EasyMail Newsletter: Guide v.1

Admin side Guide
1. Quick start
2. Sending panel
3. Report
4. Templates
5. Subscribers
6. Widget
7. Subscription page
8. Settings

User side Guide
1. Registered user
2. Public user (not registered visitor)

There is also a German manual for the plugin: www.web266.de/tutorials/wordpress/handbuch-fuer-redakteure/alo-easymail-newsletter.html

Admin side Guide

1. Quick start

Installation

  • Upload alo-easymail directory to the /wp-content/plugins/ directory
  • Activate the plugin through the Plugins menu in WordPress
  • (If you are upgrading an EasyMail previous version, be sure to upload all files and to activate the plugin again)

Use

  • Go to Appearance > Widget to add subscription widget
  • Go to Tools > Send Newsletter to send newsletter

More options

  • Go to Option > Newsletter to setup options
  • Go to Users > Newsletter subscribers to manage subscribers

2. Sending panel (Tools → Send Newsletter → tab Send Newsletter)

On this page you can send new newsletter and check the progress and outcome of those already sent or queued for sending.
The fields to be filled are as follows.

Recipients

  • Choose the type of recipients by main groups (registered users, subscribers) and/or mailing lists.
  • You can add a list of email addresses: they must be separated by commas (,). Don’t use carriage returns, line breaks or other.
  • You can save a list of the emails list for the next sending.
  • Do not worry about recipients belonging to more than one group or list: the plugin avoids sending twice to the same recipient.
  • Then, if your site is multilanguage you can filter the recipient according to languages.

Subject

  • You can choose a post from the blog: this is handy if you want to put some post info (title, excerpt, content) in the message body of the post newsletter.
  • Enter the subject of the newsletter.
  • Enter the content of the newsletter. Use the visual editor as if it were a normal blog post. You can enter tags about the recipient ([USER-NAME] [USER-FIRST-NAME]) and to your blog ([SITE-LINK]). In addition, if you chose a post you can insert tags ([POST-TITLE] [POST-Excerpt] [POST-CONTENT]) in the text.
  • If your site is multilanguage you can enter the content for each language available using qTranslate and its userfriendly multilingual editor. Each subscriber will receive the newsletter according to her/his language.
  • You can save the contents as template for the next sending.

Send

  • You can track when recipients view newsletter. The newsletter includes an image tag that points to a script and insert each view into the blog database. This feedback depends on recipients’ e-mail client (first of all, if able to receive html newsletter), so the result is approximate and probably undersized.
  • When finished, click Send once and wait for the sending to be over.

3. Report (Tools → Send Newsletter → tab Reports)

On the top of the page you can find 2 tables.

  • Newsletters scheduled for sending
    The first table shows the list of newsletters in the sending queue. In the first row with yellow background, you can see the newsletter that is currently sending. Next lines show other newsletters in chronological order. Each user can see the newsletters in the queue that he/she has sent, but only users who has the capability of managing newsletters can see all the information and stop sending the newsletter of other users.
  • Newsletters sent BY YOU / BY ALL USERS
    The second table shows the list of newsletters already sent. For each newsletter you can view and delete the report with the outcome of sending to each recipient. Again, only users who has the capability of managing newsletters can intervene on the newsletters of all users.

When a newsletter has sent you can view the report. The plugin opens an overlay popup that contains:

  • the start time and end time of the newsletter;
  • a summary of sendings: Total sendings, Sendings successful, Sendings viewed, Sendings failed;
  • a table with the result for each recipient: if newsletter has successful sent to him/her, if newsletter has viewed by the recipient.

4. Templates (Tools → Send Newsletter → tab Templates)

You can create and manage your own templates and then send them as newsletters.z

5. Subscribers (Users → Newsletter subscribers)

This page shows all the subscribers of the newsletter. You can use a filter to search on the name and e-mail members and on mailing lists, if any.
For every subscriber you have the following information: avatar (if any), email, name, user name and profile link (if member), date of registration, activation status, subscription to mailing lists, language.
The user with the capability of managing subscribers can change the state of activation and delete the subscriber. Note that the state of initial activation of a subscriber is negative: it becomes positive only after the subscriber has changed the option in his profile (if registered member) or has clicked on the link in the activation email (if subscriber).

Add/import subscribers

  • Import from WP registered users: each WP registered user will be subscribed to the newsletter. This feature is useful if you have just installed the plugin and you would like to automatically subscribe existing users. But be careful to use it later on: it subscribes all registered users, including the members that already unsubscribed from the newsletter!
  • Import from uploaded CSV file: you can import new subscribers from a CSV file. For each line you have to specify: e-mail address (mandatory), name (optional). Use semicolon (;) to separate the fields. If you have problems: try to change the file extension from .csv to .txt; use double quotes to delimit each field (“email_address1@domain.ltd”;”name1 surname1″); try to use a different browser. (Search in the forum for more feedback).
  • Export subscribers: you can view them on screen so you can copy and paste into a text file or into any application.

6. Widget (Appearance → Widgets)

To gather new subscribers or give the opportunity for registered users to change their subscription state, you can put the ALO EasyMail widget in the sidebar. It shows an opt-in/opt-out select (if user is registered and logged in) OR a simple ajax form (if user is not logged in). You can change the title of the widget.

7. Subscription page (Pages → Edit)

Over the widget there is always a dedicated page to manage subscriptions. It’s a WP page created by the plugin and it’s titled Newsletter Subscription. Over the widget you can use this page to collect new subscribers: a visitor finds the registration form. Do not delete the page or remove the code inside the content: it’s critical for activation/unsubscribe processes!

8. Settings (Settings → Newsletter)

You can set the options of the plugin.

  • General. You can set up: Number of recent posts to show in the dropdown list of the newsletter sending form (useful to use tags), Sender’s email address and name, Show subscription page (y/n), Delete all plugin data on deactivation (y/n).
    Note: if you have a problem with the subscription page see the FAQ for details.
  • Texts. You can customise the widget/page texts. Now EasyMail supports a real multilanguage site. It has a native multilanguage system and it is fully compatible with qTranslate. So you can easily setup the texts of subscription form and communications in all languages available on your site.
  • Batch sending. You can setup the cut-off of emails you can send per day. After a newsletter is scheduled for sending, the plugin starts sending it to a small number of recipients every 10 minutes, until all recipients have been included. The number of recipients for each sending is calculated on the cut-off of emails you’ve set here.
  • Permissions. The plugin uses the WP capabilities system, so you can set up the lowest user role that can: send newsletters, manage newsletters, manage subscribers, manage options.
  • Mailing lists. Here you can manage mailing lists. For each you have to specify: the name, the order (the lowest appear at top) and the availability (the list can be shown only here in settings, or the list is available only for administratrion use, or the list is available in the whole site so subscribers can see it).

User side Guide

1. Registered user

Registered users can choose to subscribe / unsubscribe to the newsletter at various times.
When you register to blog, and then when you are editing your profile, you can modify the option of newsletter subscription.
At any time you can use the widget and/or the Newsletter Subscription page to change the status of your subscription.

2. Public user (not registered visitor)

The unregistered visitor to the blog has two ways to subscribe to the newsletter: the widget and the Newsletter Subscription page.
In both cases, you should insert name and email in a simple ajax form. Shortly after you will receive an email containing a confirmation link you have to click to activate your subscription.
To unsubscribe you can click the link at the bottom of each received newsletter: you come to the Newsletter Subscription page where you can modify your subscription to mailing lists (if any) and/or unsubscribe.