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This guide assumes that you have already created the shell of your Newsletter as outlined in the Create a New Newsletter guide and are ready to apply the final settings to begin the automatic publishing of the content.
If you are ready to add subscribers and publish your Newsletter, see here.
Adjust the Grouping of Content
By default, the articles in your Newsletter will be grouped by Topic. Each section header/title will be the name of the Topic. Other options include:
None - a straight list of articles in reverse chronology based on the created date in Vable
Vable search - articles will be grouped by search, each section header/title will be the name of the search
Publisher - articles will be grouped by publisher, each section header/title will be the publisher’s name as it appears in Vable. We do not recommend this setting unless your searches are set to be against a limited number of publishers.
To adjust the way in which the content is grouped, click on the current grouping selection and change the setting from the dropdown menu. You can preview how this will look in the Newsletter by clicking into the Preview tab.
Adjust the Ordering of Content
By default, the articles in your Newsletter will appear in the order in which the articles were created in the Vable platform, known as Date created. The most recently created articles will appear first, though you can select the arrow icon to reverse the order.
Another option is to order the articles alphabetically by article title. To adjust the ordering, click on the current selection and change the setting from the dropdown menu. Again, you can reverse the order by selecting the arrow icon. You can preview how this will look in the Newsletter by clicking into the Preview tab.
Define the Publish Schedule
To set the frequency of publishes for your Newsletter, click on the Timing pane and make the required changes. The Newsletter can be published:
Weekly (one or more days weekly)
Monthly (one or more days monthly)
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 use the defaults to set your Newsletter to publish every hour or half an hour.
An Automated Newsletter will only publish at the scheduled time if there is new content since the last publish.
Add the Subscribers
To add subscribers to the Newsletter, click on Users in the Subscribers pane. Note: your organization may have a subscription which includes Units (predefined groups of users) and these would be added by clicking on Organization Units field in the Subscribers pane.
This will bring up the dialog box to select (or remove) subscribers from the Newsletter. Anyone with a user profile on your account can be added as a subscriber. There are three tabs within the dialog to allow you to quickly view users:
Users currently subscribed to the newsletter;
Users who are not currently subscribed to the newsletter; and
The search box allows you to search within the lists, and multiple users can be searched at once using the OR connector. Stem searching is also possible by including an asterisk at the end of the stem (e.g. Smith OR John*).
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 by clicking on the slider next to the Actions menu and select Save Changes. Once active, this option will be green. Note that a Newsletter will not publish unless activation has occurred.
Now that your Newsletter has been activated, it will begin publishing at the set frequency to the subscribed users. You may wish to Preview the Newsletter, or receive a copy of the Newsletter before it is sent out to the subscribers, read on to find out how.
Previewing a Newsletter
Select the Preview tab to view the Newsletter’s current template. You can select a different template, if multiple templates have been created for your organization, by selecting from the drop-down list in the Settings pane. Click Save Changes to apply the template change.
Within the Preview tab, you also have the option to add custom Header and Footer text to your Newsletter. Select the pencil icon next to the appropriate field, insert your text, and format it using the toolbar. You can add links or mailto links, if required. Select the OK button to close the dialog, toggle the activation slider on, and select Save Changes.
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 manually publish the Newsletter immediately to all subscribers, select Publish and confirm the action.
Once a Newsletter is published, the content will be cleared and new articles will begin to automatically populate the Newsletter as they come into the platform.