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Newsletters serve as a great tool to send current awareness updates or need-to-know information out to your subscribers via an email or RSS feed (if your subscription allows). Using Topics as their building blocks, Newsletters can either be fully automated or can be curated in order to ensure a more refined set of results being published to your end users.
Setting up a Newsletter
To start, navigate to the Newsletters tab and select Build Newsletter.
Note: We recommend that, prior to creating a Newsletter, you first create your searches and Topics as outlined in our Quick Start Guide, and then feed those into your Newsletter.
- Title: You must give your Newsletter a title. This will also be the email subject line of published emails.
- Description: This description will be visible on the Newsletter page and on the My Subscription page, visible to end users.
- Create: Click to create the shell of your Newsletter.
Once created, you will see the shell of your Newsletter and will be able to determine additional Newsletter settings and add content. Note: To make changes to the name, description and type of the Newsletter, click View More Newsletter Details.
Once the shell of your Newsletter has been created, you will need to add Topics to populate it with content.
Click Configure Newsletter to bring up the Newsletter configuration dialog. Here can add one or more Topics which have already been created by yourself or another administrator (Existing Topic) or create a new one which will only be available for use in this Newsletter (New Topic).
Adding an Existing Topic
When this option is selected, you will be redirected to the Topics page where you can select one or more Topics to add to your Newsletter.
Tip: To quickly find the Topics you want to include, use the filters and/or search box to limit your results.
Once you have ticked the box for each Topic you would like to include in your Newsletter, click on Add Topics at the top-right side of the page.
This then takes you back to the Newsletter configuration dialog where you can change the ordering of your Topics by clicking on the ten dot grid to the left of a Topic name and dragging it to the desired location.
Once finished, close the Newsletter configuration dialog and any articles available for publish will now be visible in your Newsletter.
Adding a New Topic
If you click on the teal coloured New Topic button from the configurator as shown above, you will be creating a Topic exclusively for use in this single Newsletter. Unlike Topics created in other ways, these will not be visible to end users to add to their Personal Newsletters nor will the Topic be available for selection when managing the Topics of other Newsletters.
To create one, click New Topic in the Newsletter configuration dialog. You will be prompted to give the Topic a title (and add a description if desired) and click on the checkmark to create the Topic shell.
Once the shell has been created, you will need to add content by creating one or more Vable searches to feed into your Topic. These can be keyword searches and/or content from selected publishers, sources or emails routed into your platform. Click Add New Vable Search.
You will be redirected to the Articles page, where you can build your search.
Once you have applied your terms and filters, click Save to be taken back to the Newsletter configuration dialog where you will name and activate your search.
Give your search a name (and optional description) and click the teal check mark icon. To delete click on the cross.
You will then be asked if you would like to activate your search. Note: If you opt to skip activation, the content from the search will not populate your Newsletter until you activate it.
To see at a glance what your search terms are, hover the pointer over the filter icon to the left of the search. To view and/or edit your search, click on the cog icon on the right of your search title.
Publishing your Newsletter
Now that you have populated your Newsletter, you will need to apply some final settings to begin the automatic publishing of the content.
Define the Publish Schedule
To set the frequency of publishes for your Newsletter, click on the Timing field and make the required changes. The Newsletter can be published:
- Workdays (Mon-Fri or Sun-Thurs)
Then set the time(s) and time zone that the Newsletter is to publish out to your subscribers. You can pick as many specific times as needed or set your Newsletter to run every hour / half an hour.
Add the Subscribers
To add users as recipients of the Newsletter, click within the Users* field of the Subscribers box. Note: your organization may have a subscription which includes Units (predefined groups of users) and these would be added via the Organization Units field of the Subscribers box.
This will bring up the dialog box to select (or remove) subscribers from the Newsletter. There are three tabs within the popup to allow you to quickly view users currently subscribed to the newsletter: those who are not currently subscribed to the newsletter and all users. The search box also allows you to search within the lists.
To add or remove subscriber(s), select the check box next to the name(s) and click Update Users when finished to save your changes.
Activate the Newsletter
After you have determined the settings for your Newsletter, make the Newsletter Active using the given slider and select Save Changes. Once active, this option will be green. Note: a Newsletter will not publish unless activation has occurred.
Once your Newsletter is finalized, you’re ready to preview and then publish your Newsletter out to your subscribers.
Previewing a Newsletter
Select the Preview tab to view the Newsletter’s current template and select a new one if desired. Click Save Changes to apply a new template to your Newsletter.
Manually Publishing your Newsletter
If you want to receive a copy of the Newsletter before it is sent out to your users, send yourself a Test publish which will go only to your email address. You can then edit the Newsletter or publish it to your subscribers. To publish the Newsletter immediately to all subscribers, select Publish.
Once a Newsletter is published, the content will be cleared and new articles since the last publish will begin to automatically populate as they come into the platform.
Other Newsletter Options
Depending on the subscription your organization has, you may have some additional options available for managing your Newsletters.
You will automatically be assigned as the administrator / owner of the Newsletter. You can add other administrators as managers by clicking on Add. This will lock down the Newsletter to be administered only by the designated individuals
To limit the visibility of your Newsletter on the end-user pages, you can specify which users (or groups if your organization has these) should be able to see and subscribe to your Newsletter. Note that this does not subscribe the users to be recipients - that must be done as part of the Subscribers field.
In addition to delivery via email, Newsletter content can be consumed as an RSS feed (if your subscription allows). There are two RSS feeds available: live and published.
Content will populate the RSS feed as it comes into your Topics, and is therefore a “live” view of the Newsletter’s past and pending publishes.
Only after content has been published to subscribers via email will new content populate this RSS feed.
The Newsletter’s RSS links are found under the Delivery field.
Newsletter Sending Options
Additionally you can update the information recipients will see when receiving emails in the Newsletter Sending Options. All fields can be customized with the exception of the Sender address, which must be chosen from one of the options in the drop down menu.
This shows when the Newsletter was created or updated, and by whom. Any historic changes made to the Newsletter are recorded in the Audit Log.