]]
+
===='''<span style="color:#800080">Button Tool'''</span>====
 +
----
 +
{|
 +
|-
 +
|style="padding: 20px" | [[File:Button tool 2020.jpg|50px]]||The '''Button''' tool can be used to drive your readers to action. Perhaps you want to send the reader to your events page, or event a fundraiser page. By using this tool you can send the reader to these external links. Alternately, buttons may be used to send an email, dial a phone number, or event send an SMS. Drag & Drop the button onto your newsletter, then you will be able to style to button, and configure the desired action.
 +
|}
 +
'''''<span style="color:#800080">Learn more! View a short tutorial on adding a Button to your template'''''</span>
 +
:[[File:Columns in action.jpg|400px|center|link=https://www.screencast.com/t/irNQrIQHbrJl]]
  
'''FIGURE 9-11''' Membership Reports
+
==='''<span style="color:#800080">Custom Tools'''</span>===
 +
----
 +
We have provided tools custom to your association. You can include a list of your new members, a list of upcoming events, lists of hot deals, etc.
 +
===='''<span style="color:#800080">Add a List of New Members to Your Newsletter'''</span>====
 +
----
 +
{|
 +
|-
 +
|style="padding: 20px" | [[File:New members icon email designer 2020.jpg|75px]]||The '''New Members''' custom tool  allows you to easily put the spotlight on your new members. You will be able to define the members displayed based on a join date range.
 +
|}
  
 +
'''''<span style="color:#800080">Learn more! View a short tutorial on adding a list of New Members to your template'''''</span>
 +
:[[File:Columns in action.jpg|400px|center|link=https://www.screencast.com/t/Zbvqm5fL39]]
  
2. Click '''Member Join Report'''.
+
Drag and drop the new members block into your newsletter, then configure:
 +
*The join date range
 +
*Set container padding - this is the space that will surround the list
 +
*The order in which you would like the members to display
 +
*Your members can will be displayed as a bulleted list, with hyper links to the member directory. Feel free to edit the block and remove the bullet points or format in your desired way. '''NOTE''': Note: Any formatting that you apply yourself after the members are loaded would be lost if you needed to reload the members list again for any reason (such as changing the date range).
 +
[[File:New members email designer 2020.jpg|800px|center]]
  
 +
===='''<span style="color:#800080">Add a List of Member Anniversaries to Your Newsletter'''</span>====
 +
----
 +
{|
 +
|-
 +
|style="padding: 20px" | [[File:Anniversary icon 2020.jpg|75px]]||Recognize your longtime members by using the '''Anniversary''' block.
 +
|}
  
[[File:Communication.1.066.2.jpg]]
+
'''''<span style="color:#800080">Learn more! View a short tutorial on adding a list of Member Anniversaries to your template'''''</span>
 
+
:[[File:Columns in action.jpg|400px|center|link=https://www.screencast.com/t/8FdlW3GxB]]
'''FIGURE 9-12''' Member join report
 
  
 +
Drag & Drop the Anniversary block into your newsletter, then click the block to:
 +
*Select the anniversary and years of membership
 +
*Use the text editor options to format your text, add additional verbiage, and other pertinent links. '''Note''': Any formatting that you apply yourself after the anniversaries are loaded would be lost if you needed to reload the list again for any reason (such as changing the month and years.
  
3. Type the desired date range in the '''Join Date''' fields.
+
===='''<span style="color:#800080">Add a List of Upcoming Events to Your Newsletter'''</span>====
 +
----
 +
{|
 +
|-
 +
|style="padding: 20px" |
 +
[[File:Events icon 2020.jpg|80px|center]]
 +
  ||Promote your events using the '''Upcoming Events''' custom tool. Once included in your newsletter/email, recipients will be able to view event details and link the the event page and registration page.
 +
|}
  
4. Click '''View/Print Summary''' Listing.
 
  
 +
'''''<span style="color:#800080">Learn more! View a short tutorial on adding a list of upcoming events to your template'''''</span>
 +
:[[File:Columns in action.jpg|400px|center|link=https://www.screencast.com/t/fjJFaU3f]]
  
[[File:Communication.1.066.3.jpg]]
+
Drag & Drop the Events block into your news letter, then click the block to:
 +
*Select the events date range to be included in your newsletter
 +
*Select Event category if desired; leaving blank will select all event categories.
 +
*Select the whether to include the event date or not.
 +
*Use the text editor options to format your text, add additional verbiage, and other pertinent links. '''Note''': Any formatting that you apply yourself after the upcoming events are loaded would be lost if you needed to reload the list again for any reason (such as changing the date range).
 +
[[File:Events calendar newsletter 2020.jpg|800px|center]]
  
'''FIGURE 9-13''' Selecting report criteria
+
===='''<span style="color:#800080">Add a List of Job Postings to your Newsletter'''</span>====
 +
----
 +
{|
 +
|-
 +
|style="padding: 20px" |
 +
[[File:Job posting email designer icon 2020.jpg|70px|center]]
 +
  ||Promote your members' job listings by using the '''Job Posting''' block.
 +
|}
  
5. View or print the desired list of new members and then click '''Close'''.  
+
'''''<span style="color:#800080">Learn more! View a short tutorial on adding a list of active Job Postings to your template'''''</span>
 +
:[[File:Columns in action.jpg|400px|center|link=https://www.screencast.com/t/dvr2PL3cn]]
  
6. With this list in hand, click '''Groups''' in the left-hand navigation bar.
+
Drag & drop the '''Job Posting''' block into your news letter, then click the block to:
 +
*Enter the active date of the job postings that you’d like to include in the newsletter.
 +
*Choose whether to include the Member Name and category.
 +
*Set a maximum number of job postings to display if the results on the selected active date range would be exceeded.
 +
*Select to Order by Job Posting Title, Member Name or Category.
 +
*Use the text editor options to format your text, add additional verbiage, and other pertinent links. '''Note''': Any formatting that you apply yourself after the job postings are loaded would be lost if you needed to reload the list again for any reason (such as changing the active date).
  
7. Click the '''Home''' tab.
+
===='''<span style="color:#800080">Add a List of Hot Deals to your Newsletter'''</span>====
 +
----
 +
{|
 +
|-
 +
|style="padding: 20px" |
 +
[[File:Hot deals email designer icon 2020.jpg|70px|center]]
 +
  ||Promote your members' hot deals by using the Hot Deals block.
 +
|}
  
8. Click the '''Group Name''' of the mailing list to be modified.
+
'''''<span style="color:#800080">Learn more! View a short tutorial on adding a list of Hot Deals to your template'''''</span>
 +
:[[File:Columns in action.jpg|400px|center|link=https://www.screencast.com/t/nfE57DN0vc1X]]
  
 +
Drag & drop the '''Hot Deals''' block into your news letter, then click the block to:
 +
*Select the Public Active Deals As Of. The Hot Deals included in your newsletter will be those active beyond this date.
 +
*Choose to include the member's name in the newsletter.
 +
*Choose to include the hot deal valid dates
 +
*Define the maximum number of hot deals to be included
 +
*The order in which you wish the hot deals will be displayed.
 +
*Use the text editor options to format your text, add links and merge fields
  
[[File:Communication.1.066.5.jpg]]
+
===='''<span style="color:#800080">Add a List of News Releases to your Newsletter'''</span>====
 +
----
 +
{|
 +
|-
 +
|style="padding: 20px" |
 +
[[File:News_releases_email_designer_icon_2020.png|70px|center]]
 +
  ||Get more from  your news releases by including them in your newsletter.
 +
|}
  
'''FIGURE 9-14''' Selecting the group
 
  
9. Click the '''Roster''' tab.
 
  
10. Click '''add representatives by member''' in the '''Add Group Members''' area.
+
'''''<span style="color:#800080">Learn more! View a short tutorial on adding a list of News Releases to your template'''''</span>
 +
:[[File:Columns in action.jpg|400px|center|link=https://www.screencast.com/t/ZC5kDPad]]
  
11. Locate the desired member in the '''Choose Members''' list and click to select.
+
Drag & Drop the News Release block into your news letter, then click the block to:
 +
*Enter the active date of the News Release that you’d like to include in the newsletter.
 +
*Choose whether to include the Member Name and Release Date.
 +
*Set a maximum number of News Release to display if the results on the selected active date range would be exceeded.
 +
*Select to Order by News Release Title, Member Name or Release Date.
 +
*Use the text editor options to format your text, add additional verbiage, and other pertinent links. '''Note''': Any formatting that you apply yourself after the News Release are loaded would be lost if you needed to reload the list again for any reason (such as changing the active date).
  
12. Click the '''>> arrow''' to display the record on the '''Selected Members''' list.
+
===='''<span style="color:#800080">Add a List of Blogs to your Newsletter'''</span>====
 +
----
 +
{|
 +
|-
 +
|style="padding: 20px" |
 +
[[File:Blog posts email designer icon 2020.jpg|70px|center]]
 +
  ||Blogging is a great way to promote your chamber, increase traffic to your chamber website and help inform the community. Use the Blog tool to add your blogs to your newsletter.
 +
|}
  
13. Click '''Continue'''.
+
'''''<span style="color:#800080">Learn more! View a short tutorial on adding a list of News Releases to your template'''''</span>
 +
:[[File:Columns in action.jpg|400px|center|link=https://www.screencast.com/t/IKPVhCjNCw]]
  
 +
Drag & Drop the '''Blog''' block into your news letter, then click the block to:
 +
*Select Blog posts from/through dates
 +
*Select the layout. Blogs can be displayed as a bulleted list, and with links to your detailed blog
 +
*Use the text editor options to format your text, add links and merge fields. '''Note''': Any formatting that you apply yourself after the News Release are loaded would be lost if you needed to reload the list again for any reason.
  
[[File:Communication.1.066.6.jpg]]
+
==='''<span style="color:#800080">Email Designer Common Tasks'''</span>===
 +
----
 +
===='''<span style="color:#800080">Copy/Duplicate a Block'''</span>====
 +
----
 +
#Click the block you wish to copy.
 +
#Click the [[File:Copy icon 2020.jpg|25px]] icon. A copy of the block will be placed directly below the original block.
 +
===='''<span style="color:#800080">Move a Block'''</span>====
 +
----
 +
#Click the block you wish to move.
 +
#Click the [[File:Move icon 2020.jpg|25px]] icon.
 +
#Drag the block to the desired location.
 +
===='''<span style="color:#800080">Delete a Block'''</span>====
 +
----
 +
#Click the [[File:Trash icon 2020.jpg|25px]] icon.
 +
#Confirm that you wish to delete the block.
  
'''FIGURE 9-15''' Selecting a record
+
=='''<span style="color:#800080">Managing Quarantined Emails'''</span>==
 +
----
 +
Due to increased vigilance from outside organizations that rank email sender reputation, having a clean email address list is very important to ensure all of our customers can continue to communicate reliably to their members.
  
14. All reps from the selected member will be added to the mailing list. If you desire to remove any of these reps from the list, complete steps #15-17 below.
+
To assist you in this task, a process runs on a nightly basis to scan all emails in your database for email addresses for invalid status. The following types of addresses would be considered invalid:
 +
*Addresses where the syntax is incorrect (e.g. multiple @ symbols, extra space, etc.)
 +
*The domain of the email address doesn't exist
 +
*The address of the recipient no longer exists on the receiving server
 +
*The MX record of the domain itself doesn't exist.  
  
15. Click the column title '''Company Name''' to sort by company name.)
+
These are all cases where the email would never make it through to anyone.  
  
16. If desired, display all records by selecting '''All''' from the '''Display __ results per page'''. Find this selection in the information at the top of the roster.
+
GrowthZone has implemented processes to identify and quarantine emails that have been identified as invalid in your database, while keeping you in full control of your addresses.
  
 +
'''Summary of New Process''':
 +
#The process runs on a nightly basis.
 +
#An Email warning of upcoming quarantine will be sent 30 days prior to quarantine to notify you that email(s) are to be quarantined. This email is sent to those staff members who have subscribed to the '''Invalid Email Address Notifications''' notification (See '''[[Administrator_Tasks#Set_Email_Notifications|Staff Email Notifications]]''' for information on subscribing to the notification). '''[https://www.screencast.com/t/FhMIy0hmHBX Sample Email]'''.
 +
#:The email contains action links to:
 +
#:*Re-check the email – if the email is verified, then the email is no longer subject to quarantine, and will be returned to normal status
 +
#:*Change Address – this option will allow you to update the email address, and it will then be run through the nightly scan. If the email address is verified, it will be returned to normal status.
 +
#:*Mark As Good – this option allows you to mark an email as good and return to normal status in the database. It will be rechecked in 90 days.
 +
#::'''NOTE:''' A new item has been added to the '''Task List''', that will allow you to link to quarantined emails and perform the actions described above.
 +
#A reminder email '''warning''' will be sent five days prior to the final quarantine of emails. [https://www.screencast.com/t/VrlZnvkA Sample Email].
 +
#One final email will be sent, on the day of the quarantine,  indicating the emails have been quarantined. But, note, that staff may recheck, change or mark as good at any time, even if quarantined.
 +
::'''NOTE:''' You can check on the invalid list at any time by clicking '''Invalid Emails''' in the '''Task List'''.
  
[[File:Communication.1.066.7.jpg]]
+
==='''<span style="color:#800080">Quarantined Invalid Email Address Report'''</span>===
 +
----
  
'''FIGURE 9-16''' Information at the top of the roster – All records displayed in order by business name
+
The '''Quarantined Invalid Email Address''' report provides a list of all emails that have been marked as invalid, and removed from your database. Due to increased vigilance from outside organizations that rank email sender reputation, having a clean email address list is very important to ensure all of our customers can continue to communicate reliably to their members. The following types of addresses would be considered invalid: Addresses where the syntax is incorrect (e.g. multiple @ symbols, extra space, etc.), the domain of the email address doesn't exist, the address of the recipient no longer exists on the receiving server, and when the MX record of the domain itself doesn't exist. These are all cases where the email would never make it through to anyone.
  
17. Scroll through your mailing list to find any that should be removed from those that were added. If a rep does not belong on the mailing list, click to select the check box at the end of the row of the desired rep to be removed.
+
The report consists of two sections: '''Emails Quarantined''' and '''Will Be Quarantined'''. The report includes the email address, name of member or rep, the member/rep ID, location in the database the address has been removed from (clicking the location will take you to the page in the database where the email was used), reason why the address was removed, date of removal.
  
18. Click '''Remove Selected Contacts''' at the bottom of the list.
+
You can access the '''Quarantined Invalid Email Addresses''' by clicking the '''Invalid Emails''' link in the task list or through the reports module.
'''Note: '''Multiple reps may be removed at one time by selecting as many check boxes as desired and then click remove.
 
  
[[File:Communication.1.066.8.jpg]]
+
[[File:Invalid Emails1.JPG|1000px|center]]
  
'''FIGURE 9-17''' Remove desired reps
 
  
===Add new members to a mailing list immediately===
+
When an email is quarantined, an automated email will be sent to all staff that are signed up to receive email notification.  All staff will be set to have this notification enabled by default. See '''[[Administrator_Tasks#Set_Email_Notifications|Set Email Notifications]]''' for further details on subscribing to the notification.
Group membership must be maintained through manual selection or removal of names. To keep your initial mailing list up-to-date, you might consider adding new members to the appropriate mailing lists immediately after creating the new member record. Following is one example of how this might happen.
 
  
1. Immediately after a new member has been added to the ChamberMaster database and with the new member record selected in the '''Members''' module, click the '''Reps''' tab.
+
Duplicate emails may be displayed in your report. For example, if you have the same email associated to a member and to a representative, the email will be displayed twice in your report. By default '''ALL''' emails in your database will be displayed in the report, including those of inactive members and/or reps. You can filter the report as needed, to display only active members/reps.
  
2. Ensure that all desired reps for this new member have been added. If not, add reps at this time by clicking '''Add a New Rep'''.
 
  
3. Click the name of one of the reps in the '''List of Representatives''' area.
+
Are the invalid addresses removed from my database?
 +
A: No. When it is determined that an address is invalid, the address is marked 'to be quarantined' in 30 days. After the 30 days, the address will be 'quarantined', meaning it will no longer appear on the member/rep record.  It still can be found on the Quarantined Invalid Email Addresses report where all available actions are still possible, even after quarantine has occurred.
 +
{| class="wikitable"
 +
|-
 +
|
 +
[[File:Smallest.png|25px]]
 +
| style="width: 100%"| '''NOTE:''' Invalid email address are '''NOT''' removed from your database. Once quarantined, the address will no longer appear on the member/rep record. It can still be found on the '''Quarantined Invalid Email Addresses''' report where all available actions are still possible.  
 +
|}
  
4. Scroll to the '''Group Participation''' area at the bottom of the screen and click '''Join a Group'''.
+
See more details of the Invalid Email Address cleanup '''[http://events.chambermaster.com/news/details/invalid-email-address-cleanup here]'''.
  
[[File:Communication.1.067.1.jpg]]
+
===='''<span style="color:#800080">Recheck an Invalid Email'''</span>====
 +
----
  
'''Figure 9-18''' Group Participation area
+
On the '''Quarantined Invalid Email Report''' click the '''Re-check''' link next to the email address you would like to check.
 +
[[File:Invalid Emails2.jpg|1000px|center]]
 +
The results of the re-check will be displayed, as shown below.
  
5. Click the desired group to join.
+
[[File:Recheck.JPG|800px|center]]
  
6. Click the double right arrow to move the desired group to the '''Selected Groups''' list box.
+
If the address is found to be valid, will be removed from the Quarantine list. If the address is found to be invalid, it will remain on the quarantine list.
  
7. Click '''Continue'''.
+
===='''<span style="color:#800080">Mark an Invalid Email as Good'''</span>====
 +
----
 +
After running Re-Check, if you've personally verified this address is good even though the verification system indicates it is not, we've given you an option to mark it as good  and remove it from the Quarantine list. Please do not abuse this option; we want to protect your email sender reputation.
  
[[File:Communication.1.067.3.jpg]]
+
[[File:Invalid Emails3.jpg|1000px|center]]
  
'''Figure 9-19''' Join a group
+
#On the '''Quarantined Invalid Email Report''' click the '''MarkAsGood''' link next to the email address you would like to mark as good.
 +
#:[[File:Markasgood.JPG|800px|center]]
 +
#Review the warning information on the '''Mark as Good''' dialog box.
 +
#If you wish to proceed, click the '''Mark as Good''' button.
  
8. If this representative should belong to more groups, complete steps 4-7 again until they belong to all desired groups.
+
===='''<span style="color:#800080">Change an Invalid Email address'''</span>====
 +
----
  
9. If other representatives should belong to groups as well, perform steps 3-7 above and select the next desired representative.
+
Using the '''Quarantined Invalid Email''' report, you can correct an invalid email address. The correction will be updated throughout their record; the current address will then be removed from the Quarantine list.
 +
 
 +
[[File:Invalid Emails4.jpg|1000px|center]]
  
===Remove representatives from a group manually===
+
#On the '''Quarantined Invalid Email Report''' click the '''Change''' link next to the email address you would like to change.
<div xmlns="http://www.w3.org/1999/xhtml">
+
#:[[File:Change email address.JPG|500px|center]]
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0PS0HA">Representatives are removed from groups manually or during the process of changing a member status to </span><span style="font-weight: bold;">Dropped/Inactive</span>.</div>
+
#Enter the new email address in the '''Please replace email address...''' text-box.
  <div style="margin-left: 18pt;">
+
#Click the '''Replace''' button.
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
 
      <tr valign="baseline">
+
===='''<span style="color:#800080">Quarantine Tonight'''</span>====
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
+
----
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0OS0HA">Click </span><span style="font-weight: bold;">Groups</span> in the left-hand navigation bar.</div></td>
+
 
      </tr>
+
Select this option to speed up the quarantine process. Address will be quarantined tonight; use when you know the address is invalid and do not wish to wait for the upcoming date.
    </table>
+
 
  </div>
+
On the '''Quarantined Invalid Email Report''' click the '''Quarantine Tonight''' link. A confirmation screen will display indicating that the email address was successfully updated and will be quarantined during the scheduled email cleanup task tonight. You will need to refresh the Quarantined Invalid Email Address report to see the updated Planned Quarantine Date on the address.
 +
 
 +
==='''<span style="color:#800080">Manage Cover Letter Templates'''</span>===
 +
----
 +
Cover Letter Templates can be created to be included as the email sent along with your invoices. You may, for example, have a cover letter that is used when you initially send out your renewal invoices, and then a separate email template that is used when you send reminder invoices.
 +
 
 +
===='''<span style="color:#800080">View/Edit Cover Letter Templates'''</span>====
 +
----
 +
 
 +
To view/edit your cover letter templates:
 +
 
 +
#Click '''Setup''' in the left-hand navigation panel.
 +
#Click ''' Template Manager - Cover Letters''' in the '''Billing Section'''. The '''Layout Editor''' screen will, by default, display Invoice cover letters, but this screen can be used for updating cover letters for statements, credits, receipts and payments.
 +
#Select the cover letter that you wish to view and edit from the '''Loaded Cover Letter''' drop-down list.
 +
#:[[File:Cover Letters.JPG|600px|center]]
 +
#Use the Rich Text Editor functions to update the template.
 +
#To save the changes to an existing template, simply click '''Save'''. To save the cover letter as a new template, enter the '''Cover Letter name''' and click '''Save As'''.
 +
#If you wish to set this cover letter as your system default, click the '''Save as default''' check-box.
 +
 
 +
==Storing Documents - Cloud Drive==
 +
Store your documents in the Cloud Drive, a selection in the left-hand menu of your software<ref>'''Note: '''These document storage folders are only available for those with Plus edition or greater.
 +
</ref>, to access them anytime from any computer that has a connection to the internet and access to the database. 10 GB of storage space is available to you.
 +
 
 +
Upload files<ref>File types allowed: jpg, jpeg, gif, png, svg, txt, pdf, odp, ods, odt, rtf, doc, docx, pub, xls, xlsx, ppt, pptx, ogv, mp4, webm, ogg, mp3, wav. up to 50 MB in size.</ref> to '''My Documents''' for your personal use or into '''Shared Documents''' to make them available for your entire staff.
 +
 
 +
*[[Emails_Letters_and_Mailing_Lists-Storing_a_personal_document_for_use_later|Storing a document for personal use later]]
 +
*[[Emails_Letters_and_Mailing_Lists-Storing a document to share with other staff|Storing a document to share with other staff]]
 +
*[[Emails_Letters_and_Mailing_Lists-Storing documents on a member’s record for archiving purposes|Storing documents on a member’s record for archiving purposes]]
 +
*[[Emails_Letters_and_Mailing_Lists-Storing files for members to access|Storing files for members to access]]
 +
*[[Storing_Images_Used_In_Emails|Storing images that are used in emails or wherever the editor is used]]
 +
 
 +
 
 +
:Locate these two tabs by clicking '''Cloud Drive''' in the left-hand menu or by selecting the desired folder from the Common Tasks tab in the Dashboard module.
 +
 
 +
 
 +
::[[File:Communication.1.083.1.jpg]]
 +
 
 +
 
 +
::'''Figure:''' Document storage on the Cloud Drive
 +
 
 +
===Storing a personal document for use later===
 
   <div style="margin-left: 18pt;">
 
   <div style="margin-left: 18pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
+
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0NS0HA">Click the </span><span style="font-weight: bold;">Home</span> tab.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0HN0HA">Click </span><span style="font-weight: bold;">Cloud Drive</span> in the left-hand menu.</div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
 +
  <div style="margin-left: 18pt;">
 +
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 +
      <tr valign="baseline">
 +
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 +
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0GN0HA">Click </span><span style="font-weight: bold;">My Documents</span>.</div></td>
 +
      </tr>
 +
    </table>
 +
  </div>
 +
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0FN0HA">[[Image:Emails_Letters_and_Mailing_Lists-Storing_a_personal_document_for_use_later-Communication.1.074.1.jpg]]</span></div>
 +
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0EN0HA">Figure 11-2b Sample </span><span style="font-weight: bold;">Cloud Drive</span> window</div>
 
   <div style="margin-left: 18pt;">
 
   <div style="margin-left: 18pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0MS0HA">Click the </span><span style="font-weight: bold;">Group Name</span> of the mailing list to be modified.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0DN0HA">(Optional) Click </span><span style="font-weight: bold;">New folder</span> to create a folder to organize your files or double-click on the desired folder.</div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0LS0HA">[[Image:Emails_Letters_and_Mailing_Lists-Remove_representatives_from_a_group_manually-Communication.1.058.1.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0KS0HA">Figure 9-20</span></span> Select the desired group</div>
 
 
   <div style="margin-left: 18pt;">
 
   <div style="margin-left: 18pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0JS0HA">Click the </span><span style="font-weight: bold;">Roster</span> tab.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0CN0HA">Click </span><span style="font-weight: bold;">Browse</span>.</div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
Line 1,892: Line 2,191:
 
       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">5. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">5. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0IS0HA">Click to select the check box at the end of the row of the desired rep to be removed.</span></div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0BN0HA">Locate the desired file to upload and click </span><span style="font-weight: bold;">Open</span>.</div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0HS0HA">Finding a rep may be done multiple ways.  If the business name is known, sort the roster by Business Name as shown in Figure 9-25. </span></div>
 
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0GS0HA">If the individual rep name is known, sort the roster by Rep Last Name or use the magnifying glass [[Image:Emails_Letters_and_Mailing_Lists-Remove_representatives_from_a_group_manually-Communication.1.058.2.jpg]] to search for rep by last name which displays when displaying a limited number of records on the page.</span></div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0FS0HA">[[Image:Emails_Letters_and_Mailing_Lists-Remove_representatives_from_a_group_manually-Communication.1.058.3.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0ES0HA">Figure 9-21</span></span> Remove a rep</div>
 
 
   <div style="margin-left: 18pt;">
 
   <div style="margin-left: 18pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">6. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">6. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0DS0HA">Click [[Image:Emails_Letters_and_Mailing_Lists-Remove_representatives_from_a_group_manually-Communication.1.058.4.jpg]]</span></div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0AN0HA">Click </span><span style="font-weight: bold;">Upload</span>.</div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
</div>
+
  <div style="margin-left: 18pt;">
 +
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 +
      <tr valign="baseline">
 +
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">7. </div></td>
 +
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E06M0HA">The selected file will be uploaded into your document storage.</span></div></td>
 +
      </tr>
 +
    </table>
 +
  </div>
 +
  <div style="margin-left: 18pt;">
 +
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 +
      <tr valign="baseline">
 +
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">8. </div></td>
 +
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E05M0HA">Access this document anytime by clicking </span><span style="font-weight: bold;">My Documents</span> in the <span style="font-weight: bold;">Cloud Drive</span> or on the <span style="font-weight: bold;">Common Tasks</span> tab in the <span style="font-weight: bold;">Dashboard</span>.</div></td>
 +
      </tr>
 +
    </table>
 +
  </div>
 +
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt;"><span id="wwpID0E04M0HA">Note: only available for those with Plus edition or greater.</span></div>
  
===Remove representatives from a group when dropping or suspending a member===
+
===Storing a document to share with other staff===
The selection to change a member status is found on the '''General''' tab of the member’s record in the '''Members''' module. Select '''Dropped/Inactive''' when clicking the '''Membership Status''' arrow in the '''Additional Information''' area.
+
<div xmlns="http://www.w3.org/1999/xhtml">
 
 
1. When changing the status of a member to '''Dropped/Inactive''', the '''Member Drop Options''' screen will appear.
 
In addition to the member status, each rep has a status of either '''Active''' or '''Inactive''' which is displayed for each rep on the '''Reps''' tab.
 
 
 
 
 
[[File:Communication.1.069.1.jpg]]
 
 
 
'''Figure 9-22''' Member Drop Options
 
 
 
2.Complete the '''Member Drop Options''' screen as desired. Note the '''Representatives''' area selections as detailed on Figure 9-23 below.
 
 
'''Rep Status'''
 
*Active status is appropriate for representatives of members that are currently active.
 
 
 
*Inactive status is appropriate for a rep who is no longer acting as a representative for the member. The rep’s information and history will be retained but there is a separate distinction given to them in reports and lists.
 
 
 
*Deleting a rep should be limited to a rep that was created by mistake. History and all reference to this rep would be removed.
 
Group Status
 
 
 
*Disabled reps within a group are not visible in the group list on a regular basis and will not be included when selecting to contact these group members. Disabling a rep also preserves the history of their participation in this group.
 
 
 
*Deleting a rep from a group, removes all record of their participation in the group.
 
 
 
[[File:Communication.1.069.2.jpg]]
 
 
 
'''Figure 9-23''' Representative options
 
 
 
'''Note:''' Both active and inactive reps may be set as disabled in a group. Inactive reps, that are not disabled, are still included in emails sent to the group
 
 
 
'''Note:''' Representatives that have a status of inactive will NOT automatically be returned to active status if a member is reinstated. Individual reps must be returned to active status on the '''Reps''' tab.
 
 
 
3. Click '''Save & Exit'''.
 
 
 
===Disable a rep within a group===
 
At times it may be necessary to disable a rep within a group. These members are not visible on a regular basis and will not be included if you select to contact these group members. View them at anytime by clicking '''Show Disabled group members'''. The history of their participation in this group may be preserved this way.
 
 
 
#Click '''Groups''' in the left-hand menu.
 
#Click the '''Roster''' tab of the desired group
 
#Click to select the member or members that should be disabled.
 
#Click '''Disable Selected members'''.
 
 
 
'''Note:''' You can also view their group participation on the '''Reps''' tab of the member record. Make changes to the reps status from the Reps tab by clicking the Group name.
 
 
 
'''Note:''' Both active and inactive reps may be set as disabled. Inactive reps, that are not disabled, are still included in emails sent to the group.
 
 
 
 
 
<html>
 
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<param name="movie" value="http://content.screencast.com/users/micronet_training/folders/chambers/media/d8ec121a-ba11-47f2-a1c9-5e9caf260126/mp4h264player.swf" />
 
<param name="quality" value="high" />
 
<param name="bgcolor" value="#FFFFFF" />
 
<param name="flashVars" value="thumb=http://content.screencast.com/users/micronet_training/folders/chambers/media/d8ec121a-ba11-47f2-a1c9-5e9caf260126/FirstFrame.jpg&containerwidth=640&containerheight=480&analytics=UA-62452564-3&content=http://content.screencast.com/users/micronet_training/folders/chambers/media/d8ec121a-ba11-47f2-a1c9-5e9caf260126/c003.mp4&blurover=false" />
 
<param name="allowFullScreen" value="true" />
 
<param name="scale" value="showall" />
 
<param name="allowScriptAccess" value="always" />
 
<param name="base" value="http://content.screencast.com/users/micronet_training/folders/chambers/media/d8ec121a-ba11-47f2-a1c9-5e9caf260126/" />
 
<iframe type="text/html" frameborder="0" scrolling="no" style="overflow:hidden;" src="http://www.screencast.com/users/micronet_training/folders/chambers/media/d8ec121a-ba11-47f2-a1c9-5e9caf260126/embed" height="480" width="640" ></iframe>
 
</object>
 
</html>
 
 
 
===Allow members to join group===
 
<div xmlns="http://www.w3.org/1999/xhtml">
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0CR0HA">Members may choose to join or remove themselves from groups that have been designated by Chamber staff.  When a member logs into the Member Information Center, they are able to select the desired groups.</span></div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify;"><span id="wwpID0E0BR0HA">[[Image:Emails_Letters_and_Mailing_Lists-Allow_members_to_join_group-Communication.1.061.1.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0AR0HA">Figure 9-24 Member is able to select to belong to group</span></div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 18pt;"><span id="wwpID0E06Q0HA">Designate Group as Member self-select</span></div>
 
 
   <div style="margin-left: 18pt;">
 
   <div style="margin-left: 18pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E05Q0HA">Click </span><span style="font-weight: bold;">Groups</span> in the left-hand menu.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E02M0HA">Click </span><span style="font-weight: bold;">Cloud Drive</span> in the left-hand menu.</div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
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       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E04Q0HA">Select the title of the desired Group.</span></div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E01M0HA">Click </span><span style="font-weight: bold;">Shared Documents</span>.</div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
 +
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0ZM0HA">[[Image:Emails_Letters_and_Mailing_Lists-Storing_a_document_to_share_with_other_staff-Communication.1.075.1.jpg]]</span></div>
 +
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0YM0HA">Figure 11-2c Sample </span><span style="font-weight: bold;">Cloud Drive</span> window</div>
 
   <div style="margin-left: 18pt;">
 
   <div style="margin-left: 18pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E03Q0HA">Click the </span><span style="font-weight: bold;">General</span> tab.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0XM0HA">(Optional) Click </span><span style="font-weight: bold;">New folder</span> to create a folder to organize your files or double-click on the desired folder.</div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
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       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E02Q0HA">Click the checkbox “Allow members to join/leave this group through their Member Information Center login.”</span></div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0WM0HA">Click </span><span style="font-weight: bold;">Browse</span>.</div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
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       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">5. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">5. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E01Q0HA">Click </span><span style="font-weight: bold;">Save Changes</span>.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0VM0HA">Locate the desired file to upload and click </span><span style="font-weight: bold;">Open</span>.</div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0ZQ0HA">[[Image:Emails_Letters_and_Mailing_Lists-Allow_members_to_join_group-Communication.1.061.2.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0YQ0HA">Figure 9-25 Allowing members to join/leave this group</span></div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 18pt;"><span id="wwpID0E0XQ0HA"> </span></div>
 
  <div style="color: #5F497A; font-family: Cambria; font-size: 11pt; font-weight: bold; margin-left: 18pt;"><span id="wwpID0E0WQ0HA">Steps for Member to Join/Leave Group</span></div>
 
 
   <div style="margin-left: 18pt;">
 
   <div style="margin-left: 18pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
+
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">6. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0VQ0HA">Member accesses </span><span style="color: #003366; font-size: 11pt; text-decoration: underline;">[[http://www.chamberlogin.com/|www.chamberlogin.com]]</span> and logs in to the Member Information Center.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0UM0HA">Click </span><span style="font-weight: bold;">Upload</span>.</div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
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     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
+
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">7. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0UQ0HA">Click </span><span style="font-weight: bold;">Employees/Reps</span> in the <span style="font-weight: bold;">Member Info</span> section of the left-hand menu.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0TM0HA">The selected file will be uploaded into your document storage.</span></div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
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     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
+
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">8. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0TQ0HA">Click to select the checkbox in front of the desire group to join (or click to deselect the desired group to leave).</span></div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0SM0HA">Other staff members may now access this document by clicking </span><span style="font-weight: bold;">Shared Documents</span> in the <span style="font-weight: bold;">Cloud Drive</span> or on the <span style="font-weight: bold;">Common Tasks </span>tab in the <span style="font-weight: bold;">Dashboard</span>.</div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0SQ0HA">[[Image:Emails_Letters_and_Mailing_Lists-Allow_members_to_join_group-Communication.1.061.3.jpg]]</span></div>
+
   <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E0RM0HA">Note: a new non-removable </span><span style="color: #000000; font-family: Arial; font-weight: bold;">Members Only</span> folder appears under the CloudDrive Shared folders area. This folder was placed there by our programmers in preparation for a future release that will provide a location for staff to place member-only files and folders. Placing files in this folder will not hurt but will not do anything for you or your members at this time. Stay tuned!</div>
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0RQ0HA">Figure 9-26 Member selects desired groups</span></div>
 
</div>
 
  
===Allow the public to join===
+
===Storing files for members to access===
Any group can be set so that visitors to your website could add themselves to your group. Select each group as shown below, then make sure you’ve got the appropriate website link added to your public website as shown here: http://aname.yourdomain.com/communication
 
  
*Allows the public (consumers, non-members) and members to easily sign up for groups.
+
1. Click '''Cloud Drive''' in the left-hand menu.
*It’s a public module, like the business directory, event calendar, etc.
 
  
 +
2. Click '''Shared Documents'''.
  
[[File:Communication.1.072.1.jpg]]
+
3. (Optional) Click '''New folder''' to create a folder to organize your files or double-click on the desired folder.
  
 +
4. Click '''Browse'''.
  
*Select the “Allow consumers to join/leave this group …“ checkbox on the desired group(s)
+
5. Locate the desired file to upload and click '''Open'''.
*Have your web designer add the /communication module link to your website
 
*Visitors will fill out the contact info and select desired group(s). After replying to a simple confirmation email, the visitor will be added to your group.
 
*If the email used on the form matches an existing representative then the group membership is tied to a particular representative, and thus a membership.
 
*If the email doesn’t belong to a rep then it is created as a [[Community Member]].
 
*Recipients may unsubscribe via the unsubscribe link in the emails or submit another form with no groups selected.
 
  
===Other suggestions for creating groups===
+
6. Click '''Upload'''.
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0DQ0HA">Many tasks in ChamberMaster are made simple when groups are defined. For instance, communication may easily be targeted to a pre-defined group and the database may be queried for a particular group. The suggestions below may trigger some of your own ideas on how to create and use groups.  Remember, these are simply some ideas - - use your own creativity in naming and organizing potential groups.</span></div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0CQ0HA">As you create groups, a </span><span style="font-weight: bold;">Group Type</span> designation will help to keep them organized.  Create your own group types by selecting <span style="font-weight: bold;">Define Group Types</span> in the <span style="font-weight: bold;">Setup</span> module You may edit group types when on the <span style="font-weight: bold;">General</span> tab of any group by clicking <span style="font-weight: bold;">Type:</span> (see Figure 9-24 in the “Mailing list groups” below)</div>
 
  
===Mailing list groups===
+
7. The selected file will be uploaded into your document storage.
[[File:Communication.1.074.1.jpg]]
 
  
'''Figure 9-24''' General tab when in the tabbed view
+
8. Other staff members may now access this document by clicking '''Shared Documents''' in the Cloud Drive or on the '''Common Tasks''' tab in the Dashboard.
  
===Advisory groups===
+
:'''Note: '''Only available for those with Plus edition or greater.
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E04P0HA">[[Image:Emails_Letters_and_Mailing_Lists-Advisory_groups-Communication.1.065.1.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E03P0HA">Figure 9-25 Advisory groups</span></div>
 
  
===Committee groups===
+
===Storing files that can be attached to an email or accessed through a URL===
[[File:Communication.1.076.1.jpg]]
+
Any files uploaded to the '''Email Attachments''' area in the '''Cloud Drive''' will be available to be attached to an email when sending using the software’s editor. These files are also available as public links without being sent in an email when the link is made known to the end user.
  
'''Figure 9-26''' Committee groups
+
'''Note:''' The '''Cloud Drive''' tabs are only available for those with Plus edition or greater but the Email Attachments are accessible under Dashboard-Common Tasks.
  
===Community groups===
+
1. Click '''Cloud Drive''' in the left-hand menu.
[[File:Communication.1.077.1.jpg]]
 
  
'''Figure 9-27''' Community groups
+
2. Click the '''Email Attachments''' tab.
  
===Program groups===
+
3. Click '''Browse'''.
[[File:Communication.1.078.1.jpg]]
 
  
'''Figure 9-28''' Program groups
+
4. Locate the desired file to upload and click '''Open'''.
  
===New member groups===
+
5. Click '''Upload'''.
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0PP0HA">[[Image:Emails_Letters_and_Mailing_Lists-New_member_groups-Communication.1.069.1.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0OP0HA">Figure 9-29</span></span> New member groups</div>
 
  
=='''<span style="color:#800080">Managing Quarantined Emails'''</span>==
+
6. The selected file will be uploaded into your document storage for use as attachments to emails or as a public URL.
----
+
 +
====Attaching the Document to an Email or Provide URL Access====
 +
1. Access the email editor.
  
{| class="wikitable"
+
2. Click the paper clip icon .
|-
 
! '''Updates to Quarantined Email Process coming Q2 2019'''
 
|-
 
| Due to increased vigilance from outside organizations that rank email sender reputation, having a clean email address list is very important to ensure all of our customers can continue to communicate reliably to their members.  
 
  
To assist you in this task, a new process will be enabled in the upcoming months that will scan your email addresses for invalid status. The following types of addresses would be considered invalid: Addresses where the syntax is incorrect (e.g. multiple @ symbols, extra space, etc.), the domain of the email address doesn't exist, the address of the recipient no longer exists on the receiving server, and when the MX record of the domain itself doesn't exist. These are all cases where the email would never make it through to anyone.  
+
3. Click Browse and find your uploaded file.
  
GrowthZone has implemented processes to identify and quarantine emails that have been identified as invalid in your database, while keeping you in full control of your addresses.
+
4. Click '''Select'''.
  
'''Summary of New Process''':
+
5. Click '''OK''' to embed your file as a link or copy the '''Attachment File URL''' and give that URL to users that need to access this file.
  
#An Email warning of upcoming quarantine will be sent 30 days prior to quarantine to notify you that email(s) are to be quarantined. This email is sent to those staff members who have subscribed to the '''Invalid Email Address Notifications''' notification (See '''[[Administrator_Tasks#Set_Email_Notifications|Staff Email Notifications]]''' for information on subscribing to the notification). '''[https://www.screencast.com/t/FhMIy0hmHBX Sample Email]'''.
+
[[File:Communication.1.087.2.jpg]]
#:The email contains action links to:
 
#:*Re-check the email – if the email is verified, then the email is no longer subject to quarantine, and will be returned to normal status
 
#:*Change Address – this option will allow you to update the email address, and it will then be run through the nightly scan. If the email address is verified, it will be returned to normal status.  
 
#:*Mark As Good – this option allows you to mark an email as good and return to normal status in the database. It will be rechecked in 90 days.  
 
#::'''NOTE:''' A new item has been added to the '''Task List''', that will allow you to link to quarantined emails and perform the actions described above.
 
#A reminder email '''warning''' will be sent five days prior to the final quarantine of emails. [https://www.screencast.com/t/VrlZnvkA Sample Email].
 
#One final email will be sent, on the day of the quarantine,  indicating the emails have been quarantined. But, note, that staff may recheck, change or mark as good at any time, even if quarantined.
 
::'''NOTE:''' You can check on the invalid list at any time by clicking '''Invalid Emails''' in the '''Task List'''.
 
|}
 
  
==='''<span style="color:#800080">Quarantined Invalid Email Address Report'''</span>===
+
===Storing images that are used in emails or other locations the editor is used===
----
+
Any files uploaded to the Email Images area in the Cloud Drive will be available to embed as an image in the body of an email when sending using the software’s editor.
  
The '''Quarantined Invalid Email Address''' report provides a list of all emails that have been marked as invalid, and removed from your database. Due to increased vigilance from outside organizations that rank email sender reputation, having a clean email address list is very important to ensure all of our customers can continue to communicate reliably to their members. The following types of addresses would be considered invalid: Addresses where the syntax is incorrect (e.g. multiple @ symbols, extra space, etc.), the domain of the email address doesn't exist, the address of the recipient no longer exists on the receiving server, and when the MX record of the domain itself doesn't exist. These are all cases where the email would never make it through to anyone.
+
'''Note: '''The Cloud Drive tabs are only available for those with Plus edition or greater but the Email Images are accessible under Dashboard-
  
The report consists of two sections: '''Emails Quarantined''' and '''Will Be Quarantined'''. The report includes the email address, name of member or rep, the member/rep ID, location in the database the address has been removed from (clicking the location will take you to the page in the database where the email was used), reason why the address was removed, date of removal.
+
====Common Tasks====
  
[[File:Invalid Emails1.JPG|1000px|center]]
+
1. Click '''Cloud Drive''' in the left-hand menu.
  
 +
2. Click the '''Email Images''' tab.
  
{| class="wikitable"
+
3. Click '''Browse'''.
|-
 
|
 
[[File:One Row.png|25px]]
 
| style="width: 100%"| '''NOTE:''' When an email is removed, an automated email will be sent to all staff that are signed up to receive email notification. All staff will be set to have this notification enabled by default. A sample email is shown below.'''.
 
|}
 
  
===='''<span style="color:#800080">Recheck an Invalid Email'''</span>====
+
4. Locate the desired file to upload and click '''Open'''.
----
 
  
On the '''Quarantined Invalid Email Report''' click the '''Re-check''' link next to the email address you would like to check.
+
5. Click '''Upload'''.
[[File:Invalid Emails2.jpg|1000px|center]]
 
The results of the re-check will be displayed, as shown below.
 
  
[[File:Recheck.JPG|800px|center]]
+
6. The selected file will be uploaded into your document storage for use as a graphic to embed in an email or other locations the editor is available.
 +
 +
====Embedding the Image in an Email====
  
If the address is found to be valid, will be removed from the Quarantine list. If the address is found to be invalid, it will remain on the quarantine list.
+
1. Access the email editor.
  
===='''<span style="color:#800080">Mark an Invalid Email as Good'''</span>====
+
2. Click the Image icon
----
 
After running Re-Check, if you've personally verified this address is good even though the verification system indicates it is not, we've given you an option to mark it as good  and remove it from the Quarantine list. Please do not abuse this option; we want to protect your email sender reputation.
 
  
[[File:Invalid Emails3.jpg|1000px|center]]
+
3. Click '''Browse''' and find your uploaded file.
  
#On the '''Quarantined Invalid Email Report''' click the '''MarkAsGood''' link next to the email address you would like to mark as good.
+
4. Click '''Select'''.
#:[[File:Markasgood.JPG|800px|center]]
 
#Review the warning information on the '''Mark as Good''' dialog box.
 
#If you wish to proceed, click the '''Mark as Good''' button.
 
  
===='''<span style="color:#800080">Change an Invalid Email address'''</span>====
+
5. Click '''OK''' to embed your image in the body of the email.
----
 
  
Using the '''Quarantined Invalid Email''' report, you can correct an invalid email address. The correction will be updated throughout their record; the current address will then be removed from the Quarantine list.
+
===Reasons emails don’t get to members===
 
+
Trying to figure out why an email didn’t get to one (or a bunch!) of your members is usually confusing and frustrating. If you have ever asked one of the questions below… read on. While there are many reasons why email messages don’t make it to your members, there are several reasons that seem most common to our customers. The top three are listed below.
[[File:Invalid Emails4.jpg|1000px|center]]
+
* "Why do some members say they don’t receive email messages that I send through ChamberMaster/GrowthZone?"
 
+
* "Why do some messages "bounce" when I know the email address is valid?"
#On the '''Quarantined Invalid Email Report''' click the '''Change''' link next to the email address you would like to change.
+
* "Why can some members receive messages from me when I send through Outlook but not when I send out of ChamberMaster/GrowthZone?"
#:[[File:Change email address.JPG|500px|center]]
+
* "What can I do to make sure my members get the email messages I am sending through ChamberMaster/GrowthZone?"
#Enter the new email address in the '''Please replace email address...''' text-box.
+
====Your chamber’s Sender Policy Framework (SPF) Record may be incomplete or missing====
#Click the '''Replace''' button.
+
Because of Spam, many ISP's (Internet Service Providers - i.e. Charter, RoadRunner, AOL, Yahoo, etc…) have begun performing a type of SPAM check called a reverse domain lookup (also called an "SPF lookup") to verify that the sending IP address of a mail server is authorized to send email from your domain. In plain language – the member’s email provider is asking, "Is this email message coming from an authorized sender?" If the answer is "no" they will either reject it or filter it to your member’s SPAM folder.
 
+
*This is important for ChamberMaster & GrowthZone users because when you send email to your members from within the software we list your email address as the sender but route the message through our bulk email servers. These servers are specifically designed to help ensure the highest possible email delivery rate, but if a member’s email provider performs an SPF lookup and your chamber’s record does not list the ChamberMaster & GrowthZone email server as an approved sender, the message will most likely not get to the member.
==Storing Documents - Cloud Drive==
+
=====Solution: Setup the SPF Record=====
Store your documents in the Cloud Drive, a selection in the left-hand menu of your software<ref>'''Note: '''These document storage folders are only available for those with Plus edition or greater.
+
The good news is that there is a quick and easy fix for this – have the company who manages your Domain Name Servers (usually your web hosting company) add ChamberMaster's email servers to your SPF Record.
</ref>, to access them anytime from any computer that has a connection to the internet and access to the database. 10 GB of storage space is available to you.
+
Free test to see if your SPF records are setup!
 +
You can easily check to see if your domain is already setup by following these 4 steps
 +
#Click on this link - [http://mxtoolbox.com/spf.aspx?command=spf http://mxtoolbox.com/spf.aspx?command=spf]
 +
#Type the domain of your email address in the box (the part after the "@") and click "SPF Record Lookup"
 +
#Compare the SPF record on file with the following example:
 +
#:If your SPF record is setup one of the records should look like this:
 +
#:[[File:SPF_Included.png|framed|none]]  
 +
#If your SPF record is missing or does not contain the spf.memberzone.com listing, contact your "web or IT person" and have them update the record to include the mail servers. They need to add to your existing SPF record '''include:spf.memberzone.com'''
 +
#:*An example of a complete SPF record with the memberzone spf included would look like: '''v=spf1 mx include:spf.memberzone.com mx:yourdomain.com ~all'''
 +
#:*If you're using office 365 for email an example SPF record would look like: '''v=spf1 include:spf.protection.outlook.com include:spf.memberzone.com ~all'''
  
Upload files<ref>File types allowed: jpg, jpeg, gif, png, svg, txt, pdf, odp, ods, odt, rtf, doc, docx, pub, xls, xlsx, ppt, pptx, ogv, mp4, webm, ogg, mp3, wav. up to 50 MB in size.</ref> to '''My Documents''' for your personal use or into '''Shared Documents''' to make them available for your entire staff.
+
====Issues with the recipient’s mailbox====
 +
Your member’s email message box may be full, the email address may be incorrect, or it may not even exist any more.
 +
=====Solution: Contact the recipient=====
 +
Contact the specific recipient to verify the email address or let them know that their email doesn’t seem to be working properly – they may not be aware of it and you could be the "hero" who helped them not miss that important business deal because their inbox was full!
  
*[[Emails_Letters_and_Mailing_Lists-Storing_a_personal_document_for_use_later|Storing a document for personal use later]]
+
====Your domain may be "blacklisted"====
*[[Emails_Letters_and_Mailing_Lists-Storing a document to share with other staff|Storing a document to share with other staff]]
+
To fight spam, many ISPs limit the number of emails coming from one sender in a given time period. If you exceed this limit your domain may be "blacklisted" and you will have a difficult time getting messages through to anybody.
*[[Emails_Letters_and_Mailing_Lists-Storing documents on a member’s record for archiving purposes|Storing documents on a member’s record for archiving purposes]]
+
=====Solution: Contact the organization that has you blacklisted=====
*[[Emails_Letters_and_Mailing_Lists-Storing files for members to access|Storing files for members to access]]
+
Contact any ISP’s which have "blacklisted" your domain and request that they add you to their list of safe senders or "white list". To see if your domain is "Blacklisted", Use the tool at the link below to determine if the domain you use for email is blacklisted by any of the major email servers. You may see some of them to return a "timed out message" – This response is normal. 
*[[Storing_Images_Used_In_Emails|Storing images that are used in emails or wherever the editor is used]]
+
http://mxtoolbox.com/blacklists.aspx
  
 +
====Final thought:====
 +
Unfortunately, even if you have everything setup properly, not every email you send will get through to every member. That’s why we recommend using all the tools at your disposal to get important information to your members – email messages, website updates & banner ads, RSS feeds, "snail mail", phone calls and personal visits are all part of an effective communication plan to make sure that your members know what is happening at the chamber. The good news is that many of those tools are already available to you as ChamberMaster/GrowthZone users!
  
:Locate these two tabs by clicking '''Cloud Drive''' in the left-hand menu or by selecting the desired folder from the Common Tasks tab in the Dashboard module.
+
===Ideas for Developing Communication Content===
 
+
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0AK0HA">When sending communication from ChamberMaster, you will find various ways to create the content of the communication – whether email or printed letter.  </span></div>
 
+
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E06J0HA">Spontaneous, individual and small group emails are often created “on-the-fly” by creating the message right at that moment in the ChamberMaster editor screen.</span></div>
::[[File:Communication.1.083.1.jpg]]
+
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E05J0HA">Other communication may take more preparation or commonly be created with software other than ChamberMaster. Sometimes these pieces of communication have already been prepared in other software using a template or even created by an outside company and then provided to you by the publisher. Examples of this communication may include monthly newsletters, weekly information email blasts or other regular communication pieces. </span></div>
 
+
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E04J0HA">In many of these cases, the development of the communication piece may be done outside of the ChamberMaster editor screen and then copied into the editor or included as a link or graphic within the email.  </span></div>
 
+
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E03J0HA">If you are comfortable with the HTML programming language, you may wish to create your own HTML code in the ChamberMaster editor.  Copying and pasting HTML code is also an option.  Click the </span><span style="font-weight: bold;">Source</span> icon in the ChamberMaster editor screen before pasting HTML code or to view and modify existing code.  </div>
::'''Figure:''' Document storage on the Cloud Drive
+
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E02J0HA">Common methods of inclusion will be shown below.  Mix and match these methods as desired to accomplish regular communication to your members.</span></div>
 
+
   <div style="margin-left: 0pt;margin-bottom: 12pt;">
===Storing a personal document for use later===
 
   <div style="margin-left: 18pt;">
 
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
+
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0HN0HA">Click </span><span style="font-weight: bold;">Cloud Drive</span> in the left-hand menu.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E01J0HA">Create and format your own output in the ChamberMaster editor</span></div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
   <div style="margin-left: 18pt;">
+
   <div style="margin-left: 0pt;margin-bottom: 12pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
+
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0GN0HA">Click </span><span style="font-weight: bold;">My Documents</span>.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0ZJ0HA">Copy and paste from Word</span></div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0FN0HA">[[Image:Emails_Letters_and_Mailing_Lists-Storing_a_personal_document_for_use_later-Communication.1.074.1.jpg]]</span></div>
+
   <div style="margin-left: 0pt;margin-bottom: 12pt;">
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0EN0HA">Figure 11-2b Sample </span><span style="font-weight: bold;">Cloud Drive</span> window</div>
 
  <div style="margin-left: 18pt;">
 
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
+
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0DN0HA">(Optional) Click </span><span style="font-weight: bold;">New folder</span> to create a folder to organize your files or double-click on the desired folder.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0YJ0HA">Insert link to PDF file (or other file type)</span></div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
   <div style="margin-left: 18pt;">
+
   <div style="margin-left: 0pt;margin-bottom: 12pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
+
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0CN0HA">Click </span><span style="font-weight: bold;">Browse</span>.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0XJ0HA">Save Microsoft Publisher files as a graphic file and insert into editor</span></div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
   <div style="margin-left: 18pt;">
+
   <div style="margin-left: 0pt;margin-bottom: 12pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">5. </div></td>
+
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0BN0HA">Locate the desired file to upload and click </span><span style="font-weight: bold;">Open</span>.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0WJ0HA">Save PDF file as a graphic file and insert into editor</span></div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
   <div style="margin-left: 18pt;">
+
   <div style="margin-left: 0pt;margin-bottom: 12pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">6. </div></td>
+
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0AN0HA">Click </span><span style="font-weight: bold;">Upload</span>.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0VJ0HA">Copy and paste output from another HTML program (like Constant Contact)</span></div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
   <div style="margin-left: 18pt;">
+
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0UJ0HA">Many chambers desire to send a regular email indicating the events for the week.  Step-by-step instructions for generating this email are included for reference at the end of this document.  </span></div>
 +
   <div style="margin-left: 0pt;margin-bottom: 12pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">7. </div></td>
+
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E06M0HA">The selected file will be uploaded into your document storage.</span></div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0TJ0HA">Generate and email a list of events</span></div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
   <div style="margin-left: 18pt;">
+
   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0SJ0HA">Some chambers are interested in creating their own e-newsletter using templates that are professionally provided by our partner, Constant Contact.  Find more information on this option by clicking </span><span style="font-weight: bold;">Newsletters/Email Campaigns</span> in the <span style="font-weight: bold;">Reports</span> module or by visiting <span style="color: #003366; font-size: 12pt; text-decoration: underline;">http://www.constantcontact.com/</span>.  ChamberMaster provides an <span style="font-family: Calibri; font-size: 11pt;">export or automatic synchronization to Constant Contact</span> for your convenience.</div>
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
 
      <tr valign="baseline">
+
===Create and format your own output in the ChamberMaster/GrowthZone editor===
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">8. </div></td>
+
   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0QJ0HA">Access the editor</span></span> and type your own communication using the features available within the ChamberMaster editor. </div>
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E05M0HA">Access this document anytime by clicking </span><span style="font-weight: bold;">My Documents</span> in the <span style="font-weight: bold;">Cloud Drive</span> or on the <span style="font-weight: bold;">Common Tasks</span> tab in the <span style="font-weight: bold;">Dashboard</span>.</div></td>
 
      </tr>
 
    </table>
 
  </div>
 
   <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt;"><span id="wwpID0E04M0HA">Note: only available for those with Plus edition or greater.</span></div>
 
  
===Storing a document to share with other staff===
+
===Copy and paste from Microsoft Word===
 
<div xmlns="http://www.w3.org/1999/xhtml">
 
<div xmlns="http://www.w3.org/1999/xhtml">
 +
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0OJ0HA">If your communication content is already created in Microsoft Word, you may be able to copy and paste the content directly into the ChamberMaster editor screen.  Content that works well include character formatting styles of bold, underline, and font changes.</span></div>
 +
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0NJ0HA">Content that does not copy well include columns, graphics, and tables.  Documents with these items should either be recreated directly in ChamberMaster by editing the HTML source code by clicking the </span><span style="font-weight: bold;">Source</span> icon or included as a link.<span style="font-family: Calibri; font-size: 9pt;">  (see </span>“<span style="font-family: Calibri; font-size: 11pt;">Insert link to PDF file</span>”). </div>
 +
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0MJ0HA">Why do columns, graphics, and tables not copy well from Microsoft Word into ChamberMaster?  Most internet based applications such as ChamberMaster base their functions on a programming language called HTML.  Transferring data directly from programs that are not programmed in HTML may not always be successful.  If you know the HTML language, editing is allowed by clicking the </span><span style="font-weight: bold;">Source</span> icon in the ChamberMaster editor window.</div>
 
   <div style="margin-left: 18pt;">
 
   <div style="margin-left: 18pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E02M0HA">Click </span><span style="font-weight: bold;">Cloud Drive</span> in the left-hand menu.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0LJ0HA">In Microsoft Word, open the desired content to be copied.</span></div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
Line 2,281: Line 2,494:
 
       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E01M0HA">Click </span><span style="font-weight: bold;">Shared Documents</span>.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0KJ0HA">In another window, open the ChamberMaster editor screen where you desire to copy the content.</span></div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0ZM0HA">[[Image:Emails_Letters_and_Mailing_Lists-Storing_a_document_to_share_with_other_staff-Communication.1.075.1.jpg]]</span></div>
+
   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify;"><span id="wwpID0E0JJ0HA">[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.1.jpg]]</span></div>
   <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span id="wwpID0E0YM0HA">Figure 11-2c Sample </span><span style="font-weight: bold;">Cloud Drive</span> window</div>
+
   <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0IJ0HA">Figure 12-1</span></span> – Open Microsoft Word and ChamberMaster windows</div>
 
   <div style="margin-left: 18pt;">
 
   <div style="margin-left: 18pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0XM0HA">(Optional) Click </span><span style="font-weight: bold;">New folder</span> to create a folder to organize your files or double-click on the desired folder.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0HJ0HA">In Microsoft Word, highlight the desired copy and press Ctrl-C (to copy the highlighted text.)</span></div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
 +
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E0GJ0HA">You may click also click </span><span style="font-weight: bold;">Copy</span> from the <span style="font-weight: bold;">Edit</span> menu instead of pressing <span style="font-weight: bold;">Ctrl-C</span></div>
 +
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify; text-indent: -18pt;"><span id="wwpID0E0FJ0HA"> </span></div>
 +
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0EJ0HA">[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.2.jpg]]</span></div>
 +
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0DJ0HA">Figure 12-2</span></span> – Highlighted Microsoft Word content</div>
 
   <div style="margin-left: 18pt;">
 
   <div style="margin-left: 18pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0WM0HA">Click </span><span style="font-weight: bold;">Browse</span>.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0CJ0HA">In the ChamberMaster window, click where you desire the content to appear.</span></div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
Line 2,307: Line 2,524:
 
       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">5. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">5. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0VM0HA">Locate the desired file to upload and click </span><span style="font-weight: bold;">Open</span>.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0BJ0HA">Click the </span><span style="font-weight: bold;">Paste from Word</span> icon ([[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.3.jpg]]) in the menu bar.</div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
 +
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E0AJ0HA">Copying and pasting HTML code is also an option.  Click the </span><span style="font-weight: bold;">Source</span> icon in the ChamberMaster editor screen before pasting HTML code or to view and modify existing code.    </div>
 +
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E06I0HA">Since many users are familiar with pressing Ctrl-v to copy, you may still access the Paste from Word dialog box using this keystroke.  However, you may be asked to allow access to the clipboard.  Click Allow. </span></div>
 +
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E05I0HA">[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.4.jpg]]</span></div>
 +
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E04I0HA">Then you may be asked if you wish to clean it before pasting?  Click </span><span style="font-weight: bold;">OK</span>. </div>
 +
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E03I0HA">[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.5.jpg]] </span></div>
 +
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E02I0HA">Then you will be brought to the </span><span style="font-weight: bold;">Paste from Word</span> dialog box and may continue with the steps starting with #6.</div>
 +
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E01I0HA">[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.6.jpg]]</span></div>
 +
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0ZI0HA">Figure 12-3</span></span> – Paste from Word icon highlighted</div>
 
   <div style="margin-left: 18pt;">
 
   <div style="margin-left: 18pt;">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
     <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">6. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">6. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0UM0HA">Click </span><span style="font-weight: bold;">Upload</span>.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0YI0HA">Click inside the </span><span style="font-weight: bold;">Paste from Word</span> dialog box.</div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
Line 2,323: Line 2,548:
 
       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">7. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">7. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0TM0HA">The selected file will be uploaded into your document storage.</span></div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0XI0HA">Press Ctrl-v to paste your text.</span></div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
Line 2,331: Line 2,556:
 
       <tr valign="baseline">
 
       <tr valign="baseline">
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">8. </div></td>
 
         <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">8. </div></td>
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0SM0HA">Other staff members may now access this document by clicking </span><span style="font-weight: bold;">Shared Documents</span> in the <span style="font-weight: bold;">Cloud Drive</span> or on the <span style="font-weight: bold;">Common Tasks </span>tab in the <span style="font-weight: bold;">Dashboard</span>.</div></td>
+
         <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0WI0HA">Clear the checkboxes from </span><span style="font-weight: bold;">Ignore Font Face definitions</span> and <span style="font-weight: bold;">Remove Style definitions</span> in order to carry the fonts and styles from Microsoft Word into ChamberMaster.</div></td>
 
       </tr>
 
       </tr>
 
     </table>
 
     </table>
 
   </div>
 
   </div>
   <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E0RM0HA">Note: a new non-removable </span><span style="color: #000000; font-family: Arial; font-weight: bold;">Members Only</span> folder appears under the CloudDrive Shared folders area. This folder was placed there by our programmers in preparation for a future release that will provide a location for staff to place member-only files and folders. Placing files in this folder will not hurt but will not do anything for you or your members at this time. Stay tuned!</div>
+
   <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0VI0HA">[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.7.jpg]]</span></div>
 
+
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0UI0HA">Figure 12-4</span></span> – Paste from Word dialog box</div>
===Storing files for members to access===
+
  <div style="margin-left: 18pt;">
 
+
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
1. Click '''Cloud Drive''' in the left-hand menu.
+
      <tr valign="baseline">
 +
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">9. </div></td>
 +
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0TI0HA">Click </span><span style="font-weight: bold;">OK</span>.</div></td>
 +
      </tr>
 +
    </table>
 +
  </div>
 +
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0SI0HA">[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.8.jpg]]</span></div>
 +
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0RI0HA">Figure 12-5</span></span> – Click OK</div>
 +
  <div style="margin-left: 18pt;">
 +
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 +
      <tr valign="baseline">
 +
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">10. </div></td>
 +
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0QI0HA">Your formatted text will appear in the editor window.  Complete the email as desired.</span></div></td>
 +
      </tr>
 +
    </table>
 +
  </div>
 +
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0PI0HA">[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.9.jpg]]</span></div>
 +
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0OI0HA">Figure 12-6</span></span> – Completed email</div>
 +
</div>
  
2. Click '''Shared Documents'''.
+
===Insert link to PDF file (or other file type)===
 +
Insert link to PDF file (or other file type)
 +
Many pieces of communication are already prepared in other software using a template or even created by an outside company and then provided to you by the publisher. Examples of this communication may include monthly newsletters, weekly information email blasts or other regular communication pieces.
  
3. (Optional) Click '''New folder''' to create a folder to organize your files or double-click on the desired folder.
+
In many cases, a PDF version of the output may be provided to you by the third party or may be easily created by you. This type of file may be included as a link within your email and opened by the recipient retaining all formatting features. In fact, the PDF version may provide advantages over an embedded version (i.e. the copy and paste method) that may be appealing.
  
4. Click '''Browse'''.
+
Links may be included to access a Microsoft Word document, Excel spreadsheet, or any type of file that would traditionally be sent as an attachment. However, keep in mind that the recipient of the email must be able to open the file on their end. If they do not have the program themselves or have a different version of your software, they may not be able to view the file you have referenced within the communication. Sending a PDF version of the file eliminates that issue of compatibility.
  
5. Locate the desired file to upload and click '''Open'''.
+
PDF (Portable Document Format) is a universal file format developed by Adobe® that preserves all the fonts, formatting, graphics, and color of any source document, regardless of the application and platform used to create it. You will find PDF a very common format which is widely used on the internet due to its platform independence.
  
6. Click '''Upload'''.
+
Some cited benefits of including a link to a PDF version are that 1) the email size is kept small since the PDF file is not calculated as part of the email total and 2) the recipient may save and print the PDF separately from the traditional email printout creating nicer looking output on the recipients end.
  
7. The selected file will be uploaded into your document storage.
+
To view PDF files you need Adobe Acrobat Reader which is downloaded free from here and is commonly loaded on most computers that access the Internet.
  
8. Other staff members may now access this document by clicking '''Shared Documents''' in the Cloud Drive or on the '''Common Tasks''' tab in the Dashboard.
+
Many software programs, both for purchase and those at no charge, are available to create PDF versions from output of your most common applications. Newsletters or brochures created in Microsoft Word, Microsoft Publisher or other popular applications may all be saved in a PDF version using these PDF creation programs.
  
:'''Note: '''Only available for those with Plus edition or greater.
+
Once your output is in the PDF format or you have the desired attachment prepared, follow the steps below to include the document as a link within your email.
  
===Storing files that can be attached to an email or accessed through a URL===
+
1.
Any files uploaded to the '''Email Attachments''' area in the '''Cloud Drive''' will be available to be attached to an email when sending using the software’s editor. These files are also available as public links without being sent in an email when the link is made known to the end user.
+
Open the ChamberMaster editor and begin to create the desired communication piece.
  
'''Note:''' The '''Cloud Drive''' tabs are only available for those with Plus edition or greater but the Email Attachments are accessible under Dashboard-Common Tasks.
+
2.
 +
Click where you desire to insert the link to your document.
  
1. Click '''Cloud Drive''' in the left-hand menu.
+
3.
 +
Click Add/Remove Attachments ()
  
2. Click the '''Email Attachments''' tab.
+
FIGURE 12-7 – ChamberMaster editor ready to add attachment link
  
3. Click '''Browse'''.
+
4.
 +
Click Upload your attachment file to the ChamberMaster server and include a link to that file in your email. See Figure 12-8 below.
  
4. Locate the desired file to upload and click '''Open'''.
+
FIGURE 12-8 Add Email Attachments
  
5. Click '''Upload'''.
+
5.
 +
Click Continue.
  
6. The selected file will be uploaded into your document storage for use as attachments to emails or as a public URL.
+
6.
+
Type the desired text in the Text for Attachment Link field. Then click Browse Server. See Figure 12-9 below.
====Attaching the Document to an Email or Provide URL Access====
 
1. Access the email editor.
 
  
2. Click the paper clip icon .
+
FIGURE 12-9 – Add File Attachments
  
3. Click Browse and find your uploaded file.
+
7.
 +
Browse to the desired file and click it to select. See Figure 12-10 below. Or you may upload a new file to the ChamberMaster server by clicking Browse, browsing to the desired file, click to select, click Open, and then click Upload. Then you may click the desired file to select it.
  
4. Click '''Select'''.
+
FIGURE 12-10 Browse to desired file
  
5. Click '''OK''' to embed your file as a link or copy the '''Attachment File URL''' and give that URL to users that need to access this file.
+
8.
 +
Click OK. See Figure 12-11 below.
  
[[File:Communication.1.087.2.jpg]]
+
FIGURE 12-11 The last step
  
===Storing images that are used in emails or other locations the editor is used===
+
9.
Any files uploaded to the Email Images area in the Cloud Drive will be available to embed as an image in the body of an email when sending using the software’s editor.
+
The link will automatically be inserted in your document.
  
'''Note: '''The Cloud Drive tabs are only available for those with Plus edition or greater but the Email Images are accessible under Dashboard-
+
FIGURE 12-12 – Completed communication piece
  
====Common Tasks====
+
===Save Microsoft Publisher files as a graphic file and insert into editor===
 
+
Save Microsoft Publisher files as a graphic file and insert into editor
1. Click '''Cloud Drive''' in the left-hand menu.
+
If you’d like to display the content of a Microsoft Publisher file in the body of your email instead of using a link to a copy of it, there is a way to do that might be helpful to know.
 
+
Inserting a Publisher doc into an Email
2. Click the '''Email Images''' tab.
+
In general the steps will be 1) save your PUB file as a GIF file in your Microsoft Publisher program and then 2) insert this GIF file using the Insert/Edit Image selection.
 
+
1.
3. Click '''Browse'''.
+
Open your Microsoft Publisher file.
 
+
2.
4. Locate the desired file to upload and click '''Open'''.
+
Select File, Save As.
 
+
3.
5. Click '''Upload'''.
+
Change the file type to GIF and click Save.
 
+
If your publisher document contains multiple pages, you will need to save each page as a separate GIF file. Make sure you have selected one-sided printing by selecting that in the newsletter options. Then as you view each page, click File, Save As and select GIF.
6. The selected file will be uploaded into your document storage for use as a graphic to embed in an email or other locations the editor is available.
+
4.
+
Then in ChamberMaster, position your cursor where the Publisher file should be displayed. (Place a couple of blank lines at the top of the document in case you want to add text at the top later on.)
====Embedding the Image in an Email====
+
5.
 +
Click Insert/Edit Image.
 +
6.
 +
Browse Server.
 +
7.
 +
Click Browse.
 +
8.
 +
Find the file and click Upload.
 +
9.
 +
If you had a multiple page publisher document, you would need to upload each GIF in this same manner.
 +
10.
 +
After selecting this image, it will be displayed in the body of your email.
 +
Hint: If adding text below this image, click the image once to select it, then press the right arrow once to move past the image, then press Enter. This will allow you to begin typing new text below the image instead of accidentally deleting the image by typing your new text.
 +
Since this image may not be as clear as the original, you may also want to include a link to a PDF version of this attachment. Sending a test email to yourself is also recommended.
 +
Watch a short video of these instructions:
 +
http://www.chambermaster.com/directory/include/help/Videos/Comm/pubembed/pubembed.html
 +
 
 +
===Copy and paste output from another HTML program (like Constant Contact)===
  
1. Access the email editor.
+
Being an HTML editor, ChamberMaster’s editor allows copy and paste of HTML content.  Therefore it is possible to produce your communication piece in other programs, like Constant Contact, and simply copy and paste the final version into the ChamberMaster editor. Care should always be taken that the content is coming over properly but we have found it to be quite successful.  Please send yourself a copy of the email first to verify that the content and appropriate links are maintained. Here is an example using Constant Contact.  
  
2. Click the Image icon
+
#Create the desired content in Constant Contact.</span></div></td>
 +
#In Constant Contact, click Preview.
 +
#:[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_output_from_another_HTML_program-Communication.1.086.1.jpg]]
 +
#When the preview window displays, highlight the final version that displays on the screen.
 +
#Right-click and select </span><span style="font-weight: bold;">Copy</span>.</div></td>
 +
#Open a ChamberMaster editor screen with the desired recipients selected.
 +
#Right-click and select '''Paste'''.
 +
#The content will display in the ChamberMaster editor.  Some content may not appear to be displaying properly while in the editor but will display correctly when received in the editor.  Please send a sample copy to yourself to test it out first.
 +
   
 +
No guarantees or support is available for this method from ChamberMaster but it has worked successfully for a number of chambers.
  
3. Click '''Browse''' and find your uploaded file.
+
=='''<span style="color:#800080">Integrating Constant Contact'''</span>==
 +
----
  
4. Click '''Select'''.
+
The ChamberMaster/GrowthZone member management system allows you to connect to your Constant Contact account to automate updates to your Constant Contact lists based on updates made in the database. Once configured representatives that have been added to the database or specific groups will automatically be added to Constant Contact. Any reps that are disabled within in a group will be removed from their respective lists.  
  
5. Click '''OK''' to embed your image in the body of the email.
 
  
===Reasons emails don’t get to members===
+
Constant Contact has a special pricing program for Chambers of Commerce see the details [http://www.constantcontact.com/partners/chamber here].
Trying to figure out why an email didn’t get to one (or a bunch!) of your members is usually confusing and frustrating. If you have ever asked one of the questions below… read on. While there are many reasons why email messages don’t make it to your members, there are several reasons that seem most common to our customers. The top three are listed below.
 
* "Why do some members say they don’t receive email messages that I send through ChamberMaster/GrowthZone?"
 
* "Why do some messages "bounce" when I know the email address is valid?"
 
* "Why can some members receive messages from me when I send through Outlook but not when I send out of ChamberMaster/GrowthZone?"
 
* "What can I do to make sure my members get the email messages I am sending through ChamberMaster/GrowthZone?"
 
====Your chamber’s Sender Policy Framework (SPF) Record may be incomplete or missing====
 
Because of Spam, many ISP's (Internet Service Providers - i.e. Charter, RoadRunner, AOL, Yahoo, etc…) have begun performing a type of SPAM check called a reverse domain lookup (also called an "SPF lookup") to verify that the sending IP address of a mail server is authorized to send email from your domain. In plain language – the member’s email provider is asking, "Is this email message coming from an authorized sender?" If the answer is "no" they will either reject it or filter it to your member’s SPAM folder.
 
*This is important for ChamberMaster & GrowthZone users because when you send email to your members from within the software we list your email address as the sender but route the message through our bulk email servers. These servers are specifically designed to help ensure the highest possible email delivery rate, but if a member’s email provider performs an SPF lookup and your chamber’s record does not list the ChamberMaster & GrowthZone email server as an approved sender, the message will most likely not get to the member.
 
=====Solution: Setup the SPF Record=====
 
The good news is that there is a quick and easy fix for this – have the company who manages your Domain Name Servers (usually your web hosting company) add ChamberMaster's email servers to your SPF Record.
 
Free test to see if your SPF records are setup!
 
You can easily check to see if your domain is already setup by following these 4 steps
 
#Click on this link - [http://mxtoolbox.com/spf.aspx?command=spf http://mxtoolbox.com/spf.aspx?command=spf]
 
#Type the domain of your email address in the box (the part after the "@") and click "SPF Record Lookup"
 
#Compare the SPF record on file with the following example:
 
#:If your SPF record is setup one of the records should look like this:
 
#:[[File:SPF_Included.png|framed|none]]
 
#If your SPF record is missing or does not contain the spf.memberzone.com listing, contact your "web or IT person" and have them update the record to include the mail servers. They need to add to your existing SPF record '''include:spf.memberzone.com'''
 
#:*An example of a complete SPF record with the memberzone spf included would look like: '''v=spf1 mx include:spf.memberzone.com mx:yourdomain.com ~all'''
 
#:*If you're using office 365 for email an example SPF record would look like: '''v=spf1 include:spf.protection.outlook.com include:spf.memberzone.com ~all'''
 
  
====Issues with the recipient’s mailbox====
+
==='''<span style="color:#800080">Constant Contact- How the Sync Works '''</span>===
Your member’s email message box may be full, the email address may be incorrect, or it may not even exist any more.
+
----
=====Solution: Contact the recipient=====
+
Representatives may be synchronized to Constant Contact automatically or manually.
Contact the specific recipient to verify the email address or let them know that their email doesn’t seem to be working properly – they may not be aware of it and you could be the "hero" who helped them not miss that important business deal because their inbox was full!
 
  
====Your domain may be "blacklisted"====
+
===='''<span style="color:#800080">Nightly Synchronization'''</span>====
To fight spam, many ISPs limit the number of emails coming from one sender in a given time period. If you exceed this limit your domain may be "blacklisted" and you will have a difficult time getting messages through to anybody.
+
----
=====Solution: Contact the organization that has you blacklisted=====
 
Contact any ISP’s which have "blacklisted" your domain and request that they add you to their list of safe senders or "white list". To see if your domain is "Blacklisted", Use the tool at the link below to determine if the domain you use for email is blacklisted by any of the major email servers. You may see some of them to return a "timed out message" – This response is normal. 
 
http://mxtoolbox.com/blacklists.aspx
 
  
====Final thought:====
+
Under the '''Association General Options and Settings'''. You can enable an automatic nightly synchronization that will occur between 1am and 6am CST. You can choose to synchronize any or all of the following:
Unfortunately, even if you have everything setup properly, not every email you send will get through to every member. That’s why we recommend using all the tools at your disposal to get important information to your members – email messages, website updates & banner ads, RSS feeds, "snail mail", phone calls and personal visits are all part of an effective communication plan to make sure that your members know what is happening at the chamber. The good news is that many of those tools are already available to you as ChamberMaster/GrowthZone users!
+
 
 +
*'''Automatically sync all active reps for active and courtesy members'''. If this option is enabled, each time the nightly synchronization is run, Constant Contact will remove all the contacts in its '''All Active and Courtesy Representatives from ChamberMaster/MemberZone''' list, and recreate the list with the information received from ChamberMaster/MemberZone in the nightly sync.
 +
*'''Automatically sync membership types daily'''. If this option is enabled, Constant Contact will delete all contacts in its membership type lists, and replace with contacts received from the ChamberMaster/MemberZone nightly sync.
 +
*'''Automatically sync groups daily'''. If this option is selected, all groups will be synchronized nightly to Constant Contact. You may select specific groups to be synchronized via the Group > Sync tab. When synchronization occurs, Constant Contact will (1) Remove any reps that have been disabled in the group, (2) Add any reps that have been added to the group as active group members. Groups are matched by group name. If the group does not exist in Constant Contact, it is automatically created.
 +
 
 +
See '''[[Communication#Enable_Constant_Contact_Synchronization|Enable Constant Contact Synchronization]]''' for further instruction on configuring your nightly synchronization.
 +
 
 +
===='''<span style="color:#800080">Manual Group Synchronization'''</span>====
 +
----
 +
Groups may be manually synchronized from the '''Synch''' tab, within the '''Groups''' module. 
 +
 
 +
When a group is manually synchronized, Constant Contact will remove all contacts in the list, and replace with the reps received from the ChamberMaster/MemberZone manual sync. Groups are matched up by name between Constant Contact & ChamberMaster. If the group doesn’t exist in Constant Contact, it is automatically created.
  
===Ideas for Developing Communication Content===
+
{| class="wikitable"
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0AK0HA">When sending communication from ChamberMaster, you will find various ways to create the content of the communication – whether email or printed letter. </span></div>
+
|-
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E06J0HA">Spontaneous, individual and small group emails are often created “on-the-fly” by creating the message right at that moment in the ChamberMaster editor screen.</span></div>
+
|
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E05J0HA">Other communication may take more preparation or commonly be created with software other than ChamberMaster.  Sometimes these pieces of communication have already been prepared in other software using a template or even created by an outside company and then provided to you by the publisher.  Examples of this communication may include monthly newsletters, weekly information email blasts or other regular communication pieces.  </span></div>
+
[[File:One Row.png|25px]]
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E04J0HA">In many of these cases, the development of the communication piece may be done outside of the ChamberMaster editor screen and then copied into the editor or included as a link or graphic within the email. </span></div>
+
| style="width: 100%"| '''NOTE:'''
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E03J0HA">If you are comfortable with the HTML programming language, you may wish to create your own HTML code in the ChamberMaster editor.  Copying and pasting HTML code is also an option.  Click the </span><span style="font-weight: bold;">Source</span> icon in the ChamberMaster editor screen before pasting HTML code or to view and modify existing code. </div>
+
*When Groups are synchronized to Constant Contact nightly, reps that have been deleted from the group will '''NOT''' be removed from the list in Constant Contact. Best Practice is to disable the rep from the group and not delete. If you do wish to delete the rep, disable the rep first, then after the next synchronization you may delete the rep.
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E02J0HA">Common methods of inclusion will be shown below.  Mix and match these methods as desired to accomplish regular communication to your members.</span></div>
+
*Reps that have unsubscribed from your database mailing list will not be included in the synch to Constant Contact.
  <div style="margin-left: 0pt;margin-bottom: 12pt;">
+
|}
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
 
      <tr valign="baseline">
+
==='''<span style="color:#800080">Enable Constant Contact Synchronization'''</span>===
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td>
+
----
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E01J0HA">Create and format your own output in the ChamberMaster editor</span></div></td>
+
 
      </tr>
+
You must have an active account with Constant Contact to setup and use the synchronization tool.
    </table>
+
#Login to your database with administrator privileges.
  </div>
+
#Click '''Setup''' in the left-hand menu.
  <div style="margin-left: 0pt;margin-bottom: 12pt;">
+
#Click '''General Options and Settings''' in the Association Information (or Chamber Information) area.
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
#:[[File:CC General Settings.JPG|800px|center]]
      <tr valign="baseline">
+
#Select ConstantContact from the Newsletter Solution drop-down box.
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td>
+
#In the Add-On Manager area click the blue link '''Please click here to authorize the Constant Contact connection.'''
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0ZJ0HA">Copy and paste from Word</span></div></td>
+
#:[[File:Login to CC.JPG|400px|center]]
      </tr>
+
#Follow the prompts to authorize the database with your Constant Contact account. Once you have authorized connection between ChamberMaster/MemberZone & Constant Contact '''Authorization for this application to sync contact data to your Constant Contact account has been completed.''' will be displayed.
    </table>
+
#Choose which items you would like to have automatically synchronize each night.
  </div>
+
#*'''Automatically sync groups daily'''
  <div style="margin-left: 0pt;margin-bottom: 12pt;">
+
#*'''Automatically sync membership types daily'''
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
#*'''Automatically sync all active reps for active and courtesy members'''
      <tr valign="baseline">
+
#:See '''[[Communication#Nightly_Synchronization|Nightly Synchronization]]''' for further information. If you do not wish to synchronize all groups, see '''[[Communication#Selecting_Which_Groups_to_Synchronize|Selecting Which Groups to Synchronize]]''' for more information.
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td>
+
#:[[File:CC Integration Setup.JPG|800px|center]]
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0YJ0HA">Insert link to PDF file (or other file type)</span></div></td>
+
#Click '''Save'''.
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 0pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0XJ0HA">Save Microsoft Publisher files as a graphic file and insert into editor</span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 0pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0WJ0HA">Save PDF file as a graphic file and insert into editor</span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="margin-left: 0pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0VJ0HA">Copy and paste output from another HTML program (like Constant Contact)</span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0UJ0HA">Many chambers desire to send a regular email indicating the events for the week. Step-by-step instructions for generating this email are included for reference at the end of this document.  </span></div>
 
  <div style="margin-left: 0pt;margin-bottom: 12pt;">
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">[[Image:Emails_Letters_and_Mailing_Lists-rd_bullet.jpg|9px]]</div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0TJ0HA">Generate and email a list of events</span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt;"><span id="wwpID0E0SJ0HA">Some chambers are interested in creating their own e-newsletter using templates that are professionally provided by our partner, Constant Contact.  Find more information on this option by clicking </span><span style="font-weight: bold;">Newsletters/Email Campaigns</span> in the <span style="font-weight: bold;">Reports</span> module or by visiting <span style="color: #003366; font-size: 12pt; text-decoration: underline;">http://www.constantcontact.com/</span>.  ChamberMaster provides an <span style="font-family: Calibri; font-size: 11pt;">export or automatic synchronization to Constant Contact</span> for your convenience.</div>
 
  
===Create and format your own output in the ChamberMaster/GrowthZone editor===
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0QJ0HA">Access the editor</span></span> and type your own communication using the features available within the ChamberMaster editor. </div>
 
  
===Copy and paste from Microsoft Word===
+
{| class="wikitable"
<div xmlns="http://www.w3.org/1999/xhtml">
+
|-
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0OJ0HA">If your communication content is already created in Microsoft Word, you may be able to copy and paste the content directly into the ChamberMaster editor screen. Content that works well include character formatting styles of bold, underline, and font changes.</span></div>
+
|
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0NJ0HA">Content that does not copy well include columns, graphics, and tables. Documents with these items should either be recreated directly in ChamberMaster by editing the HTML source code by clicking the </span><span style="font-weight: bold;">Source</span> icon or included as a link.<span style="font-family: Calibri; font-size: 9pt;">  (see </span>“<span style="font-family: Calibri; font-size: 11pt;">Insert link to PDF file</span>”). </div>
+
[[File:One Row.png|25px]]
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 18pt;"><span id="wwpID0E0MJ0HA">Why do columns, graphics, and tables not copy well from Microsoft Word into ChamberMaster?  Most internet based applications such as ChamberMaster base their functions on a programming language called HTML. Transferring data directly from programs that are not programmed in HTML may not always be successful.  If you know the HTML language, editing is allowed by clicking the </span><span style="font-weight: bold;">Source</span> icon in the ChamberMaster editor window.</div>
+
| style="width: 100%"| '''NOTE:'''
  <div style="margin-left: 18pt;">
+
*When Groups are synchronized to Constant Contact nightly, reps that have been deleted from the group will '''NOT''' be removed from the list in Constant Contact. Best Practice is to disable the rep from the group and not delete.
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
*Reps that have unsubscribed from your database mailing list will not be included in the synch to Constant Contact.
      <tr valign="baseline">
+
|}
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">1. </div></td>
+
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0LJ0HA">In Microsoft Word, open the desired content to be copied.</span></div></td>
+
==='''<span style="color:#800080">Selecting Which Groups to Synchronize'''</span>===
      </tr>
+
----
    </table>
+
 
  </div>
+
Once the Constant Contact synchronization is setup you will be able to configure which groups are set to be synchronized each night.
  <div style="margin-left: 18pt;">
+
'''Automatically sync groups daily''' must be enabled in the '''General Options & Settings''' to initiate nightly synchronization. See '''[[Communication#Enable_Constant_Contact_Synchronization|Enable Constant Contact Synchronization]]''' for instructions.
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
===='''<span style="color:#800080">View & Remove Groups from the daily synchronization'''</span>====
      <tr valign="baseline">
+
----
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">2. </div></td>
+
#Select the '''Groups''' module.
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0KJ0HA">In another window, open the ChamberMaster editor screen where you desire to copy the content.</span></div></td>
+
#At the top, select the '''Synch''' tab.
      </tr>
+
#:All Groups currently set to synchronize will be displayed in a list when you first open this tab.
    </table>
+
#Uncheck any that you wish to stop Synchronizing and then click '''Save'''
  </div>
+
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 18pt; text-align: justify;"><span id="wwpID0E0JJ0HA">[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.1.jpg]]</span></div>
+
===='''<span style="color:#800080">Set a group to start synchronizing each day'''</span>====
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0IJ0HA">Figure 12-1</span></span> – Open Microsoft Word and ChamberMaster windows</div>
+
----
  <div style="margin-left: 18pt;">
+
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
'''Option 1 - From the Group's General tab'''
      <tr valign="baseline">
+
#Select the '''Groups''' module.
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">3. </div></td>
+
#At the top select the '''Home''' tab.
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0HJ0HA">In Microsoft Word, highlight the desired copy and press Ctrl-C (to copy the highlighted text.)</span></div></td>
+
#Click on the group name that you'd like to change the setting for.
      </tr>
+
#Check the box to "Synch this group with Constant Contact."
    </table>
+
#:[[file:Groups_Additional_Options.png|framed|none|Additional Options for Groups]]
  </div>
+
#Click '''Save Changes'''
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E0GJ0HA">You may click also click </span><span style="font-weight: bold;">Copy</span> from the <span style="font-weight: bold;">Edit</span> menu instead of pressing <span style="font-weight: bold;">Ctrl-C</span></div>
+
----
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify; text-indent: -18pt;"><span id="wwpID0E0FJ0HA"> </span></div>
+
'''Option 2 - From the Synch tab'''
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0EJ0HA">[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.2.jpg]]</span></div>
+
#Select the '''Groups''' module.
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0DJ0HA">Figure 12-2</span></span> – Highlighted Microsoft Word content</div>
+
#Select the '''Synch''' tab.
  <div style="margin-left: 18pt;">
+
#:[[File:Synch Tab.JPG|600px|center]]
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
#Uncheck '''Display groups set to synch only.'''
      <tr valign="baseline">
+
#Check off the groups you wish to synchronize.
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">4. </div></td>
+
#Click '''Save'''
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0CJ0HA">In the ChamberMaster window, click where you desire the content to appear.</span></div></td>
+
 
      </tr>
+
===='''<span style="color:#800080">Manually Synchronize Group(s) to Constant Contact'''</span>====
    </table>
+
----
  </div>
+
 
  <div style="margin-left: 18pt;">
+
#Select '''Groups''' in the left-hand navigation panel.
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
#Select the '''Synch''' tab.
      <tr valign="baseline">
+
#:[[File:Synch Tab.JPG|600px|center]]
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">5. </div></td>
+
#A list of those groups for which you enabled synchronization will be displayed. For each group that you wish to synchronize, click the '''Synch Now''' button. '''NOTE:''' If you wish to synchronize groups that have not been configured for nightly synchronization, clear the '''Display groups set to synch only''' check-box. All groups will then be displayed.
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0BJ0HA">Click the </span><span style="font-weight: bold;">Paste from Word</span> icon ([[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.3.jpg]]) in the menu bar.</div></td>
+
 
      </tr>
+
The synch process is now initiated. You can view the status of the synch on the Activity report in Constant Contact.
    </table>
+
 
  </div>
+
{| class="wikitable"
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E0AJ0HA">Copying and pasting HTML code is also an option.  Click the </span><span style="font-weight: bold;">Source</span> icon in the ChamberMaster editor screen before pasting HTML code or to view and modify existing code.    </div>
+
|-
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E06I0HA">Since many users are familiar with pressing Ctrl-v to copy, you may still access the Paste from Word dialog box using this keystroke.  However, you may be asked to allow access to the clipboard.  Click Allow. </span></div>
+
|
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E05I0HA">[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.4.jpg]]</span></div>
+
[[File:One Row.png|25px]]
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E04I0HA">Then you may be asked if you wish to clean it before pasting?  Click </span><span style="font-weight: bold;">OK</span>. </div>
+
| style="width: 100%"| '''NOTE:''' When a group is manually synchronized, Constant Contact will remove all contacts in the list, and replace with the reps received from the ChamberMaster/MemberZone manual sync. Groups are matched up by name between Constant Contact & ChamberMaster. If the group doesn’t exist in Constant Contact, it is automatically created.  
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E03I0HA">[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.5.jpg]] </span></div>
+
|}
  <div style="color: #5F497A; font-family: Calibri; font-size: 9pt; margin-bottom: 12pt; margin-left: 36pt;"><span id="wwpID0E02I0HA">Then you will be brought to the </span><span style="font-weight: bold;">Paste from Word</span> dialog box and may continue with the steps starting with #6.</div>
+
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E01I0HA">[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.6.jpg]]</span></div>
+
==='''<span style="color:#800080">Manually Export Contacts to Constant Contact'''</span>===
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0ZI0HA">Figure 12-3</span></span> – Paste from Word icon highlighted</div>
+
----
  <div style="margin-left: 18pt;">
+
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
If automatic synchronization is not being used, or if manual exporting/updating is desired, use the steps here to export ChamberMaster/GrowthZone contacts so that they may be directly imported by Constant Contact.
      <tr valign="baseline">
+
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">6. </div></td>
+
#Click '''Communication''' in the left-hand menu.
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0YI0HA">Click inside the </span><span style="font-weight: bold;">Paste from Word</span> dialog box.</div></td>
+
#Click '''Newsletters/Email Campaigns''' in the '''Other Communication Tools''' section.
      </tr>
+
#Click the desired “Add” selection to mark names to be exported.
    </table>
+
#:[[File:Selecting_information_to_be_exported.jpg|framed|none|Selecting information to be exported]]
  </div>
+
#A summary of your selections will appear in the blue box at the bottom of the screen. Click view mailing list to see your results.
  <div style="margin-left: 18pt;">
+
#:[[File:Summary_of_selections.jpg|framed|none|Summary of selections]]
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
#Remove any recipients that are not desired by clicking the checkbox in front of their name. Then click Remove Selected Items.
      <tr valign="baseline">
+
#:[[File:Removing_un-desired_recipients.jpg|framed|none|Removing un-desired recipients]]
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">7. </div></td>
+
#Click '''Continue'''.
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0XI0HA">Press Ctrl-v to paste your text.</span></div></td>
+
#Repeat steps 3-6 to add any more desired recipients.
      </tr>
+
#Click '''Create Mailing List''' when all names have been selected.
    </table>
+
#The Database will allow you to download and save these names in a file that may be imported into Constant Contact. Follow instructions on the screen to save the file with your desired name and location. Remember this name and location for importing into Constant Contact.
  </div>
+
 
  <div style="margin-left: 18pt;">
+
===='''<span style="color:#800080">Sample concept of using manual export from your database to Constant Contact'''</span>====
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
----
      <tr valign="baseline">
+
There are multiple ways of using your database and Constant Contact to maintain and keep contact information current. Below is one method that may work for you. Evaluate your own needs and contact Constant Contact for details on using their software.
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">8. </div></td>
+
#Create a mailing list in Constant Contact that will contain the names of contacts that are NOT already in ChamberMaster. This will also contain the names of those that “Join” your mailing list using the Join selection provided by Constant Contact (used when the Subscribe button is selected within the emails). Add any desired contacts to this list now (excluding ChamberMaster contacts) and update whenever desired. Example mailing list title: '''Standard Mailing List'''
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0WI0HA">Clear the checkboxes from </span><span style="font-weight: bold;">Ignore Font Face definitions</span> and <span style="font-weight: bold;">Remove Style definitions</span> in order to carry the fonts and styles from Microsoft Word into ChamberMaster.</div></td>
+
#Create another mailing list in Constant Contact that will contain the imported ChamberMaster contacts. Do not add any names to this list yet – you will be importing names into this list. Example mailing list title: '''ChamberMaster Contacts List'''
      </tr>
+
#Each time you are ready to perform a mailing, follow instructions above to export your entire set of contacts from ChamberMaster.
    </table>
+
#In Constant Contact remove all contacts from the current “ChamberMaster Contacts List”. Then import the new ChamberMaster export into this list.
  </div>
+
#When sending the email, select both the “Standard Mailing List” and the “ChamberMaster Contacts List” as recipients of the email.
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0VI0HA">[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.7.jpg]]</span></div>
+
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0UI0HA">Figure 12-4</span></span> – Paste from Word dialog box</div>
+
'''NOTES'''
  <div style="margin-left: 18pt;">
+
 
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
+
*Make sure to keep the email addresses for your contacts up-to-date in ChamberMaster which will follow-through into Constant Contact and end up in the “ChamberMaster Contacts List”.
      <tr valign="baseline">
+
*Updates to those contacts not in ChamberMaster may be done in Constant Contact on the “Standard Mailing List”.
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">9. </div></td>
+
*Clearing the “ChamberMaster Contacts List:” in Constant Contact each time will not eliminate the Opt Out list. Those that have opted out of your mailings (Do Not Mail) will be retained. Constant Contact keeps a list of these addresses internally.
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0TI0HA">Click </span><span style="font-weight: bold;">OK</span>.</div></td>
+
*If a ChamberMaster contact manually tells you they would like to opt out of your mailings, you need to select the Do Not Mail selection in Constant Contact. Then when they are imported from ChamberMaster, Constant Contact will not allow the import since they are listed as Do Not Mail.
      </tr>
+
*If a ChamberMaster contact manually tells you they need their email address updated, you would need to change it in ChamberMaster so that it will be imported correctly next time.
    </table>
+
*If a ChamberMaster contact manually tells you they need a new address added to the mailing list, either add their email address as a New Rep in ChamberMaster or add them as a contact in Constant Contact in the “Standard Mailing List”.
  </div>
+
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0SI0HA">[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.8.jpg]]</span></div>
+
'''Disadvantages'''
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0RI0HA">Figure 12-5</span></span> – Click OK</div>
+
*The Constant Contact Email History and Bounce History may not be retained since the ChamberMaster Contacts List will be cleared each time. Constant Contact only keeps history for 90 days anyway.
  <div style="margin-left: 18pt;">
+
*When importing the contacts from ChamberMaster, all of the Constant Contact fields are updated with the information from ChamberMaster. If custom fields or other contact information fields have manually been updated in Constant Contact, they would be overwritten by the information coming from ChamberMaster each time. If these additional fields are not being used by you in Constant Contact, then this will not affect you.
    <table border="0" cellspacing="0" cellpadding="0" width="99%" summary="">
 
      <tr valign="baseline">
 
        <td style="width: 18pt"><div style="font-family: Calibri; font-size: 11pt;">10. </div></td>
 
        <td><div style="font-family: Calibri; font-size: 11pt;"><span id="wwpID0E0QI0HA">Your formatted text will appear in the editor window.  Complete the email as desired.</span></div></td>
 
      </tr>
 
    </table>
 
  </div>
 
  <div style="font-family: Calibri; font-size: 11pt; margin-bottom: 12pt; margin-left: 36pt; text-align: justify;"><span id="wwpID0E0PI0HA">[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_from_Microsoft_Word-Communication.1.082.9.jpg]]</span></div>
 
  <div style="font-family: Calibri; font-size: 10pt; margin-bottom: 12pt; margin-left: 54pt; text-align: justify;"><span style="font-size: 10pt; text-transform: uppercase;"><span id="wwpID0E0OI0HA">Figure 12-6</span></span> – Completed email</div>
 
</div>
 
  
===Insert link to PDF file (or other file type)===
+
==='''<span style="color:#800080">Constant Contact FAQ'''</span>===
Insert link to PDF file (or other file type)
+
----
Many pieces of communication are already prepared in other software using a template or even created by an outside company and then provided to you by the publisher. Examples of this communication may include monthly newsletters, weekly information email blasts or other regular communication pieces.
 
  
In many cases, a PDF version of the output may be provided to you by the third party or may be easily created by you. This type of file may be included as a link within your email and opened by the recipient retaining all formatting features. In fact, the PDF version may provide advantages over an embedded version (i.e. the copy and paste method) that may be appealing.
+
:'''Why are there fewer contacts in my Constant Contact list than what is showing in my database?'''<br />
 +
:'''A)''' When the data is pushed over to Constant Contact any emails that are invalid are automatically excluded. Any emails that are unsubscribed within Constant Contact would also be excluded from the final list in Constant Contact.<br />
 +
<br />
 +
:'''What happens when I change a representatives email in ChamberMaster/GrowthZone?'''
 +
:'''A)''' The representative will be added to anything their previous email was attached to but their previous email will not be removed. If you want their previous email removed you would need to do that directly within Constant Contact.
 +
[[Category:Communication]]
  
Links may be included to access a Microsoft Word document, Excel spreadsheet, or any type of file that would traditionally be sent as an attachment. However, keep in mind that the recipient of the email must be able to open the file on their end. If they do not have the program themselves or have a different version of your software, they may not be able to view the file you have referenced within the communication. Sending a PDF version of the file eliminates that issue of compatibility.
+
==Using and Integrating MailChimp==
 +
Once synchronization to MailChimp is setup, then each night an automatic sync from your database into your MailChimp account will take place which will copy contact information from your database into the designated MailChimp list. If you’ve done updates to your mailing list in the database and you’d like to sync during the day, there is a “Sync now” choice available to do at any time.
 +
MailChimp synchronization is available to those with Plus edition or greater.
 +
 +
===How ChamberMaster and GrowthZone sync with MailChimp===
 +
See an overview of how the MailChimp Synchronization works [[File:Vid.png|link=http://www.screencast.com/t/BXxAaeOE]]
 +
====What is synchronized?====
 +
*All active reps of active, courtesy or prospective members.
 +
*Groups that have been marked to Sync under the groups module.
  
PDF (Portable Document Format) is a universal file format developed by Adobe® that preserves all the fonts, formatting, graphics, and color of any source document, regardless of the application and platform used to create it. You will find PDF a very common format which is widely used on the internet due to its platform independence.
+
====Where does the contact information go in MailChimp====
 +
The contact info is pulled into groups that are created and updated in MailChimp nightly:
 +
*AUTO:Status group – contains reps by Membership Status
 +
*AUTO:MembershipType group – contains reps by your Membership Type
 +
*A group for each of your Group Types with a sub group created for each of your groups
 +
The maximum number of groups per Group Type that may be synchronized is 60.
 +
'''Note:''' Groups synchronization will include inactive reps in the synch as long as they are marked as active within the group.
 +
====How to setup Mail Chimp synchronization====
 +
#Click Communication in the left-hand menu.
 +
#Click MailChimp Setup.
 +
#Click Click to Enable MailChimp.
 +
#Enter your MailChimp login and password.
 +
#Click Log In.
 +
#The message will say that you are connected.
 +
#Click the drop-down arrow and select the list you already have in MailChimp where you would like the contact information to be imported.
 +
#Click Sync Now to immediately copy your contacts to MailChimp.
 +
#:'''Tip:''' Note this sync will happen every night but you can manually sync any time you’d like.
 +
#All the contact information will be updated in MailChimp.
 +
#:'''Note:''' The System Event Log will display the synchronization transactions. Errors typically indicate invalid email addresses.
 +
#:Unsubscribers from the MailChimp system will remain subscribed in your database but MailChimp will prevent them from being imported at the next synchronization
 +
 
 +
=='''<span style="color:#800080">Other Communication Tools'''</span>==
 +
----
 +
==='''<span style="color:#800080">Web Leads'''</span>===
 +
----
  
Some cited benefits of including a link to a PDF version are that 1) the email size is kept small since the PDF file is not calculated as part of the email total and 2) the recipient may save and print the PDF separately from the traditional email printout creating nicer looking output on the recipients end.
+
Web Leads are generated in the following ways:
  
To view PDF files you need Adobe Acrobat Reader which is downloaded free from here and is commonly loaded on most computers that access the Internet.
+
*The consumer selecting the '''Contact these Businesses''' button within your directory. You can enable the '''Contact these Businesses''' button via the Directory Control Panel settings. See '''[http://supportwiki.micronetonline.com/Modify_the_Directory_Control_Panel#Contact_Businesses_Button Modify the Directory Control Panel]''' for details.
 +
*The consumer clicking the '''Request Info''' button on the members individual directory page
 +
*The consumer submits a Request for Proposal. '''NOTE''': The Pro edition of the software is required for Requests for Proposal. See '''[http://supportwiki.micronetonline.com/Request_for_Proposal_(RFP) Requests for Proposals]''' for further details.
  
Many software programs, both for purchase and those at no charge, are available to create PDF versions from output of your most common applications. Newsletters or brochures created in Microsoft Word, Microsoft Publisher or other popular applications may all be saved in a PDF version using these PDF creation programs.
 
  
Once your output is in the PDF format or you have the desired attachment prepared, follow the steps below to include the document as a link within your email.
 
  
1.
+
===='''<span style="color:#800080">Approving/Rejecting Web Leads'''</span>====
Open the ChamberMaster editor and begin to create the desired communication piece.
+
----
  
2.
+
Staff signed up for '''All Web Leads Pending Approval''' will receive and email notification when either a Contact these Businesses lead or an RFP is submitted. '''NOTE''': If you wish to approve web leads prior to consumers contacting your members, enable the '''Require Staff Approval Before Delivery''' option under '''Setup->Directory Control Panel'''.
Click where you desire to insert the link to your document.
 
  
3.
+
Web Leads may be viewed and approved via the '''Task List'''. [[File:Vid.png|link=http://www.screencast.com/t/Bj7RBHLT3]]  [http://www.screencast.com/t/Bj7RBHLT3 Watch video demonstrating “Contact Businesses” and the Web Leads task list]
Click Add/Remove Attachments ()
 
  
FIGURE 12-7 – ChamberMaster editor ready to add attachment link
+
#Click '''Web Leads''' in the '''Task List'''.
 +
#:[[File:Web Leads.JPG|600px|center]]
 +
#Click the '''Subject/Message''' to view details of the Web Lead.
 +
#:[[File:Web Lead Details.JPG|600px|center]]
 +
#If you wish to view the contacts to whom the lead is to be sent, click the '''Show Recipients''' button.
 +
#:[[File:Show Recipients.JPG|600px|center]]
 +
#To approve the message, and send to members, click the '''Approve''' button. The message will be sent immediately. '''OR'''
 +
#If this message should not be delivered to members, click '''Reject'''. The message will not be sent to members. '''NOTE:''' No notice is sent to the sender of your rejection.
  
4.
 
Click Upload your attachment file to the ChamberMaster server and include a link to that file in your email. See Figure 12-8 below.
 
  
FIGURE 12-8 Add Email Attachments
+
==='''<span style="color:#800080">eReferral'''</span>===
 +
----
  
5.
+
'''eReferral''' is designed to accomplish two tasks with a single entry - getting desired member information to a consumer while letting the member know that they’ve been referred.<br />
Click Continue.
 
  
6.
+
Pertinent consumer information is entered and then the eReferral tool is used to generate an email message or printout that includes the selected member(s) contact information in referral format.  
Type the desired text in the Text for Attachment Link field. Then click Browse Server. See Figure 12-9 below.
 
  
FIGURE 12-9 – Add File Attachments
+
You can then choose to pass along the consumer's information to the members you referred. Through a separate optional email message, your member(s) are informed that their business information was passed on to an interested consumer. In turn the consumer's information is provided to your members so they can, if they so choose, provide additional outreach to that consumer.<br />
 +
===='''<span style="color:#800080">Why use eReferrals'''</span>====
 +
----
 +
*eReferrals allow you to give your members' information to consumers when they ask for it. At the same time you can choose to send that consumer's information to your members giving them a lead.
 +
*Every eReferral is recorded allowing you to show your members the value that you are giving them. Each referral means you are pointing customers to their business.
  
7.
+
:Take for example, a consumer that calls and asks for a list of restaurants in your area. You enter their contact information in the '''eReferral''' screen. After selecting the Restaurant category members as your designated recipients, you click one button to email the detailed restaurant list with addresses, phone numbers, and web site address to the consumer. Then you click one additional button to send an email to the restaurant members with a message indicating that they have been referred. All these steps are handled under one screen.
Browse to the desired file and click it to select. See Figure 12-10 below. Or you may upload a new file to the ChamberMaster server by clicking Browse, browsing to the desired file, click to select, click Open, and then click Upload. Then you may click the desired file to select it.
+
*If you don't want to send an email to your members that's no problem. You can still record that you referred a member to them so they can see or be shown the added benefit of their membership with your association.
  
FIGURE 12-10 Browse to desired file
+
===='''<span style="color:#800080">View/Edit Default eReferral Settings'''</span>====
 +
----
 +
#Click '''Setup''' on the main left menu.
 +
#In the Information Request section click '''eReferral Settings/Options'''
 +
#Enter desired '''Email Send Options''':
 +
#*Specify the '''eMail From''': Select '''Use email address for the logged in chamber representative''' to specify that the from address should be the staff member logged in; or '''Use the email address''' and enter an email address to be used each time an eReferral is sent.
 +
#'''Email to referral recipients''': Customize the default subject and message for the email being sent to your members. Enable '''Include carbon copy to sender.''' if you wish a copy of the eReferral to be sent to the sender.
 +
#'''Email to potential customer''': Customize the default subject and message for the email being sent to the consumer.
 +
#'''Lead Sources''': Select the desired lead source. Lead Sources allow you to categorize where your eReferrals were initiated from. The Lead Source is included in the information emailed to your members and is also recorded on their Communication history.  It is also on the Referral Report which may be viewed in the Member Information Center (MIC). To add additional lead sources, click the '''edit list'''.
 +
#:The first item in the list will be the default lead source.
 +
#:Lead source list can be blank. This is an optional field.
 +
#Click '''Save and Exit'''
  
8.
+
===='''<span style="color:#800080">Send and Record an eReferral'''</span>====
Click OK. See Figure 12-11 below.
+
----
  
FIGURE 12-11 The last step
+
#Click the '''Add''' button at the top of your database.
 +
#Choose '''eReferral'''
 +
[[File:Send_an_eReferral.png|none|Quick steps to send an eReferral]]
 +
'''Details'''
 +
#Click the '''Add''' button at the top of your database.
 +
#Choose '''eReferral'''
 +
#Enter in as much or as little '''Potential Customer''' information as desired.
 +
#Select the members you wish to refer.
 +
#:You can select members by name or category. You can also select specific representatives by name or by group.
 +
#:[[File:EReferral_Refer_Potential_Customers_to.png|framed|none|Add Referral Recipients]]
 +
#::When selecting members by '''name''' or '''category''' you can expand the advanced filter section and filter by boolean type (checkbox) member custom fields.
 +
#::[[File:EReferral_Advanced_Filter.png|framed|none|eReferral Advanced Filter Options]]
 +
#Check off and remove any records you wish to exclude by clicking '''Remove Selected Recipients'''
 +
#Click '''Preview final referral recipients list with options to print/email potential customer'''
 +
#:[[File:EReferral_Preview_referral_recipients.png|framed|none|View, Print or Email the referral information]]
 +
#Review the information and at the bottom you can '''print''' or '''email''' this list to the potential customer.
 +
#In the Referral Recipient Options you can select the desired Lead Source (see [[eReferrals#Change Default eReferral Settings | eReferral Settings]] below to set up lead sources)
 +
#Check '''Send email to Referral Recipients'''
 +
#:Checked will send an email using the options below to those being referred and will record it in the member's communication history.
 +
#:Unchecked will just record the eReferral in the member's communication history and will not send an email to your members.
 +
#Adjust your '''Email From''', '''Include Carbon Copy''', '''Subject Line''' and modify your '''Message''' with details about the potential customer if desired.
 +
#Click '''Send and Record Referral'''. The referral will be sent to members, and to the customer.
  
9.
+
===='''<span style="color:#800080">Record an eReferral Only'''</span>====
The link will automatically be inserted in your document.
+
----
  
FIGURE 12-12 – Completed communication piece
+
When selecting to record an eReferral only, you can log the referral without notifying the member. This is useful when you wish to track business cards, or brochures of a member that you have handed out.
  
===Save Microsoft Publisher files as a graphic file and insert into editor===
+
#Click the '''Add''' button at the top of your database.
Save Microsoft Publisher files as a graphic file and insert into editor
+
#Choose '''eReferral'''.
If you’d like to display the content of a Microsoft Publisher file in the body of your email instead of using a link to a copy of it, there is a way to do that might be helpful to know.
+
#Enter in as much or as little '''Potential Customer''' information as desired. If logging for business cards or brochures, you may leave this area blank.
Inserting a Publisher doc into an Email
 
In general the steps will be 1) save your PUB file as a GIF file in your Microsoft Publisher program and then 2) insert this GIF file using the Insert/Edit Image selection.
 
1.
 
Open your Microsoft Publisher file.
 
2.
 
Select File, Save As.
 
3.
 
Change the file type to GIF and click Save.
 
If your publisher document contains multiple pages, you will need to save each page as a separate GIF file. Make sure you have selected one-sided printing by selecting that in the newsletter options. Then as you view each page, click File, Save As and select GIF.
 
4.
 
Then in ChamberMaster, position your cursor where the Publisher file should be displayed. (Place a couple of blank lines at the top of the document in case you want to add text at the top later on.)
 
5.
 
Click Insert/Edit Image.
 
6.
 
Browse Server.
 
7.
 
Click Browse.
 
8.
 
Find the file and click Upload.
 
9.
 
If you had a multiple page publisher document, you would need to upload each GIF in this same manner.
 
10.
 
After selecting this image, it will be displayed in the body of your email.
 
Hint: If adding text below this image, click the image once to select it, then press the right arrow once to move past the image, then press Enter. This will allow you to begin typing new text below the image instead of accidentally deleting the image by typing your new text.
 
Since this image may not be as clear as the original, you may also want to include a link to a PDF version of this attachment. Sending a test email to yourself is also recommended.
 
Watch a short video of these instructions:
 
http://www.chambermaster.com/directory/include/help/Videos/Comm/pubembed/pubembed.html
 
 
 
===Copy and paste output from another HTML program (like Constant Contact)===
 
 
 
Being an HTML editor, ChamberMaster’s editor allows copy and paste of HTML content.  Therefore it is possible to produce your communication piece in other programs, like Constant Contact, and simply copy and paste the final version into the ChamberMaster editor. Care should always be taken that the content is coming over properly but we have found it to be quite successful.  Please send yourself a copy of the email first to verify that the content and appropriate links are maintained. Here is an example using Constant Contact.
 
 
 
#Create the desired content in Constant Contact.</span></div></td>
 
#In Constant Contact, click Preview.
 
#:[[Image:Emails_Letters_and_Mailing_Lists-Copy_and_paste_output_from_another_HTML_program-Communication.1.086.1.jpg]]
 
#When the preview window displays, highlight the final version that displays on the screen.
 
#Right-click and select </span><span style="font-weight: bold;">Copy</span>.</div></td>
 
#Open a ChamberMaster editor screen with the desired recipients selected.
 
#Right-click and select '''Paste'''.
 
#The content will display in the ChamberMaster editor.  Some content may not appear to be displaying properly while in the editor but will display correctly when received in the editor.  Please send a sample copy to yourself to test it out first.
 
   
 
No guarantees or support is available for this method from ChamberMaster but it has worked successfully for a number of chambers.
 
 
 
=='''<span style="color:#800080">Integrating Constant Contact'''</span>==
 
----
 
 
 
The ChamberMaster/GrowthZone member management system allows you to connect to your Constant Contact account to automate updates to your Constant Contact lists based on updates made in the database. Once configured representatives that have been added to the database or specific groups will automatically be added to Constant Contact. Any reps that are disabled within in a group will be removed from their respective lists.
 
 
 
 
 
Constant Contact has a special pricing program for Chambers of Commerce see the details [http://www.constantcontact.com/partners/chamber here].
 
 
 
==='''<span style="color:#800080">Constant Contact- How the Sync Works '''</span>===
 
----
 
Representatives may be synchronized to Constant Contact automatically or manually.
 
 
 
===='''<span style="color:#800080">Nightly Synchronization'''</span>====
 
----
 
 
 
Under the '''Association General Options and Settings'''. You can enable an automatic nightly synchronization that will occur between 1am and 6am CST. You can choose to synchronize any or all of the following:
 
 
 
*'''Automatically sync all active reps for active and courtesy members'''. If this option is enabled, each time the nightly synchronization is run, Constant Contact will remove all the contacts in its '''All Active and Courtesy Representatives from ChamberMaster/MemberZone''' list, and recreate the list with the information received from ChamberMaster/MemberZone in the nightly sync.
 
*'''Automatically sync membership types daily'''. If this option is enabled, Constant Contact will delete all contacts in its membership type lists, and replace with contacts received from the ChamberMaster/MemberZone nightly sync.
 
*'''Automatically sync groups daily'''. If this option is selected, all groups will be synchronized nightly to Constant Contact. You may select specific groups to be synchronized via the Group > Sync tab. When synchronization occurs, Constant Contact will (1) Remove any reps that have been disabled in the group, (2) Add any reps that have been added to the group as active group members. Groups are matched by group name. If the group does not exist in Constant Contact, it is automatically created.
 
 
 
See '''[[Communication#Enable_Constant_Contact_Synchronization|Enable Constant Contact Synchronization]]''' for further instruction on configuring your nightly synchronization.
 
 
 
===='''<span style="color:#800080">Manual Group Synchronization'''</span>====
 
----
 
Groups may be manually synchronized from the '''Synch''' tab, within the '''Groups''' module. 
 
 
 
When a group is manually synchronized, Constant Contact will remove all contacts in the list, and replace with the reps received from the ChamberMaster/MemberZone manual sync. Groups are matched up by name between Constant Contact & ChamberMaster. If the group doesn’t exist in Constant Contact, it is automatically created.
 
 
 
{| class="wikitable"
 
|-
 
|
 
[[File:One Row.png|25px]]
 
| style="width: 100%"| '''NOTE:'''
 
*When Groups are synchronized to Constant Contact nightly, reps that have been deleted from the group will '''NOT''' be removed from the list in Constant Contact. Best Practice is to disable the rep from the group and not delete. If you do wish to delete the rep, disable the rep first, then after the next synchronization you may delete the rep.
 
*Reps that have unsubscribed from your database mailing list will not be included in the synch to Constant Contact.
 
|}
 
 
 
==='''<span style="color:#800080">Enable Constant Contact Synchronization'''</span>===
 
----
 
 
 
You must have an active account with Constant Contact to setup and use the synchronization tool.
 
#Login to your database with administrator privileges.
 
#Click '''Setup''' in the left-hand menu.
 
#Click '''General Options and Settings''' in the Association Information (or Chamber Information) area.
 
#:[[File:CC General Settings.JPG|800px|center]]
 
#Select ConstantContact from the Newsletter Solution drop-down box.
 
#In the Add-On Manager area click the blue link '''Please click here to authorize the Constant Contact connection.'''
 
#:[[File:Login to CC.JPG|400px|center]]
 
#Follow the prompts to authorize the database with your Constant Contact account. Once you have authorized connection between ChamberMaster/MemberZone & Constant Contact '''Authorization for this application to sync contact data to your Constant Contact account has been completed.''' will be displayed.
 
#Choose which items you would like to have automatically synchronize each night.
 
#*'''Automatically sync groups daily'''
 
#*'''Automatically sync membership types daily'''
 
#*'''Automatically sync all active reps for active and courtesy members'''
 
#:See '''[[Communication#Nightly_Synchronization|Nightly Synchronization]]''' for further information. If you do not wish to synchronize all groups, see '''[[Communication#Selecting_Which_Groups_to_Synchronize|Selecting Which Groups to Synchronize]]''' for more information.
 
#:[[File:CC Integration Setup.JPG|800px|center]]
 
#Click '''Save'''.
 
 
 
 
 
{| class="wikitable"
 
|-
 
|
 
[[File:One Row.png|25px]]
 
| style="width: 100%"| '''NOTE:'''
 
*When Groups are synchronized to Constant Contact nightly, reps that have been deleted from the group will '''NOT''' be removed from the list in Constant Contact. Best Practice is to disable the rep from the group and not delete.
 
*Reps that have unsubscribed from your database mailing list will not be included in the synch to Constant Contact.
 
|}
 
 
 
==='''<span style="color:#800080">Selecting Which Groups to Synchronize'''</span>===
 
----
 
 
 
Once the Constant Contact synchronization is setup you will be able to configure which groups are set to be synchronized each night.
 
'''Automatically sync groups daily''' must be enabled in the '''General Options & Settings''' to initiate nightly synchronization. See '''[[Communication#Enable_Constant_Contact_Synchronization|Enable Constant Contact Synchronization]]''' for instructions.
 
===='''<span style="color:#800080">View & Remove Groups from the daily synchronization'''</span>====
 
----
 
#Select the '''Groups''' module.
 
#At the top, select the '''Synch''' tab.
 
#:All Groups currently set to synchronize will be displayed in a list when you first open this tab.
 
#Uncheck any that you wish to stop Synchronizing and then click '''Save'''
 
 
 
===='''<span style="color:#800080">Set a group to start synchronizing each day'''</span>====
 
----
 
 
 
'''Option 1 - From the Group's General tab'''
 
#Select the '''Groups''' module.
 
#At the top select the '''Home''' tab.
 
#Click on the group name that you'd like to change the setting for.
 
#Check the box to "Synch this group with Constant Contact."
 
#:[[file:Groups_Additional_Options.png|framed|none|Additional Options for Groups]]
 
#Click '''Save Changes'''
 
----
 
'''Option 2 - From the Synch tab'''
 
#Select the '''Groups''' module.
 
#Select the '''Synch''' tab.
 
#:[[File:Synch Tab.JPG|600px|center]]
 
#Uncheck '''Display groups set to synch only.'''
 
#Check off the groups you wish to synchronize.
 
#Click '''Save'''
 
 
 
===='''<span style="color:#800080">Manually Synchronize Group(s) to Constant Contact'''</span>====
 
----
 
 
 
#Select '''Groups''' in the left-hand navigation panel.
 
#Select the '''Synch''' tab.
 
#:[[File:Synch Tab.JPG|600px|center]]
 
#A list of those groups for which you enabled synchronization will be displayed. For each group that you wish to synchronize, click the '''Synch Now''' button. '''NOTE:''' If you wish to synchronize groups that have not been configured for nightly synchronization, clear the '''Display groups set to synch only''' check-box. All groups will then be displayed.
 
 
 
The synch process is now initiated. You can view the status of the synch on the Activity report in Constant Contact.
 
 
 
{| class="wikitable"
 
|-
 
|
 
[[File:One Row.png|25px]]
 
| style="width: 100%"| '''NOTE:''' When a group is manually synchronized, Constant Contact will remove all contacts in the list, and replace with the reps received from the ChamberMaster/MemberZone manual sync. Groups are matched up by name between Constant Contact & ChamberMaster. If the group doesn’t exist in Constant Contact, it is automatically created.
 
|}
 
 
 
==='''<span style="color:#800080">Manually Export Contacts to Constant Contact'''</span>===
 
----
 
 
 
If automatic synchronization is not being used, or if manual exporting/updating is desired, use the steps here to export ChamberMaster/GrowthZone contacts so that they may be directly imported by Constant Contact.
 
 
 
#Click '''Communication''' in the left-hand menu.
 
#Click '''Newsletters/Email Campaigns''' in the '''Other Communication Tools''' section.
 
#Click the desired “Add” selection to mark names to be exported.
 
#:[[File:Selecting_information_to_be_exported.jpg|framed|none|Selecting information to be exported]]
 
#A summary of your selections will appear in the blue box at the bottom of the screen. Click view mailing list to see your results.
 
#:[[File:Summary_of_selections.jpg|framed|none|Summary of selections]]
 
#Remove any recipients that are not desired by clicking the checkbox in front of their name. Then click Remove Selected Items.
 
#:[[File:Removing_un-desired_recipients.jpg|framed|none|Removing un-desired recipients]]
 
#Click '''Continue'''.
 
#Repeat steps 3-6 to add any more desired recipients.
 
#Click '''Create Mailing List''' when all names have been selected.
 
#The Database will allow you to download and save these names in a file that may be imported into Constant Contact. Follow instructions on the screen to save the file with your desired name and location. Remember this name and location for importing into Constant Contact.
 
 
 
===='''<span style="color:#800080">Sample concept of using manual export from your database to Constant Contact'''</span>====
 
----
 
There are multiple ways of using your database and Constant Contact to maintain and keep contact information current. Below is one method that may work for you. Evaluate your own needs and contact Constant Contact for details on using their software.
 
#Create a mailing list in Constant Contact that will contain the names of contacts that are NOT already in ChamberMaster. This will also contain the names of those that “Join” your mailing list using the Join selection provided by Constant Contact (used when the Subscribe button is selected within the emails). Add any desired contacts to this list now (excluding ChamberMaster contacts) and update whenever desired. Example mailing list title: '''Standard Mailing List'''
 
#Create another mailing list in Constant Contact that will contain the imported ChamberMaster contacts. Do not add any names to this list yet – you will be importing names into this list. Example mailing list title: '''ChamberMaster Contacts List'''
 
#Each time you are ready to perform a mailing, follow instructions above to export your entire set of contacts from ChamberMaster.
 
#In Constant Contact remove all contacts from the current “ChamberMaster Contacts List”. Then import the new ChamberMaster export into this list.
 
#When sending the email, select both the “Standard Mailing List” and the “ChamberMaster Contacts List” as recipients of the email.
 
 
 
'''NOTES'''
 
 
 
*Make sure to keep the email addresses for your contacts up-to-date in ChamberMaster which will follow-through into Constant Contact and end up in the “ChamberMaster Contacts List”.
 
*Updates to those contacts not in ChamberMaster may be done in Constant Contact on the “Standard Mailing List”.
 
*Clearing the “ChamberMaster Contacts List:” in Constant Contact each time will not eliminate the Opt Out list. Those that have opted out of your mailings (Do Not Mail) will be retained. Constant Contact keeps a list of these addresses internally.
 
*If a ChamberMaster contact manually tells you they would like to opt out of your mailings, you need to select the Do Not Mail selection in Constant Contact. Then when they are imported from ChamberMaster, Constant Contact will not allow the import since they are listed as Do Not Mail.
 
*If a ChamberMaster contact manually tells you they need their email address updated, you would need to change it in ChamberMaster so that it will be imported correctly next time.
 
*If a ChamberMaster contact manually tells you they need a new address added to the mailing list, either add their email address as a New Rep in ChamberMaster or add them as a contact in Constant Contact in the “Standard Mailing List”.
 
 
 
'''Disadvantages'''
 
*The Constant Contact Email History and Bounce History may not be retained since the ChamberMaster Contacts List will be cleared each time. Constant Contact only keeps history for 90 days anyway.
 
*When importing the contacts from ChamberMaster, all of the Constant Contact fields are updated with the information from ChamberMaster. If custom fields or other contact information fields have manually been updated in Constant Contact, they would be overwritten by the information coming from ChamberMaster each time. If these additional fields are not being used by you in Constant Contact, then this will not affect you.
 
 
 
==='''<span style="color:#800080">Constant Contact FAQ'''</span>===
 
----
 
 
 
:'''Why are there fewer contacts in my Constant Contact list than what is showing in my database?'''<br />
 
:'''A)''' When the data is pushed over to Constant Contact any emails that are invalid are automatically excluded. Any emails that are unsubscribed within Constant Contact would also be excluded from the final list in Constant Contact.<br />
 
<br />
 
:'''What happens when I change a representatives email in ChamberMaster/GrowthZone?'''
 
:'''A)''' The representative will be added to anything their previous email was attached to but their previous email will not be removed. If you want their previous email removed you would need to do that directly within Constant Contact.
 
[[Category:Communication]]
 
 
 
=='''<span style="color:#800080">Other Communication Tools'''</span>==
 
----
 
==='''<span style="color:#800080">eReferral'''</span>===
 
----
 
 
 
'''eReferral''' is designed to accomplish two tasks with a single entry - getting desired member information to a consumer while letting the member know that they’ve been referred.<br />
 
 
 
Pertinent consumer information is entered and then the eReferral tool is used to generate an email message or printout that includes the selected member(s) contact information in referral format.
 
 
 
You can then choose to pass along the consumer's information to the members you referred. Through a separate optional email message, your member(s) are informed that their business information was passed on to an interested consumer. In turn the consumer's information is provided to your members so they can, if they so choose, provide additional outreach to that consumer.<br />
 
===='''<span style="color:#800080">Why use eReferrals'''</span>====
 
----
 
*eReferrals allow you to give your members' information to consumers when they ask for it. At the same time you can choose to send that consumer's information to your members giving them a lead.
 
*Every eReferral is recorded allowing you to show your members the value that you are giving them. Each referral means you are pointing customers to their business.
 
 
 
:Take for example, a consumer that calls and asks for a list of restaurants in your area. You enter their contact information in the '''eReferral''' screen. After selecting the Restaurant category members as your designated recipients, you click one button to email the detailed restaurant list with addresses, phone numbers, and web site address to the consumer. Then you click one additional button to send an email to the restaurant members with a message indicating that they have been referred. All these steps are handled under one screen.
 
*If you don't want to send an email to your members that's no problem. You can still record that you referred a member to them so they can see or be shown the added benefit of their membership with your association.
 
 
 
===='''<span style="color:#800080">View/Edit Default eReferral Settings'''</span>====
 
----
 
#Click '''Setup''' on the main left menu.
 
#In the Information Request section click '''eReferral Settings/Options'''
 
#Enter desired '''Email Send Options''':
 
#*Specify the '''eMail From''': Select '''Use email address for the logged in chamber representative''' to specify that the from address should be the staff member logged in; or '''Use the email address''' and enter an email address to be used each time an eReferral is sent.
 
#'''Email to referral recipients''': Customize the default subject and message for the email being sent to your members. Enable '''Include carbon copy to sender.''' if you wish a copy of the eReferral to be sent to the sender.
 
#'''Email to potential customer''': Customize the default subject and message for the email being sent to the consumer.
 
#'''Lead Sources''': Select the desired lead source. Lead Sources allow you to categorize where your eReferrals were initiated from. The Lead Source is included in the information emailed to your members and is also recorded on their Communication history.  It is also on the Referral Report which may be viewed in the Member Information Center (MIC). To add additional lead sources, click the '''edit list'''.
 
#:The first item in the list will be the default lead source.
 
#:Lead source list can be blank. This is an optional field.
 
#Click '''Save and Exit'''
 
 
 
===='''<span style="color:#800080">Send and Record an eReferral'''</span>====
 
----
 
 
 
#Click the '''Add''' button at the top of your database.
 
#Choose '''eReferral'''
 
[[File:Send_an_eReferral.png|none|Quick steps to send an eReferral]]
 
'''Details'''
 
#Click the '''Add''' button at the top of your database.
 
#Choose '''eReferral'''
 
#Enter in as much or as little '''Potential Customer''' information as desired.
 
 
#Select the members you wish to refer.
 
#Select the members you wish to refer.
 
#:You can select members by name or category. You can also select specific representatives by name or by group.
 
#:You can select members by name or category. You can also select specific representatives by name or by group.
Line 2,950: Line 2,987:
 
#Review the information and at the bottom you can '''print''' or '''email''' this list to the potential customer.
 
#Review the information and at the bottom you can '''print''' or '''email''' this list to the potential customer.
 
#In the Referral Recipient Options you can select the desired Lead Source (see [[eReferrals#Change Default eReferral Settings | eReferral Settings]] below to set up lead sources)
 
#In the Referral Recipient Options you can select the desired Lead Source (see [[eReferrals#Change Default eReferral Settings | eReferral Settings]] below to set up lead sources)
#Check '''Send email to Referral Recipients'''
+
#Uncheck '''Send email to Referral Recipients'''
#:Checked will send an email using the options below to those being referred and will record it in the member's communication history.
+
#Click '''Record Referral'''.
#:Unchecked will just record the eReferral in the member's communication history and will not send an email to your members.
 
#Adjust your '''Email From''', '''Include Carbon Copy''', '''Subject Line''' and modify your '''Message''' with details about the potential customer if desired.
 
#Click '''Send and Record Referral'''. The referral will be sent to members, and to the customer.
 
  
===='''<span style="color:#800080">Record an eReferral Only'''</span>====
+
The ereferral will be logged on the member(s) communication history for reference.
----
 
 
 
You record eReferrals without sending a notification to your members.
 
#Click the '''Add''' button at the top of your database.
 
#Choose '''eReferral'''.
 
#Enter in as much or as little '''Potential Customer''' information as desired.
 
#Select the members you wish to refer.
 
#:You can select members by name or category. You can also select specific representatives by name or by group.
 
#:[[File:EReferral_Refer_Potential_Customers_to.png|framed|none|Add Referral Recipients]]
 
#::When selecting members by '''name''' or '''category''' you can expand the advanced filter section and filter by boolean type (checkbox) member custom fields.
 
#::[[File:EReferral_Advanced_Filter.png|framed|none|eReferral Advanced Filter Options]]
 
#Check off and remove any records you wish to exclude by clicking '''Remove Selected Recipients'''
 
#Click '''Preview final referral recipients list with options to print/email potential customer'''
 
#:[[File:EReferral_Preview_referral_recipients.png|framed|none|View, Print or Email the referral information]]
 
#Review the information and at the bottom you can '''print''' or '''email''' this list to the potential customer.
 
#In the Referral Recipient Options you can select the desired Lead Source (see [[eReferrals#Change Default eReferral Settings | eReferral Settings]] below to set up lead sources)
 
#Check '''Send email to Referral Recipients'''
 
#:Checked will send an email using the options below to those being referred and will record it in the member's communication history.
 
#:Unchecked will just record the eReferral in the member's communication history and will not send an email to your members.
 
#Adjust your '''Email From''', '''Include Carbon Copy''', '''Subject Line''' and modify your '''Message''' with details about the potential customer if desired.
 
#Click '''Send and Record Referral''' or '''Record Referral'''.
 
  
 
==='''<span style="color:#800080">Push Notifications'''</span>===
 
==='''<span style="color:#800080">Push Notifications'''</span>===
Line 3,357: Line 3,370:
  
 
Click the '''Buy''' link to purchase additional credits. See '''[[Communication#Purchase_Additional_SmartText_Credits|Purchase Additional Credits]]''' for instructions.
 
Click the '''Buy''' link to purchase additional credits. See '''[[Communication#Purchase_Additional_SmartText_Credits|Purchase Additional Credits]]''' for instructions.
 
 
  
 
===='''<span style="color:#800080">Smart Text Common Questions'''</span>====
 
===='''<span style="color:#800080">Smart Text Common Questions'''</span>====
Line 3,384: Line 3,395:
  
 
*Public and clients who wish to receive SMS/Text Messages from your association will need to opt into the group. Staff cannot add mobile phone numbers directly under privacy laws.
 
*Public and clients who wish to receive SMS/Text Messages from your association will need to opt into the group. Staff cannot add mobile phone numbers directly under privacy laws.
 
==Using and Integrating MailChimp==
 
Once synchronization to MailChimp is setup, then each night an automatic sync from your database into your MailChimp account will take place which will copy contact information from your database into the designated MailChimp list. If you’ve done updates to your mailing list in the database and you’d like to sync during the day, there is a “Sync now” choice available to do at any time.
 
MailChimp synchronization is available to those with Plus edition or greater.
 
 
===How ChamberMaster and GrowthZone sync with MailChimp===
 
See an overview of how the MailChimp Synchronization works [[File:Vid.png|link=http://www.screencast.com/t/BXxAaeOE]]
 
====What is synchronized?====
 
*All active reps of active, courtesy or prospective members.
 
*Groups that have been marked to Sync under the groups module.
 
 
====Where does the contact information go in MailChimp====
 
The contact info is pulled into groups that are created and updated in MailChimp nightly:
 
*AUTO:Status group – contains reps by Membership Status
 
*AUTO:MembershipType group – contains reps by your Membership Type
 
*A group for each of your Group Types with a sub group created for each of your groups
 
The maximum number of groups per Group Type that may be synchronized is 60.
 
'''Note:''' Groups synchronization will include inactive reps in the synch as long as they are marked as active within the group.
 
====How to setup Mail Chimp synchronization====
 
#Click Communication in the left-hand menu.
 
#Click MailChimp Setup.
 
#Click Click to Enable MailChimp.
 
#Enter your MailChimp login and password.
 
#Click Log In.
 
#The message will say that you are connected.
 
#Click the drop-down arrow and select the list you already have in MailChimp where you would like the contact information to be imported.
 
#Click Sync Now to immediately copy your contacts to MailChimp.
 
#:'''Tip:''' Note this sync will happen every night but you can manually sync any time you’d like.
 
#All the contact information will be updated in MailChimp.
 
#:'''Note:''' The System Event Log will display the synchronization transactions. Errors typically indicate invalid email addresses.
 
#:Unsubscribers from the MailChimp system will remain subscribed in your database but MailChimp will prevent them from being imported at the next synchronization
 
  
 
==Sample Automatic Emails Sent Out by ChamberMaster/GrowthZone==
 
==Sample Automatic Emails Sent Out by ChamberMaster/GrowthZone==

Latest revision as of 15:35, 31 August 2020

Communication is a pivotal tool used everyday in your association to foster and maintain valuable relationships. ChamberMaster/GrowthZone offers the ability to communicate via email, SMS text, fax and print.

Contents

E-mail Setup


Unsubscribe Options


An Internal Disclaimer message may be configured to include on all Mass Emails or ALL Emails that are sent from ChamberMaster/MemberZone. Included in the disclaimer is a link that will give your members the option to un-subscribe from emails.

  1. Click Setup
  2. Click General Options & Settings.
  3. Expand the Email Server Settings section and scroll to the Public Disclaimer.
    Internal Disclaimber2.JPG
    You may edit the message as desired, but the link to un-subscribe should not be altered.
  4. Add Public Disclaimer to all Emails - select this option if you want to include the disclaimer on ALL emails generated through ChamberMaster. This will include emails sent via Groups, Email to multiple members and individually sent emails. If no selection is made, then the public disclaimer will only be included on Mass emails.
  5. Allow Unsubscribe from ALL Emails - select this option if you wish to allow recipients to un-subscribe from both mass emails and individual emails. NOTE: This would un-subscribe them from emails sent for billing purposes.

Managing Opt-outs


Member - Unsubscribing from Group Emails


When a mass email is sent to a group, clicking the link in the disclaimer will allow the recipient to continue to receive emails for the group, opt-out of the group emails (NOTE: If the group has been configured to dis-allow opt-outs, they will be prompted to contact your organization), or to join additional groups.

Email Subscriptions Mass.JPG
Member - Unsubscribing from Mass Emails

A mass email (by definition an email sent to more than one person) may be sent through the communications tab, by selecting Email to Multiple Members, or it may be created when sending Event Invites, etc. The public disclaimer will be included on these emails, and the recipient will have the ability to opt-out of all mass emails, subscribe to other lists, or continue to receive emails. Note: The recipient would continue to receive emailed billing transactions and any other emails sent to them individually.

Email Sub 2.JPG
Member - Unsubscribing from ALL Emails

If you have selected Allow Unsubscribe from ALL Emails and included the public disclaimer on all emails, the recipient will have the ability to un-subscribe from all email communication whether sent from a group, a mass email (such as event invitations) or individually. This will include billing related emails.

Email Sub 3.JPG


Smallest.png

NOTE: The Email Notifications (Additional Setting for Staff Admin) under Association Employees/Reps will be sent whether the member elects to unsubscribe from mass emails or all emails. The email sent to staff indicates what type of unsubscribe it was (Mass or All).

Staff- Re-subscribing Members


A member's subscription status is indicated by the Opt out icon 2.JPG icon through-out the software:

  • On a Group's roster Tab
Optout Icon.JPG
To resubscribe the member:
  1. Click the Opt out icon 2.JPG icon. A list of all the groups the member is subscribed to will be displayed.
    Resubscribe.JPG
  2. Deselect the check-box for the groups to which you wish to resubscribe the member.
  3. Click Save.


  • On the Rep tab, Group Participation List
Group Participation.JPG
To resubscribe the member:
  1. Click the Opt out icon 2.JPG icon. A list of all the groups the member is subscribed to will be displayed.
    Resubscribe.JPG
  2. Deselect the check-box for the groups to which you wish to resubscribe the member.
  3. Click Save.
  • When sending an email, if the member has unsubscribed it will be displayed in the email
Email Unsubscribed.JPG

Manage Unsubscribed Emails Report


You can view a list of all members who have unsubscribed from emails, and resubscribe them from the Manage Unsubscribed Email report.

  1. Click Communications in the left-hand menu.
  2. Click Manage Unsubscribed Emails in the Monitor and Manage Communication section.
    Unsubsribed Report.JPG

To resubscribe a member:

  1. Click the Manage Subscriptions button.
    Select Rep.JPG
  2. Enter any part of First Name, Last Name or Email Address of the Rep to re-subscribe. The system will search for and find the appropriate rep.
  3. A list of the the groups the rep belongs to will be displayed allowing you to resubscribe.

Staff - Enter Email Opt-Out requests on behalf of your members

If a member calls in and asks to be removed from all emails, you can now enter the opt-out selection for them. Access CommunicationManage Unsubscribed Emails and select Manage Subscriptions. You may also opt a member BACK-IN if they desire.

Also available under that selection you'll find a list of all unsubscribed email addresses where you may click the email address and deselect the Opt-Out checkbox for any selection where the email address should be re-subscribed (a feature that has been available for quite some time already).


Email Relay Service


In Outlook (or whatever email program you use), include your association's unique archive address as a BCC. The software will receive the email, and look at the address sent/replied to and place it on the communication history of the associated member. Emails with addresses that are not recognized will still be archived but placed under Communication -> Manage Unmatched Archive Emails where you can go to view and manually match them to the appropriate member.

Emails Letters and Mailing Lists-Archive emails (record) in the database even whe-Communication.1.004.2.jpg

In the example above this email will be recorded on the member record that has the email address of Joshua.johnson@gvpiping.com

Find your association’s domain address under the Email Server Settings section under Setup -> General Options and Settings.NOTE: Must be logged in with Administrator permissions

Relay service.JPG

Notes:

  • To use the archive feature, you must be sending the email from an email address that is listed as a staff email address under Setup -> Employee/Reps.
  • Emails forwarded or cc'd to archive@youraname when multiple members/reps in your database share the same recipient address will be recorded in Communication --> Unmatched Archive Emails.
  • In cases where there are two reps with an identical email address that belong to the same member, it will be recorded on that member’s history.
  • In cases where two reps with identical email address belong to two different members, the archived email will still go to the unmatched archive email list.

One Row.png

Caution: The archive@ email address should only be included in the bcc line when you are using outlook outside of ChamberMaster/MemberZone. If you are selecting the Edit with Outlook option from within the software, it is not necessary to include. If you do include in the bcc, the system will attempt to "double-archive" which will result in an error indicating the message has not been received, when it actually may have.

Email Sending Options

Once email recipients are selected in ChamberMaster/GrowthZone, there are two methods of sending the email.

  1. Using ChamberMaster/GrowthZone's built in email tool.
  2. Using Microsoft Outlook (if installed on your computer).
Emails Letters and Mailing Lists-Email Sending Options-Communication.1.003.1.jpg

Depending on your needs, you may choose to send some email directly from ChamberMaster/GrowthZone and some from Microsoft Outlook. Each method has its own strengths.

Advantages to Sending Email with ChamberMaster/GrowthZone

  • Easy access if already logged in
  • Gives access to current addresses in your database
  • Ability to create “mail merge” emails
  • Ability to embed attachments as links
  • Ability to use templates
  • Ability to schedule the email for future delivery (for users of the Plus edition or greater)

Advantages to Sending Email with Outlook

  • Access to additional email addresses not in your database
  • May add additional CCs and BCCs
  • Familiarity

Both methods of sending email will record in the Communication History. See Recording Communication History for more information.

Note: This selection will open whatever the email program is set as the default for your web browser. Whatever email program opens when you click on a “mailto” link is the email program that will be used when you click Email with Outlook.

Archive emails (record) in the database even when not logged in

In Outlook (or whatever email program you use), include your association's unique archive address as a BCC. The software will receive the email, and look at the address sent/replied to and place it on the communication history of the associated member. Emails with addresses that are not recognized will still be archived but placed under Communication -> Manage Unmatched Archive Emails where you can go to view and manually match them to the appropriate member.

See Email Relay Service for information on finding your association's domain address. Find your association’s domain address under the Email Server Settings section under Setup -> General Options and Settings.NOTE: Must be logged in with Administrator permissions

Communication Tasks


A Task may be selected when sending an email or creating a Communication entry. It identifies (for internal use) the subject or category of the correspondence that is being created. All communication may be filtered by Task to view communication across all members that relate to one task.

Add a New Communication Task


  1. Click Setup in the left-hand navigation panel.
  2. Click Correspondence Categories in the Member Options section.
    Correspondance Cats.jpg
  3. Enter New Category Name for your new task.
  4. Click Add Category.

Smallest.png

NOTE: You can also create new tasks/categories "on the fly" from any members communication tab by clicking on the Tasks/Categories hyper-link in the Member Correspondence section.


Quick Guide to Sending an Email

Send an email from the software

  1. Locate one of the screens mentioned in Communication Basics and click the email selection.
  2. If applicable, select Email with ChamberMaster
  3. If sending from the Communication module using New Email to Multiple Members or Form Letters, you will need to select the desired recipients first.
  4. Create the email and click Send Email Now or Send Email Later (Available only for those with Plus or greater edition).
  5. ChamberMaster will send the email immediately or at the scheduled time and record it on the Communication tab of the member’s record.

Note: All emails sent from ChamberMaster/MemberZone are sent BCC to the recipients.

Send an email using your own email program but through the software

  1. Locate one of the screens mentioned in Communication Basics that is marked with an * (asterisk) and click the email selection.
  2. Select Email with Outlook.
  3. If sending from the Communication module using New Email to Multiple Members, you will need to select the desired recipients first.
  4. Create the email using features and selections from your own email program and send the email.

ChamberMaster will automatically record the email on the Communication tab of the member’s record. Emails sent in this manner will be sent to the -selected recipients as BCC recipients. You may add your own personal CCs or BCCs as desired. This email will be recorded on the members’ communication history. Initial replies from the recipients will also be recorded as long as nothing is changed in the email header such as the Send to:, Subject line etc. Consider the record of the reply as a bonus and not something that can be relied on.

NOTES:

  • Due to email size limitations imposed by many ISPs in battling spam, the email editor displays an email content size indicator that updates as you type. It also displays the maximum email size left available. Since email addresses also use some available byte size, ChamberMaster determines this maximum remaining email size after addressees have been selected.
  • The recommended method of sending documents to your members is by linking to them within the body of the email rather than by appending them to your email message. ChamberMaster provides unlimited storage space for any documents which you would like to upload and link to in your email messages. See Adding an Attachment.
  • Note that ChamberMaster limits both the individual attachment size and the total communication size for email messages sent via the communication module. The total communication size is calculated as: number of recipients x (message size + attachment size) = total communication size.
  • The primary factor in staying under the size limits is the number of recipients to whom you are sending the message. This means that "in a pinch", dividing the recipient

Send a Mass Email

  1. Click Communication in the left-hand menu.
  2. Click New Email to Multiple Members.
    Choose Email Recipients.JPG
  3. Select desired recipients. NOTE: Addresses selected under the Add Members heading will use the contact information found on the General tab of the member’s record. Addressees selected under the Add Representatives heading will use the contact information found on the Reps tab of the selected individual rep.
  4. Note any details of the email addresses displayed:
    • Invalid email addresses have been quarantined. This provides you with a notification that invalide emails address were found in your database. You can click on the View Quarantined Emails link to view a list of the invalid email addresses.
    • Contact has no email address - if this notification is displayed, you may click on <<edit address>> in the Email Recipients list to add the email address OR click the remove link to remove the recipient from the list.
    • Email occurs multiple times - if this notification is displayed, you can click the remove link to remove the duplicates from the email recipients list.
  5. Click Edit with ChamberMaster or Edit with Outlook (if you wish to send this email using your own email program)
  6. Compose the email message.
  7. Click Send Email Now or Send Email Later (Available only for those with ChamberMaster Plus).

Smallest.png

NOTE: If you choose to send a copy to yourself, an attachment will be automatically included with the names/emails of all recipients. This attachment is only sent to you, not the recipients. With that in mind, be cautious if forwarding the mail to others.

Schedule an Email

Available only for those with ChamberMaster Plus or greater

  1. Locate one of the screens mentioned in Communication Basics and click the email selection.
  2. If applicable, select Email with ChamberMaster.
  3. If sending from the Communication module using New Email to Multiple Members or Form Letters, you will need to select the desired recipients first.
  4. Create the email and click Send Email Later.
  5. Select the desired date and time for the email to be sent.
    Sched Email Delivery Options.JPG
  6. Click Schedule.
  7. Click OK.

ChamberMaster will send the email at the scheduled time and record it on the Communication tab of the member’s record.

To view the scheduled email to edit or delete, click Communication in the left hand menu, and click Manage Scheduled Email Messages.

Edit the content or change time of scheduled email

  1. Click Communication in the left hand menu.
  2. Click Manage Scheduled Email Messages.
    Sched Email Report.JPG
  3. Click Edit to edit the content or change the delivery time.

Delete a scheduled email

  1. Click Communication in the left hand menu.
  2. Click Manage Scheduled Email Messages.
    Sched Email Report.JPG
  3. Click Delete to remove the email from the delivery schedule.

If the email scheduler is not successful in sending the email to the email server, you will see a message next to the failed message “Scheduled delivery failed, please reschedule.” If you have taken care of sending the email through another means, click Delete. If you wish to schedule or send the email now, click Edit. Make desired changes and either Send Email Now or Send Email Later. If the error message continues to appear after attempting to re-send, contact support@growthzone.com

View Past Scheduled Emails

You may view emails that have been scheduled to ensure that they actually were scheduled. If you’d like to reschedule the email, you may do that here as well.

  1. Click Communication in the left hand menu.
  2. Click Manage Scheduled Email Messages.
  3. Click the Past Scheduled Emails tab.

Send an Email using an Email Template


  1. From the send email screen, click the Template.jpg icon, in the editor toolbar.
    Predefined templates.JPG
  2. Click Pre-Defined Templates.
  3. Click the desired template. The Email Text (body of your email) will automatically be populated with the template.
  4. Make any desired changes to your email.
  5. Click Send Now or Send Later.

Send Communication by Delivery Preference

A single communication piece may be sent out to members by their preference of delivery: mail, fax, or email. When using the Preferred communication type Communication -> Form Letters the appropriate output will be developed for each recipient based on the member’s database fields. If addressees are selected as individual reps (by choosing the selections in the Add Representatives section) the preference as specified on their Reps tab in the Contact Preference field will be used. If addressees are selected as member companies (by choosing the selections in the Add Members section) the preference will be determined automatically according to the information specified on their General tab. If an email address exists, this will be the automatic first preference. If no email address exists, a complete mailing address would qualify as the next preference. Fax would be the last automatic preference. See FAQ How is the Contact Preference Used on the Reps tab?

  1. Click Communication in the left-hand menu.
  2. Click Form Letters.
    Choose Contacts.JPG
  3. Select desired recipients. NOTE: Addresses selected under the Add Members heading will use the contact information found on the General tab of the member’s record. *Addressees selected under the Add Representatives heading will use the contact information found on the Reps tab of the selected individual rep.
  4. Select Preferred Communication Type as the way to Distribute By:
  5. If applicable, click remove next to those identified under Preferred Communication Type as having no contact info, duplicate, or invalid info.
  6. Click Continue and compose the content of the letter.
    • Step 1 - Create Mailings - this allows you to create print letters.
      • Click Print Letters, choose your Print Options selections and click Continue to print your letters.
      • Close the letter-printing windows and return to the letter composition window.
  7. (Optional) Click Print Labels and complete the Mailing Label Options selections and click Continue.
  8. Close the label-printing windows and return to the letter composition window.
  9. Click Continue>>Faxes
    • Step 2 - Faxes - this allows you to fax the letter to those whose preference is to receive communications via fax.
    NOTE: Fax communication is not faxed directly from within ChamberMaster. Instead, ChamberMaster produces the output that may either be printed and inserted into your own fax machine or downloaded and saved to a file that may be imported into popular fax software programs like WinFax Pro. ChamberMaster also supports a number of Internet Fax services. Contact support@growthzone.com to see if your provider is supported.
      • Make any modifications to the fax output.
      • Click Print Fax Content. Read more information on fax output options.
      • Close the print fax content windows and return to the letter composition window.
  10. Click Continue>>Emails.
    • Step 3 - Emails - this allows you to email the letter to those whose preference is to receive communications via email.
      • Make any modifications to the email output. Make sure to type a subject line. Add attachments and links as desired.
      • Click Send Email.

Send Communication Based on Custom Report Criteria

Communication may be sent to selected reps based on custom criteria that you specify as you create a custom report.
For instance, your custom criteria might display those in a certain zip code area, or those that employ over 100 full-time employees. After displaying the results of your custom criteria selections, select Create a Group, type a Group Name, and select Submit. The next screen will give the option to Contact Members.
Emails Letters and Mailing Lists-Send Communication Based on Custom Report Criter-Communication.1.013.1.jpg
Figure 1-9a Create a group from Custom Report criteria
See “Create a Group from Custom Criteria” in the Reports and Downloads section for complete instructions on specifying your custom criteria and creating the group.

Creating a Letter

  1. Click Communication in the left-hand menu.
  2. Click Form Letters.
  3. Select the desired recipients.
  4. Select Mail Only in the Distribute By: section.
  5. If applicable, click remove if mail address(es) have been identified as having no contact information, duplicate addresses, or invalid addresses.
  6. Click Continue.
  7. Click Print Letters, complete the Print Options. Make sure to check the box to Save letter to communication log and type the desired communication log title.
    Print Options1.JPG
  8. Click Continue.
  9. You may Print Preview to view the formatted output and remove unwanted headers and footers if applicable.
  10. Close the letter-printing windows and return to the letter composition window.
  11. Click Print Labels
  12. Complete the Mailing Label Options selections.
  13. Click Continue. Preview the labels on-screen is desired.
  14. Click Print. In the Print window that appears, ensure that Page Scaling is set to None.
  15. Close the label-printing windows and return to the letter composition window.
  16. Click Close.


Create Mass Mailing Labels

Emails Letters and Mailing Lists-rd bullet.jpg
Single labels for a particular member are available in the Members module on the General tab, the Reps tab, and the Communication tab.
Emails Letters and Mailing Lists-rd bullet.jpg
Selections for printing mailing labels for multiple members are found in the Communication module (Form Letters) and the Reports module (Mailing Labels). The Reports module selection gives additional options specific to mailing labels that are not available when printing labels in the Communication module, such as a selection to download the labels and view a postal code summary.
Print labels from the Reports module
1.
Click Reports in the left-hand menu.
2.
Click Mailing Labels in the Common Reports area.
3.
Add those that should have a label printed using one or more methods in the Settings area. See Figure 1-12.
4.
Select other desired mailing label settings.
Emails Letters and Mailing Lists-Create Mass Mailing Labels-Communication.1.015.1.jpg
Figure 1-12 Mailing label options in Reports module
5.
Click View/Print Mailing Labels.
6.
The selected labels will display.
7.
Insert the labels into your printer and click Print from the File menu or other desired method within your browser window.
8.
In the Print window that appears, ensure that Page Scaling is set to None. For specific selections based on your version of Adobe Reader, see “Proper settings for label output”.
9.
After selecting the desired local printer, click Print.
10.
Click Close Emails Letters and Mailing Lists-Create Mass Mailing Labels-Communication.1.015.2.jpg to close the displayed labels.
 
Print labels from the Communication module
1.
Click Communication in the left-hand menu.
2.
Click Form Letters in the Correspondence area.
3.
Select the desired addressees from the selections in the designated blue area. See Figure 1-13 below.
Emails Letters and Mailing Lists-Create Mass Mailing Labels-Communication.1.015.3.jpg
Figure 1-13 Choose contacts
4.
Select Mail Only in the Distribute By area.
5.
Click Continue.
6.
Click Print Mailing Labels.
7.
Select the desired mailing label options.
Emails Letters and Mailing Lists-Create Mass Mailing Labels-Communication.1.015.4.jpg
Figure 10-3 Mailing label options in Communication module
8.
Click Continue.
9.
The selected labels will display.
10.
Insert the labels into your printer and click Print from the File menu or other desired method within your browser window.
11.
In the Print window that appears, ensure that Page Scaling is set to None. For specific selections based on your version of Adobe Reader, see “Settings for label output”.
12.
After selecting the desired local printer, click Print.
13.
Click Close Emails Letters and Mailing Lists-Create Mass Mailing Labels-Communication.1.015.5.jpg on each window that displays the labels, mailing label options, and the member correspondence window.

Settings for label output

Labels printed through your software will first display on your screen in Adobe Reader, allowing you to preview the resulting labels before sending to the printer. However, one selection in the print dialog box must be changed from the default to allow proper control of label placement. This selection looks different based on the version of Adobe Reader that is installed on your own computer.

Page Scaling should always be set to None or 100% or Actual (wording varies depending on Adobe version). When Page Scaling is set to anything other than None (or the above identified choices), your labels may print off the labels or “slide” down the page as they print. You may say the labels shift or have improper alignment.

Tip: Sometimes your browser will open the PDF in a “mini reader” instead of using the Adobe program which doesn’t allow you to change these settings. You’ll need to disable these mini-readers in order to allow the software to control the label output properly. Watch a video to understand how this works.
Chrome Users: type in chrome://plugins and press Enter. Then disable the Chrome PDF Viewer and the Adobe Reader. See this page
Firefox Users: Select Options from the Tools menu. Click Applications tab and search for Adobe and also for PDF. Change each selection to Use Adobe Reader.
Internet Explorer Users: Select Manage Add-ons from the Settings menu. With Toolbars and Extensions selected change the Show drop-down to All-Add-ons. Then set the Adobe PDF Reader to Disabled.

Your Adobe Reader version will determine what this setting will look like.

Adobe Reader v. 8.0

Emails Letters and Mailing Lists-Adobe Reader v. 8.0-Communication.1.017.1.jpg

Adobe Reader v. 7.0

Emails Letters and Mailing Lists-Adobe Reader v. 7.0-Communication.1.018.1.jpg

Adobe Reader v. 6.0

Emails Letters and Mailing Lists-Adobe Reader v. 6.0-Communication.1.019.1.jpg
 

Create/Send Fax Output

Send fax output using your fax machine or to download fax output
1.
Click Communication in the left-hand menu.
2.
Click Form Letters.
3.
Select desired recipients.
4.
Select Fax Only as the way to Distribute By:
5.
If applicable, click remove next to those identified under Fax Only as having no contact info, duplicate fax #, or invalid fax #.
6.
Click Edit with ChamberMaster.
7.
Create the fax output.
8.
Click Print Fax Content and/or Download Fax List. Read more information on fax output options.
Emails Letters and Mailing Lists-Create 2fSend Fax Output-Communication.1.020.1.jpg
Send fax output to an Internet Fax service
This requires a separate subscription with one of many well-known internet fax service. See “Internet Fax Service” in the “Administrator Tasks” section of online help for more information.
1.
Click Communication in the left-hand menu.
2.
Click Form Letters.
3.
Select desired recipients.
4.
Select Fax Only as the way to Distribute By:
Preferred Communication Type may be selected instead to select to send faxes only to those that have Fax selected as their preference.
5.
If applicable, click remove next to those identified under Fax Only as having no contact info, duplicate fax #, or invalid fax #.
6.
Click Edit with ChamberMaster.
7.
click Add/Remove Attachment.
8.
Select Append your file to the email directly.
Emails Letters and Mailing Lists-Create 2fSend Fax Output-Communication.1.020.2.jpg Figure 10-3a
9.
Click Continue.
10.
Click Browse… to locate the desired fax attachment file.
11.
Click Attach.
12.
Click Return.
Emails Letters and Mailing Lists-Create 2fSend Fax Output-Communication.1.020.3.jpg
Figure 10-3b – Selecting the desired fax attachment
13.
Click Send Faxes via . . .
Emails Letters and Mailing Lists-Create 2fSend Fax Output-Communication.1.020.4.jpg
Figure 10-3c - Sample of the Send Faxes button when using eFax
Some email fax services may accept the cover page or the main content of the fax in the editor area instead of attaching the content and cover page as an attachment. Check with your email fax service or contact ChamberMaster for more information.

Editor menu selections

ChamberMaster uses an editor when creating letters, emails, and faxes that includes many enhanced features. Features include:
Emails Letters and Mailing Lists-rd bullet.jpg
HTML preview screen
Emails Letters and Mailing Lists-rd bullet.jpg
Templates
Emails Letters and Mailing Lists-rd bullet.jpg
Search and Replace
Emails Letters and Mailing Lists-rd bullet.jpg
Undo and Redo
Emails Letters and Mailing Lists-rd bullet.jpg
Strikethrough text
Emails Letters and Mailing Lists-rd bullet.jpg
Superscript and subscript
Emails Letters and Mailing Lists-rd bullet.jpg
Insertion of tables, divider lines, symbols, special characters, and emoticons
Emails Letters and Mailing Lists-rd bullet.jpg
Paste text with or without formatting
The editor comes integrated with a spell checking solution that provides spell checking while you type. Words not recognized will be underlined in red. Right click on the word to be presented with suggestions, an option to Ignore, or add the word to your dictionary.
The following table describes the basic functions of the editor
Emails Letters and Mailing Lists-Editor menu selections-Communication.1.021.1.jpg
Table 1-1 Editor icons

Email Disclaimer

Email Disclaimers appear at the bottom of certain emails generated by our software.
To edit the disclaimer
1.
Click Setup in the left-hand menu.
2.
Click General Options and Settings.
3.
Open the Email Server Settings area.
4.
Edit the desired disclaimer
5.
Click Save.
 
Emails Letters and Mailing Lists-rd bullet.jpg
Internal Email Disclaimer: appear on emails sent from inside the database, typically emails sent from you to your members. Disclaimers do not appear on the bottom of emails sent using the “Send with Outlook” selection
Emails Letters and Mailing Lists-rd bullet.jpg
Public Email Disclaimer: appear on emails that are generated by visitors that access your public website and click links that send emails to you or your members. For instance the “Request Info” link found on the members’ public information page.
Emails Letters and Mailing Lists-Email Disclaimer-Communication.1.022.1.jpg

Adding an Attachment to an Email


There are three options available for adding attachment to emails.

  1. Upload your attachment file to the ChamberMaster server and include a link to that file in your email: This is best practice. Increasingly when users send email attachments, ISP spam filters are identifying these innocent but potentially large attachments as spam. Consequently these emails and attachments never make it to their intended recipient. With ChamberMaster/MemberZone, you have the ability to upload your attachment to the server. Once the file has been uploaded to the ChamberMaster server and selected, a link is generated and automatically placed inside your email allowing the recipient to click to receive their attachment.
  2. Include a link within the email to a file hosted on your chamber website: This option allows the sender to create a hyperlink to documents or URLs located on other servers. A custom email link may also be generated using this selection. This selection is the same as the Insert/Edit Link icon available in the rich text editor, on the editor tool bar.
  3. Append your file to the email directly. The is the traditional way of sending attachments. This selection will send the document with the email, and is not recommended.

Explained below are the steps for option 1, which is the recommended selection to reduce problems when sending through your ISP.

Upload your attachment file to the ChamberMaster server and include a link to that file in your email


  1. On the desired email, click the Add/Remove Attachment button.
    Email Attachment.JPG
  2. On the Add Email Attachments screen, Upload your attachment file to the ChamberMaster server and include a link to that file in your email. is enabled by default.
    Add Email Attachment.JPG
  3. Click Continue. The Add an attachment dialog box will display.
    Add an attachment.JPG
  4. Enter the Text for Attachment Link:. This will be the text that appears in your email.
  5. Click the Browse button. Documents previously uploaded to the server will be displayed.
    • Click the desired file and click Select.
    OR
    • Click the Choose File button, to browse to the desired file on your local system. Browse to the file, select your file and click Open. Then click the Upload button. Once uploaded, click the file and click Select. The URL of the document will be populated in the Attachment File URL: text box.
  6. Click OK.

Your link text will now be populated in your email.

Helping your Members with Email Links


When receiving an email that contains embedded hyperlinks (links), the recipient may have trouble accessing the links due to settings prohibiting these links within their own email program. Many email programs disable access to these links by default in an attempt to alleviate phishing threats from un-trusted sources. To successfully open an embedded email link, the recipient may need to turn on the access to email links, either temporarily for a single email or globally for all emails. The instructions below are when using Microsoft Outlook 2003 or 2007 but other email programs may contain similar selections. Contact your email software provider for specifics related to your particular email program.

Possible error displayed when trying to open a link in Microsoft Outlook 2003

Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.026.1.jpg
Figure 2-7 Error in Microsoft Outlook 2003
To turn on email links temporarily for this email (using Microsoft Outlook 2003)
1.
After clicking the disabled link in the email, click Click here to turn on links in the Information bar above. See Figure 2 below.
Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.026.2.jpg
Figure 2-8 Turn on links temporarily
2.
Click Turn on Links (not recommended).
3.
Click the link within the email again.
To turn on email links for all emails (Microsoft Outlook 2003)
Beware: Turning on all email links provides easier access to potentially harmful situations when the sender of an email wishes to direct you to a fraudulent site.
1.
Before opening the email that has the links, click Options from the Tools menu.
Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.026.3.jpg
Figure 2-9 Tools, Options
2.
Click Junk Mail on the Preferences tab.
Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.026.4.jpg
Figure 2-10 Preferences tab
3.
On the Options tab, click to clear the check box Don’t turn on links in messages . . .
Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.026.5.jpg
Figure 2-11 Take check off
4.
Click OK.
5.
Click OK.
6.
Open the desired email and try clicking the links again.

Possible error displayed when trying to open a link in Microsoft Outlook 2007

Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.027.1.jpg
Figure 2-12 Error in Microsoft Outlook 2007
To turn on email links temporarily for this email (using Microsoft Outlook 2007)
1.
After clicking the disabled link in the email, click This might be a phishing message . . . (not recommend) in the Information bar above. See Figure 7 below.
Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.027.2.jpg
Figure 2-13 Turn on links temporarily
2.
Click Enable Links and other functionality (not recommended).
3.
Click the link within the email again.

To turn on email links for all emails (Microsoft Outlook 2007)
Beware: Turning on all email links provides easier access to potentially harmful situations when the sender of an email wishes to direct you to a fraudulent site.
1.
Before opening the email that has the links, click Options from the Tools menu.
2.
Click Junk Mail on the Preferences tab.
Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.027.3.jpg
Figure 2-14 Preferences tab
3.
On the Options tab, click to clear the check box Disable links and other functionality in phishing message.
Emails Letters and Mailing Lists-Possible error displayed when trying to open a l-Communication.1.027.4.jpg
Figure 2-14 Take check off
4.
Click OK.
5.
Click OK.
6.
Open the desired email and try clicking the links again.
 

Inserting a graphic

Adding graphics to your correspondence is a simple process that requires initially uploading the graphic to the secure ChamberMaster server. Once uploaded by a chamber staff member, it is available to all chamber staff for inclusion within correspondence.
Most graphic file types may be uploaded including .jpg, .bmp, .gif, .png and .wmf.
The editor can be accessed from multiple places within ChamberMaster. For one example, click New Email to Multiple Members in the Communication module. After selecting the desired recipients, the correspondence editor will display.
Graphics may also be included in your signature block. Perform the same steps shown here but save it within your signature block.

Insert a graphic within communication

1.
When your cursor is positioned where the graphic is desired within the editor, click Insert/Edit Image Emails Letters and Mailing Lists-Insert a graphic within communication-Communication.1.032.1.jpg.
2.
Click Browse Server.
Emails Letters and Mailing Lists-Insert a graphic within communication-Communication.1.032.2.jpg
Figure 4-1 Browse server
3.
Browse to the desired file and click it to select. See Figure 4-2 below. Or you may upload a new file to the ChamberMaster server by clicking Browse, browsing to the desired file, click to select, click Open, and then click Upload. Then you may click the desired filename to select it.
Emails Letters and Mailing Lists-Insert a graphic within communication-Communication.1.032.3.jpg
Figure 4-2 Insert graphic
If you choose to upload a new file to the secure ChamberMaster server, this file is also available to all chamber staff for inclusion in their documents.
4.
Make any desired changes on the Image Properties screen and then click Continue. See Figure 4-3.
Emails Letters and Mailing Lists-Insert a graphic within communication-Communication.1.032.4.jpg
Figure 4-3 Image Properties

Modify an existing graphic (graphic size, borders, alternative text)

1.
Locate the graphic that you desire to edit on the editor screen.
Emails Letters and Mailing Lists-Modify an existing graphic (graphic size border-Communication.1.033.1.jpg
2.
Right-click the graphic.
3.
Click Image Properties.
4.
Make desired changes. See Figure 4-3 in the previous section “Inserting a Graphic within Communication”.
5.
Click OK.

Remove an existing graphic (from the editor screen)

1.
Locate the graphic that you desire to edit on the editor screen.
2.
Right-click the graphic.
3.
Click Cut.
Emails Letters and Mailing Lists-Remove an existing graphic (from the editor scre-Communication.1.034.1.jpg
Emails Letters and Mailing Lists-Remove an existing graphic (from the editor scre-Communication.1.034.2.jpg
Figure 4-4 Allow access
 
1.
Click Allow access if necessary.

Remove a graphic (from the ChamberMaster server)

1.
Within the editor, click Insert/Edit Image Emails Letters and Mailing Lists-Remove a graphic (from the Chambermaster server)-Communication.1.035.1.jpg.
2.
Click Browse Server.
3.
Click the X at the end of the desired graphic to be removed from the ChamberMaster server. See Figure 4-5.
Emails Letters and Mailing Lists-Remove a graphic (from the Chambermaster server)-Communication.1.035.2.jpg
Figure 4-5 Remove graphic from the server
4.
Click OK.
Emails Letters and Mailing Lists-Remove a graphic (from the Chambermaster server)-Communication.1.035.3.jpg
Figure 4-6 Delete confirmation question
5.
Click Close. Emails Letters and Mailing Lists-Remove a graphic (from the Chambermaster server)-Communication.1.035.4.jpg

Viewing and Recording Communication History

Communication history for your members is automatically logged on the Communication'tab of the member’s record when emails are sent. eReferrals are automatically logged as well. Phones calls can manually be added to the log. And when letters or fax output is printed you can include an entry in the history if you choose. Other actions trigger an entry such as membership application approvals and invoices (Integrated Billing only).'


View history communication history

Communication history can be viewed for a single member or viewed for the entire membership at once. See more on how to create the entries in the history.

View history for a single member

  1. Select the desired member in the Members module.
  2. Click the Communication tab.
    Emails Letters and Mailing Lists-View history communication history-Communication.1.029.1.jpg
1.
Click Communication in the left-hand menu.
2.
Click Member Contact Report.
3.
Select desired filters and click Refresh Listing.
Emails Letters and Mailing Lists-View history communication history-Communication.1.029.2.jpg
Figure 3-2 Contact Report Listing
Emails Letters and Mailing Lists-sq bullet.jpgMore details on available filter options – Table 3-2
“Display bulk mail correspondence…”: When selected the history will include emails that were sent to multiple individuals at one time. This would include even those that had been sent to only 2 or more individuals.
Task Categories: Tasks are created by you; create your own Task Categories to assist in organizing your communication. Communication may be sorted and filtered by Task Categories. A staff person with Admin permissions can create these under Setup->Correspondence Categories.
 
View a entry
1.
Find the communication history using one of the ways listed above.
2.
Hover over the Subject title of the entry that you wish to view.
3.
The contents of the entry will display immediately in a pop-over window.
Delete a Communication History item
1.
Find the communication history using one of the ways listed above.
2.
Click the title of the desired item in the Subject column.
3.
Click Delete.
Print the Communication History entries
1.
When viewing the communication history, click Reports and select Print Summary Report or click Print Detailed Report.
2.
Follow the on-screen steps to print the output.
Export the Communication History entries
1.
When viewing the communication history, filter the history as desired.
2.
Click Reports and select Download Detail Report.
3.
Follow the prompts on your screen to either open or save the Comma Separated Value (.csv) file. If the data is displayed immediately, you may wish to select Save from the File menu to ensure this data is available for viewing at a later time.
 
See more on how to create the entries in the history.

Working with Email Templates


Your ChamberMaster/MemberZone software provides a wealth of pre-defined templates that you may use as designed or that you may customize to meet your business needs. You may also create your own templates from scratch as needed.

Using email templates allow you to quickly and easily create, write, and send emails without having to start from scratch or starting at a blank screen. By using email template, you will save time and also ensure a consistent look and feel for your organization.

Available Pre-defined Email Templates


The table below lists the pre-defined email templates available to you.

Template Description
Announcement: Introducing Member Information Center Send if you are introducing the MIC to all of your members – or even just new members.
Automatic Monthly Payment Invitation Send if using Integrated Payment Processing, and you wish to inform your members that they can sign up to have recurring fees automatically charge to a credit card or bank account.
Automatic Payment Confirmation Send this email to your reps to confirm that you have set them up on automated recurring billing.
Benefit Summary Reminder eMail Send this email to your members to remind them of their benefit packages and what they have available.
Create Log-in Account Invitation Send this email to invite reps to create their log-in accounts. Can be used after analyzing which reps have not yet created accounts.
Encourage Advertising of Events Send this email if you want to encourage your members to add their events to your calendar. NOTE: Events may be added by those members who have rights to do so, and you may or may not require approval.
Encourage Deal Posting Send this email if you want to encourage your member to post hot deals. NOTE: Deals may only be posted by those members who have rights to do so, and you may or may not require approval.
Encourage Job Postings Send this email if you want to encourage your members to post job postings via the MIC. Note: Job Posting may be posted only by those members who have rights to do so, and you may or may not require approval.
Encourage Posting of Deals, Jobs, News, Events Send this email if you want to encourage your members to post deals, job postings, news & events via the MIC. This email template can be useful for new members just learning of the capabilities of the MIC.
Encourage Submitting News Release Send this email if you want to encourage your members to post News Releases in the MIC. Note: Job Posting may be posted only by those members who have rights to do so, and you may or may not require approval.
Remind how to Login to the Member Information Center Send this email to members if they have forgotten how to login to the MIC. Useful if you have identified members who are not logging in.
Thank You for Joining Send this email to new members to thank them for joining. The email template also includes information on how to log into the MIC
Update Your Member Listing This email template reminds the member to login into the MIC to review and update their information. The template includes the information that you currently have in the database for them to review.

Customize and Save Changes to an Existing Email Template


The pre-defined email templates may be customized to meet your business needs. Once you have customized, you will save the template back as a new template or document for future use.

  1. From the send email screen, click the Template.JPG icon, in the editor toolbar.
    Predefined templates.JPG
  2. Click Pre-Defined Templates.
  3. Click the desired template. The Email Text (body of your email) will be automatically populated with the template.
  4. Use the Rich Text Editor functions to modify the template as needed.
  5. Save the template by clicking the Floppy.JPG icon in the editor tool bar.
    Save Template.JPG
  6. Enter a Name for the new template.
  7. (Optional) Enter a description for the new template.
  8. Select one of the following save options:
    • Save the text as a new document: Select this option if you wish to save the template as a document, which allows you to retrieve the template at a later time, make modifications, and save it as the same document (over-write the previous document). NOTE: When you save a template as a document, it will only be available to the user who created the document.
    • Update an Existing Document: Select this option if you would like to save your changes to an existing document.
    • Save the text as a new template: Select this option if you wish to save as a new template. NOTE: Templates may not be updated, any time changes are made to a template, you will save as a new template.
  9. Click OK.

Create an Email Template from Scratch


  1. From any send email screen, create the Email Template in the Email Text area. You may use all of the rich text editor functions. See Working with the Rich Text Editor for instruction.
  2. Save the template by clicking the Floppy.JPG icon in the editor tool bar.
    Save Template.JPG
  3. Enter a Name for the new template.
  4. (Optional) Enter a description for the new template.
  5. Select one of the following save options:
    • Save the text as a new document: Select this option if you wish to save the template as a document, which allows you to retrieve the template at a later time, make modifications, and save it as the same document (over-write the previous document). NOTE: When you save a template as a document, it will only be available to the user who created the document.
    • Update an Existing Document: Select this option if you would like to save your changes to an existing document.
    • Save the text as a new template: Select this option if you wish to save as a new template. NOTE: Templates may not be updated, any time changes are made to a template, you will save as a new template.
  6. Click OK.

Edit an Existing eMail Template


  1. Click the envelope icon in the header bar.
    Open email editor.jpg
  2. Click the Template.JPG icon, in the eMail editor toolbar.
    Predefined templates.JPG
  3. Select the template that you wish to edit.
  4. Perform desired edits to the template. You may use all of the rich text editor functions. See Working with the Rich Text Editor for instruction.
  5. Save the template by clicking the Floppy.JPG icon in the editor tool bar.
    If saving as a template, you MUST enter a new name for the template, you will not over-write an existing template. If saving as a document you can save the changes back to the original, or you can save the template as a new template.
Create a Signature Template

Saving your signature block as a template may save time when creating correspondence. Design your signature block with any included text and graphics. You may also include items that would belong in the header such as your logo. Save it as a template. When ready to create your correspondence, first retrieve the signature block using the Choose a Template selection, then type your correspondence above your signature block.

  1. From any send email screen, create your signature in the Email Text area. You may use all of the rich text editor functions. See Working with the Rich Text Editor for instruction.
  2. Save the template by clicking the Floppy.JPG icon in the editor tool bar.
    Save Template.JPG
  3. Enter a Name for the new template.
  4. (Optional) Enter a description for the new template.
  5. Select one of the following save options:
    • Save the text as a new document: Select this option if you wish to save the template as a document, which allows you to retrieve the template at a later time, make modifications, and save it as the same document (over-write the previous document). NOTE: When you save a template as a document, it will only be available to the user who created the document.
    • Update an Existing Document: Select this option if you would like to save your changes to an existing document.
    • Save the text as a new template: Select this option if you wish to save as a new template. NOTE: Templates may not be updated, any time changes are made to a template, you will save as a new template.
  6. Click OK.
Using a Signature Block

  1. Open the editor by selecting one of the many ways to send an email or create letters in the software.
  2. Click Choose a Template.
  3. Click the template title to select the desired signature template. Your signature block will appear.
  4. Type the desired communication. Your signature block will “move” down the page as you type the communication.

One Row.png

NOTE: If you plan to use your signature block in an email, ALWAYS select the signature block template FIRST, then compose your email. If you compose your email, then select the signature block, your email text will be over-written with the signature block template!

Send an email using an Email Template


  1. From the send email screen, click the Template.JPG icon, in the editor toolbar.
    Predefined templates.JPG
  2. Click Pre-Defined Templates.
  3. Click the desired template. The Email Text (body of your email) will automatically be populated with the template.
  4. Make any desired changes to your email.
  5. Click Send Now or Send Later.

Send an email using a Saved Document


  1. From any send email screen, click the Folder.JPG icon in the tool bar.
    Open Doc.JPG
  2. Click the desired document. The email text will be populated with the document text.

Mail Merge

Similar to performing a Mail Merge in Microsoft Word, ChamberMaster / GrowthZone maintains the ability to insert a database field within the context of your communication piece, creating personalized, unique communication output.

Inserting a database field

1.
Open the editor window and type any text that will be consistent for all recipients. Example:
Emails Letters and Mailing Lists-Inserting a database field-Communication.1.043.2.jpg
Figure 6-1 Example letter that will contain Database fields
2.
When you desire to insert a database field, click the Add Database Field icon. (Emails Letters and Mailing Lists-Inserting a database field-Communication.1.043.3.jpg).
3.
Click the plus sign (Emails Letters and Mailing Lists-Inserting a database field-Communication.1.043.4.jpg) to expand the desired section and display available database field selections.
Emails Letters and Mailing Lists-Inserting a database field-Communication.1.043.5.jpg
Figure 6-2– Add Database Field window
4.
Click to select the desired database field. The selected field will display in the editor window within brackets. e.g. [Company Name]
As you continue and actually generate the communication output, the field name will be replaced with the appropriate matching data for that member.
5.
Proceed with standard steps to complete this communication. All fields displayed in brackets will be filled with data from the member’s record.
Emails Letters and Mailing Lists-Inserting a database field-Communication.1.043.6.jpg
Figure 6-3 Sample letter with Database Field inserted

Sending Login Information

Your members will want to login to the Member Information Center in order to view and update their membership information and member webpage, view and add Hot Deals, view and submit events, and view and add job postings.
Instead of sending their login name and password to them, you can generate an email and include a link so the member can automatically retrieve their login information.
A number of pre-defined templates are provided that are ready to send out and already include links to your login page and a link where they can retrieve login information. See “Using Pre-Defined Templates”. Feel free to use any of these or use the steps below to create communication of your own.
If you still wish to send out the login and password to your members, follow the next steps to create and print individual letters to each of your members that include login information. Sending passwords via mail may be more secure for sending passwords since most email is unencrypted. If you desire to send the login information via email, follow the same general steps below except you will select New Email to Multiple Members for Step #2.

Remove Unwanted Headers & Footers

When creating reports and correspondence in ChamberMaster, the preview window is displayed in a browser window (i.e. Internet Explorer). Internet Explorer has a default header and footer that are wonderful when printing pages from the web, but when printing out your formal ChamberMaster reports or letters it is not usually desirable.

Header and Footer Codes

The codes with the & (ampersand symbol) represent certain elements within the Internet Explorer header and footer. Use these to customize your own header or footer!
Code
Element the code represents
&w
Window title
&u
Page address (URL)
&d
Date in short format specified by Regional Settings in Control Panel
&D
Date in long format specified by Regional Settings in Control Panel
&t
Time in the format specified by Regional Settings in Control Panel
&T
Time in 24-hour format
&p
Current page number
&P
Total number of pages
&&
A single ampersand (&)
&b
The text immediately following these characters as centered
&b&b
The text immediately following the first "&b" as centered, and the text following the second "&b" as right-justified
Table 7-1 Header & Footer options

Creating a Signature Block

Saving your signature block as a template may save time when creating correspondence. Design your signature block with any included text and graphics. You may also include items that would belong in the header such as your logo. Save it as a template. When ready to create your correspondence, first retrieve the signature block using the Choose a Template selection. Then type your correspondence above your signature block.

  1. Click Communication in the left-hand navigation bar.
  2. Click Email a member.
  3. When the editor displays, create the desired signature block.
    Hint: You might want to start the signature block with two blank lines before your actual signature lines.
    Emails Letters and Mailing Lists-Creating a Signature block-Communication.1.050.1.jpg
  4. Click Save. Emails Letters and Mailing Lists-Creating a Signature block-Communication.1.050.2.jpg
  5. Complete the Save Name/Description fields in the Save window.
    Emails Letters and Mailing Lists-Creating a Signature block-Communication.1.050.3.jpg
  6. Click the Save the text as a new template. radio button.
  7. Click OK.

After creating the signature block, it may be used at any time when sending emails or letters. See “Using a Signature Block”.

Using a Signature Block

  1. Open the email editor by selecting one of the many ways to send an email or create letters in the software.
  2. Click Choose a Template. Emails Letters and Mailing Lists-Using a Signature Block-Communication.1.051.1.jpg
  3. Click the template title to select the desired signature template. Your signature block will appear.
    Emails Letters and Mailing Lists-Using a Signature Block-Communication.1.051.2.jpg
  4. Type the desired communication. Your signature block will “move” down the page as you type the communication.

Edit a Signature Block


  1. Open the email editor by selecting one of the many ways to send an email in the software.
  2. Click Choose a Template Emails Letters and Mailing Lists-Using a Signature Block-Communication.1.051.1.jpg if you saved your signature as a template OR click the Folder icon.jpg if your signature was saved as a document.
  3. Click the signature title to select the desired signature template. Your signature block will appear.
    Signature.jpg
  4. Make the desired changes to your signature.
  5. Click the Save icon to save your changes. If you are saving as a template, you will need to rename the template, if you are saving as a document, you can save as a new document or over-write the previous document.

Email Designer


With your ChamberMaster/MemberZone software, the Email Designer provides you the ability to create and design your own newsletters and email templates. The Email Designer is extremely flexible and provides tools for basic content elements that you can use to create and design your newsletter. Your content will look great on all devices, browsers and email clients. We have included several templates for you, that you can update and customize as needed. Or you can simply start from scratch and create your own templates.

Video-call-24.jpg See the Email Designer in Action!!

One Row.png

NOTE: The Email Designer is available as an Add-on feature for those who have Plus, Premier, or Pro edition. For information on pricing, please reach out to engagement@growthzone.com

Designing Your Newsletters


View Default Newsletter Templates


We have provided you with several newsletter templates that you can use as designed, or edit to suit your business needs. Many standard and custom tools are available to you for designing your templates.

  1. Click Communications in the left-hand navigation panel.
  2. Click New Email to Multiple Members.
  3. Select desired recipients. You may not actually wish to send the newsletter, this is simply the method to access the template.
  4. Click Edit with Email Designer.
    Save email template 2020.jpg
  5. Select the template you wish to view from the Template list.

Edit Default Newsletter Templates


We have provided you with a variety of newsletter templates that you can use as designed, or edit to suit your business needs. Many standard and custom tools are available to you for designing your templates.

  1. Click Communications in the left-hand navigation panel.
  2. Click New Email to Multiple Members.
  3. Select desired recipients. You may not actually wish to send the newsletter, this is simply the method to access the template.
  4. Click Edit with Email Designer.
    Save email template 2020.jpg
  5. Select the template you wish to edit from the Template list.
  6. Make desired changes to the template.
  7. When you have made all changes, click the Save/Manage button.
    Manage template 2020.jpg
  8. When editing a default template, you must create a new template. Enter a Name for the template. If you are editing a template that you customized or created from scratch, you will be able to over-write an existing template.
  9. Click Save Template.

Create a Newsletter Template from Scratch


We have provided you with several newsletter templates that you can use as designed, or edit to suit your business needs. Many standard and custom tools are available to you for designing your templates.

  1. Click Communications in the left-hand navigation panel.
  2. Click New Email to Multiple Members.
  3. Select desired recipients. You may not actually wish to send the newsletter, this is simply the method to access the template.
  4. Click Edit with Email Designer. The last email that you were working will appear. To start with an entirely blank email template, you may need to select another template (it doesn’t matter which one) and then select Select an Email Template from the Template drop-down list. Click OK when it asks if you are sure if you want to load another template.
  5. Drag and drop the standard blocks and custom blocks you wish to include in your template. See further instructions below.
  6. Once you have created your template, click the Save/Manage button.
    Manage template 2020.jpg
  7. Enter a Name for the template.
  8. Click Save Template.

Template Settings - Global


Template Body


Using the Body option, you can define the global settings for your templates, including the width of the template, the background color, default fonts to be used, link color, etc.

Body tool 2020.jpg

Standard Tools


Tools are basic content elements that are used to design your templates. Text, image, and button are some examples of the built-in tools. To start using these tools, you will simply drag them into your newsletter to add content. Content formatting options are displayed when a tool is add to your document.

Standard tools all options 2020.jpg

Columns


Rows and columns make it easy to organize content elements, like images and text. When getting started with designing your newsletter, you may wish to use the column tool to add columns and rows first, so you can then add additional content in just the right place. Drag & drop the Column tool into your template. You will then be able to define the number of columns in each row. Add as many rows as needed, you will always be able to go back and remove rows or change the number of columns you have added to the rows.

Learn more! View a short tutorial on adding columns to your template

Columns in action.jpg

Text


Text tool icon 2020.jpg

The Text tool allows you to add the text block to your newsletter. Simply drag and drop the block into your newsletter, and type your text. Standard word processing functions are available, such as font size, alignment, etc, are available for formatting your text. The ability to insert merge fields allows for further customization, such as the recipients name or organization.

TIPS:

  • Ensure your text is easy to read, and avoid the pitfalls of using background or font colors that make your text difficult to read.
  • A variety of fonts are available for your text, however, stick to standard web safe fonts, such as Arial, Verdana, Georgia, Times New Roman, and Courier. Not all fonts are supported universally, so if you’re using something niche, you may be at the mercy of having the email platform it’s displayed on change it to something else—which could potentially affect spacing, layout, and the overall look.

Add Merge Tags to Text


When working with the text tool, you have the ability to insert merge fields for further customization. Member and representative fields are available.

  1. Drag & Drop the text block into your newsletter.
  2. If needed, begin typing your text.
  3. Place your cursor where you would like to insert the merge field.
    Cm mz merge tags.jpg
  4. Click Merge Tags and select the desired tag.

Image Tool


Image icon 2020.jpg A newsletter full of text can be very boring to look at, and images can be a really great way of communicating what you're about to your readers. Images can help readers to connect with the content of your email and can keep their attention focused on the right area. Use the Image tool to add images to your newsletter. Simply drag & drop the image tool into your newsletter template, then upload your image and format as needed.

TIP:

Because some email clients don’t display background images, ensure that your email looks good and works without images. Enter a short image description in the Alternate text field to describe any images you use so that even with images disabled, the newsletter will still make sense.

Learn more! View a short tutorial on adding images to your template

Columns in action.jpg

A variety of stock images are also available for you to use. Click the Images icon, to choose an image, and drag & drop it into your newsletter.

Stock images 2020.jpg

Video Tool


Video tool 2020.jpg Videos embedded in your newsletter are a dynamic way to engage your readers. Using the Video tool, you can include a YouTube or Vimeo URL to automatically generate a preview image. The image will then link to the provided URL.

Learn more! View a short tutorial on adding a video to your template

Columns in action.jpg

HTML Tool


Html tool icon 2020.jpg The HTML tool allows you to add custom HTML content into your template. We recommend that only users familiar with HTML use these blocks since adding custom code to the template can affect its rendering and responsiveness. Once you have added the HTML block to your newsletter, default code "Hello world!" is displayed, click on the content block to add you HTML code. You can write your own HTML or paste in existing HTML in the code editor, then click Save Code to return to the email template. As you enter your code, an immediate preview is displayed in your newsletter.

Learn more! View a short tutorial on adding HTML Code to your template

Columns in action.jpg

Divider Tool


Divider tool 2020.jpg The Divider tool allows you to add styled horizontal lines that divide your content. This will help organize and add visual content in your newsletter. Drag and drop the tool into your newsletter, then click anywhere on the divider to open the editing tool. You will be able to change the thickness, length, and padding of the divider lines.

Learn more! View a short tutorial on adding a divider to your template

Columns in action.jpg

Button Tool


Button tool 2020.jpg The Button tool can be used to drive your readers to action. Perhaps you want to send the reader to your events page, or event a fundraiser page. By using this tool you can send the reader to these external links. Alternately, buttons may be used to send an email, dial a phone number, or event send an SMS. Drag & Drop the button onto your newsletter, then you will be able to style to button, and configure the desired action.

Learn more! View a short tutorial on adding a Button to your template

Columns in action.jpg

Custom Tools


We have provided tools custom to your association. You can include a list of your new members, a list of upcoming events, lists of hot deals, etc.

Add a List of New Members to Your Newsletter


New members icon email designer 2020.jpg The New Members custom tool allows you to easily put the spotlight on your new members. You will be able to define the members displayed based on a join date range.

Learn more! View a short tutorial on adding a list of New Members to your template

Columns in action.jpg

Drag and drop the new members block into your newsletter, then configure:

  • The join date range
  • Set container padding - this is the space that will surround the list
  • The order in which you would like the members to display
  • Your members can will be displayed as a bulleted list, with hyper links to the member directory. Feel free to edit the block and remove the bullet points or format in your desired way. NOTE: Note: Any formatting that you apply yourself after the members are loaded would be lost if you needed to reload the members list again for any reason (such as changing the date range).
New members email designer 2020.jpg

Add a List of Member Anniversaries to Your Newsletter


Anniversary icon 2020.jpg Recognize your longtime members by using the Anniversary block.

Learn more! View a short tutorial on adding a list of Member Anniversaries to your template

Columns in action.jpg

Drag & Drop the Anniversary block into your newsletter, then click the block to:

  • Select the anniversary and years of membership
  • Use the text editor options to format your text, add additional verbiage, and other pertinent links. Note: Any formatting that you apply yourself after the anniversaries are loaded would be lost if you needed to reload the list again for any reason (such as changing the month and years.

Add a List of Upcoming Events to Your Newsletter


Events icon 2020.jpg
Promote your events using the Upcoming Events custom tool. Once included in your newsletter/email, recipients will be able to view event details and link the the event page and registration page.


Learn more! View a short tutorial on adding a list of upcoming events to your template

Columns in action.jpg

Drag & Drop the Events block into your news letter, then click the block to:

  • Select the events date range to be included in your newsletter
  • Select Event category if desired; leaving blank will select all event categories.
  • Select the whether to include the event date or not.
  • Use the text editor options to format your text, add additional verbiage, and other pertinent links. Note: Any formatting that you apply yourself after the upcoming events are loaded would be lost if you needed to reload the list again for any reason (such as changing the date range).
Events calendar newsletter 2020.jpg

Add a List of Job Postings to your Newsletter


Job posting email designer icon 2020.jpg
Promote your members' job listings by using the Job Posting block.

Learn more! View a short tutorial on adding a list of active Job Postings to your template

Columns in action.jpg

Drag & drop the Job Posting block into your news letter, then click the block to:

  • Enter the active date of the job postings that you’d like to include in the newsletter.
  • Choose whether to include the Member Name and category.
  • Set a maximum number of job postings to display if the results on the selected active date range would be exceeded.
  • Select to Order by Job Posting Title, Member Name or Category.
  • Use the text editor options to format your text, add additional verbiage, and other pertinent links. Note: Any formatting that you apply yourself after the job postings are loaded would be lost if you needed to reload the list again for any reason (such as changing the active date).

Add a List of Hot Deals to your Newsletter


Hot deals email designer icon 2020.jpg
Promote your members' hot deals by using the Hot Deals block.

Learn more! View a short tutorial on adding a list of Hot Deals to your template

Columns in action.jpg

Drag & drop the Hot Deals block into your news letter, then click the block to:

  • Select the Public Active Deals As Of. The Hot Deals included in your newsletter will be those active beyond this date.
  • Choose to include the member's name in the newsletter.
  • Choose to include the hot deal valid dates
  • Define the maximum number of hot deals to be included
  • The order in which you wish the hot deals will be displayed.
  • Use the text editor options to format your text, add links and merge fields

Add a List of News Releases to your Newsletter


News releases email designer icon 2020.png
Get more from your news releases by including them in your newsletter.


Learn more! View a short tutorial on adding a list of News Releases to your template

Columns in action.jpg

Drag & Drop the News Release block into your news letter, then click the block to:

  • Enter the active date of the News Release that you’d like to include in the newsletter.
  • Choose whether to include the Member Name and Release Date.
  • Set a maximum number of News Release to display if the results on the selected active date range would be exceeded.
  • Select to Order by News Release Title, Member Name or Release Date.
  • Use the text editor options to format your text, add additional verbiage, and other pertinent links. Note: Any formatting that you apply yourself after the News Release are loaded would be lost if you needed to reload the list again for any reason (such as changing the active date).

Add a List of Blogs to your Newsletter


Blog posts email designer icon 2020.jpg
Blogging is a great way to promote your chamber, increase traffic to your chamber website and help inform the community. Use the Blog tool to add your blogs to your newsletter.

Learn more! View a short tutorial on adding a list of News Releases to your template

Columns in action.jpg

Drag & Drop the Blog block into your news letter, then click the block to:

  • Select Blog posts from/through dates
  • Select the layout. Blogs can be displayed as a bulleted list, and with links to your detailed blog
  • Use the text editor options to format your text, add links and merge fields. Note: Any formatting that you apply yourself after the News Release are loaded would be lost if you needed to reload the list again for any reason.

Email Designer Common Tasks


Copy/Duplicate a Block


  1. Click the block you wish to copy.
  2. Click the Copy icon 2020.jpg icon. A copy of the block will be placed directly below the original block.

Move a Block


  1. Click the block you wish to move.
  2. Click the Move icon 2020.jpg icon.
  3. Drag the block to the desired location.

Delete a Block


  1. Click the Trash icon 2020.jpg icon.
  2. Confirm that you wish to delete the block.

Managing Quarantined Emails


Due to increased vigilance from outside organizations that rank email sender reputation, having a clean email address list is very important to ensure all of our customers can continue to communicate reliably to their members.

To assist you in this task, a process runs on a nightly basis to scan all emails in your database for email addresses for invalid status. The following types of addresses would be considered invalid:

  • Addresses where the syntax is incorrect (e.g. multiple @ symbols, extra space, etc.)
  • The domain of the email address doesn't exist
  • The address of the recipient no longer exists on the receiving server
  • The MX record of the domain itself doesn't exist.

These are all cases where the email would never make it through to anyone.

GrowthZone has implemented processes to identify and quarantine emails that have been identified as invalid in your database, while keeping you in full control of your addresses.

Summary of New Process:

  1. The process runs on a nightly basis.
  2. An Email warning of upcoming quarantine will be sent 30 days prior to quarantine to notify you that email(s) are to be quarantined. This email is sent to those staff members who have subscribed to the Invalid Email Address Notifications notification (See Staff Email Notifications for information on subscribing to the notification). Sample Email.
    The email contains action links to:
    • Re-check the email – if the email is verified, then the email is no longer subject to quarantine, and will be returned to normal status
    • Change Address – this option will allow you to update the email address, and it will then be run through the nightly scan. If the email address is verified, it will be returned to normal status.
    • Mark As Good – this option allows you to mark an email as good and return to normal status in the database. It will be rechecked in 90 days.
    NOTE: A new item has been added to the Task List, that will allow you to link to quarantined emails and perform the actions described above.
  3. A reminder email warning will be sent five days prior to the final quarantine of emails. Sample Email.
  4. One final email will be sent, on the day of the quarantine, indicating the emails have been quarantined. But, note, that staff may recheck, change or mark as good at any time, even if quarantined.
NOTE: You can check on the invalid list at any time by clicking Invalid Emails in the Task List.

Quarantined Invalid Email Address Report


The Quarantined Invalid Email Address report provides a list of all emails that have been marked as invalid, and removed from your database. Due to increased vigilance from outside organizations that rank email sender reputation, having a clean email address list is very important to ensure all of our customers can continue to communicate reliably to their members. The following types of addresses would be considered invalid: Addresses where the syntax is incorrect (e.g. multiple @ symbols, extra space, etc.), the domain of the email address doesn't exist, the address of the recipient no longer exists on the receiving server, and when the MX record of the domain itself doesn't exist. These are all cases where the email would never make it through to anyone.

The report consists of two sections: Emails Quarantined and Will Be Quarantined. The report includes the email address, name of member or rep, the member/rep ID, location in the database the address has been removed from (clicking the location will take you to the page in the database where the email was used), reason why the address was removed, date of removal.

You can access the Quarantined Invalid Email Addresses by clicking the Invalid Emails link in the task list or through the reports module.

Invalid Emails1.JPG


When an email is quarantined, an automated email will be sent to all staff that are signed up to receive email notification. All staff will be set to have this notification enabled by default. See Set Email Notifications for further details on subscribing to the notification.

Duplicate emails may be displayed in your report. For example, if you have the same email associated to a member and to a representative, the email will be displayed twice in your report. By default ALL emails in your database will be displayed in the report, including those of inactive members and/or reps. You can filter the report as needed, to display only active members/reps.


Are the invalid addresses removed from my database? A: No. When it is determined that an address is invalid, the address is marked 'to be quarantined' in 30 days. After the 30 days, the address will be 'quarantined', meaning it will no longer appear on the member/rep record. It still can be found on the Quarantined Invalid Email Addresses report where all available actions are still possible, even after quarantine has occurred.

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NOTE: Invalid email address are NOT removed from your database. Once quarantined, the address will no longer appear on the member/rep record. It can still be found on the Quarantined Invalid Email Addresses report where all available actions are still possible.

See more details of the Invalid Email Address cleanup here.

Recheck an Invalid Email


On the Quarantined Invalid Email Report click the Re-check link next to the email address you would like to check.

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The results of the re-check will be displayed, as shown below.

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If the address is found to be valid, will be removed from the Quarantine list. If the address is found to be invalid, it will remain on the quarantine list.

Mark an Invalid Email as Good


After running Re-Check, if you've personally verified this address is good even though the verification system indicates it is not, we've given you an option to mark it as good and remove it from the Quarantine list. Please do not abuse this option; we want to protect your email sender reputation.

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  1. On the Quarantined Invalid Email Report click the MarkAsGood link next to the email address you would like to mark as good.
    Markasgood.JPG
  2. Review the warning information on the Mark as Good dialog box.
  3. If you wish to proceed, click the Mark as Good button.

Change an Invalid Email address


Using the Quarantined Invalid Email report, you can correct an invalid email address. The correction will be updated throughout their record; the current address will then be removed from the Quarantine list.

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  1. On the Quarantined Invalid Email Report click the Change link next to the email address you would like to change.
    Change email address.JPG
  2. Enter the new email address in the Please replace email address... text-box.
  3. Click the Replace button.

Quarantine Tonight


Select this option to speed up the quarantine process. Address will be quarantined tonight; use when you know the address is invalid and do not wish to wait for the upcoming date.

On the Quarantined Invalid Email Report click the Quarantine Tonight link. A confirmation screen will display indicating that the email address was successfully updated and will be quarantined during the scheduled email cleanup task tonight. You will need to refresh the Quarantined Invalid Email Address report to see the updated Planned Quarantine Date on the address.

Manage Cover Letter Templates


Cover Letter Templates can be created to be included as the email sent along with your invoices. You may, for example, have a cover letter that is used when you initially send out your renewal invoices, and then a separate email template that is used when you send reminder invoices.

View/Edit Cover Letter Templates


To view/edit your cover letter templates:

  1. Click Setup in the left-hand navigation panel.
  2. Click Template Manager - Cover Letters in the Billing Section. The Layout Editor screen will, by default, display Invoice cover letters, but this screen can be used for updating cover letters for statements, credits, receipts and payments.
  3. Select the cover letter that you wish to view and edit from the Loaded Cover Letter drop-down list.
    Cover Letters.JPG
  4. Use the Rich Text Editor functions to update the template.
  5. To save the changes to an existing template, simply click Save. To save the cover letter as a new template, enter the Cover Letter name and click Save As.
  6. If you wish to set this cover letter as your system default, click the Save as default check-box.

Storing Documents - Cloud Drive

Store your documents in the Cloud Drive, a selection in the left-hand menu of your software[1], to access them anytime from any computer that has a connection to the internet and access to the database. 10 GB of storage space is available to you.

Upload files[2] to My Documents for your personal use or into Shared Documents to make them available for your entire staff.


Locate these two tabs by clicking Cloud Drive in the left-hand menu or by selecting the desired folder from the Common Tasks tab in the Dashboard module.


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Figure: Document storage on the Cloud Drive

Storing a personal document for use later

1.
Click Cloud Drive in the left-hand menu.
2.
Click My Documents.
Emails Letters and Mailing Lists-Storing a personal document for use later-Communication.1.074.1.jpg
Figure 11-2b Sample Cloud Drive window
3.
(Optional) Click New folder to create a folder to organize your files or double-click on the desired folder.
4.
Click Browse.
5.
Locate the desired file to upload and click Open.
6.
Click Upload.
7.
The selected file will be uploaded into your document storage.
8.
Access this document anytime by clicking My Documents in the Cloud Drive or on the Common Tasks tab in the Dashboard.
Note: only available for those with Plus edition or greater.

Storing a document to share with other staff

1.
Click Cloud Drive in the left-hand menu.
2.
Click Shared Documents.
Emails Letters and Mailing Lists-Storing a document to share with other staff-Communication.1.075.1.jpg
Figure 11-2c Sample Cloud Drive window
3.
(Optional) Click New folder to create a folder to organize your files or double-click on the desired folder.
4.
Click Browse.
5.
Locate the desired file to upload and click Open.
6.
Click Upload.
7.
The selected file will be uploaded into your document storage.
8.
Other staff members may now access this document by clicking Shared Documents in the Cloud Drive or on the Common Tasks tab in the Dashboard.
Note: a new non-removable Members Only folder appears under the CloudDrive Shared folders area. This folder was placed there by our programmers in preparation for a future release that will provide a location for staff to place member-only files and folders. Placing files in this folder will not hurt but will not do anything for you or your members at this time. Stay tuned!

Storing files for members to access

1. Click Cloud Drive in the left-hand menu.

2. Click Shared Documents.

3. (Optional) Click New folder to create a folder to organize your files or double-click on the desired folder.

4. Click Browse.

5. Locate the desired file to upload and click Open.

6. Click Upload.

7. The selected file will be uploaded into your document storage.

8. Other staff members may now access this document by clicking Shared Documents in the Cloud Drive or on the Common Tasks tab in the Dashboard.

Note: Only available for those with Plus edition or greater.

Storing files that can be attached to an email or accessed through a URL

Any files uploaded to the Email Attachments area in the Cloud Drive will be available to be attached to an email when sending using the software’s editor. These files are also available as public links without being sent in an email when the link is made known to the end user.

Note: The Cloud Drive tabs are only available for those with Plus edition or greater but the Email Attachments are accessible under Dashboard-Common Tasks.

1. Click Cloud Drive in the left-hand menu.

2. Click the Email Attachments tab.

3. Click Browse.

4. Locate the desired file to upload and click Open.

5. Click Upload.

6. The selected file will be uploaded into your document storage for use as attachments to emails or as a public URL.

Attaching the Document to an Email or Provide URL Access

1. Access the email editor.

2. Click the paper clip icon .

3. Click Browse and find your uploaded file.

4. Click Select.

5. Click OK to embed your file as a link or copy the Attachment File URL and give that URL to users that need to access this file.

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Storing images that are used in emails or other locations the editor is used

Any files uploaded to the Email Images area in the Cloud Drive will be available to embed as an image in the body of an email when sending using the software’s editor.

Note: The Cloud Drive tabs are only available for those with Plus edition or greater but the Email Images are accessible under Dashboard-

Common Tasks

1. Click Cloud Drive in the left-hand menu.

2. Click the Email Images tab.

3. Click Browse.

4. Locate the desired file to upload and click Open.

5. Click Upload.

6. The selected file will be uploaded into your document storage for use as a graphic to embed in an email or other locations the editor is available.

Embedding the Image in an Email

1. Access the email editor.

2. Click the Image icon

3. Click Browse and find your uploaded file.

4. Click Select.

5. Click OK to embed your image in the body of the email.

Reasons emails don’t get to members

Trying to figure out why an email didn’t get to one (or a bunch!) of your members is usually confusing and frustrating. If you have ever asked one of the questions below… read on. While there are many reasons why email messages don’t make it to your members, there are several reasons that seem most common to our customers. The top three are listed below.

  • "Why do some members say they don’t receive email messages that I send through ChamberMaster/GrowthZone?"
  • "Why do some messages "bounce" when I know the email address is valid?"
  • "Why can some members receive messages from me when I send through Outlook but not when I send out of ChamberMaster/GrowthZone?"
  • "What can I do to make sure my members get the email messages I am sending through ChamberMaster/GrowthZone?"

Your chamber’s Sender Policy Framework (SPF) Record may be incomplete or missing

Because of Spam, many ISP's (Internet Service Providers - i.e. Charter, RoadRunner, AOL, Yahoo, etc…) have begun performing a type of SPAM check called a reverse domain lookup (also called an "SPF lookup") to verify that the sending IP address of a mail server is authorized to send email from your domain. In plain language – the member’s email provider is asking, "Is this email message coming from an authorized sender?" If the answer is "no" they will either reject it or filter it to your member’s SPAM folder.

  • This is important for ChamberMaster & GrowthZone users because when you send email to your members from within the software we list your email address as the sender but route the message through our bulk email servers. These servers are specifically designed to help ensure the highest possible email delivery rate, but if a member’s email provider performs an SPF lookup and your chamber’s record does not list the ChamberMaster & GrowthZone email server as an approved sender, the message will most likely not get to the member.
Solution: Setup the SPF Record

The good news is that there is a quick and easy fix for this – have the company who manages your Domain Name Servers (usually your web hosting company) add ChamberMaster's email servers to your SPF Record. Free test to see if your SPF records are setup! You can easily check to see if your domain is already setup by following these 4 steps

  1. Click on this link - http://mxtoolbox.com/spf.aspx?command=spf
  2. Type the domain of your email address in the box (the part after the "@") and click "SPF Record Lookup"
  3. Compare the SPF record on file with the following example:
    If your SPF record is setup one of the records should look like this:
    SPF Included.png
  4. If your SPF record is missing or does not contain the spf.memberzone.com listing, contact your "web or IT person" and have them update the record to include the mail servers. They need to add to your existing SPF record include:spf.memberzone.com
    • An example of a complete SPF record with the memberzone spf included would look like: v=spf1 mx include:spf.memberzone.com mx:yourdomain.com ~all
    • If you're using office 365 for email an example SPF record would look like: v=spf1 include:spf.protection.outlook.com include:spf.memberzone.com ~all

Issues with the recipient’s mailbox

Your member’s email message box may be full, the email address may be incorrect, or it may not even exist any more.

Solution: Contact the recipient

Contact the specific recipient to verify the email address or let them know that their email doesn’t seem to be working properly – they may not be aware of it and you could be the "hero" who helped them not miss that important business deal because their inbox was full!

Your domain may be "blacklisted"

To fight spam, many ISPs limit the number of emails coming from one sender in a given time period. If you exceed this limit your domain may be "blacklisted" and you will have a difficult time getting messages through to anybody.

Solution: Contact the organization that has you blacklisted

Contact any ISP’s which have "blacklisted" your domain and request that they add you to their list of safe senders or "white list". To see if your domain is "Blacklisted", Use the tool at the link below to determine if the domain you use for email is blacklisted by any of the major email servers. You may see some