Manually Curated Newsletters enable you to control exactly what your subscribers receive. Administrators can review, edit and/or exclude articles, or other useful information before publishing. These are excellent for precision client or industry news where results need to be checked and/or formatted. 

This guide assumes that you have satisfactorily set up searches within Topic(s) as outlined in the Quick Start Guide, and you are ready to set up your Newsletter.

Create your Newsletter shell

From the menu bar, click on the Newsletters tab and once on this page look for the Build Newsletter button.

Follow the steps below, but keep in mind you can return at any time to amend the settings by opening the Newsletter Details view. 

  1. Create a title. This will be the email subject line if it is published as an email.

2. Add a description or subtitle as required. This will not appear in the email subject line but could be useful for other administrators (and in some cases end-users) to know more about the Newsletter when browsing through a list.

3. Change the type. Use the drop down to switch from Automated to Manually Curated. 

4. Sending Options (optional): While your organization can have default values automatically applied to all Newsletters, you can customize the sender name, reply-to name and reply-to address within this field.

5. Click on Create.

Note that you will not be able to activate the Newsletter until you have added subscribers to it. 

Getting content into the Newsletter

Once created, your page will refresh and it is time to add Topics to your Newsletter in order to populate it with the desired content.

Manage Newsletter Topics

Click on the Configure Newsletter button on the left. This will launch the Newsletter Configuration dialogue box where you can create a New Topic or add an Existing Topic

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If you have already created your Topics (as instructed here), click Existing Topic.

Using the search bar and/or filters, find your desired Topic(s) and tick the box (1) beside each Topic you want to include. Click Add Topics (2).

This will return you to the Newsletter Configuration view.  Using the drag and drop functionality, you can move and rearrange your Topics. You can add more as required. When you have finished, close the dialogue box and return to the Newsletter content page.

Note: If instead New Topic is selected, you will be creating an Alert Topic for your Newsletter.

Loading content

Now it is time to bring the content into your Newsletter - click on Load New Content. Content is only brought into your Newsletter when this action is completed to allow you to work on the Newsletter without anything else being added automatically and without notice. 

Loaded articles will display in the content window, and any new articles after the last load will be in pending content until you decide to include them in the Newsletter. New content will be clearly marked. 

A note about pending content:

In some instances, there may be a large number of items pending loading into a Newsletter but your intention is to only publish a few select items. By deselection the box labeled “New content items will be included in newsletter” prior to clicking Load New Content, all new items will be excluded upon load. This saves you time by not requiring you to click on each article to exclude. Leave the box checked to keep all items included by default.

Managing your curated content

Once you have loaded the articles, you can start reviewing content. The combination of Custom quick options on the left and the icons on the right side of the articles list give you total control over the final result of your Newsletter. To help you identify what each icon does, hover your mouse pointer over them, and see additional information below.

Custom quick options 

Under the 2 teal buttons for Configure Newsletter and Upload Article on the left, you can find Custom quick options

You are given options to apply different views across the entire Newsletter from here. 

  • Hide topic descriptions - if the Topic has a description, you may want it included in the Newsletter. This can allow you to give your readers additional information about the Topic.
  • Hide duplicates - this removes articles which have identical titles. Automatic deduplication happens against all Topics in the Newsletter and only applies to articles appearing in the same publish of the Newsletter.
  • Hide excluded - when you are curating your Newsletter, you may want to still see everything you are excluding. Uncheck this option to view the excluded items which will be clearly marked so there is no room for confusion. Once you are done, you can tick the box and hide everything you’ve excluded to have a clear view of content which will be published.  
  • All topics - This option determines which Topics are visible in the article list for curation purposes only. This allows you to review the content from all Topics simultaneously or select Topics only, allowing you to hide out Topics on which you are not currently working. Note that the visibility selected here has no bearing on the content which will publish in the Newsletter. To keep a Topic from publishing entirely, deactivate the Topic in the Newsletter Configuration window.

If at any point you need to look at what effect your changes are having on the final Newsletter, click on the preview tab. 

Curation Icons

There are a collection of icons on the far right which enable you to manipulate your content. As a first step, click the full screen mode icon (the four outbound arrows) so you have more room in which to work.

As well as the full screen mode, in the top line of icons you have create new temporary Topic and include/exclude content items. All of these affect the Newsletter as a whole, for instance when you click on include/exclude content items, it will apply this over all items.

  • Creating a temporary Topic will add a new section where you can manually add items. However it will only exist for this one publish and it will have disappeared when you next go into this Newsletter.
  • Underneath that row you have further set of icons which correspond to the Topic on the same line. This same set of icons will appear for each Topic in your Newsletter. Anything you do here applies only to that Topic. So you can add a new content item or add/remove or edit the Topic title, as you wish. 
  • Adding or removing the Topic title with the Toggle title visibility is dependent on your preferences and how you want your Newsletter to look. For instance you may want to divide your articles under clear headings. Or you may prefer a single list of articles with no signposting in the header. 
  • Occasionally you might want to add comments to an article, especially if you want to draw your readers’ attention to a section of an article or report. By clicking on the toggle comment icon, you can add comments under any article or document. Filled speech boxes indicate that there is a comment attached; white ones mean that there is nothing there yet.
  • The 8 dot icon to the left of the article details indicates that it can be dragged and dropped into any other topic, or newly created section, or indeed, reordered within the Topic itself. Hover over the icon, click, and move. As a reminder, if you wish to re-order the Topics in the Newsletter, you’ll need to click on Configure Newsletter
  • You can edit the title or description of articles using the grey pencil icon which appears when you hover over the article. Make your changes and click update.

Once again if at any point you need to look at what effect your changes are having on the final Newsletter, click on the preview tab. 

Excluding items

You are able to exclude individual articles from your Newsletter simply by clicking on the X on the right side. 

You may only be including a handful of items in the final publish so you might want to start from a position of excluding everything from a single Topic or even from the entire Newsletter. Click on the circular plu/minus icon to include/exclude content items from the top level or the relevant Topic - the middle one below. 

If you exclude something by mistake, you can recover it by unticking the Hide excluded box in the Custom quick options on the left hand side. Your article will appear in pink with a red excluded tag so you will know it will not be included in your Newsletter. To include it again, simply click on the undo arrow.

If an entire Topic is empty, the toggle title visibility icon will have a line through it. The Topic heading will not appear in your final Newsletter unless you explicitly click on it. The icon will indicate its visibility as you toggle it off and on. 

Including items

On occasions you might want to include extra items, which may not have been picked up by a Topic. This is useful if you want to highlight a new document on your organization’s intranet, a piece of knowhow or report or an item online - you can include anything you want.

To upload an article click on the Upload Article button and fill in the information as required. You can add an article URL or upload a document from your desktop. This will create a new section which you can rename/add a description as you wish. If you want to add this new article or document to a different Topic, just drag and drop. 

You can also add items under existing Topic headings by clicking Add new content item to the right of the Topic heading. You have full editing and formatting flexibility to add summaries, full text, or links. This is useful for including items which do not otherwise have an associated url or document.

Once again if at any point you need to look at what effect your changes are having on the final Newsletter, click on the preview tab. 

Previewing your Newsletter

Select the Preview tab to view the Newsletter contents and template. Select a new template from the drop down if desired. A custom header and/or footer can also be added from this view. Click Save Changes to apply changes to your Newsletter. It will remind you to save because the button will go from grey to teal until you click on it.

Adding Subscribers

To add subscribers to the Newsletter, click within the Users* field of the Subscribers box. Note: your organization may have a licence 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 dialogue 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.

Publishing your Newsletter

Once the content of your Newsletter is finalized, you’re ready to publish. Manually Curated Newsletters will only publish when an administrator selects this action. 

Test publish

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. 

Publish

To 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 since the last publish will begin to queue until the next time you Load New Content.

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