Communications Basics

Email Settings

---

Configure your Default From Email Address

---

Your GrowthZone software is setup to send automated messages. For Example: An automated message is sent when a new application is submitted on-line. To set the default From address for these messages:

1. Select Setup in the Navigation Panel
2. Click Email Settings in the Communications section.

   

3. In the Default From Email Address field, enter the address to be used by default when emails are sent from your organization.
4. Click Done.

Configure your Unsubscribe (Opt-out) Message

---

1. Select Setup in the Navigation Panel
2. Click Email Settings in the Communications section.

   

3. A default unsubscribe message is included in your database. You can customize this as needed.
4. Click Done.

When the user clicks the link, they will be presented with the Email Subscriptions screen. See What happens when a group email recipient opts out for further information.

NOTE: This unsubscribe message is ONLY appended to group emails sent from lists/committees and should not be copied into individual emails.

If you wish to add the unsubscribe message to individual emails or emails sent to multiple members, include the Unsubscribe URL merge field in your signature or in text at the bottom of an email.

What happens when a group email recipient opts out

---

The unsubscribe message you have configured in your settings (See Configure your Unsubscribe Message) is appended to all emails sent to groups.

If the recipient wishes to unsubscribe, by clicking the link they are presented with the dialog box shown below:

The recipient can make the following choices:

• Continue Receiving Emails from {Your Organization Name}: Selecting this option does Not unsubscribe them from the group email list.
• Unsubscribe me from {Group Name}: Selecting this option will mark the recipient as DO NOT CONTACT within the group. It will NOT remove the recipient from the group. An email will be sent to those staff members who have subscribed to the
• Do not email me at this address: If this option is selected, the email used for sending the group email will be marked as do not contact. This will unsubscribe the member from ALL group communication. The recipient is NOT removed from the group.
• Update my preferences: When this option is selected, the recipient will see a list of the groups that they are currently subscribed to.

The recipient may deselect the check-boxes for the groups they no longer wish to be subscribed to. The recipient will be marked as Do Not Contact within the group, but will NOT be removed from the group.

After making choice, click Submit. A confirmation of changes will be displayed.

---

Logging Messages sent via Outlook (or other email service)

In the Email Settings you will find and Archive Email Address. In order for your database to track emails that you have sent from Outlook (or other email service such as GMail), you will want to include this email address in the BCC line of the email. A copy of the email will then be sent to the archive address for evaluation. If the system can associate the contact to whom you sent the email to a contact in the database, your outlook email will be displayed on the communications tabs.

1. Select Setup in the Navigation Panel
2. Click Email Settings in the Communications section.

View Un-Matched Outlook (or other email service) Emails

---

As described above, if the archive email address is included in the BCC line of emails sent via Outlook, a copy of the email will be sent to the archive address. If the database is able to associate the email to a contact in your system it will do so. Emails that could not be matched may be viewed under the Communications module:

1. Click Communications in the Navigation Panel.
2. On the Browse tab - click the Customize Results button.

   

3. Click the Has An Unmatched Email address checkbox.
4. Click Done.

The list of emails will now filtered to those with an unmatched emails.

Setup Sender Policy Framework (SPF) Record

---

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 your domain. The purpose of the SPF record is to prevent spammers from sending messages with forged From addresses at your domain.

Domain Name Servers (DNS) are the internet's equivalent of a phone book. They maintain a directory of domain names and translate them to the Internet Protocol (IP) addresses. By default, the system will send emails on behalf of the selected "from" address. In order for GrowthZone to send directly on your behalf without the risk of "sent on behalf" messages in the from line, the following needs to be setup in their DNS.

Below are the steps to set-up the SPF record. There is action required within the DNS itself. The second action is within GrowthZone setup. Upon initial setup of your database, GrowthZone will assist you.

Step 1

For each of the record names below, replace your domain.com with the the domain that is after the @ sign in your email.

Record Name	Type	Data
_dmarc.yourdomain.com	TXT	v=DMARC1; p=none; sp=none
_dmarc.yourdomain.com	CNAME	clientemailtracking1.growthzoneapp.com
mmptrack2.yourdomain.com	CNAME	clientemailtracking2.growthzoneapp.com
mmpspf.yourdomain.com	CNAME	clientemailsubspf.growthzoneapp.com
s1._domainkey.yourdomain.com	CNAME	clientemaildkim1.growthzoneapp.com
s2._domainkey.yourdomain.com	CNAME	E clientemaildkim2.growthzoneapp.com
s3._domainkey.yourdomain.com	CNAME	clientemaildkim3.growthzoneapp.com
s4._domainkey.yourdomain.com	CNAME	clientemaildkim4.growthzoneapp.com
@	TXT	v=spf1 include:clientemailspf.growthzoneapp.com ~all

NOTE: If there is an existing SPF record do not add another; simply add include:clientemailspf.memberzone.org to the record right after the v=spf1. Make sure there is a space before and after it.

Step 2

After the DNS records have been updated, go to Setup>Communication>Email Settings. Ensure that both Use System Email Settings and Is DNS Setup are checked.

Automated Messaging

---

Automatic messages may be configured to be sent in response to certain actions. For Example, an automated message may be sent to a new member when they have completed the Member Application Form, or, an automatic thank you message may be sent when someone registers for the event. Your database is pre-configured with automatic messages, which you may use "as-is" or customize to meet your needs.

The table below describes the automated messages available.

Event	Default Template to Send	Description
Auto Payment Receipt	Auto Payment Receipt	Sent when an automated payment has been applied to an invoice.
Certification Admin Review	None	This notification is sent so certification executives can do a final review and sign off prior to the cert going active. It will be sent when a certification status is set to Admin Review.
Certification Application Denied	None	This notification is sent when staff sets certification status to Denied.
Email Member Login Added	Member or Representative On-line Access Added	This notification is sent when an existing login is added to your database. See Add Staff Member with Access to Multiple Databases.
Email Member Login Info	Member or Representative Online Access	Send an email notifying a contact that they can create their log-in credentials.
Email Member Login Instruction	New Member Access	This email will be sent when you select to send log-in instructions to a contact. See Setting up Individual's Info Hub Access.
Event Approved	Event approved by staff	This notification will be sent to the contact who submitted an event, once staff has approved the event.
Event Reminder	Event Reminder	This notification will be sent, 48 hours prior to the event, to all event registrants. This notification will only be sent if Send Reminder Email to Registrants 48 hours Prior is enabled for the event. See Setup an Automatic Event Reminder for instructions.
Forum Comment Added	None	This notification will be sent, to those who have subscribed, when a new comment has been added to a forum, as staff who have subscribed to the notification. See Set Preferences for Forum Notifications.
Forum Topic Added	None	This notification will be sent, to those who have subscribed, when a new topic has been added to a forum, as staff who have subscribed to the notification. See Set Preferences for Forum Notifications.
Fundraising Donation Summary	None
Fundraising Pledge Added	None
Gateway Verified By Customer Service	None
Growth Zone Pay Account Update Complete	Growth Zone Pay Account Updated
Growth Zone Pay Account Updated	Growth Zone Pay Account Updated
Growth Zone Pay Charge Dispute	Growth Zone Pay Charge Dispute	This notification is sent when a GrowthZone Pay charge is disputed, It will be sent to the staff member you have identified under the gateway setup Credit Card Account/Dispute Notifications Email.
Growth Zone Pay Charge Failed	Growth Zone Pay Charge Failed	This notification is sent when a GrowthZone Pay charge fails. It will be sent to the staff member you have identified under the gateway setup Credit Card Account/Dispute Notifications Email. See Configure Gateway Notifications for Disputes/Charge Failures.
Invoice Payment Received	Member Invoice Payment Received	This notification is sent to staff when an invoice is paid on-line.
Mail Chimp API Connection Failed	None
Meeting Proposal All Responded	None	December 2018 - IN DEV
Meeting Proposal Final	None	December 2018 - IN DEV
Meeting Proposal Invite	None	December 2018 - IN DEV
Meeting Proposal Suggestion	None	December 2018 - IN DEV
Meeting Proposal Suggestion To Host	None	December 2018 - IN DEV
Meeting Proposal Update	None	December 2018 - IN DEV
Membership Has Expired	None	Applies to memberships configured for Renewal Notifications only. This email will be sent • the day after the end of the Grace Period (or the day after Expiration if no Grace Period days are defined).
Membership Is Expiring	Membership Expires Soon Email Template	Applies to memberships configured for Renewal Notifications only. This email notification is sent three days before the expiration date of the membership.
Membership Renewal Reminder	Membership Renewal Reminder Email Template	Applies to memberships configured for Renewal Notifications only. On the Renewal Notification Date the Membership Renewal Reminder Email will be sent. This notification is sent to Active and Courtesy members that will be billed an amount for their upcoming renewal.
Membership Renewal Thank You	Membership Renewed - Thank You Template	Applies to memberships configured for Renewal Notifications only. This notification is sent once the member chooses one of the renew options.
New First Time Tenant	New Account Activation	GrowthZone use only.
New Form Response	None	This notification is sent to the individual(s) identified to receive form Response Notifications for a form. See Create a Form.
New Imported Contacts	New Contacts Created	December 2018 - IN DEV
New Member Application	Membership Application Confirmation Email	This email is sent to an applicant after they have completed the membership application form.
New Representative	New Contacts Created	This email is sent to staff when new contacts are added by a member, via the Info Hub OR when a new contact is added from the back-office. The email is sent to those staff members subscribed to the New Person Added to an Existing Membership notifications. See Configure User Notifications for information on subscribing to notifications.
New Staff Added	New Staff Added
New Staff Login	New Staff Invite	This email is sent to a staff member you have newly added to your system. Within the email will be a link for the staff member to setup credentials to the database. See Add Staff Member.
New Tenant	New Account Activation	GrowthZone use only.
New User Application	New User Activation
Online Payment Receipt	Online Payment Receipt	This notification is sent to the contact when they pay an invoice on-line. A link to the paid invoice is included in the email.
Recurring Charge Failed	Automatic Payment Failure	This notification is sent to the contact when an automatic recurring charge fails. Within the email is a Please retry payment for the invoice link.
Registered Event Attendee	Registered Event Attendee	This email is sent to an event registrant after completion of event registration form.
Registered Event Exhibitor	Registered Event Exhibitor	This email is sent to an event exhibitor after completion of the exhibitor registration.
Renewal Emails Sent	Renewal Emails Sent	Applies to memberships configured for Renewal Notifications only. This email is sent to staff subscribed to the Renewal Emails Sent notification, when renewal emails are sent to members. See Configure User Notifications.
Request Magic Link	None
Send Event Attendee Itinerary	Event Session Itinerary Confirmation
Subscription Confirmation	None	December 2018 - UNDER REVIEW
Task Assigned	Task Assigned	This email is sent to the assignee, when a task has been assigned to them.
Tell a Friend	None
Unregistered Event Attendee	Unregistered Event Attendee	This email is sent to an event registrant when his/her registration is cancelled.
Task Assigned	Task Assigned	This email is sent to the assignee, when a task has been assigned to them.
Web Content Approved	None	This notification email is sent after a staff member approves the user's web content. This notification will go to the user that submitted the content. See Approving Web Content Submissions.
Web Content Pre Expiration Notice	Web Content Pre Expiration Notice	This email is sent out, to the contact who submitted web content, three days prior to the expiration of the content. The email contains a link directing the contact to log-in, and extend dates if desired.
Web Content Publish Notice	Web Content Published	This email is sent out to those who have subscribed to web content notifications, when new web content is published.

Configure Automated Messaging

---

1. Click Setup in the navigation panel
2. In the Communications section, click Automated Messaging. A list of the available options for automated messages is displayed. See table below for further details.

   

3. You may change the default message sent for each of the available options.
4. You may also click the Do Not Send check-box for any messages, if you do not wish to be included in automatic messaging.
5. If changes are made, click the Save button to save your changes.

NOTE: Refer to Create and Manage Email Templates for details on working with email templates.

Configure Communication Categories

---

Communication Categories provide a way for you to organize and filter email communications. Reports such as the Communication Report can be filtered by category to allow you to get a better understanding of the communications that are being sent.

1. Click Setup in the navigation panel
2. In the Communications section, click Communications Categories. A list of the current categories in the database will be displayed.
3. Click the Add button to add a new category. The Add/Edit Communications Category dialog box will be displayed.
4. Enter a Name for the category. This name will be displayed when you are selecting communication categories within the software so it should be descriptive and reflect the purpose of this category.
5. N/A at this time
6. Click Done to save the new category.

Create your Signature

---

Creating your signature will save time when sending email correspondence. You can design your signature with both text & graphics, and easily select it when sending email correspondence.

1. Click Setup in the navigation panel
2. In the Communications section, click Signatures
3. Click the Add Button.
4. Provide a Name for the signature. You can create multiple signatures, so you will wish to provide a name that allows you to differentiate between signatures.
5. In the Signature HTML text box you can customize your signature by adding your organization name, an image, a link, etc. Common word processing icons make it easy to format your signature as you desire.
6. When completed, click Done.

Send an Email

---

Clicking directly on an email address will open a new email message in your email program (Outlook). This is fine, but the communication will NOT be recorded in the Communication tab of the receiver.

To send a message that WILL be recorded, initiate it through any of the built-in Send Email functions:

• In the Quick Actions menu in the Header,
• In the Actions Ribbon when viewing a Contact Record,
• On the Communication Tab of a Contact Record,

1. In the Send Email window that appears, fill in the relevant and appropriate fields:

   

   • From Required. This is a drop-down containing staff users
   • To Required. If you initiate the email from within a Contact Record, this will already be populated. You can add recipients by clicking in the Add To field and typing the name you want. The system will search on-the-fly and you can select the user when it appears in the list
   • Add Cc Begin typing in this field to select the user you want to Cc on the email.
   • Add Bcc Begin typing in this field to select the user you want to Cc on the email.
   • Exclude Sending to Contacts on List: If you have selected a list from the Address Book and you wish to exclude certain contacts on the list from receiving the email, enter the desired email addresses.
   • Subject Required.
   • Category Select a Category if desired. Refer to Communication Categories for details.
   • Template Select a Template if desired. Refer to Create and Manage Email Templates for details.
   • Drafts If you are continuing a draft, you can select it here

2. Enter the text of the message. You have editing capabilities and are able to insert database fields if desired.
3. Click Attach Files if necessary. See Send an Email Attachment for best practice information.
4. Enter the Project name in the Project field if appropriate (requires the Projects/Tasks module.) This will record the email in the Communication Tab of the selected Project.
5. Enter a Date/Time in the Delay Delivery Until field if appropriate. This allows you to compose an email at your convenience but not have it sent until the day you select.
6. If you need to finish the message later, click Save Draft
7. If you are ready to send, click Send

The message will be recorded in the Contact's Communication Tab as well as the Communication Module

Send an Email Attachment

---

It is best practice to include links to documents, rather than attach files. Attachments may cause emails to be blocked, and there may be maximum file sizes allowed by some email providers preventing your attachments from reaching the final destination. Your GrowthZone software includes a Cloud, to which you can easily upload documents and create sharing links to include in your email. See Working with Documents in the Cloud for further information.

Send an Email to Multiple Recipients

---

You initiate an email to multiple recipients exactly the same way as for a single recipient. The only difference is how you select the recipients.

Manually Enter Multiple Recipients

---

1. In the Add To field of the email message, type the name of the first recipient. The system will type ahead. Select the recipient when the name appears.
2. Repeat until all recipients are added.

Select Multiple Recipients Based on Criteria

---

1. Click on the Ellipse icon to the right of the Add To field,
2. From the Address Book that appears, select the group or groups you want to send to

   

   • Different types of groups are present:

   • Group--a List or Committee you created
   • Category--based on Categories a contact is associated with
   • Membership Status--based on the Membership Status of the contact
   • Membership Type--based on the Membership Typeof the contact

   • You can scroll through the list or use the Search field at the top

3. Click Done

Refer to Sending An Email for additional details.

Create and Manage Email Templates

---

Email templates provide an easy way to respond to standard email tasks. For example, you may wish to send a thank you email to all those who have attended an event. You can create (or customize a default) template that can be used consistently for all of your events. This will allow you to efficiently send emails, and increase productivity. Email templates may also include database fields.

There are a variety of default email templates populated in the database that you may us to meet your business needs. You may view the existing templates, edit copies of the existing templates, or create your own. To do any of these actions:

1. Click Setup in the navigation panel
2. In the Communications section, click Email Templates. A list of the default email templates will be displayed.

View a Default Email Template

---

From the list of templates, (Setup > Communication > Email Templates),

1. Click the name of the email template you wish to view or modify. The Edit Email Template dialog box will open. The following fields are displayed for your review:

   Name - The name of the template is displayed for selection when you are sending emails. Additionally, the name of an email may be used for filtering and reporting.

   Description - This field allows you to provide more details about this template. Visible internally only.

   Category-The category field allows you to associate this template to specific email categories, and may also be used for filtering. Internal only.

   Subject-The subject is the subject line of the email.

   Template Text-The template text is the body of the email.

   Make available to all users- when viewing a default template this checked box will indicate if the template is available to all users.

2. Click the Done button when finished viewing

Edit a Default Email Template

---

1. Click Setup in the left-hand navigation panel.
2. Click Email Templates in the Communication section.
3. Click the Edit icon () to the far right of the template name. NOTE: The system is actually making a copy for you to edit. Original templates themselves cannot be edited or deleted.
4. Make changes in the Edit Email Template window that appears. See View a Default Email Template above for description of available fields.

   

   Name - If you do not change the name, the system will add the word "Copy" to the end of it.

   Description

   Category

   Subject Database fields (indicated by {{ }} ) cannot be added by the user to the subject line. If the subject line of the template you are editing contains a database field that you don't want, simply delete it (you cannot edit it).

   Template Text In the body of the email database fields are in double brackets and also highlighted in yellow. The field contents will not be highlighted in the sent message. Also, only make cosmetic or location changes to these fields (do not edit the names). See below for how to add fields to the template.

   From Email Address-select the staff address from the dropdown that will be used if the email is sent automatically

   Make available to all users- check this box if you want this template to be available. If unchecked the template will only be available to the person who created it

5. Click Done

Add Database Fields to a Template

---

1. Put your cursor where you want place the data base field.
2. Click on Insert Merge Field in the editing bar.
4. Scroll through the list of available fields (or use the Search feature at the top of the list)

   • Not every field in the database is available to merge.
   • "Tenant" refers to your organization

5. Click on the field you want to enter
6. Click the Save & Close button

NOTE: Event-related fields will only populate correctly if sent from within an event.

Add a New Email Template

---

1. Click Setup in the left-hand navigation panel.
2. Click Email Templates in the Communication section.
3. Click the Add button in the top right corner.

   

4. Configure the available fields: See View a Default Email Template above for description of available fields.
   • Name: This is the name that will appear in template selection drop-downs.
   • Description: (Optional)
   • Category: Select the appropriate category for the email template. This option drives which data base fields are available to include in your template AND where the template is available for use in the software.
   • Subject: Default subject for the template, this may be changed as needed when the template is used.
   • Template Text: Customize font and paragraphs using the standard word-processing icons such as bolding, italicizing, underlining, etc. You can also insert hyper-links, Youtube videos, images and merge fields. NOTE: The merge fields available are based on the Category you have selected.
   • From Email Address: This is the default from email address. It may be over-ridden when using the template.
   • Make Available to Other Users: Select this option if you wish the template to be available to all of your staff members. If deselected, it will only be available to you.
5. Click Done.

Outlook Add-on

---

The Outlook Add-on provides the ability to attach e-mails, sent via Outlook, to a contact's general communication tab and/or to a project.

Install the Outlook Add-on

---

Download the Outlook Add-On to start tagging incoming or sent emails:

1. Click Setup.
2. Click Outlook Add-on in the Software Add-Ons section. NOTE: The Outlook Add-on must be installed on all pc's, laptops, etc. that will require its use.

   

3. Run the Windows Installer Package as directed.

   Once you have completed the installation of the Outlook Add-on, open your Outlook program. In the menu bar, you will be able to see a GrowthZone option.

   

4. Click the GrowthZone link.

   

5. Click Settings.

   

6. Click Connection.
7. Enter or confirm your GrowthZone user name and password.
8. Click Connect.
9. Click Save.

NOTE: Connection settings will be saved for all future use and you will not need to re-enter your credentials.

Attach emails to contacts/projects with the Outlook Add-on

---

This functionality will allow you to attach the communication to the original recipient(s) and sender. Additionally, you can select contacts from your database (or create new contacts) who may not have been initial recipient(s)/sender of the email. You can also attach the communication to your existing projects, or create a new project to which the communication can be associated.

1. In Outlook, open the email that you wish to attach to a contact/project.

   

2. Click the Attach icon located on far right in the menu bar.

   

3. In the Contact(s) section, a list of the to/from contacts of the email will be listed. To attach the initial recipient(s)/sender of the email:

   • By default all contacts are selected, which would result in the communication being attached to all. You can deselect any of the to/from contacts if you do not wish to attach to their communication log.
   • If the email address is associated to a Contact in your database, the name of the contact will be displayed in the last column.

   In the example below, the system was able to match the first email to a contact, but not to the others.

   

   • If there are multiple contacts associated to the same email address, --select Contact-- will be displayed. Double-click on --select Contact-- to select the appropriate contact name. In the example below, multiple contacts were associated to the email address.

   

   • If there are no matching contacts in the database, no selections will be available when clicking --select Contact--. If you wish to add the contact to your database, click the Add button adjacent to the appropriate row. The Add Contact dialog box will be displayed. Enter contact information, and click Save.

   

4. Attaching the communication to other contacts (not the original recipient(s)/sender of the email: Begin typing the name of the contact in the Additional Contacts text box. A list of contacts matching your text will be displayed. Select the desired contact and click the Add to List button.

   

   • If no match is found in your database to the information you have typed in the Additional Contacts text box, you may add a new contact to the database by clicking the Create New Contact button.
5. Select a communication Category. This is optional, but allows you to classify your communications for ease in filtering and reporting.
6. Attaching the communication to a Project: If you are using the GrowthZone Projects module, you can also attach communications to projects. Begin typing the name of the project in the Projects text box. A list of projects matching your text will display. Select the desired project. If the project to which you wish to attach the communication does not exist, you can add a new project by clicking the Add button.
7. Click Attach.

Working with Lists/Committees

---

Sending communication via email and letters may be simplified by creating lists/committees. Additionally, you can allow your members to automatically join the lists/committees that they wish to participate in.

Did you now... You can create new lists, or add contacts to lists from reports. See Add Report Contacts to List/Committee for instructions.

Add a New Email List

---

1. Click Lists/Committees in the Navigation Panel. A listing of all lists/committees configured in your database will display. On installation of the software, common lists have been populated, such as Current Staff, Ambassadors, etc. You may use these lists as configured, or customize them to meet your needs.
2. Click the Add Email List button.

   

3. Configure the following on the Add/Edit Email List screen:

   • Name - Enter a name for the new list. Use a name that well describes this list, as it will be displayed in the To line of your emails.
   • Category - Select the category to which you want to associate this list. Categorizing will make it easier to filter and report on this list.
   • Established On - If you wish to track when this group list was started, enter an established on date.
   • Description - Provide a description of the list (Optional).
   • Display Options:
     • Is Active - Select this check-box to activate this list. If the list is not activated, it will not be displayed.
     • Public Can Join - Select this check-box to allow the public to join this list. If selected, the list may be displayed on your web-site.
     • Users Can Join - Select this option to allow your member users to join this list. If selected, the list may be displayed on your web-site.
     • Synchronize Contacts with authorized third party newsletter solution - If you are using a third party solution, such as Constant Contact, select this option to synchronize this group to your solution.

4. Click Done.

Add a New Committee

---

1. Click Lists/Committees in the Navigation Panel. A listing of all lists/committees configured in your database will display. On installation of the software, common lists have been populated, such as Current Staff, Ambassadors, etc. You may use these lists as configured, or customize them to meet your needs.
2. Click the drop-down arrow on the Add Email List button, and select Add Committee.

   

3. Configure the following on the Add/Edit Committee screen:
   • Name - Enter a name for the new list. Use a name that well describes this list, as it will be displayed in the To line of your emails.
   • Category - Select the category to which you want to associate this list. Categorizing will make it easier to filter and report on this list.
   • Established On - If you wish to track when this group list was started, enter an established on date.
   • Description - Provide a description of the list (Optional).
   • Sponsor - Enter the name of the committee sponsor (Optional).
   • Meeting Time Description - Enter information about the meeting times for this committee.
   • Default Term (Months) - Enter the default term length that members may sit on this committee (Optional).
   • Display Options:
     • Is Active - Select this check-box to activate this list. If the list is not activated, it will not be displayed.
     • Users Can Contact - Select this option if you wish to allow all users to contact members of this committee.

   • • Synchronize Contacts with authorized third party newsletter solution - If you are using a third party solution, such as Constant Contact, select this option to synchronize this group to your solution.

   • • Disallow Opt Out - Select this option if you do not wish members on the list to be able to opt out from the list.
   • Public Display Options
     • Public Allowed to View List: Select this option if you display this list on your public pages. When this option is selected the Hub Display Options will be enabled, and you can choose to your members to view the list in the Info Hub by clicking Users Allowed to View List.
     • Public Can Join: Enable this option if you wish to allow the public to join this list. When enabled, you can select to allow your members to join by enabling Users Can Join.
4. Click Done.

Managing Lists/Committees

---

1. Click Lists/Committees in the Navigation Panel. A listing of all lists/committees configured in your database will display.
2. Click the hyper-link for the list/committee you wish to work with. The List/Committee screen provides four tabs to manage the list/committee: General, Contacts, Communications, Events, and Files.

Update List/Committee General Settings

---

The General tab allows you to update the settings you configured when the list/committee was first created.

You can view and/or change the following settings on the General tab:

• Name - Enter a name for the new list. Use a name that well describes this list, as it will be displayed in the To line of your emails.
• Category - Select the category to which you want to associate this list. Categorizing will make it easier to filter and report on this list.
• Established On - If you wish to track when this group list was started, enter an established on date.
• Description - Provide a description of the list (Optional).
• Sponsor - Enter the name of the committee sponsor (Optional).
• Meeting Time Description - Enter information about the meeting times for this committee.
• Default Term (Months) - Enter the default term length that members may sit on this committee (Optional).
• General Settings:

• Is Active - Select this check-box to activate this list. If the list is not activated, it will not be displayed.
• Synchronize Contacts with authorized third party newsletter solution - If you are using a third party solution, such as Constant Contact, select this option to synchronize this group to your solution. NOTE: If the group is set to allow opt-outs, the Synchronize Contacts with authorized third party newsletter solution option will be grayed out. Groups that are set to disallow opt out may not be synchronized to a third party solution.
• Disallow Opt Out - Select this option if you do not wish members on the list to be able to opt out from the list. See What happens when a group email recipient opts out for further information on opt-outs. NOTE: If the group is set to synchronize to a third party news letter, the disallow opt out option will be grayed out. Groups that are set to disallow opt out may not be synchronized to a third party solution.

• Public Display Options

• Public Allowed to View List: Select the Make this list/committee view-able to others. if you wish to display this list publicly. When selected, the Hub Display Options will be displayed.

• 'Public Can Join: Select the Public can subscribe to this list when you are using the Subscriptions widget builder or Membership Application if you wish to allow the public to join this group from your web-page or your membership application form. When this option is enabled, Users Can Join is displayed in the Hub Display Options.

• Hub Display Options: These options are displayed when Public Allowed to View List is enabled, see above.

• Users Allowed to View List: Enable this option to allow your members to view the list in the Info Hub. When enabled, you can allow members who are a part of the list to view other contacts on the list by selecting Contacts on List can view other Contacts.
• Users Can Join: Select this option if you wish to allow your members to join this list/committee via the Info Hub. This option is only displayed when Public Can Join has been selected, see above.

Click the Save button if you have made changes.

View and/or Edit Contacts on a List/Committee

---

You may view and/or add contacts to a List/Committee on the Contacts tab. NOTE: You can also add individual members to list/committees from their contact page.

1. Click Lists/Committee in the Navigation Panel. A list of the lists/committees currently configured in your system will be displayed.
2. Click the hyper-link for the list you want to view.
3. Click the Contacts tab. A list of all of the contacts in the list/committee will be displayed. NOTE: The Include Public Subscriptions filter is applied, by default, to the list of contacts. To clear this filter, click the customize results button and un-check Include Public Subscriptions.
4. Click the pencil icon in the actions column to edit details of a contact.

   

5. Update the desired fields:

   • You may drop a contact from this list by entering a Drop Date.
   • You may deactivate this contact from the list by deselecting the Active button. This will remove the contact from the list.
   • You may keep the contact in the list, but prevent emails from being sent to the contact by clicking the Do Not Contact check-box.

6. Click Done.

View Historical Contacts for a List/Committee

1. Click the Customize Results button.

   

2. Click the Include Historical Contacts check-box.
3. Click Done. The contacts list will refresh and display historical information.

Add Individual Contact(s) to a List/Committee

1. Click Lists/Committee in the Navigation Panel. A list of the lists/committees currently configured in your system will be displayed.
2. Click the hyper-link for the list you want to view.
3. Click the Contacts tab. A list of all of the contacts in the list/committee will be displayed.
4. Click the Add Contact button.

   

5. Configure the following fields:

   • Name - Enter the name of the contact. If the contact exists in your database, as you type ahead contacts that match will be displayed.
   • Role - This is an optional field where you can assign a role to this contact.
   • Email Address - Select the contacts email address. If an address has not been configured you will need to go to the individual contact page to enter it.
   • Join Date - The join date will default to the current date. You may change this if necessary.

6. Active - Select this check-box.

   Do Not Contact - if the members wishes to be on the list/committee but does not want to be contacted, click this check-box.

7. Click Done.

NOTE: Contacts may be added to or removed from list/committees on their individual contact page.

Import Contacts to your List/Committee

---

Through the import functionality, you can import a file containing the contacts that you wish to add to your roster. If contacts already exist in your database, the system will match them, if the contacts do not exist, the system will create a new contact. To import a list, start with .csv, .xls, or .xlsx file with column headings. First Name, Last Name and Email Address are required to import. Once you choose your file, you will be provided with prompts to map your column names to the available fields in the database.

1. For the desired group, click the Import tab.

   

2. Click the Import Contacts button.

   

3. Click the Choose File button to navigate to and select your file of contacts. The file must be .xlsx, .xls, or .csv. You will receive an invalid file type error, if the wrong type of file is imported.
4. Once imported, you will be able to map the fields imported in your file, to database fields. Columns from your spreadsheet are in the source list, and you will select the database fields from the Destination drop-down lists. Read and agree to the terms & conditions.
5. (Optional) Enable the Create new contacts if contacts that are imported are not yet in the database check-box, if you wish the system to automatically create a new contact in your database, if the contact doesn't currently exist.
6. Click Done.
7. After successfully importing your file (this make take a few minutes dependent on the size of your file), Initial Matching Complete will be displayed in the Status column. Click the , to review your matches. NOTE: If you do not map the imported fields to database fields, the imported file will be listed as Pending and by clicking the icon, you will be able to map to the database.

   

8. If the system has successfully matched to a contact in your database, the total matches will be displayed in the Exact Match (no action needed) column. If the system has identified possible matches, click the link in the Possible Match column.

   

9. Click the to match the contact, or to create a new contact. You can select a contact from the list, or click the box beneath Select Contact From The Matches Below or Create New Contact to create a new contact.

   

10. Click Done after matching the contact, and continue with other contacts that require matching.
11. Once you have completed all matching, click the Execute Final Import button. The status column will display Completed Successfully.

Create Mailing Labels for Lists/Committees

---

From the Lists/Committees Module you can create mailing labels from the Contacts tab.

1. In the Lists/Committees module, click the hyper-link for the list/committee for which you want to create mailing labels.
2. Click the Contacts tab.
3. Click the down arrow on the Add Contacts button.

   

4. Click Mailing Labels.

   

5. Select the Label Format from the list. Standard Avery label formats are available.
6. Select the Mailing Sort Order.
7. Select the font you want to use from the Font Family list. Standard fonts are available.
8. Select the font size you wish to use from the Font Size list.
9. Select the Endorsement you wish to use. This allows you to define what you wish the postal service to do in the event mail is undeliverable, etc.
10. Include Business Name on mailing labels addressed to Individuals - Select this check-box if you want to include the business name on the labels, when addressed to an individual.
11. Include Primary Rep Name on mailing labels addressed to Businesses - Select this check-box if you want to include the Primary Rep name on the labels, when addressed to a business.
12. Position the Primary Rep Name above the Business Name on mailing labels with both values - Select this to place the Primary Rep name above the business name.
13. Include or current resident below addressee name on mailing labels - Select this option if you wish the labels to include "Or Current Resident".
14. File Format - Select the file format you wish to use.
15. Click Done to print your mailing label template.

Contacts List/Committee Report

The Contact List/Committee Report may be used to generate a report of all of your lists/committees and the individuals associated to those lists/committees. The report may be filtered by an individual contact if you wish to see all group membership for an individual and/or by a specified date range.

1. Click Reports in the Navigation Panel
2. Select Contact List/Committee Report.
3. Select your search filtering criteria.
4. Click Run Report.

You can perform the following actions with the report by clicking the down arrow on the Run Report button:

• Export as PDF
• Export as Excel.
• Export Summary as PDF
• Export Summary as Excel
• Email Report
• Add to List - This option will allow you to add the members to an existing list, or create a new list (by clicking the + button on the Add Contacts to List screen). This can help you in sending emails to this group as necessary.

• Save as New Report - If you want to use this report with the same filtering options in the future, you can save the report.

NOTE: To make this report available to all users, do not select the Hide This Report From Other Users check-box. If selected, the report will only be available to you.

• Add as a Favorite Report - you may save the report as a favorite, then easily identify it when filtering reports in the Reports module.

Communications Module

Review All Communications

You may review and manage all communications in the Communications module. (Select Communications in the Navigation Panel). On the Communications module Browse tab, you will be able to review ALL communications. This list includes emails, notes and logged phone calls. You may easily search the list, or filter/customize the result using the options on the top of the screen.

NOTE: You can review communications to individual contacts on the contact's communication tab.

View Email Delivery Statistics

---

The Communication Delivery Stats will help you understand the effectiveness of your email communications. You will be able to gauge the success of your email campaigns by looking at open rates, reviewing whether an individual recipient received/opened the message. This allows you to see who did not receive the communication based on a delivery failure so that you can determine possible list/contact cleanup then redistribute.

1. Click Communications in the left-hand navigation panel.
2. On the Browse tab, click the in the Actions column for the desired email.

   

The Communications Delivery Stats screen will display:

• Total Recipients: The total number of recipients to whom the email was sent.
• Recipients Who Opened: Number of recipients who opened the email.
• Open Rate: The total number of times your users opened your emails, divided by the total number of Delivered messages.
• Total Delivery Failures or Bounces: Total number of emails that were not delivered.
• Number of Bounces: Total number of bounces. A bounce occurs when the receiving server could not or would not accept the message.
• Bounce Rate: Total number of bounces, divided by the total recipients. Bounced emails hurt your reputation as well as GrowthZone's so it’s important to keep your bounce rate low (ideally as close to 0% as possible).
• Number of Distinct Clicks: The number of unique individuals that have clicked the links in your emails.
• Total Number of Clicks: The total number of times your users have clicked on the various links within your emails.
• Recipients That Have Clicked: The number of recipients who have clicked links in your emails.
• Click Through Rate: The number of unique clicks divided by the number of unique opens. For Example: Let's say that you send out an email to 1000 recipients, and of those 1000 messages you register 300 unique opens. Then, out of those 300 unique opens, you record 100 unique clicks. This would give you a click-through rate of 33.3%, since 100 clicks divided by 300 opens equals 0.333 multiplied by 100.
• Open Events: This section will display a list of all recipients who opened the email.
• Sending Times: This section will display when the email was sent, and when sending was completed.
• Click Events: This section will display a list of links that were clicked. Each of the links is unique, as the links in your email are converted for tracking purposes. Click into the link to view which recipient clicked.

NOTE: Communication Delivery Statistics are not available for automated messages.

Send Newsletters

On the Communications module Newsletters tab, you can be easily created and send newsletters. Default Newsletter templates have been setup in your system that may be used as designed or you may customize them to meet your needs. Refer to Create and Manage Email Templates to view the default templates.

You can send the newsletter to individual contacts and/or a list/committee by entering the contact name in the To box.

The content of the Newsletter can be edited, by clicking into the different sections of the letter and using the style editor functions to format text, add links, images and so on.

NOTE: Only the default templates we have provided in the software may be edited. If you have created your own newsletter templates, you will not be able to edit these in the Communications Newsletter module.

Click the Send Preview button to send the newsletter to yourself or others for review prior to sending the newsletter out.

View Email Drafts

When you have created and email and clicked Save Draft, you can view the drafts on the Email Drafts tab of the Communications module.

You can edit or delete the Email Draft on the Email Drafts tab. Additionally, but clicking the subject of an email, the Send Email screen will be displayed, and you can send the email.

NOTE: All emails that you have started but not sent (cancelled), will be saved as draft.

Sending Your Draft Emails

If you wish to send a draft email, you can select it from the Drafts list on any Send Email screen.

NOTE: Once a draft email is sent, it is no longer listed on the Email Drafts page, nor will it be visible in the drafts drop-down list when sending emails. It is not a template.

View/Edit/Delete Scheduled Emails

On the Communications module Scheduled Emails tab, you can be view, edit and delete scheduled emails.

Click the Edit Email icon to view and edit the scheduled email. Click the Delete icon to view and edit the scheduled email.