OntraPort - sending email

SECTION ONE: PROCESS OVERVIEW

TITLE: What are you calling this process?

> OntraPort - sending email

SUMMARY: A one-sentence description of the process.

> How to send email to certain users in OntraPort.

WHY: Briefly explain why the process is important.

> Because we want to avoid any possible mistake when sending emails to clients as well as a uniform process.

INTERVAL: How often does this process need to be complete?

> When needed.

SECTION TWO: PROCESS EXECUTION

STEP #1

Create an email

1. Go to Contact - Messages


2. Click on create new message


3. Create new message from template or copy existing message (if you want to create HTML message - include the timer, ect, scroll down to "Use the HTML editor") - preferably the HTML and keep the width to 600px (you need to reduce the image size to 600px outside of OP, it will not resize it)


4. Once the editor loads, edit the body of the email, add pictures, etc


5. When copying the text, copy it to notepad first to remove formatting and then copy it to OntraPort.

Check following items:

1. Font: Arial, Size 16, Weight to 400

2. Check the gaps between the lines - approx 25-30 pixels

3. Check gaps above, below images

4. Email width is 600px

5. Images are centered (unless specified otherwise)

6. Images can be read, screenshots have similar font size as the text (size 16)

7. Images from word editors doesnt have underline word (check grammar)

8. Enter the email name (left upper corner); for Market Internals use prefix "TMI_" e.g. TMI_Live_QA_Session1
   

9. Enter the subject, the sender, reply to email, and other information

10. Click on the "Edit HTML header (Advanced) " and add the email subject in the <title></title> tags - e.g.: <title>TMI_Live_QA_Session1</title>
    

11. The "preheader" (inbox preview) needs to be updated - it is the first line in the HTML view - the text that is displayed in your inbox before you open the message.

12. Preview the email by clicking on the "preview button"

13. You can send out a test email, but none of the personalized fields are not working (like name, surname, email address, etc) - there is a blank space instead

14. Check the HTML version of the email - copy from the HTML version (see image below).

15. Don't use any ">>>" or "<<<" symbols.

16. Check the spam score, keep it green (2.9/5 and lower).

17. The PS and the text after it should be on the same line.

18. Save the email

To limit the width of the email, use trick with table, like in email BRSMC Day5 or day6. But you need to reduce the size of images to the limit (600px) before uploading to OntraPort. Limiting the size of images in OntraPort doesn't work in Outlook - after you display images, all images have original full width (even though it is ok in Gmail and Thunderbird).

STEP #2

Sending the message out

1. Go to contacts

2. Use a filter to display only the desired group (or create one based on desired criteria - tags, etc)

3. Select all users on the page by clicking on the checkbox next to the "Name" column

4. If you have more than 50 users in the group, click on "Select ALL items in the Group" (see picture below)

5. Click the desired action (in this case "Email")

6. Check the "Email from", "Reply to" and other fields and send out an email (you can select from send immediately or schedule it for later)

STEP #3

Optional time zone converter:

To find out what that means in your local time, here's a time converter

worldtimebuddy.com/

SECTION THREE: REPORTING

WHO: Who should be the outcome sent to?

> Selected clients.

WHAT: What are you expecting to see in the outcome?

> An email.

WHEN: When does the person reviewing the outcome want it?

> When needed

HOW: How should the outcome be delivered?

> By email.