Manage Lists
This section allows you to manage all available mailing lists and to add or to remove a mailing list. It also allows you to manage all available subscribers of a selected mailing list and to add or to remove a subscriber to/from the mailing list.
Select Distribution List
Select the mailing list to view all of its subscribers and to manage it. You can select any mailing list that was previously created. If there is no list available for selection, you have to create a mailing list at first.
Mailing List Options
There are several options available to either add a new mailing list or to manage/change an existing one.
New List
Displays a new window where you can enter a name for the new mailing list. Please enter the desired name for the mailing list and click "OK" to add it.
Rename List
Displays a new window where you can rename the currently selected mailing. Please enter the desired new name for the mailing list and click "OK" to rename it.
Delete List
Deletes the currently selected mailing list. For security purposes, you will be asked to confirm that the selected list should really be deleted. The selected list will only be deleted if you click "Yes" in the confirmation prompt. Please note that this deletes the entire list with all of its subscribers and any other associated data such as history, scheduled tasks etc.
Copy List
Displays a new window where you can copy the currently selected list. Please select the source list and enter a new name for the copied list and click "OK" to copy it. This copies the entire list with all of its subscribers but not any other associated data such as history, scheduled tasks etc.
Merge Lists
Displays a new window where you can merge the currently selected list with another list into one single list. Please select the source list as well as the destination list and click "OK" to merge these lists. All merged data will then be available in the destination list. You have also the possibility to delete the source list after merging has completed.
Print List
Displays printer and page settings as well as a print preview for printing all subscriber data of the currently selected list. Please be aware that depending on the total subscriber of the selected list, a high amount of paper might be required to print all subscribers of the selected list.
Address Options
There are several options available to either add a new subscriber to the selected list or to manage an existing one. Furthermore, there are also several options available that are not directly depending on a selected subscriber so those options can be accessed even no subscriber is currently selected. Please note that a mailing list must be selected to access these options. Some of these options are also available when selecting a subscriber from the subscriber overview with the right mouse-button. All available options are listed and explained below:
Add Subscriber
Displays a new window where a new subscriber can be added. There are 15 different fields available such as First Name, Last Name etc. sorted in different tabs where you can enter the appropriate information of the subscriber. The field names also delivers the return values when inserting a tag/variable into a message so that any inserted tag/variable can be replaced with actual subscriber information therefore, it might be useful to fill out as many fields as possible.
Although there can be entered a lot of information for the subscriber, the only mandatory field is the "Email" field. Please note that you can rename all field names to a more specific one if you wish. To learn more how to do that, please go to the application preferences.
After you are done with entering subscriber information, you can click "Save" to save the information. Click "Cancel" if you wish to dismiss any entered information.
General
This tab contains general information about the subscriber such as the email address which is a mandatory field, first name, last name, company name as well as the job title. If you enter an email address in the field Email, it will automatically be checked if either the email address or the domain name is currently blacklisted. If one of these is blacklisted, a warning will be displayed.
Address
This tab contains the address details of the subscriber such as street, city, state, ZIP as well as the country. If the address details are filled out, you can show a map of this address by clicking "View map of this address". Depending on the application preferences, the map will be displayed either with Google Maps or Bing Maps. Please go to the application preferences to select your desired maps provider.
Contact
This tab contains the contact details of the subscriber such as the phone number, fax number, mobile number as well as the website address.
Other
This tab contains some other information about the subscriber such as the subscriber date as well as the birthday and also contains some other available options. You can set the status of the subscriber if it should be an active or an inactive subscriber. If the box "Active Subscriber" is enabled, the subscriber is considered as active in the selected list meaning that the subscriber will receive emails that will be sent to the selected list. If this box is not enabled, the subscriber is considered as inactive in the selected list meaning that no emails will be sent to the subscriber when sending it to the selected list.
When a subscriber subscribes to a mailing list, the date and time of this action will be used as subscriber date. However, you can change the subscriber date by selecting a date and time of your choice at "Subscriber Since". Sometimes it might be useful when having the birthday of the subscriber available. This would be a great benefit if you plan to send birthday wishes/birthday rebates etc. to the subscriber. You can simply add the birthday of the subscriber at "Birthday".
This tab also gives you quick access to the blacklist feature so you can add or remove either the email address and/or the domain name to/from the blacklist by clicking the appropriate links.
Notes
This tab allows you to add notes that are related to the subscriber. Notes are for internal use only so no notes will ever been sent to the subscriber therefore, there is no tag/variable available for notes.
Edit Subscriber
Displays a new window where an existing subscriber can be modified. This window is mostly the same as the "Add Subscriber" window therefore you can interact with this window in exactly the same way as with the Add Subscriber window. The only difference with this window is that there is a "History" tab available that displays all mailings that have been sent to the selected subscriber in a sorted overview.
Compared to the main history that shows all mailings of a selected list, this history only shows the mailings that were sent to only this subscriber no matter if the subscriber is available in just or in more mailing lists. This gives you a great overview of all mailings that have been sent to exactly this subscriber.
The history tab show you the date, the associated list as well as the subject of the email that was sent to the subscriber. You can preview any email that was sent by simply double-click on the desired email.
Delete Subscriber
Deletes the currently selected subscriber from the currently selected list. For security purposes, you will be asked to confirm that the selected subscriber should really be deleted. The selected subscriber will only be deleted from the selected list if you click "Yes" in the confirmation prompt.
Cut Subscriber
Cuts the currently selected subscriber from the currently select list so that you can paste the subscriber to another list. Please note that you will not be able to paste the subscriber to another list that already includes a subscriber with the same email address.
Copy Subscriber
Copies the currently selected subscriber from the currently select list so that you can paste the subscriber to another list. Please note that you will not be able to paste the subscriber to another list that already includes a subscriber with the same email address.
Paste Subscriber
Pastes a subscriber to the currently selected list that were either cut out or copied from another list. Please note that you will not be able to paste a subscriber to the currently selected list, if there is already a subscriber with the same email address available in the currently selected list. A warning is displayed if you are trying to do so.
History
Displays the "Edit Subscriber" window and automatically selects the "History" tab so you are able to view all mailings that have been sent to the currently selected subscriber.
Notes
Displays the "Edit Subscriber" window and automatically selects the "Notes" tab so you are able to view the notes that are related to the currently selected subscriber.
Filter
Displays a new window where a filter with specific rules to sort or filter subscribers can be built.
Rules
You can specify up to 5 rules for building a filter. At first you have to select the field name from the first drop-down list. After selecting the field name you have to specify the condition from the second drop-down list. If you have selected the filed name as well as the condition, you can enter the value that should match. For example: "Email" -> "contains" -> "mydomain.com". You can also enable the box "Case sensitive" if your entered value is case sensitive.
Match all rules
If you have specified more than 1 rule, only those subscribers will be filtered if all of the specified rules matches.
Match at least one rule
If you have specified more than 1 rule, only those subscribers will be filtered if any of the specified rules matches.
What to do with matching contacts?
You have the choice what should be happen with filtered subscribers that meets the conditions.
Subscribe them: All filtered subscribers will be subscribed to the currently selected mailing list if they are currently unsubscribed.
Unsubscribe them: All filtered subscribers will be unsubscribed from the currently selected mailing list if they are currently subscribed.
Delete them: All filtered subscribers will be deleted from the currently selected mailing list no matter if they are currently subscribed or unsubscribed.
Move Contacts: All filtered subscribers will be moved from the currently selected list to the list you can select from the drop-down list "Move Contacts to List".
Click "OK" to apply the filter and to run the actions. The filter window closes automatically after the operation completes.
Search
Displays a new window where you can search for specific subscribers by entering any search string in the field "Search text". You have the choice to search in any field or just in a specific field such as First Name, Last Name etc. You also have the choice to specify that your search string must match exactly or not. You can do that by simply enabling the box "Exact match".
After entering your search string and specify where to search, just click "Search..." to start with your search. If a match is found, it will automatically be selected in the currently selected list. If do not want to just search in the currently selected list but in all available lists, just enable the box "Search all lists" and all available lists will be searched for your search string.
When searching in all lists and a match is found it will be displayed in a selection box below the "Search all lists" box. You can then simply select the desired match to directly select the matching subscriber in the subscribers' list. Since you can have one subscriber in more than one lists, the result window is showing the list name as well as the email address, e.g. "My List: joe@bloggs.com".
Find Duplicates
Displays a new window where you can search for subscribers that are present in more than one mailing list. All available lists will be displayed in "Search in the following lists" so you can select any list that should be searched for duplicated subscribers. You can also select all available lists at once by clicking "Select all".
After you have selected your lists, you can click on "Search" to start searching for duplicated subscribers in the selected lists. Depending on you total subscribers in the selected lists, the search process can take some time. If duplicates are found, they will be listed and sorted by the email address and the list name in the "Duplicates found" list where you can select any of them.
When selecting a duplicated subscriber from the "Duplicates found" list, all subscriber information will be displayed on the right side of the window so you have a quick but full overview of the selected subscriber. You can also subscribe/unsubscribe or delete the selected subscriber.
To do so, just click with your right mouse-button on the desired subscriber and select the desired option.
Quick Unsubscribe
Displays a new window where an email address can quickly be unsubscribed from the currently selected or from all available mailing lists without the need to search for the subscriber at first. Simply enter the email address of the subscriber that should be unsubscribed and click on "Unsubscribe" to unsubscribe it from the currently selected list. To unsubscribe the entered email address from all available mailings lists also enable the box "Unsubscribe from all lists".
Displays a new window where you can specify the way how the subscriber can cancel its subscription and unsubscribe from the currently selected mailing list. This setting is also used for both the #UnsubscriptionLink# tag as well as the "List-Unsubscribe-Header". It also depends on the "Subscriber Match" option so both options must be configured correctly in order that it works correctly.
Unsubscribe by sending an email
The allows the subscriber to cancel its subscription by simply sending an email to the email address that manages the list. This is normally the email address that is specified as "Email" at "Manage Subscriptions" for the selected mailing list. This might also be the email address that is specified as "Sender Email Address" at "Send".
Unsubscribe by visiting a website
This option is very useful if you use web based scripts were the subscriber can manage its subscription. By selecting this option, the subscriber will have to visit a website to cancel its subscription rather than sending an email. This might be more comfortable for the subscriber but also needs a web based form. You can use the integrated "Web Form Generator" to create web based subscription scripts but you can of course also use your own created/developed script. Depending on how your script works, you can also insert the #Email# tag/variable that will be replaced with the actual subscriber email address when sending out the message. This makes it incredibly easy for the subscriber to manage its subscription online.
Label of the unsubscription link
This is the text that is displayed in plain text messages/plain text parts next to the actual unsubscription link when sending out the message so the subscriber knows what the displayed address is for.
Displays a new window where you can specify how the application should match subscriptions/cancellations. Since every user has specific needs, there are different options available. Possible values for this setting are:
Sender address is subscriber email | Subject is command (Default)
Means that the sender address of the subscriber is also the subscriber email address. The subject contains the command, either the subscribe or the unsubscribe command. For example, if the user "joe@bloggs.com" sends an email to the managing email address with the subscribe subject e.g. "Subscribe", the next time you manage your subscriptions at "Manage Subscriptions" the email address "joe@bloggs.com" will be added to the list as a new subscriber.
This is the default value that enables you to start right away with the application without the need to configure anything in this section. This might also be the most easiest method because the user just have to send an email with the appropriate subject in order to sign up for the newsletter or to get removed from the list. When selecting this subscriber match method, the application automatically creates HTML subscription/unsubscription links at "Manage Subscriptions" that enables you to directly integrate these links into your website and/or into your email signatures of your regular email client.
Example:
Sender Email Address: joe@bloggs.com
Subject: Subscribe
You can also connect this method with a web based subscribe/cancellation form but then you have to ensure that your web form is configured correctly. If you want to use this method with a web form, you have to ensure that the email address that is entered in this web form is the sender email address meaning that you will actually receive the email from the entered email address.
For example, if the user "joe@bloggs.com" visits your web based sign up form and enters his email address in the appropriate field, you must ensure that the sender address of the email that will be sent through your form is "joe@bloggs.com".
Please note that you can easily use this method with web forms but please be aware that you can run into problems because of the Sender Policy Framework (SPF) record that might have been set for the users' domain name. You can learn more about SPF records by clicking here.
An SPF record is a type of Domain Name Service (DNS) record that identifies which mail servers are permitted to send email on behalf of the appropriate domain. The purpose of an SPF record is to prevent spammers from sending messages with forged From addresses. Recipients can refer to the SPF record to determine whether a message purporting to be from your domain comes from an authorized mail server.
In some simple words, if the user "joe@bloggs.com" has an SPF record on his domain "bloggs.com", you cannot use the email address "joe@bloggs.com" as sender address in your web form because in this case, you are not authorized to send emails on behalf of this domain name so the submitted web form will never sent an email out meaning that you will never get this email address in your mailing list. So when using web forms, you should consider using another match method as described below.
This problem does not occur if you do not use a web form because when not using a web form with this method, the user will send the subscription/cancellation request directly from its own email address meaning that he or she is authorized to send emails on behalf of this domain name.
ReplyTo address is subscriber email | Subject is command
Means that the ReplyTo address of the sent email is the subscriber email address. The subject contains the command, either the subscribe or the unsubscribe command. This method should only be used with web forms to avoid problems with SPF records that might have been set on the users' domain name.
You have to ensure that the email address that is entered in the web form is the ReplyTo when sending out the email to you. For example, if the user "joe@bloggs.com" visits your web based sign up form and enters his email address in the appropriate field, you must ensure that the ReplyTo address of the email that will be sent through your form is "joe@bloggs.com". The sender address can be anything you want but we recommend that you use an email address that actual exists on your mail server.
Example:
Sender Email Address: youremail@yourserver.com
ReplyTo Address: joe@bloggs.com
Subject: Subscribe
Subject is command and also contains subscriber email
Means that the subject contains the command, either the subscribe or the unsubscribe command as well as the subscriber email address. This method should only be used with web forms to avoid problems with SPF records that might have been set on the users' domain name.
You have to ensure that the email address that is entered in the web form will be included in the email subject in the correct format when sending out the email to you. For example, if the user "joe@bloggs.com" visits your web based sign up form and enters his email address in the appropriate field, you must ensure that the entered email address "joe@bloggs.com" will be included in the subject of the email that is being sent to you. The sender address can be anything you want but we recommend that you use an email address that actual exists on your mail server. The correct format for this is "Subject=Email Address".
Example:
Sender Email Address: youremail@yourserver.com
Subject: Subscribe=joe@bloggs.com
Subscribe Subject
Defines the subject that should be used for subscription messages. The default value is "Subscribe" meaning that every email you receive with this subject will be added to the appropriate mailing list. You can enter any value you wish. When changing the subject you should make sure that you replace all links that you might have been included into your website with the new changed ones. When using web forms you must also change them.
Unsubscribe Subject
Defines the subject that should be used for unsubscription/cancellation messages. The default value is "Unsubscribe" meaning that every email you receive with this subject will be removed from the appropriate mailing list. You can enter any value you wish. When changing the subject you should make sure that you replace all links that you might have been included into your website with the new changed ones. When using web forms you must also change them.
Notifications*
Displays a new window where you can define subscription and/or unsubscription notifications to your subscribers meaning that every time you manage your subscriptions at "Manage Subscriptions", a pre-defined email will automatically been sent to the subscriber that confirms the request. This might be more customer friendly because this way the customer sees that you actually take care of its request.
Subscription
Defines the email that should automatically been sent on each subscription request. To enable this kind of notifications, simply activate the box "Send Subscription Notification" and enter the subject of the email as well as the content of the email. The content of the email is the email that is actually sent back to the subscriber and can be pure plain text or HTML. If you enter HTML code in the email content field, please don't forget to enable the "Use HTML" box, otherwise the subscriber will receive the email exactly as seen as in the email content field.
Unsubscription
Defines the email that should automatically been sent on each unsubscription/cancellation request. To enable this kind of notifications, simply activate the box "Send Unsubscription Notification" and enter the subject of the email as well as the content of the email. The content of the email is the email that is actually sent back to the subscriber and can be pure plain text or HTML. If you enter HTML code in the email content field, please don't forget to enable the "Use HTML" box, otherwise the subscriber will receive the email exactly as seen as in the email content field.
SMTP Server
Defines the SMTP server that should be used for sending these notifications. It is therefore necessary to specify the SMTP server address as well as the Port number. Any mail server that supports SMTP protocol can be used here. If the SMTP server requires an encrypted connection, you have to activate the "SSL" box.
If the SMTP server requires user authentication, you have to activate the "Authentication required" box and to specify the user name as well as the password. The "Select Profile" allows you a quick and easy access to all available SMTP profiles and also allows you to easily create new SMTP profiles. All available SMTP profiles can be selected for sending out the notifications. Please click here to learn more about the SMTP Profile Manager.
Please ensure that you also enter a sender email address in order to being able to save your settings. The sender address will appear as "From address" on the recipient's system. A sender name is optional but recommended. The sender name will appear as "From name" on the recipient's system.
Current View
Defines the current view of the subscriber overview. Possible values are All Addresses, Subscribed Addresses and Unsubscribed Addresses.
All Addresses
Displays all addresses in the subscriber overview from the currently selected mailing list either if they are active or inactive.
Subscribed Addresses
Displays only active/subscribed subscriber addresses in the subscriber overview from the currently selected mailing list.
Unsubscribed Addresses
Displays only inactive/unsubscribed subscriber addresses in the subscriber overview from the currently selected mailing list.
Subscriber Overview
Displays the addresses of the currently selected mailing mailing list based on your preferences at "Current View". To access some options that are described above in this document, simply click with your right mouse-button on the desired subscriber to see the options.
You can also double-click on a subscriber to edit the selected subscriber. This section also allows you to select and to delete more than one subscriber at once. If you have selected more than one subscriber, the total count of currently selected subscribers will be displayed on the left side below the Subscriber Overview.
On the right side below the subscriber overview, you will see the count of the addresses of the currently selected mailing list. There is a total count that counts all active and inactive subscribers, as well as a subscribed and unsubscribed count. This gives you a quick overview of the available addresses in the currently selected mailing list.
*This feature/option is only available in zebNet NewsTurbo Pro and zebNet NewsTurbo Server.
