After you have created the eMailing and entered the contents, you should check it thoroughly before sending. It's easy to slip into a mistake or to have the email not look the way you want it to. To do this, click on the Check tab in the sub-navigation. You will see numerous sub-items for checking various criteria.
Under the navigation tab Check you can have the mailing checked for various criteria:
- Display and Spam
- Display and Spam (Quick)
- Link check
- Test mail transfer
In the preview, you can display the various output formats of the mailing and the individualization using a test profile.
Select the desired output format e.g. eMailing (HTML) or Text and click on Update.
Display and Spam
To determine how the mailing is displayed in different mail clients, you can perform a display and spam test. This service creates a preview of the e-mailing in different e-mail programs such as Outlook, Google Mail, Lotus Notes, AOL, Hotmail, Yahoo, etc. The creation takes a few minutes and can, depending on the tariff, be associated with additional costs.
With the display preview and spam test, you can determine how the mailing is displayed in different e-mail programs. Under the History tab, all display tests performed are saved with date and time.
Display and Spam (quick)
Display (Quick): Here you can manually set how the e-mailing would look for the recipient if his e-mail client did not support specific functions. This includes suppressing the display of images or the lack of support for design features or scripting languages.
- Do not display images
- Hide design features
- Do not execute scripts
Spam (Quick): Under this item you can do a quick test for spam rating. SpamAssassin is an independent software that contains the most common rules and features for spam detection and uses them to calculate the spam rating. A value of 5 or more is displayed in red, indicating that the email is likely to be marked as spam at the recipient's end and will end up in the spam folder.
Here you can read the classification of whether your mailing will be sorted in the spam folder of the recipients.
In the Links tab, all links integrated in eMailing are displayed and checked for function. If everything is OK, you will see a green OK. If the link is faulty, the error appears in red.
All external links in the mailing are checked to see whether the target URL can be reached.
Check whether individualization and personalization work. To do this, you must first select a profile in the pool as a persona (test profile) that you want to use as a test profile. You can then select it as the test profile and test its individualization. Alternatively, you can create a test target group in the Configuration navigation tab, in which case you can select the profiles contained as test profiles directly.
Watch your step!
Please only mark your own profiles as test profiles to which you also have access to the e-mail inbox!
Mark profile as persona (test profile)
Click on Persona (test profile) for the desired profile, then you can use this profile as a test profile for an individualized display.
Go back to the tab Check and then to Individualization. Now select the pool in which the profile is located. If you click on the Preview button for one of the profiles, the e-mailing will be individualized with the data from the profile. In this case, the subject and salutation are personalized and the corresponding e-mail address is inserted. You can also have the various newsletter formats (HTML, text, web/mobile, ...) displayed individually.
Display newsletter with individualization of test profile
Check the newsletter to make sure that the individualization of the mailing is displayed correctly.
Test mail transfer
There are two ways to carry out a test mail transfer.
On the one hand you will find under the navigation tab Configuration the item Customization & Test Sending. Here you can create a target group for a test dispatch and send the mailing personalized. It should only be profiles in this target group to which you also have access to the e-mail inbox. You can then select profiles in the Test Delivery tab that are in the test target group.
Alternatively, you can arrange for a test mailing to be sent to individual e-mail addresses. To do this, enter at least one e-mail address in the Optional address list field and click Test delivery. You can enter one address per line
Specify test target group in the Configuration tab
For a personalized test mailing, insert a target group under the Configuration of the e-mailing navigation tab.
Selecting the profile of a test target group for test mail transfer
- Mailing is sent personalized
- Mailing is sent unpersonalized
Test dispatch to persona (test profile)
If you want to send a test to a profile that you have defined as a persona (test profile), proceed as described in the Individualization section and first select your own profile as a persona. Then use the Test shipping tab to select the pool in which the profile is located and the profile.
Select Persona (test profile) for a test mail transfer
- Mailing is sent personalized
- Mailing is sent unpersonalized
This applies to both cases:
Check your mailbox to make sure that the eMailing has arrived. Then check the appearance, the content and whether all links work.
After you have created an e-mail and checked the quality, you can initiate the dispatch. To do this, navigate to the "Transmission" tab.
- Target group: In the first place you will find the Object Picker. Select the relevant target group that you have already created in the Target Groups folder.
- Start of mail transfer: You have two options for the dispatch time: now and select time. The first option sends the email immediately after the final checks. The second option allows you to specify an exact time at which the email will be sent.
When you have made all the settings, click on the Mail transfer prefiew button at the bottom right. These settings will be accepted and saved temporarily, you will be redirected to the last check of the e-mailing before sending.
There you can check the most important elements of the e-mailing again - as already under Check. When the check is finished, click on the Shipping Start tab in the upper right corner.
The shipping time is exceptionally given in GMT, as opposed to all other times given in UTC.
Mails with a size over 100 KB cause additional costs of 0,0001 Euro per KB and mail.
Under the button Mail transfer preview you can check the most important configurations again. Five additional tabs are available here.
- Preview: Here you can see how the mailing is displayed to your recipients.
- Subject: If you have specified different variations of the subject line for different target groups, these will be displayed here.
- Individualization: The articles used in the newsletter are listed here with the corresponding target group.
- Profiles: All profiles to which the mailing is sent are listed here.
- Transmission: Here you can once again see the most important information of the transmission summarized in an overview.
Please note that the time is always set as UTC or set an alternative time zone for which the time input should be interpreted. The time zone is stored in your User Profile in the system and will be preselected the next time you call it.
To send a shipment with reduced system performance (e.g. to protect your online store from overload), you can also set the shipping performance here. A change to smaller values is especially useful if you fear increased access to your website for large shipments, which the servers may not be able to cope with. The set performance is considered by the system as the maximum how may be sent and the e-mails are distributed over a longer period of time according to the number of recipients. Example: an emailing to 10,000 recipients is set to 25,000 mails/hour. The sending takes place within a period of about 20 minutes. The selected sending rate can be viewed later in the statistics.
By means of the dispatch quantity limit you can determine the maximum number of recipients of an emailing. The profiles to be sent are selected randomly.
Send time optimization
You can have an optimized sending time calculated for each individual profile. This only has an effect if previous profile activities are available. By selecting 24h+ the sending time is chosen individually for each single profile, at which time the profile has made the most openings in previous mails. This shipping time can be on the day of the shipping start or the next day. A maximum delay of 47h is possible. By selecting 7 days, both the sending time (see above) and the most active weekday of the profile is selected for optimized sending.
By means of the dispatch confirmation you can send a dispatch confirmation to one or more fixed e-mail addresses and after a defined delay a statistics link which leads to the dispatch statistics of the transmission.
Furthermore, the expected mail size in KB is displayed here. The mail size is calculated from the size of the source code of the e-mailing and any attachments.
Mail transfer preview
After clicking on Dispatch Preview, the complete e-mailing is displayed once again in an overview. After clicking on Start Dispatch a last security question appears. If you confirm this, the e-mailing will be sent from the time you set.
You can see the emails that have already been sent or are to be sent in the folder Sendings and on the start page in the extended view under your last sendings. If you delete an unsent e-mail from the Sendings folder, it will not be sent.
Navigation tab Transmission
- Actually usable profiles
- Sender and reply address
- Shipping domai
- Shipping time in UTC
By now at the latest you should have corrected all errors! If there are no more errors, click on Start mail transfer in the lower right corner. After clicking on the button a small mask opens with the hint that the eMailing (in this example) will be sent to 15 profiles. This number should correspond to the usable profiles, this serves as further protection against an accidental dispatch. If you click on Start mail transfer now, the email will be sent permanently.
If you click on the Start sending button, the mailing will be sent to all usable profiles of the target group.
Even if you click on Start sending immediately, this can take a while, because as is usual in email marketing, all mailings are collected in a queue and sent one after the other.
Automatisms after transfer
Once you have started shipping, there are two options, depending on the shipping time. If you have now selected, the following processes are automatically set in motion:
- The eMailing will be moved to the Shipping folder. There you can follow the dispatch live and call up numerous statistics.
- Check contacts for errors or unsubscribe from the newsletter list. These contacts will be ignored, if necessary a hardbounce counter will be incremented.
- Comparison of the updated (usable) contacts with the Robinson list and the blacklist. If there are matches, these contacts will be ignored.
- Check these again updated contacts for duplicates (duplicate email addresses). If there are duplicates, only the first contact found is sent with this address.
- Create individual copies of the e-mailing for each usable contact in the target group and send them to this contact.
If you have selected a fixed dispatch time, the dispatch objects of the eMailing will only be copied into the folder Mail transfers for the time being. As long as the dispatch has not started yet, you can stop the dispatch by deleting the dispatch object of the eMailings from the folder Mail transfers.
By deleting a completed or currently running mailing you delete all contents of this mailing and the recipients can no longer access links, contents and images.