Server administrators can now require all passwords to be very strong. If this new option is set, when any user are added or passwords are reset, users will be required to use a secure password.

For more information, see Enforcing Secure Passwords .

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OVERVIEW

General Features

The ListManager Web Interface

* Everything you can do with ListManager, you can do with your web browser using its extensive World-Wide-Web interface.

* You can read, contribute, search, join and leave using the web.

* Members can choose to receive messages by email, or read them on the web.

Security

* All administrative functions are password protected.

* Different security roles (list admin, site admin, and server admin) allow you to delegate rights and responsibilities.

* Members can password-protect their accounts, or not, if they wish.

Speed

* A fast built-in mail engine can deliver mail extremely quickly.

* Modern, C++ based multi-threaded design was built with performance as the top priority.

Automatic email error detection

* Built in mailer provides unprecedented error detection.

* Every outgoing message is uniquely tagged, allowing very accurate, automated processing of bad email addresses.

* All email errors are processed automatically by ListManager.

* Members and administrators are completely protected from "error mail."

Ease

* Web interface makes learning and using ListManager easy.

* Automated, wizard-based installation.

* Fully documented and supported.

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Programmability

* Java and Tcl API and Toolkits provided free

* Programmer's Toolkit provided free.

* Online Programmer's Manual provided free.

* Source code to Web interface provided and can be customized to suit your needs.

* Secure TCP/IP communications protocol facilitates programming from any language, any platform.

* C/C++ API and documentation provided free.

Database access

* SQL Server makes importing and exporting of data easy. For example, easily import lists of email addresses.

* Complete documentation of database tables and fields.

* Data in SQL Server can be queried at any time and may be modified directly, if done carefully.

Personalize Messages

* Mail merge member information into your message.

* Conditional text and extended mail merge make your messages fully customizable

(ListManager Pro or Enterprise only).

* Tcl scripting allows advanced customization of messages (ListManager Pro or Enterprise only).

Targeted Mailings

*Target your message to subsets of your larger list (ListManager Pro or Enterprise only).

*Purge recipients of earlier messages. Test your message on a part of your list, then send to the entire list—minus your test recipients.

Tracking

*Track clickthroughs, opens, clickstreams, and HTML capability.

Referrals

*Help your members invite their friends to join your list.

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Multiple sites

* Supports "virtual hosts" so that many organizations can share one ListManager server, but each appears to outsiders as separate, dedicated servers.

* Security roles and partitioning allow each site to operate independently.

Archives and searching

* Every message to a mailing list may be saved to the mailing list archives.

* Fast text searching of archives (full text indices are automatically built).

Compatibility

* Web interface works with commonly used web browsers.

* Supports all major email command syntaxes (e.g.: subscribing and unsubscribing) so that your users do not have to learn new commands.

* Accepts list server email at all the major email addresses.

International

* Supports mailing lists using International characters.

Scalable

* Multithreaded architecture scales well on more powerful computers.

* Speed can be increased by separating SQL Server and client ListManager processes onto different computers.

* ListManager Web Interface can be run on a separate Web Server.

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SUPPORTED PLATFORMS AND DATABASE SERVERS

With the exception of MSDE (Windows), Lyris ListManager connects to and uses your database.

Lyris Technologies does not provide technical support for installation, use or maintenance of MS

SQL, or Oracle. Contact your database vendor for more information about support for these databases.

NOTE: ListManager has been tested using 32 bit machines.

Windows

Windows 2000/XP/2003/2008 Standard Server

NOTE: Windows 2003 Server Web edition is not supported for Microsoft SQL server, as

Microsoft SQL Client Tools cannot be installed on this platform.

Database Servers



MSDE (Included with ListManager)



Microsoft SQL Server 2000 SP4, 2005 and 2008



Oracle 9iR2, 10gR1 and 10gR2 (using 32 bit client toolset)

Linux

Red Hat Linux ES, AS, and WS versions 3.0 and 4.0, 5.0 and 5.2

NOTE: If you are installing AS 4, you need to also install the following:

# rpm -Uvh compat-libstdc++-33-3.2.3-47.3.i386.rpm

NOTE: Fedora core is not supported.

NOTE: ListManager can use up to 31 IP addresses.

Database Servers

ListManager User Guide | 9 | October 2013



Oracle 9iR2, 10gR1 and 10gR2. (using 32 bit client toolset)

Web Browsers



Internet Explorer 7 through 8



Firefox 3.6.x and higher



Safari



Google Chrome

The following web browsers are not officially supported, but should work:



Netscape 8.1

NOTES



The HTML Editor does not work for Netscape 8.1 or Safari.



Javascript is not supported in the HTML Editor.



Macromedia Flash Player is required for the Report Dashboard.

More

System and Network Requirements

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SYSTEM AND NETWORK REQUIREMENTS

Minimum Requirements

* Computer that is always on

* Web browser

* Full-time, dedicated Internet connection (1.544 Mbps minimum)

* Static IP address, and forward and reverse DNS.

* Microsoft SQL only: 5 user license for Microsoft SQL Server

Memory and Bandwidth Recommendations

The requirements below are general guidelines, but your needs may vary depending on other factors. For example, if you are sharing your bandwidth with other applications, you may need more bandwidth than is recommended below for your license. If your system is low on resources or if you're seeing performance problems, adding additional RAM, CPU speed and hard drive speed may alleviate these problems.

IMPORTANT The MailStreams feature (new as of ListManager 10.0) may cause a substantial increase in CPU usage over what you are accustomed to in earlier versions of ListManager. This is due to the extended queries MailStreams use when there are blocked domains.

The recommendations below are based on the Intel architecture. Customers using non-Intel architecture should choose components that match these recommendations for their architecture.

Bandwidth

License

Platinum or less

10,000 msgs/hr

Bandwidth

1.5 Mbps (T1)

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Platinum Plus100,000 msgs/hr 10 Mbps (7 T1s)

Diamond200,000 msgs/hr 20 Mbps (1/2 T3)

Extreme300,000+ msgs/hr 44.7 Mbps (T3)

Minimum System Recommendations

System

Requirements

ListManager/SQL Database on

Same Machine

ListManager/SQL Database Server on

separate machines

2.0 GB

ListManager Server SQL Database

Server

1 GB 2.0 GB

RAM

200 GB 100 GB 100 GB

Hard Drive

Space Available

Hard Drive

Configuration

Single IDE Single IDE Single IDE

Processor

Single 2.0 Ghz Processor

Average System Recommendations

System

Requirements

ListManager/SQL Database on

Same Machine

2 GB

Single 2.0 Ghz

Processor

Single 2.0 Ghz

Processor

ListManager/SQL Database Server on

separate machines

ListManager

Server

2 GB

SQL Database Server

4 GB

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RAM

Other

300 GB 100 GB

Hard Drive

Space Available

Hard Drive

Configuration

Processor

3 or more ATA or SCSI drives under a RAID controller

Multi-Core Xeon

2.3 Ghz

Processor

High End System Recommendations

System

Requirements

RAM

ListManager/SQL Database

on Same Machine-

Not Recommended

Single

IDE/SATA

2.6 Ghz

Processor

3 or more ATA or SCSI drives under a RAID controller

Multi-Core Xeon

2.66 Ghz

Processor

ListManager/SQL Database Server on separate machines

ListManager Server SQL Database Server

2 GB 8+ GB

Hard Drive

Space Available

Hard Drive

Configuration

Processor

200 GB

Single IDE

Multiple Multi-core

Xeon 2.66 Ghz

Processors

200 GB

500 GB or greater, depending on membership size and archives kept

12 or more SCSI/SATA/FibreChannel drives under a RAID 10 configuration, or a SAN

Multiple multi-core Xeon 2.66 Ghz

Processors

100 Mb or 1 GB Ethernet card

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Tape Backup

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LOGGING IN AND LOGGING OUT

In order to access the ListManager administrator interface, you'll need to open a web browser and point it to your ListManager URL.

If you're wondering if you have the right URL, it will look something like this: http://domain.example.com/

This URL will take you to a screen that asks you log in with your email address and password.

Once you have done so, you will be taken to the homepage of your list.

When you log into ListManager, you'll be asked for email address or name and password. Please use your email address to log in, as it will be faster. List Administrators must use their email

address. You'll be taken to the Homepage for the last list you've worked on.

You are always logged into a single list. If you have more than one list, and you'd like to change to that list, click on the list name in the upper right hand corner of the screen. You will be taken to a menu that will allow you to select another list.

We recommend that each administrator have an individual login, because ListManager remembers the settings for each administrator.

Forgotten Password

If you fail to log in to the administrator's interface, you will be prompted to click a link to have a message emailed to you that will allow you to set a new password. Note that this functionality is for administrators only; if you are not an administrator, you may have your password emailed to

you if you fail to log into the discussion forum interface .

Logging Out

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If you'd like to log out, click on your name next to Login. You'll find it in the upper right corner of your screen no matter where you are in the ListManager web interface. The next screen will give you the option of logging out, changing your login, or changing your list. Click on Log Outto log out of ListManager.

For security reasons, we recommend that you close all browser windows after logging out of

ListManager.

Changing Your Login

If you'd like to log in as a different user, you may either Log Out and Log In again, or Change

Login. Both options are available if you click on your name next to Logged In, located in the upper right hand corner of every ListManager web interface screen.

Changing Your List

Whenever you are logged into ListManager, you are logged into a particular list. If no lists are on the server, you must create one before you can proceed.

If you'd like to change the list you're working on, click on the list name next to List, located in the upper right hand corner of every ListManager screen. You'll be given the lists which are available to you. Or, you may click on your name next to Login, located in the upper right hand corner of your screen. The next screen will give you the option to change the list you're working on.

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ANNOUNCEMENT LISTS

Fast mailing: Optimized multi-threaded mail sending supports hundreds of simultaneous mail send sessions with very low RAM usage.

Automatic error processing: Email addresses will be automatically processed and bad addresses are flagged in the database. You can audit the corrected email address list as well.

Highly configurable: You can define exactly who the "From:", "Reply-To:" and SMTP "From " are for every message.

Personalized Messages: Mail-merge information about recipients directly into your message to personalize the message. Use conditional content to create entirely different messages depending on criteria you choose.

Segmenting: Create subsets to send to a part of your list, based on criteria you choose.

Tracking: Track member response to your mailings by tracking clickthroughs, opens, and clickstreams.

Referrals: Help your members invite others to join your list.

Auditing: Every mail transaction is fully logged. You can obtain positive confirmation of mail delivery (or failure) as well as the time delivered, number of retries, or error message obtained for a given email address.

Database links: Easily import databases of email addresses and export ListManager information to your database.

Subscriptions: Membership can automatically "expire" after a specified period of time.

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Insider Posting: You can assign a number of people to have permission to post to a group.

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DISCUSSION LISTS

Web interface: Makes it easy for people to subscribe, leave and change their settings. Can also search, read and contribute from the web.

Fast text searching: All archives can be indexed for fast searching.

Confirmation: An "are you sure you want to join" message can be sent to new subscribers to confirm their email address and ensure someone else did not subscribe them as a prank.

Compatible: Accepts most list server commands.

Protected membership: Mailing lists can be set up so that new members must

 be approved by an administrator

 know the new member password

 be able to join without approval

 be added by the administrator

Visitors: Mailing lists can allow visitors to read and search the archives on the web, but they cannot contribute to the group.

Multi-lingual: Supports mailing lists in a number of languages

Spam protection: Number-moderating feature virtually eliminates spam. By requiring new members to have their first message approved, you can keep spammers from joining your list just to spam it.

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Moderating: Supports several moderating models. All members can be moderated, selected members can be moderated, and selected members can be unmoderated (while everyone else still is).

Number moderating: An option for new members to have their first few messages approved; thereafter they can contribute unmoderated.

Web based moderating: You can approve or reject messages using the web interface.

Date moderating: Can have moderated messages be automatically approved after a given time period.

ListManager User Guide | 20 | October 2013

WHAT DIFFERENT ADMINISTRATIVE ROLES ARE

THERE?

ListManager allows full delegation of rights and responsibilities to others, so that administrators only see and have control over what is appropriate for them to control.

Each of these roles can be assigned to multiple people and each person can have multiple roles.

All roles are protected by a username / password combination and all administrative roles are required to have a password. If additional member security is desired, members can be required to define a password.

In addition to these standard administrative roles, granular permissions may be used if access to

particular portions of the administrative interface is necessary,

The principle administrative roles are:

Server Administrators

The server administrator controls how the entire server runs. The server administrator can create sites, and has control over things that affect all the sites on their server, such as database configuration, network settings and scheduled tasks. A server administrator can access all Site and List administration menus.

Site Administrators

A site administrator typically doesn't deal with the day-to-day workings of a mailing list. Instead, the site administrator can create and remove mailing lists, create documents, create autoresponders and other functions that affect the site as a whole. A Site Administrator is also entitled to act as the list administrator of any mailing list in the site.

Site administrators typically are not aware of other sites on the servers, nor are they aware of mailing lists belonging to these other sites.

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List Administrators

List administrators are list members with enhanced administrative powers, and do most of the day-to-day administration of lists. They can add and remove members, send messages, approve moderated messages, and other things which concern regular mailing list maintenance. They may also change the list settings.

Non-Administrative Roles

Users who are not administrators may also have access to ListManager.

Members

Members are email addresses of people on a mailing list. A mailing list member has no administrative powers, but may typically change their own settings or unsubscribe. Depending on the list, a member may be able to post messages to the list.

Visitors

People who are not members may, depending on the list settings, view and search list message archives in the discussion forum interface.

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LISTMANAGER LICENSING

Your ListManager Serial Number

When you purchase ListManager, your account representative will provide you with your serial number. This serial number may only be used for one server running ListManager at a time.

Keep your serial number private! It is your proof of ownership, and it is used to register and activate your ListManager server.

Updating Your Serial Number

Your serial number will be automatically registered and activated if you provide it when installing or updating ListManager using the installer. If you have already installed ListManager and have been using a temporary serial number or have been running the demo version, you may update your serial code through the web interface. Just log in as a server admin, click on

Server Config, fill in your serial number, and save the page. You may also update your serial number by running the following command on the command line: lm serial code

Substitute your serial number for code above.

Updating Your Activation Code

When you install ListManager with your serial number, you'll get an activation code immediately. If you upgrade your license, your activation code will be automatically updated within 24 hours. You may activate it immediately by logging in as a server admin,going to

Utilities : Administration : Server : Operational Statistics : License Capabilities, and clicking on the Get Activation button.

Or, you can run getactivation from the command line: lm getactivation

Then restart ListManager (both the backend and the webserver). Your ListManager activation code will be updated after the restart.

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Clearing Your Activation Code

If you need to move ListManager to another machine, or if you need to change the network card on the ListManager server, you'll need to clear your activation code for the server before making the move. To do so, run the clearactivation code from the command line: lm clearactivation

Once you've cleared your activation code, you'll be able to enter your serial code and update your activation code for your new ListManager server.

Upgrading and Your Activation Code

Upgrading your ListManager license is easy! If you've purchased an upgrade, there's no need to change your serial number. ListManager will automatically update your activation code within

24 hours, and the additional capacity or features of your new license will be available on your server.

In some cases, you may need to edit the Limit to License Level setting for individual sites after

the code has been updated.

If you don't want to wait for your activation code to be automatically updated, you can update it immediately by running the following command: lm getactivation

Stop and restart ListManager, and all of the features of your new license will now be available.

Contact your account representative at [email protected]

or call 800-768-2929 for more information about the different license levels of ListManager.

Getting an Activation Code When Behind a Firewall

If you are behind a firewall, ListManager may not be able to automatically get an activation code if ports 25 or 80 are not open. You can follow these steps to receive your activation code:

ListManager User Guide | 24 | October 2013

1. Open port 80 or port 25. Port 25 must be open so that ListManager can send and receive mail.

You will be able to receive your activation code after opening these ports.

2. If you use a proxy, you may edit the script getactivation.tcl, located in the lm/tcl/scripts directory, to use that proxy. To do so:

- Open the file getactivation.tcl with a plain text editor such as Notepad or Emacs.

- Edit this line of the script to contain your proxy information. Be sure to remove the # sign.

# If you have a proxy server, you can specify it here

# and remove the '#' symbol to use it.

#http::config -proxyhost yourproxyhostname -proxyport yourproxyportnumber

What this means is that you should remove the # sign in the third line above, and replace yourproxyhostname with your proxy hostname, and yourproxyportnumber with your proxy port number. When you're done, it should look something like this: http::config -proxyhost host.example.com -proxyport 1111

Troubleshooting Activation Code Problems

If you are still unable to get an activation code, you may troubleshoot the problem further by editing the script getactivation.tcl, located in the lm/tcl/scripts directory, to use that proxy. To do so:

1. Open the file getactivation.tcl with a plain text editor such as Notepad or Emacs.

2. Edit the file so that it contains the following after the set url line: puts $url

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3. Open a command prompt, and cd to the ListManager directory.

4. Run the following command: lm getactivation

You will see the URL(s) that ListManager is attempting to use to get your activation code. You may enter this URL directly into a web browser.

There are some circumstances where you may want to clear the activation code, as in when you are installing ListManager on another computer. For this you will have to use the following command: lm clearactivation

If you are behind a firewall, and need to edit the proxy information for the getactivation.tcl script, you may need to do the same for the clearactivation.tcl file as well. The easiest way to do this is to copy the proxy information from the getactivation.tcl script to the clearactivation.tcl script exactly.

Moving Your ListManager License

Your ListManager license is valid for only one server. If you need to move your ListManager server (or if you want to change the network card), you'll need to deactivate your current

ListManager activation code before activating it for your new server.

To clear your activation code on your old ListManager server

1. Stop ListManager.

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2. Open a command prompt, change to the ListManager directory, and run the following command to clear your activation code: lm clearactivation

To get a new activation code on your new ListManager server, you don't need to do anything!

Your activation code will be automatically updated within 24 hours. Or, you may activate it immediately by running getactivation from the command line.

1. Stop ListManager.

2. Open a command prompt, change to the ListManager directory, and run the following command to get a new activation code: lm getactivation

Your ListManager activation code will be updated.

Disabled License

Your ListManager license may limit the number of members, sites, features and databases you may use. You will receive a message telling you that your license has been disabled if you attempt to add more members to your server than your license allows, add too many sites, or otherwise exceed the limits of your license. Contact your sales representative at [email protected]

or 800-768-2929 for more information about upgrading your license to accommodate your needs.

Although your license is disabled, members will still be able to join or leave your lists, and tracking events will still be recorded. However, you will not be able to send a posting to your lists.

If the disabled license is for a node in a ListManager cluster, and it is not the primary machine in the cluster (defined as the lowest-sequenced NodeID in the lyrConfigNodeSettings table), then the disabled machine will not send mail and will reject all incoming tasks as well (incoming mail, tracking, Discussion Forum Interface access and NNTP).

ListManager User Guide | 27 | October 2013

ListManager User Guide | 28 | October 2013

GETTING STARTED

Starting ListManager

To start and log on to ListManager

Windows Unix

1. Click Start, then Programs.

2. Select Lyris ListManager. 2. Change to the ListManager directory.

E.g: /usr/local/lm/bin.

3. Select Run ListManager Now.

3. Run ./S96lm start to start ListManager.

4. From the Start menu, select Run ListManager

Web Server Now. 4. Run ./S96httpd-lm start to start the

ListManager Web Server.

5. From the Start menu, select ListManager Web

Interface. Or, open a web browser and go to the

ListManager URL directly. For example, if the hostname is "lists.example.com", point your web browser to http://lists.example.com.

5. Open a web browser, and go to the

ListManager URL. For example, if the hostname is "lists.example.com", point your web browser to http://lists.example.com.

6. A screen will prompt you for your admin name and password. Enter the name admin and password you selected when installing ListManager.

6. A screen will prompt you for your admin name and password. Enter the name

admin and password you selected when installing ListManager.

If you are running ListManager for the first time

1. Log on as root.

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After you log on for the first time, you must create a list. You will be automatically taken to the

Your First List Page when you log into ListManager the first time. You will not be able to proceed if you do not create and save this initial list.

1. Select the Purpose of List. Email Marketing and Announcements are one-way lists from the administrator to the list members; Moderated and Unmoderated Discussion lists are two-way conversations among list members.

2. Enter Test as the List Name and List Description. (Note: You will not be able to change the list name later! If you believe you'll want to use this test list in production later, please use a different name).

3. Edit the Admin Name, Admin Email Address and Admin Password.

NOTE: Each administrator should have a unique login. Shared logins may cause web interface conflicts.

4. Click Save to save your list. You will be taken to the homepage for your new list.

Entering Your Serial Number (Optional)

If you entered your serial number while installing ListManager, you may skip this step. Without a serial number, ListManager may be disabled or limited to having 200 members.

1. In the left Navigation bar, click Utilities, point to Administration, then point to Server, then point to Server Settings, and then click Machine Settings.

2. Type your serial number in the Serial Number box.

3. Click Save.

4. In the left Navigation bar under Utilities, click Administration, then point to Server, then point to Operational Statistics, and then click License Capabilities.

5. Click Refresh this page, and then verify your license capabilities.

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Starting ListManager from the command line

Windows Unix

1. Change to the directory where you installed

ListManager.

1. Change to the directory where you installed

ListManager.

2. Run: 2. Run: lm start or to save the output to a file, run: lm start 1>lm.log 2>lm2.log

This command redirects the standard output and the error log to files in your ListManager directory, which may be examined later.

./lm start or to save the output to a file, run:

./lm start 1>lm.log 2>lm2.log

This command redirects the standard output and the error log to files in your ListManager directory, which may be examined later.

NOTE If you type "lm" with no command line parameters, the available options display and then

ListManager exists without running.

Modifiers to the "start" command

The "start" command can be modified with a number of options. The options can be anywhere on the command line, in any order. The options are:

cfgfile

Run ListManager and specify which configuration file to use. By default, ListManager uses lmcfg.txt to connect to the database.

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You can use an alternate configuration file using the cfgfile command-line option. The file to load is specified after the "cfgfile" command-line argument. For example: lm.exe start cfgfile lmcfg_dev.txt

The cfgfile argument must be a relative path, and can appear anywhere in the command line.

mailtest

Run ListManager, do not actually deliver any email. It will run completely as normal, but during the SMTP transaction will send a RESET and QUIT command right before it is supposed to send the DATA command. This option can be useful to test the load-capacity and stability of a

ListManager installation.

morestats

Running ListManager in morestats mode gives additional information in the Server Statistics page.

nocheck

Run ListManager, but do not check for any TCP/IP conflicts. When it starts up, it first checks to see if any other programs are using the TCP/IP addresses and ports that ListManager will need to use. ListManager does this by trying to connect to port 25 (SMTP mail) and port 2021

(Tclport) on all TCP/IP addresses of the machine, or just the TCP/IP addresses ListManager has been configured to use, if the "Multiple TCP/IP Addresses" setting has been used. If one of the ports it needs is being used, ListManager will display an error message and not load. If you prefer, you can bypass this test with the nocheckoption, and it will start a few seconds faster.

noincoming

Run ListManager but do not run the incoming mail processing service. Incoming mail will not be processed.

noindexer

Run ListManager, but do not run the full text indexing service. Messages waiting to be full text

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indexed will not be indexed.

nolmapi

Run ListManager, but disable access to the API.

nomail

Run ListManager but do not send any mail: lm start nomail

nonntpserver

Run ListManager, but do not run the nntp server which allows Newsgroup access to the mailing lists.

noscheduler

Run ListManager, but do not run the scheduled task manager. Tasks such as digests will not be run.

noscreen

Run ListManager with no screen output

nosmtpserver

Run ListManager, but do not run the SMTP server which receives mail. No incoming mail will be accepted.

notclport

Run ListManager with no TCLPORT service (which runs on port 2021, by default). The web interface will not be able to communicate with the server.

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tclporttrace

Run ListManager so it keeps track of the current state of every tclport thread.

threadtrack

When you start ListManager in the foreground with the "threadtrack" option on the command line, it will keep track of the current state of every SMTP mail thread. You can view the instant status of all mail sending threads from the server statistics page, where this additional information is appended. This can be informative and useful in determining what the

ListManager SMTP delivery engine is doing.

Introduction to the Interface

The ListManager Homepage is the first page you see after you log in. The Homepage displays the most recent information about the list you are logged into, and provides shortcuts to frequently performed tasks.

NOTE: ListManager generates the reporting statistics on the Homepage once per day, or according to the frequency set by the server administrator.

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Login Information

Shows you your current list, the current language you are using, and your login name. If you are running a ListManager cluster and you are a server administrator, the node name will appear as well.

TIP: You can click the list name to change your list, click the current language to switch to another language, or click your name to log in as another user.

Navigation Bar Tabs

You can navigate between the major areas of ListManager by clicking on one of the Navigation bar tabs.

Home

Select the Home tab to return to the Homepage.

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Calendar

Select the Calendar tab to view, schedule, and edit your events and mailings.

Members

Use the Members tab to add, import, find, edit, and delete members. For more information

about members, see Members -- Overview .

Content

Use the Content tab to create, view, copy, and delete content . For more information about

content, see Content -- Overview .

Segments

Use the Segments tab to create, view, copy, and delete segments . For more information about

segments, see Segments -- Overview .

Mailings

Use the Mailings tab to create, view, copy, test, schedule, approve, or delete mailings . For more

information about mailings, see Mailings -- Overview .

Reports

Use the Reports tab to view reports for a mailing, for example the progress and how successful the mailing is. In addition, you can view clickthrough statistics, and information about your

membership. For more information about reports, see Reports -- Overview .

Utilities

Use the Utilities tab to manage your list settings and members, as well as see the mail that's

coming from and to your server, set up autoresponders

, manage the server , and create

documents to be sent automatically when people confirm or subscribe. For more information

about utilities, see Utilities -- Overview .

ListManager User Guide | 36 | October 2013

Mailing Status

Displays the current mailing status of the list, and the number of active, normal members.

If there are no problems sending mail, ListManager will display a green icon with a message indicating mail sending is normal.

If a mailing could not be generated as expected (no recipients to send to, or a corrupted message) ListManager will display a red icon.

To clear the warning, click it to see a list of unprocessed incoming mail messages. Scroll down to

Status, check the box next to "acknowledged", and click ok.

The Mailing Status area also displays any system-wide messages from the server administrator.

If there are no notices, this box will not appear. The server administrator may enter a message

to be displayed here in Utilities: Administration: Server: Server Settings: Basic Settings: Interface

Messages .

New Mailing

Click this button to create a mailing.

Recent Mailings

This area displays the recent mailings and deliverability status for the current list. To display a mailings from a different time period (for example, last week or last month) or a particular campaign, click Show, and then choose from the list.

Mailing Name

The title of the mailing displayed.

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A unique identification number assigned to that specific mailing.

Sender

The name that appears in the message From: field.

Status

The status of this mailing. The possible statuses are:

Active - Recipients are pending delivery.

Paused - The mailing has been paused by an administrator.

Completed - Delivery to all recipients is completed.

Sending Results

Each mailing has a colored gauge that lets you know its deliverability status. The colors represent the percent of the mailing in each of the major statuses:

Successful Sends: The number of emails that were successfully received by recipients.

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Soft bounces: Email that has bounced back to the sender undelivered after it has been accepted by the recipient's mail server.

Technical failures: Technical failures are failures of the delivery of email due to problems on the receiving equipment or infrastructure, such as DNS resolution issues, connection timeouts, greylisting, or server errors due to non-user specific disk space problems.

Uncategorized failures: A failure that doesn't easily fit into one of the other categories.

Invalid Users: For some reason, the email addresses are not legitimate ones (this is often caused by spelling errors).

Content Blocks: Content blocks are responses that indicate that the message is rejected for issues detected by a content filter. The filter may conclude that your message contains spamlike content, non-RFC compliant content, blacklisted URLs in the content, etc

MailStream blocks: You can learn more about MailStream blocks here .

End User complaints: Spam complaints made about the mailing.

Recipients remaining: The number of recipients for a mailing that are current pending in the

Active Recipients queue. These users may not have been attempted yet, could be in retry due to transient delivery failures, or could be inactive due to a block by the destination ISP.

Date Sent

The date and time the message was queued to be sent.

"Overview" command

Click the Overview command for a mailing to go to the Mailing Overview page for that mailing.

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Shortcuts

This bar displays links to commonly performed tasks. The links available here vary according to your administrative permissions. For example, the link to create a new list only appears for site and server administrators.

Mailing Preview

Displays a preview of the mailing selected in Recent Mailings area.

Mailing Statistics

Shows all trends that indicate whether the percentage or number expressed increased or decreased since the last mailing.

Unsubscribes

# - The number of unsubscribes attributable to this mailing. ListManager is able to attribute unsubscribes to a particular mailing if the mailing uses the %%email.unsub%% or

%%url.unsub%% tags to unsubscribe members. Click this number to be taken to a chart comparing recent unsubscribe counts.

% - The number of unsubscribes as a percentage of the number of successful deliveries.

Forwards

The number of forwards recorded for this mailing. A forward is a message that has been opened

on computers with different IP addresses. Forwards tracking requires that you have opens tracking enabled. Click this number to be taken to a chart comparing forwards for recent

mailings.

Referrals

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The number of referrals recorded for this mailing. Referral tracking requires that you have refer a friend

tracking in your mailing. Click this number to be taken to Reports: Mailings: Referral

Statistics .

Unique Opens

# - The number of unique opens detected for this mailing. Opens tracking must be enabled for unique opens to be displayed. Click this number to be taken to a chart comparing recent unique open rates.

% - The number of unique opens as a percentage of the number of successful deliveries.

Total Clicks

# - The total number of clickthroughs for this mailing on all links. At least one URL must have been a tracking URL for clickthrough rates to be counted. Click this number to be taken to a chart comparing recent total clickthrough rates.

Unique Clicks

# - The number of recipients who have clicked at least one link in the mailing. Click this number to be taken to a chart comparing recent unique clickthrough rates.

% - The number of recipients who have clicked at least one link in the mailing as a percentage of the number of successful deliveries.

Transactions

# - The number of purchases recorded for this mailing. Purchase tracking must be enabled for transactions to be counted. Click this number to be taken to a chart of cumulative purchase over time.

$ - The amount purchased as a result of this mailing.

Conversion

% - The number of recipients who made a purchase as a percentage of the number of successful deliveries.

Where Mails Sent

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Opens the Map Report , which displays a breakdown of results according to state or province.

Table View Options

By default, tables in ListManager display ten lines of data at a time. Each table displays a number of icons that change how you see your data, or acts on that row in the table. If you don't understand what you see on a page, just click the help icon to access context-sensitive help.

Alphabetical Filter

Click a letter to display all list items that start with that letter.

Toggle

Changes the sort order of a table, from a-z to z-a, for example, or from most recent to least recent. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Sort options vary depending on the table.

Search

Search for exact words or phrases in this table, without wildcards. Searches are case-insensitive.

Only the visible fields may be searched. For example, if you are searching Members: View

Members, you may search for an email address, but not for a demographic field (which is not displayed in this table).

CSV Icon

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Downloads the current table in CSV (comma separated values) format. CSV files may be opened and edited with many programs, such as Excel.

Shows the next page of results.

Shows more results for a table, or increases the size of the field. Repeatedly clicking this button shows increasingly more lines.

Shows fewer results for a table, or shrinks the size of the field.

Getting Started Tutorial

The ListManager Getting Started tutorial walks you through many of the basic operations of

ListManager. http://www.lyris.com/help/lm_help/gettingstarted11.3/ http://www.lyris.com/help/lm_help/gettingstarted11.2/

Using the HTML Editor

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In this tutorial, you will learn to format content and insert mail merge tags and links using the buttons on the HTML Editor toolbar.

TIP: For more information about using the HTML Editor, see Using the HTML Editor .

To open the HTML Editor

1. In the left side Navigation bar, click Mailings.

2. Click New Mailing.

The HTML Editor opens in the right pane.

The buttons on the HTML Editor toolbar provide functionality similar to word processing or web design programs.

To format text, select it and click the appropriate button. To insert a mail merge tag or link, click where you want to insert the tag or link and click the appropriate button.

The following table describes the HTML Editor toolbar buttons.

Use This

Button...

To...

Apply a style to the selected text.

Apply a paragraph format to the selected text.

Apply a font to the selected text.

Change the size of the selected text.

Make the selected text bold.

Italicize the selected text.

Underline the selected text.

Align the selected text left.

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ListManager User Guide

Use This

Button...

To...

Center the selected text.

Align the selected text right.

Create or remove a numbered list.

Create or remove a bulleted list.

Decrease the indent level of a paragraph.

Increase the indent level of a paragraph.

Undo an action.

Redo an action that you undid.

Paste text from a Microsoft Word document. To do this:

1. Open the document that contains the text you want to paste.

2. Copy the text you want.

3. In ListManager, click where you want to paste the text.

4. Click .

Find a word or phrase.

Replace a word or phrase.

Check spelling.

Change the color of the selected text.

Highlight the selected text or remove highlighting.

Insert one of the commonly used merge tags listed below:

Member Additional Field

Any additional information you have defined for the recipient.

Member Comment

Any comments that exist for the recipient.

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ListManager User Guide

Use This

Button...

To...

Member E-mail Address

The recipient's email address.

Member Full Name

The recipient's full name

Member List Name

The names of all lists the recipient is a member of on this

ListManager server.

Member ID

The ID that ListManager assigned to the recipient.

Member User ID

Any other ID that you assigned to the recipient.

To insert a tag:

1. Click where you want to place the tag.

2. In the Merge Tag drop down list, select the field you want to insert.

TIP:To insert a field that is not available from the Merge Tag drop down list, click the Insert Field button, select the field you want, then click Insert.

Insert a table at the selected location.

Insert a line at the selected location.

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Use This

Button...

To...

Insert a link at the selected location.

Remove the selected link.

Insert an image or edit the selected image.

Switch between Source Code view and HTML view.

Maximize the HTML Editor. To return to the normal view, click the button again.

Stopping ListManager

Windows

Stopping ListManager and ListManager Web Server- Windows Service

1. Click Start.

2. Click Settings.

3. Click Control Panel.

4. Click Administrative Tools.

5. Click Services.

6. Right click on the ListManager Service.

7. Select Stop.

8. Right click on the ListManagerWeb Service.

9. Select Stop.

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Stopping ListManager and ListManager Web Server - Command Prompt

Open the ListManager window.

1. Press ctrl-c.

2. Open the ListManager Web Server window.

3. Press ctrl-c.

Unix

Starting ListManager

Log on as root.

1. Change to the ListManager directory. E.g: /usr/local/lm/bin

2. Run ./S96lm start to start ListManager.

3. Run ./S96httpd-lm start to start the ListManager Web Server.

Stopping ListManager

Log on as root.

1. Change to the ListManager directory. E.g: /usr/local/lm/bin

2. Run ./S96lm stop to stop ListManager.

3. Run ./S96httpd-lm stop to stop the ListManager Web Server.

NOTE: When running ES 2.1, the webserver may not respond to S96httpd-lm stop. If that is the case, the process may be terminated using kill -9.

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INSTALLING LISTMANAGER

Before You Install

General Installation Instructions

Before you install ListManager, you'll need some information about the computer you're installing on and your network. The installer will prompt you for this information, so please have it handy when you install. These are general instructions for all platforms and SQL databases; consult the section on your particular database and operating system for more information.

Pre-Installation Considerations

ListManager is a 3-tier Internet application, and requires careful planning before installing in your network. Here is a series of steps to be considered as part of the installation process. Using these steps as a checklist before installing ListManager will ensure the best possibility for a smooth installation.

Network Architecture and Firewall Issues

ListManager has a number of TCP and UDP connections it establishes and for which it acts as a

server.

If you are behind a firewall, and you plan on having ListManager running behind it, you'll need to

configure your firewall so ListManager can send and receive mail properly.

How are you planning to route SMTP, DNS and web traffic in-and-out of ListManager? Are you going to have ListManager talk directly to the Internet, or have it relay email through another server?

SMTP Routing

If you have a mail server on the same machine you plan to install ListManager, you'll need to

decide how you want to configure your mail server to coexist with ListManager . ListManager

uses its own mail server, and doesn't need another. If there is no mail server on the machine on which you are installing ListManager, you don't need to worry about mail server coexistence.

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For each site , you may wish to set up distinct domain names (e.g. lists.example.com). You’ll

need to have an MX record created for each distinct hostname that routes incoming email to

ListManager (e.g., bounces, unsubscribes, list postings, etc).

Webserver

ListManager provides its own proprietary webserver , and it is required to use and configure

ListManager.

Apache and IIS are not required and cannot be used instead of the provided web server. If there is already a web server running on the machine where you'll be installing ListManager, the

ListManager web interface will be installed on a different port.

You may wish to set up a stripped down version of the web server in your DMZ for handling interactions with the public, and keep the full administrative version of the webserver behind your firewall for internal use.

You may also wish to have a distinct URL for the web server that is used for handling opens, clickthroughs, clickstreams, action tags, etc. You will need a DNS A record which points to the IP address of the ListManager web server you have provided for recipient interaction (which may be distinct from the ListManager webserver you are using for administrative purposes)

Database Preparation

ListManager uses your database to contain the data it needs to send and receive mail.

Before installing ListManager, you'll need to install the client tools on the system on which

ListManager is going to be installed. ListManager will need to use the libraries provided by the client tools for database connectivity

If you are using your own SQL database server, you'll need to determine which database or instance to use for your ListManager tables, or create one specifically for ListManager. This step is not necessary if you are using an included database (MSDE).

Next, create the database (user/schema for Oracle) for ListManager to use.

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Make sure you can connect from the ListManager host machine to the database using the client tools (Enterprise Manager or Query Analyzer for MSSQL, SQL*PLUS for Oracle).

Character sets may be an issue (especially for Oracle). We support single byte character sets

(such as ISO8859P1 (or equivalent) Western European encoding). If you use UTF-8 (or another multi-byte character set) as your base character set, you risk corruption of your messages and other data. Please see the user manual for the proper environment variable settings to use with

ListManager.

Mail Server

Routing mail to your internal mail servers can require some tuning of ListManager. ListManager typically performs its own DNS resolution, starting with the root name servers and top-level domain (TLD) name servers. When it tries to resolve your internal email addresses, it will try to connect to the outside IP address of your corporate mail server, which may be blocked by your firewall. Add an MX entry to the DNS bypass area of ListManager to route mail to the internal IP

address ( Utilities: Administration: Server: Server Settings: DNS Bypass ).

Integration of ListManager with Existing Processes

How are you currently sending mailings and maintaining a database of customers? How will you integrate ListManager into this environment? This Manual contains details at the database level for how we maintain data; it may be worth consulting with the Lyris technical staff to clarify details. Also, how your current mailings map onto our list and segmentation capabilities may need to be clarified.

Before Installation

Be certain to download the correct installer. There are different installers for each operating system/database combination or the installer may complain about not having the correct libraries.

During Installation

Please have the following information ready:

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

Information about your SQL database (if using your own database, not one included with ListManager):

The name of your SQL machine.

The SQL database server login or user name (blanks allowed for MSSQL with integrated security).

The SQL database password (blanks allowed for MSSQL with integrated security).

The database name.



Whether or not you have a mail server running on the ListManager machine. See

Mail Server Coexistence for more information.



What port you'd like the web interface on, if you already have a web server running (Unix only).



Your ListManager serial code. If you don't have a serial code, contact your Lyris account representative at 800-768-2929 or [email protected]



The email address and password of the server administrator.

Database Server Password Security

As the database password is saved unencrypted in a file ( lmcfg.txt

), you may later remove the

password saved in this file and then specify that the password be provided on startup by altering this file.

Mail Server Coexistence

Most users install ListManager on a machine separate from their mail server. If necessary, they

create a DNS Bypass in ListManager so ListManager sends mail properly to the mail server.

In most cases, you will spare yourself considerable work if you can find a machine that is not running a mail server, and install ListManager on that machine. Most mail server companies never planned on coexistence as a need and consequently made it impossible for ListManager to work with them.

The issue is that your mail server wants to receive all the mail sent to your machine, and thus

ListManager never gets a chance to see its own mail.

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There are three techniques for having ListManager coexist with your mail server on the same machine:

1. Assign Mail Server and ListManager Different IP Addresses

If your machine has more than one TCP/IP address and you can tell your mail server to leave at least one of those TCP/IP addresses unused, then ListManager can coexist on one (or multiple)

TCP/IP addresses, and your mail server can exist on another.

You may set which IP addresses ListManager listens to in Utilities: Administration: Server: Server

Settings: Machine Settings: IP Addresses .

2. Mail Server Forwards Mail to ListManager.

Configure ListManager to receive mail on a different port (port 26 is common) and then configure your mail server to forward mail on to ListManager running on a different port. To use this technique, you set up an alias for your machine (by adding a DNS 'A' RECORD) and inform your mail server that mail received for this address should be forwarded to ListManager that is running on a different port.

You may set which port ListManager listens to in Utilities: Administration: Server: Server

Settings: Network Settings: Ports .

3. ListManager Forwards Mail to Mail Server

Configure your mail server to use another port, let ListManager answer mail on port 25, and inform it to forward non-ListManager mail on to your mail server that is running on an alternate port.

To instruct ListManager to forward non-ListManager mail, specify the IP address and port of

your mail server in Utilities: Administration: Server: Server Settings: Network Settings: Receive

Email .

Firewalls

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Your Firewall and ListManager

If you have a firewall, you'll need to configure it properly so that ListManager can send and receive mail.

Living with a Firewall gives detailed instructions as to how to configure your firewall. Ports

ListManager Needs Open is a handy reference of ports ListManager requires.

If you need internal mail to be routed in a particular fashion, see Utilities: Administration:

Server: Server Settings: DNS Bypass .

If you need ListManager to bind to particular IP addresses for SMTP and NNTP, see Utilities:

Administration: Sites . If you need ListManager to bind to particular IP addresses for DNS

lookups, Tclport, and Global Ban Server, see Utilities: Administration: Server: Server Settings:

Machine/Node Settings: IP Addresses .

How ListManager Sends Mail

Even from the first versions, Lyris ListManager has featured an integrated mail server in the product. This mail server engine, which is now in its second major revision, allows ListManager to send at speeds that are very difficult to match with other products, such as SendMail or

Qmail. ListManager can relay to these servers, but it is not generally possible to reach the high delivery speeds ListManager can obtain using its integrated mail engine when using relaying.

ListManager 6.0h and later has its own DNS resolver built into the product. This resolver allows thousands of domains to be resolved each second, a speed which is difficult to match with other products, but which is required to keep up with ListManager’s high mail sending speeds.

Both the mail sending engine and the DNS resolver that are built into ListManager require that they communicate directly with servers on the Internet in order for them to reach their maximum speed. This requirement introduces issues for some customers that want to protect their network with a firewall.

What Ports Are Required for ListManager to Send Mail

In order for ListManager to function at its maximum speed and functionality, certain ports must be open in the firewall.

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For mail sending, port 25 must be open in the firewall for TCP network traffic bi-directionally.

ListManager must be able to initiate a connection to a server on port 25, and must be able to receive connections on port 25 from servers sending it mail.

For resolving DNS requests, the firewall must allow ListManager to send to port 53 using UDP from any high port (1024-65535) on the ListManager machine. The firewall must allow the response to this UDP request to return from the Internet to the same high port on the

ListManager server. The ListManager DNS resolver uses UDP only, never TCP, and so no TCP ports need to be open for DNS requests.

For clickthrough and clickstream tracking, the firewall must allow access to the ListManager web interface, typically on port 80.

For NNTP (MultiView/newsgroup reading), the firewall must allow access on port 119 inbound to ListManager.

What if These Ports Can't Be Opened?

Those who want ListManager's speed and full features will need to open these ports. However, there are others who need to enforce strict rules on their firewall that prohibit them from opening these ports.

If your company cannot open the ports for email sending and DNS resolution, ListManager has the ability to relay mail to another server for actual Internet delivery. As mentioned before, most mail servers cannot keep up with the high speeds with which ListManager can deliver mail.

However, if your ListManager license has a low speed limit the slower speeds of a relay server may not be an issue for you.

Additionally, relaying mail reduces ListManager's ability to correctly report delivery statistics or delivery attempt details, since a different server does the actual delivery. When using a relay server, ListManager will report 100% success in delivering the mail, since the relay server should accept all mail provided to it. In reality, the relay mail server is unlikely to be able to deliver

100% of the mail to the Internet, but ListManager cannot report which recipients actually received the mail.

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Since ListManager does not know about failed delivery attempts, it cannot manage members by removing those who are permanently undeliverable. Normally, ListManager monitors who cannot receive mail and stops delivering to them. Without information about failed deliveries,

ListManager will continue to attempt delivery to these addresses, using bandwidth and other resources.

Because of these problems, Lyris Technologies strongly recommends that every attempt be made to open these firewall ports, or to put the ListManager server in a DMZ where these ports may be open. However, if corporate firewall rules make doing so impossible, using a relay server is an option for some users.

NOTE If one or more relay hosts are defined, domain connection limits have no effect

Living with a Firewall

If you are using a firewall, you’ll need to configure it properly so ListManager can send and receive mail, and so its web interface is visible.

Typically, users have one of two types of secure networks:

- A router/firewall combo is positioned at the gateway to the Internet. The immediate network sits right behind it.

- A router/firewall combo is positioned as the gateway to the Internet, with two separate networks branching out of it: one, into a "trusted, internal" branch and the other, a "nontrusted/DMZ" branch.

In general, we recommend deploying ListManager behind a firewall in a DMZ, so that the machine is separate from the trusted, internal network, and its access to the internal network is severely restricted. Regardless of your network configuration, it can be configured so that

ListManager can work properly behind your firewall. If some of the terms are new to you, please scroll to the bottom of the page for a glossary.

Steps to Have ListManager Work Through Your Firewall

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1. Determine how you'd like ListManager to coexist with your mail server. Generally, it is easier to have your mail server and ListManager on separate machines, with a different IP address assigned to each, because you don’t need to make any changes to your mail server. You can also have all incoming mail go to ListManager first, which can be configured to forward all non-

ListManager mail to another mail server. Some mail servers can be configured to accept all mail,

then forward ListManager’s mail to it. Consult Mail Server Coexistence for more details on how

ListManager can coexist with your mail server.

2. Obtain a set of external IP addresses from your backbone provider or Internet service provider (ISP). You must have AT LEAST one. Ideally, you'll have (at least) one for your mail server, and one for ListManager. Assign one external address to be used for ListManager.

3. Have your ISP make a DNS record for your ListManager IP address. Domain Name Service, or

DNS, is a service used to resolve Internet hostnames, such as lyris.com, into their respective IP numbers, and vice-versa. Most users' DNS servers are managed by their backbone providers or

ISP, so it’s nothing more than giving your provider the right information regarding the proper

Resource Records that need to be added to your existing domain. You already have a DNS record if you’re running a mail server and/or web server.

For example, let’s say you own example.com, and you’d like to use the IP address 216.11.22.1 for ListManager. You would tell your ISP, or backbone provider, that 216.11.22.1 should be lists.example.com, or whatever domain you’d like for it to be. Generally, if you own yourdomain.com, then you would create a subdomain like lists.yourdomain.com, or newsletter.yourdomain.com, in order to have a nice domain name for your new ListManager server.

We recommend that your ISP also create a reverse DNS record for your domain. Forward DNS ensures that your domain resolves to your IP address. In our example above, lists.example.com would resolve to 216.11.22.1. Reverse DNS ensures your IP address resolves to your domain name—that 216.11.22.1 resolves to lists.example.com, for example. Some mail servers refuse to receive mail from hostnames that do not have reverse DNS.

Your ISP may ask you what you want your MX record to be. Your MX record states where mail for the domain should arrive. Tell your ISP to set the MX record as to be the same name as your

ListManager domain (e.g., lists.domain.com). We don’t recommend that you forward

ListManager mail from your main mail server to ListManager, hence why it’s important that the domain have its own MX record.

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4. Assign an internal, static IP address for your ListManager machine. The machine behind the firewall should be assigned a non-routable, private IP address from one of the private address pools in existence today. Commonly used addresses are, 192.168.1.1, 10.1.0.1, 192.168.10.1, etc. Anything that starts with a 192.168. or 10.1. is considered private.

5. Configure your firewall. Depending on your firewall, one of the following methods should work for you. Note that the following is not a substitute for your firewall’s documentation; it outlines general procedures you’ll need to perform. Consult your firewall manufacturer if you have questions about your firewall.

Assign the ListManager IP address to your firewall and DNAT port 25 and port 80 to the machine behind the firewall which will be running ListManager.

For example, if you have an IP assigned to the firewall as 216.11.22.1, you would then forward all port 25 and 80 requests that arrive at that IP address to your internal IP, 192.168.1.1, port 25 and port 80. All requests to port 25 and 80 on 216.11.22.1 will automatically get routed to the internal address. All other port requests will be dropped or accepted, depending on your default policy rule in the firewall ruleset, or ACL (Access Control List).

If you happen to have a DMZ, and a separate, trusted internal network that houses your workstations, then all that you have to do is simply assign the machine to your DMZ, and perform the exact same steps for the firewall at the entrance of your DMZ as you would in the first example, where we only had a single firewall.

6. Start ListManager. It may complain about not having reverse DNS on its own IP address, but that will not keep it from running properly. Please do be sure it has reverse DNS on the external

IP address, however--otherwise, other mail servers may reject your mail.

7. Go to Utilities: Administration: Sites , and edit any sites you have, so that the Internet Host

Name field for each site is the name of your new ListManager machine. Also assign the IP addresses ListManager should use for SMTP and NNTP on each site. These should be the

internal IP addresses assigned to the machine.

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8. Go to Utilities: Administration: Server: Server Settings: Machine Settings: IP Addresses , and

specify what IP addresses ListManager should bind to for DNS lookups. This should be the

external IP address assigned to the machine.

Glossary

Network Address Translation, or NAT, is the process of mangling packet headers to direct the payload of data to different points along a network. The basic principle of Network Address

Translation is that for every packet that enters a specific interface, such as an Ethernet card, the ownership of that packet is in the hands of the firewall/router, and with that, we can alter the source and destinations of the individual headers; in effect, changing the outcome of the data packets to how we see fit. This is typically done through packet filtering means at the firewall interface. Most firewalls have GUI setup interfaces, while some only allow configuration through

ANSI-based interfaces, and some are even managed using standard editors and config files alone.

Destination Network Address Translation, or DNAT, is the process where we can alter the packet’s destination. In essence, as long as we have the packet, we can alter the header to our liking—in effect, sending the packet and all subsequent packets to any destination we choose.

Domain Name Service, or DNS, is a service used to resolve Internet hostnames, such as yahoo.com, into their respective IP numbers, and vice-versa. Most of our clients’ DNS servers are managed by their backbone providers, so it’s nothing more than giving their provider the right information regarding the proper Resource Records that need to be added to their existing domain.

MX Record The DNS record that specifies where mail for a domain should arrive. For instance, email for example.com might be routed to mail.example.com by using an MX record. If no MX is specified, the mail will be sent to the IP addressed specified for the host.

Reverse DNS The ability to resolve an IP address to a domain name.

Ports ListManager Needs Open

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ListManager requires the following ports be open on your firewall:

25 - TCP for SMTP (receiving mail; inbound)

53 - UDP for DNS lookups (outbound)

80 - Web interface

119 - TCP for NNTP (reading newsgroups; inbound)

1024-65535 - inbound

Some strict firewalls have problems with ListManager's DNS lookups.ListManager initiates the transaction from a random source port (range 1024..65536) to port 53 on remote name servers, and the UDP DNS packet returns to that random port. Most firewalls can keep state appropriately - they recognize that the request was initiated internally, and allow the inbound connection on the higher port. However, your firewall may need some additional rules to permit

DNS information to be returned correctly to ListManager.

You may need to specify which IP addresses ListManager should use for SMTP, NNTP and DNS.

The IP addresses ListManager uses for SMTP and NNTP may be configured for each site in

Utilities: Administration: Sites . The IP address that ListManager should use for DNS lookups may

be configured for the ListManager machine in U tilities: Administration: Server: Server Settings:

Machine/Node Settings .

If you are running your web server on a different machine outside your firewall, or are running scripts against ListManager from a machine outside your firewall, you will also need to have the following ports open:

2021 - TCP for Tclport

How ListManager Initiates Connections

Database Connections

ListManager initiates a TCP connection to your database server (typically port 1433 for MSSQL,

1521 for Oracle).

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SMTP Connections

ListManager initiates TCP connections to port 25 of external and internal mail servers. Incoming

TCP connections come to port 25 of ListManager for incoming SMTP traffic (bounces, unsubscribes, etc).

DNS Connections

UDP DNS traffic initiates from ListManager to port 53 of worldwide name servers, and returning

UDP DNS response traffic from port 53 of remote name servers.

HTTP Connections

Outgoing HTTP TCP on port 80 on the ListManager host machine is useful for configuration

(downloading libraries) and web fetch.

Incoming HTTP TCP traffic to port 80 of the ListManager web server allows ListManager to track opens and clickthroughs, and allows access to the ListManager web interface.

TCLPort Connections

The ListManager web server will initiate TCP traffic over port 2021 to the ListManager server for information to render web pages. The web server does not talk to the database directly; it uses

ListManager as a proxy to get information from the database.

Installing on Windows

Installing ListManager on Windows -- Overview

See General Installation Instructions for information about installing ListManager on all

platforms and database servers.

Before installing, have the following information ready:

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

Information about your SQL database (if using your own database, not one included with ListManager)

The name of your SQL machine.

The SQL database server login or user name (blanks allowed for MSSQL with integrated security).

The SQL database password (blanks allowed for MSSQL with integrated security).

The database name.



Whether or not you have a mail server running on the ListManager machine. See

Mail Server Coexistence for more information.



Your ListManager serial code. If you don't have a serial code, contact your Lyris account representative at 800-768-2929 or [email protected]



The email address and password of the server administrator.

To install ListManager on Windows, download the installer from the Lyris web site, and double click to open and begin the installation process.

See the following pages for database-specific information and setting up ListManager as a service:

Microsoft SQL and ListManager

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If you have never installed Microsoft SQL Server (MSSQL) before, this section will advise you on some basic steps to take. These instructions should not take the place of a qualified network administrator or any information provided by Microsoft.

Software Requirements



MSSQL 2000 SP4 or MSSQL 2005



Windows 2000, XP or 2003

NOTE: Windows 2003 Server Web edition is not supported, as Microsoft SQL Client Tools cannot be installed on this platform.

OLE-DB

NOTE: ListManager has had its database connectivity libraries upgraded from the obsolete db libs libraries to the current OLE-DB libraries. The OLE-DB library is natively supported by the

Windows operating systems dating back to Windows 2000. For Windows 2000, it will require upgrading to MDAC (Microsoft Data Access Components) version 2.80 or better for connections to work (more recent versions of Windows should have the required MDAC version). Besides increased stability, the OLE-DB will remove restrictions imposed by the older libraries, such as restrictions on the maximum sizes of particular database data types, such as varchars.



NOTE If you are using MSSQL Server 2000, you must upgrade to Service Pack 4

(SP4) in order for ListManager to run correctly with OLE-DB: http://www.microsoft.com/downloads/details.aspx?FamilyID=8e2dfc8d-c20e-4446-99a9b7f0213f8bc5&displaylang=en

Checking the MDAC version

1. Go to http://support.microsoft.com/kb/301202 and download the MDAC checker . Download cc_pkg.exe

2. Extract to default location: C:\CompChecker .

3. On the Component Check, choose the default: Perform analysis of your machine and

automatically determine the release version.

4. In the left hand window, you should see the MDAC version under File Details. If the MDAC version is not 2.8, you need to upgrade the MDAC (the default version for Windows Server 2000 is MDAC 2.5SP3).

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Upgrading MDAC to version 2.8

1. Go to : http://www.microsoft.com/downloads/details.aspx?FamilyID=6c050fe3-c795-4b7d-b037-

185d0506396c&displaylang=en and install the MDAC 2.8

2. Download MDAC_TYP.EXE version 2.80.

Restarting the server

1. CD C:\CompChecker and run cc.exe.

2. Run the default analysis.

3. Now you should see MDAC 2.8 RTM in the File Details on the left hand window in

Component Checker .

Installation Options

Whether or not you are able to use all the installation defaults depends on whether you are a

Microsoft house running Domain Controllers or not.

Windows Authentication

If you mainly use Microsoft software and have Domain Controllers established, then you can just select all the defaults from the wizard provided by the SQL Server installation tool. This will set your SQL Server to listen for secure connections only. Any user IDs that you want to create must be added as Windows users and mapped to the correct group in SQL Server. Please consult your manuals or Microsoft help if you have questions of how to do this.

SQL Server Authentication

If you do not primarily use Microsoft software, and do not run Domain Controllers, then you will not be able to accept all the defaults for the SQL Server install. When you get a chance to choose “Advanced Options” select Mixed Mode authentication to allow both Windows authentication and SQL Server authentication. This is the only change you need to make.

Otherwise, just accept the remaining defaults.

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As the SQL database password is saved unencrypted in a file ( lmcfg.txt

), you may later remove

the password saved in this file and then specify that the password be provided on startup by altering this file.

NOTE: You must have a case-insensitive sort order installed (the MSSQL default).

Creating a Database

Once your SQL Server is installed, you will need to create a database for ListManager to use.

1. Open Enterprise Manager, a tool included with your SQL Server installation.

2. Register the SQL server you'd like to use with Enterprise Manager. If the SQL Server is on the same machine which is running Enterprise Manager, you can register the name of the server as

“(local),” or just leave the entry blank. Otherwise, enter the name of the remote server.

3. Choose the entry for “Connection” that matches your configuration described above. If you mainly use Microsoft software then leave the selection on “Use Windows Authentication”. If not, choose “Use SQL Server Authentication” and supply the user name and password to connect. If you have just installed the server for the first time you can use the login “SA” with a blank password. All the other options on that dialog box can be left as defaulted.

4. Once you have defined a connection to your server, expand the tree for that selection by clicking on the "+" sign next to the server.

5. Right-click the “Databases” folder, and select the option to create a new database.

6. Give the database a name appropriate for your use. If you are uncertain, you can use the name “ListManager”. The database name cannot have spaces or hyphens. All other choices in this dialog box may be left with the default value; however, we recommend setting the database autogrow size to 1GB .

At this point you have the SQL Server installed with an empty database ready for ListManager to run with!

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NOTE: Note: The ListManager database should be in the default instance of your SQL server.

This is only for customers who may be running multiple instances of SQL server on the same machine.

Installing the Client Tools

If you are not running MS SQL on your ListManager machine (not recommended), you need to install the MS SQL Client Tools on the machine that will be running ListManager (and any other machine you'd like to be able to connect to the SQL Server). Client Tools are auxiliary programs that are necessary to connect to and manage your MS SQL server.

These tools come in two installation forms: Connectivity Only, or Server and Client Tools. All you need is the client tools (connectivity), but if you want to install more it will also install the client tools, so either choice is fine.

If you are running MS SQL Server and ListManager on the same machine (not recommended), you may skip this step, as the required client tools have already been installed as part of the server installation.

MSDE and ListManager

If your version of ListManager includes MSDE, you won't need to worry about preparing your database or connecting ListManager to it--the ListManager installer takes care of that for you.

Do not use Terminal Services to install the MSDE version of ListManager remotely. The MSDE version of ListManager cannot be installed successfully using Terminal Services.

You may encounter difficulties using MSDE and ListManager if you have previously installed

Microsoft SQL server client tools on the machine that is to run ListManager. If you have, you'll see the following warning message from the installer:

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Warning: It appears that you have (or have had) a version of Microsoft SQL Server installed that conflicts with the bundled server.

Do you want to use ListManager for Microsoft SQL Server instead? That is a different installer.

If you're sure you want to use the bundled MSDE database server, you should uninstall

Microsoft SQL Server software if you find that you're having problems with MSDE.

Notes on MSDE server limitations

There is a 2 GB limit to the total size of the MSDE database. If you are upgrading from

ListManager 4.x, you should calculate the total size of your db directory to see if you can use

MSDE.

The optimal number of database connections for MSDE is 8.

NOTE: More information about maintaining MSDE may be found in Database Maintenance .

Oracle and ListManager (Windows)

Preparing the ListManager Server

Before installing ListManager, you’ll need to install the Oracle Client Tools (or Basic Client

Software) on the machine which will be running ListManager. Then, you’ll create a user and password to be used by ListManager. When you’re done, you’re ready to install ListManager.

1. Install the Oracle Client Tools on the machine which will be running ListManager.

2. Run the Configuration Assistant:

1. Select “Local Net Service Name configuration, and select Next.

2. Select “Add” when asked what access you’d like to set up.

3. Select “Oracle9 database or service” when asked what version of Oracle database to access.

4. Enter the Service Name.

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5. Select TCP.

6. Enter in additional information as required by your network protocol.

7. Perform a test of your connectivity.

8. Select a Net Service Name.

3. Open SQL*PLUS, and log on as system.

4. Enter the following lines: create user username identified by password default tablespace users quota unlimited on users; grant connect, resource to username;

The DBA will need to know the common permissions required for Oracle users. The previous is an example only. You may use any username or a different tablespace if desired.

You’re ready to install ListManager! Be sure you select the installer that matches the version of client tools you've installed.

Changing the Character Set of your Oracle Instance

Oracle servers, by default, do not install with a character set that allows 8-bit ASCII characters to be represented correctly. Any high ASCII characters (greater than 127) are translated into other characters. This can cause a problem if you expect that any mail flowing through ListManager will use special accent characters, such as ÿ or á. If your server has this problem, ListManager will give you one of these errors when starting it in the foreground:

Your database is not configured to store all data exactly as it was sent. This will cause some messages, especially those in foreign languages, to be incorrectly saved. It is recommended that you change your database configuration to ensure that this is not a problem.

Your database and/or client configuration will cause problems, as errors were generated when special characters (such as used by foreign languages) were sent and/or retrieved from the database. This will

VERY LIKELY CAUSE ERRORS and should be corrected before continuing.

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To solve this problem, create your Oracle instance with an 8-bit ASCII character set. If you don't have a preference, we recommend you use:

WE8ISO8859P1

This character set appears to also be the one used by Windows as its default, so if both client and server are set to use the same character set, you need not worry about characters being translated.

However, if you choose a different character set, the data will be translated into the client character set, which will almost certainly cause problems. The client character set can be configured using an environmental variable called NLS_LANG. The syntax of the variable is

<language>_<country>.<char set>, such as

American_America.US8PC437

Database Server Password Security

As the database password is saved unencrypted in a file ( lmcfg.txt

), you may later remove the

password saved in this file and then specify that the password be provided on startup by altering this file.

Setting the Environment Variable for Windows

1. In the Control Panel, open System. Select the "Advanced" tab.

2. Select Environment Variables

3. In the System Properties for Environment Variables, assign "NLS_LANG" to

"American_America.US8PC437".

Windows Services

On Windows 2000/XP, ListManager and the ListManager Web Server can run as services.

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Installing the ListManager and ListManager Web Server Services

1. Click on Start, then Programs.

2. Select Lyris ListManager.

3. Select Services.

4. Select Install ListManager Service.

5. Repeat, but select Install LM Web Service.

Uninstalling the ListManager and ListManager Web Server Services

1. Click on Start, then Programs.

2. Select Lyris ListManager.

3. Select Services.

4. Select Uninstall ListManager Service.

5. Repeat, but select Uninstall LM Web Service.

Installing and Uninstalling the Service from the Command Prompt

To install the Windows service from the command line, open a command prompt, change to the

ListManager directory, and run the following command: lm -install

For Windows 2000/XP only. ListManager will then be listed in the "Services" control panel, as a service automatically started up at boot time. You can start and stop the ListManager service from the "Services" control panel. The service runs in the background, so you will not see if on your desktop.

To remove the Windows service from the command line, open a command prompt, change to the ListManager directory, and run the following command: lm -remove

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To start ListManager from the command line after installing it as a service, run the following command: net start listmanager

To stop ListManager from the command line after installing it as a service, run the following command: net stop listmanager

Running MSDE as a Service

MSDE is installed to automatically run as a service. To start MSDE from the command line after it has been installed as a service, run the following command: net start mssqlserver

To stop MSDE from the command line after it has been installed as a service, run the following command: net stop mssqlserver

Installing on Linux

Installing ListManager on Linux -- Overview

See General Installation Instructions for general information about installing ListManager on all

platforms and database servers.

Also see Supported Platforms for supported operating systems and databases. Other operating

systems and databases have not been tested, and are not supported.

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ListManager for Unix does not include a database as part of the installer. Before you install

ListManager on Linux, you will need to have a database server already installed, and client software installed on the ListManager server if it will be connecting to the database remotely.

After downloading the correct installer for your operating system and database, install

ListManager by running the installation program, "install_lm.pl".

Please have the following information ready:



Information about your SQL database (if using your own database, not one included with ListManager):

The name of your SQL machine.

The SQL database server login or user name (blanks allowed for MSSQL with integrated security).

The SQL database password (blanks allowed for MSSQL with integrated security).

The database name.



Whether or not you have a mail server running on the ListManager machine. See

Mail Server Coexistence for more information.



What port you'd like the web interface on, if you already have a web server running (Unix only).



Your ListManager serial code. If you don't have a serial code, contact your Lyris account representative at 800-768-2929 or [email protected]



The email address and password of the server administrator.

If you have previously installed ListManager, you should still run the "install_lm.pl" program. It will ask you if you are upgrading an existing copy of ListManager, and if you answer yes, will automatically upgrade your ListManager installation for you.

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Required Unix File Descriptors

The number of file descriptors you need depends on the version of ListManager you are running. We recommend the following number of file descriptors depending on your license level:

File Descriptors

License

Platinum or less

10,000 msgs/hr

File Descriptors

1000

Platinum Plus100,000 msgs/hr 2000

Diamond200,000 msgs/hr 4000

Extreme300,000+ msgs/hr 8000

On most versions of Unix, run the following command: ulimit -n

If the number displayed is smaller than the values displayed above for your license, you do not have enough file descriptors for ListManager to function properly.

Run the following to increase them: ulimit -n 4000

Example: root@siri2:/# ulimit -n

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root@siri2:/# sh

# ulimit -n 4096

# ulimit -n

4096

Installing/Running as Non-Root

We strongly recommend that ListManager run as root. Normally, ListManager runs as root to have access to the ports and network files only root has access to (e.g., SMTP on 25).

However, if you want to install and run ListManager with a user other than root, simply run the installer as the user who should own ListManager. The installer will warn you against doing so, and inform you that the standard ports ListManager uses will be moved as follows:

Tcl Webserver: 1080

SMTP: 1025

NNTP: 1119

In order for others to access ListManager, you will need to route traffic that normally would come to ListManager on ports 80, 25 and 119 to the ports specified for your ListManager installation.

Installing on Linux

When installing and running ListManager, you will need to be logged in as root.

Basic Installation

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1. Download the installation file.

2. Untar and unzip the file in the directory of your choice. gunzip lm-x.x-abcd.tar.gz tar xf lm-x.x-abcd.tar

3. Cd to the directory created after untarring/unzipping the installation file.

4. Run (as root):

./install_lm.pl

After installation is complete, you may remove the files created by the installer.

Oracle and ListManager (Linux)

NOTE: Although ListManager may use Oracle, Lyris does not support the Oracle database itself.

These instructions are provided for the convenience of those using ListManager with Oracle. For complete Oracle documentation, go to http://oracle.com/ .

Before installing ListManager, you’ll need to install the Oracle Client Tools (or Basic Client

Software) on the machine which will be running ListManager. Then, you’ll create a user and password to be used by ListManager. When you’re done, you’re ready to install ListManager.

Your DBA (database administrator) can assist you in installing the client software on the server that will be running ListManager.

Be sure that LD_LIBRARY_PATH is set to point to Oracle's libraries before installing, and that you select the installer that matches the version of client tools you've installed.

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Permissions Needed to run ListManager against your Oracle database

The DBA will need to know the common permissions required for Oracle users. The following is an example only. You may use any username or a different tablespace if desired. drop user username cascade; create user username identified by password default tablespace users quota unlimited on users; grant connect, resource to username;

Changing the Character Set of your Oracle Instance

To solve this problem, create your Oracle instance with an 8-bit ASCII character set. If you don't have a preference, we recommend you use:

WE8ISO8859P1

<language>_<country>.<char set>, such as

American_America.US8PC437

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Setting the Environment Variable for Unix

For a UNIX client, set the environment variable in this manner. Try each one until the error message no longer appears on boot up. csh/tcsh: setenv NLS_LANG 'AMERICAN_AMERICA' setenv NLS_LANG 'AMERICAN_AMERICA.WE8ISO8859P1' setenv NLS_LANG 'American_America.US8PC437' sh/bash: NLS_LANG='AMERICAN_AMERICA'; export NLS_LANG

NLS_LANG='AMERICAN_AMERICA.WE8ISO8859P1'; export NLS_LANG

NLS_LANG='American_America.US8PC437'; export NLS_LANG

Once you have determined which one is the correct one, you should configure the appropriate startup file (e.g., /etc/profile or similar) to set NLS_LANG so that ListManager will have it set properly at startup.

Database Server Password Security

As the database password is saved unencrypted in a file ( lmcfg.txt

), you may later remove the

password saved in this file and then specify that the password be provided on startup by altering this file.

Installing ListManager by Hand

If you do not want to use the "install_lm.pl" script, you can follow these steps to install

ListManager by hand.

1. Uncompress the ListManager tar file to the directory from which you will run it (which will henceforth be referred to as ~lm).

2. Install and configure the appropriate database software or client software. Create a database for ListManager to use.

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3. Rename ~lm/bin/lmcfg_template.txt to lmcfg.txt, and edit it, adding database connection information.

Note that you can install more than one icon on your desktop for different lmcfg.txt files by

adding a command-line argument to specify a different lmcfg.txt file.

Check the database connection by running the following command:

~lm/bin/lm version

If ListManager connects successfully, a version string is displayed.

4. Run the following command:

~lm/bin/lm dbcreate <admin-password>

To create the Lyris database tables. Specify the administrator password you would like to use on this server. For example, "lm dbcreate sesame" would create an account named "admin" with a password of "sesame"

5. Run the following commands: lm serial yourserialnumber lm getactivation

This will enter your serial number, and retrieve your activation code.

6. If you want ListManager to run its SMTP receiving agent on an alternate port, run the following command:

~lm/bin/lm smtpport 26

Where "26" specifies the port you want ListManager to use.

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7. If you do not allow ListManager to listen to 127.0.0.1, you will need to edit the file

"tclhttpd.rc" that is located in your tclweb/bin directory, so that the line which reads "Config ipaddr" points to a TCP/IP address that ListManager is listening on.

Note: The Command Protocol that the web interface uses to communicate with ListManager listens on port 2021.

8. Run the command: ulimit -n 5000

(preferably in the bash shell) to increase your file descriptor limit. Then, run:

~lm/bin/lm start

To run ListManager in the foreground, or run the command:

/opt/lm/bin/lm start 1>/tmp/lm_stdout 2>/tmp/lm_stderr &

You can now run ListManager in the foreground with the command:

/opt/lm/bin/lm start

Note:

If you run ListManager in the foreground without running the output to a logfile, and you inadvertently click on the window commenting any text, the process running in the window will halt. To stop this from occurring, either:

- pipe the output to a logfile or

- turn off the Quick edit mode by right clicking on the Windows bar and going to Properties ->

Options -> uncheck "Quick edit".

To start ListManager in the background, in "sh" or "bash" use a command such as

/opt/lm/bin/lm start 1>/tmp/lm_stdout 2>/tmp/lm_stderr &

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To run ListManager in the background. If you encounter a problem, run ListManager in the foreground, with the command "~lm/bin/lm start".

9. Send mail to listmanager@your-server to make sure that ListManager is answering email.

10. Rename the file ~lm/tclweb/bin/tclhttpd_template.rc to tclhttpd.rc. Edit it, replacing

‘$HOSTNAME’ with the name of the machine; ‘$PORT’ with the port you want the web server to listen to (e.g., 80); and ‘$EMAILADDR’ with the email address of the administrator.

11. Run the command:

~lm/tclweb/bin/httpd-lm

To run the ListManager Web Server in the foreground, or run the command:

~lm/tclweb/bin/httpd-lm 1>/tmp/httpd-lm-stdout.txt 2>/tmp/httpd-lm-stderr.txt &

To run the ListManager Web Server in the background.

12) With a web browser, go to the URL http://your-server.com/.

For Linux users, Linux normally has a limitation of 4096 file descriptors for the whole OS (1024 max per process). To increase the maximum for the whole OS, you edit the /proc/sys/fs/file-max file.

ListManager should now be running on your system.

Configuring ListManager After Installing

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Once you have completed the installation program, you will be shown a page such as the one below. This page gives you basic startup directions for configuring your ListManager now that it is installed.

Lyris ListManager has now been installed on your system!

You can now run ListManager in the foreground with the command:

/usr/local/lm/bin/lm start

To start ListManager in the background, in "sh" or "bash" use a command such as:

/usr/local/lm/bin/lm start >/tmp/lm_stdout 2>/tmp/lm_stderr &

We recommend that you first run ListManager in the foreground, so that you see any warning messages. If you encounter a conflict on port 25 with

Sendmail, please see the README file.

You can start the ListManager daemon by running:

/usr/local/lm/bin/S96lm start and stop it by running:

/usr/local/lm/bin/S96lm stop

You can start the ListManager Web Server daemon by running:

/usr/local/lm/bin/S96httpd-lm start and stop it by running:

/usr/local/lm/bin/S96httpd-lm stop

To create your first mailing list, you can point your web browser at:

http://yourserver.com/

When prompted for a user name and password, you should give the name

"admin" and the password "lyris"

A log of the actions taken by this installation program has been saved to /usr/local/lm/install.log

A ListManager uninstall script has been created for you at:

/usr/local/lm/uninstall_lm_now

If you would like to review this information at a later time, you can find it in /usr/local/lm/README.

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CREATING AND USING A CUSTOMER DOMAIN

Creating a Using a Customer Domain / ListHosting

A custom domain allows you to use your domain name even though you are sending through our network. Your customers see your custom domain where they would otherwise see the domain name of your Lyris server.

For example, if the name of your server is “lists.lyris.net”, a custom domain will mask all links to look like they are coming from your organization, e.g. “lists.example.com.”

What Can I Use for a Custom Domain?

You may add a word to any domain you control to create a custom subdomain. For example, if you owned the domain “example.com”, you could create “lists.example.com”,

“offers.example.com” and so forth.

You couldn’t use just “example.com”, as email for that domain is already going to your organization’s mail server.

How Can I Create a Custom Domain?

Create a custom domain in DNS.

Once you’ve decided what your domain will be, you must contact the person in charge of your domain record and request that they create a CNAME DNS entry. For example, let’s say your domain name is “example.com”, and you have a list on “lists.lyris.net”. You want to use a custom domain “lists.example.com”. You would create a DNS entry:

Lists.example.com IN CNAME lists.lyris.net.

2. Inform Support the name has been created.

Create a ticket here informing Support the custom domain is ready. They will enable your server to use it.

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What if I want to use A/MX Records?

The advantage of using a CNAME record is that if your server must be moved to a different IP address, you will not have any interruption of service.

If you would like to use A/MX records instead, make the following DNS entries with the appropriate values for you:

Lists.example.com IN A 192.168.1.200

Lists.example.com IN MX lists.lyris.net

Lists.example.com IN TXT "v=spf1 a mx -all"

For “lists.example.com” you should use the custom domain you’d like to use, for

“192.168.1.200” the IP address of your ListManager server, and for “lists.lyris.net” the name of your ListManager server.

The TXT record creates an SPF/Sender ID record that assists with deliverability.

NOTE If you use A/MX records for your custom domain and if we need to change the IP address for your server your custom hostname will not work until you change your records to reflect the new IP address.

Creating and Using a Custom Domain / Sparklist

A custom domain lets you use your domain name even though you are sending through our network. Your customers see your custom domain where they would otherwise see the domain name of your Sparklist server.

For example, if the name of your server is “lists.sparklist.com," a custom domain will mask all links to look like they are coming from your organization, e.g. “lists.example.com."

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What Can I Use for a Custom Domain?

You can add a word to any domain you control to create a custom subdomain. For example, if you owned the domain “example.com," you could create “lists.example.com,"

“offers.example.com” and so forth.

You couldn’t use just “example.com," as email for that domain is already going to your organization’s mail server.

How Can I Create a Custom Domain?

Create a custom domain in DNS.

Once you’ve decided what your domain will be, you must contact the person in charge of your domain record and request that they create a CNAME DNS entry. For example, let’s say your domain name is “example.com," and you have a list on “lists.sparklist.com." You want to use custom domain “lists.example.com." You would create a DNS entry:

Lists.example.com IN CNAME lists.sparklist.com.

2. Inform Support the name has been created.

Create a ticket here to inform Support the custom domain is ready. They will enable your server to use it.

What if I want to use A/MX Records?

The advantage of using a CNAME record is that if your server must be moved to a different IP address, you will not have any interruption of service.

If you would like to use A/MX records instead, make the following DNS entries with the appropriate values for you:

Lists.example.com IN A 192.168.1.200

Lists.example.com IN MX lists.sparklist.com

Lists.example.com IN TXT "v=spf1 a mx -all"

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For “lists.example.com” you should use the custom domain you’d like to use, for

“192.168.1.200” the IP address of your ListManager server, and for “lists.sparklist.com” the name of your ListManager server.

The TXT record creates an SPF/Sender ID record that assists with deliverability.

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AFTER YOU INSTALL

How Can ListManager Use My Data?

ListManager uses a single

members_

table which contains the email addresses and other

information it needs to send email messages. You may already have data about your list members in your own database table, and you'd like to use this data when sending out mail using ListManager. There are a number of ways of having ListManager use this data, depending on how your database is set up and how you'd like it to work. Here are some suggestions:

1. Add columns with pertinent member information to your ListManager members_ table, and

import your members with this additional information. Use a CSV member import , triggers, the

ListManager SOAP API

, or ODBC database synchronization to keep the data between your other

tables and the ListManager members_ table in synch.

2. Import your members into the ListManager members_ table, and use a column you've added to the members_ table to refer to the primary key used by your other table. You may then

create advanced subsets which join to that other table based on the added field.

3. Import your members into the ListManager members_ table, and create a lookup table which matches the ListManager members_.MemberID_ field with the primary key of the table which

contains the additional data you need for your mailings. You may then create advanced subsets

which join to that other table.

Antivirus Gateway Software and ListManager

ListManager does not scan for viruses in incoming messages. Although match phrases and list security will keep most viruses out, you may wish to use gateway antivirus software with

ListManager. If you are using gateway antivirus software, it will accept email on port 25, scan it, and pass it to ListManager on a different port.

ListManager must be configured to use the port specified by your antivirus software to receive email. There are two ways of doing so:

Changing the ListManager SMTP Port Through the Web Interface

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1. When configuring or installing your gateway antivirus software on the machine that is running

ListManager, note the port to which it will forward mail.

2. In the ListManager web interface, go to Utilities: Administration: Server: Server Settings:

Network Settings: Ports.

3. Specify the port on which ListManager should receive mail from your mail server in Incoming

SMTP Port.

4. Save the page.

5. Shut down ListManager.

6. Restart ListManager, and start your gateway antivirus software. ListManager will now be accepting mail from the antivirus software on the port you specified.

Changing the ListManager SMTP Port from the Command Line

1. When configuring or installing your gateway antivirus software on the machine that is running

ListManager, note the port to which it will forward mail.

2. Shut down ListManager.

3. Open a command prompt, and cd to the ListManager directory

4. On the command line, use the smtpport command to specify the port on which ListManager should receive mail from your mail server. Example: lm smtpport 26

5. Restart ListManager, and start your gateway antivirus software. ListManager will now be accepting mail from the antivirus software on the port you specified.

Note that you may need to stop your antivirus software, start the ListManager web server, and then restart the antivirus software to have the ListManager web server start after installing

ListManager.

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UNINSTALLING LISTMANAGER

You may use the uninstall program to remove ListManager from your system.

Before running the uninstall program, be sure you:

1. Stop ListManager and the ListManager Web Server.

2. (Windows) Remove the ListManager and ListManager web server services. See Windows

Services for more information.

3. (Unix) Remove any start scripts you have installed.

Uninstalling on Windows

Remove the services for Windows (if applicable):

1. In the left Navigation bar, click Start > Program Files > Lyris ListManager > Services.

2. Click on Remove ListManager Service.

3. Click on Remove LM Web Service.

Uninstall ListManager:

1. In the left Navigation bar, click Start > Settings > Control Panel.

2. Select Add or Remove Programs.

3. Select Lyris ListManager.

4. Click Change/Remove.

5. When prompted to remove Lyris ListManager, click Yes.

If there are any files left in your ListManager directory after the uninstaller has completed, you may safely delete them and the directory by hand.

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Uninstall MSDE (if applicable):

1. In the left Navigation bar, click Start > Settings > Control Panel.

2. Select Add or Remove Programs.

3. Select Microsoft SQL Server Desktop Engine.

4. Click Change/Remove.

5. When prompted to remove Microsoft SQL Server Desktop Engine, click Yes.

Uninstalling on Unix

If you already have ListManager installed on your Unix system and want to remove it, here are the steps you should take:

1. Log in as root.

2. Stop the ListManager process. On Linux, the shutdown command is: kill -15 `cat /var/run/lm.pid`

3. Delete any startup scripts you created on your own.

4. Change to the ListManager/bin directory.

5. Run the uninstall_lm_now script. It will delete your ListManager directory and everything in it. Or, you may remove the ListManager directory. For example: rm -rf /opt/listmanager

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SYNCHRONIZING DATA USING ODBC

ODBC -- Overview

ListManager may synchronize its data with other databases using ODBC (Open DataBase

Connectivity).

To use ODBC, the administrator must first install the correct ODBC 3.51 compliant driver for the datasource on the ListManager server. UNIX users should use unixODBC along with the vendorspecific ODBC 3.51-compatible driver.

Next, the server administrator must create a Database Connection in Utilities: Administration:

Server: Database: Database Connections, specifying the connection string and SQL query to be

used to connect to the external database.

Once the database connection has been created, a list, site or server administrator may enable

the database synchronization for a particular list in Members: Synchronization Settings , and

further specify how ListManager should handle data from the external data source, and with what frequency.

The server administrator may also specify the default frequency for database synchronization in

Utilities: Administration: Server: Server Settings: Scheduled Tasks: Synchronize Lists .

Administrators may also opt to have ListManager synchronize data before sending a mailing in

Mailings: New Mailing: Recipients , to ensure that ListManager is using the most updated

information before sending mail.

See Database: Add Member Column for information about how to add additional columns to the

ListManager members_ database.

Important ODBC Notes

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

ODBC in ListManager has been tested against Oracle, Microsoft SQL Server, and

MySQL. Other databases should also work, but are not supported.



ListManager checks the entire members_ table each time it synchronizes its data; it does not only look for new or changed data.



ListManager does not check to see if there is sufficient space in the database before performing synchronizations.



Synchronization can take a long time. In our internal tests, a synchronization against a list of one million members took three hours. If you are synchronizing large amounts of data, you may opt to use methods other than ODBC to keep it in sync.



Synchronization requires more space on your ListManager database server. The amount of space depends on how much data your are synchronizing against.



Do not update the password_ field. The ListManager password_ field is encrypted.

ODBC on Unix

1. On the ListManager server, download, gunzip and untar UnixODBC from http://www.unixodbc.org/ . Read the included documentation carefully, and be sure you are using the correct libraries.

TIP: Use odbcinst -j to see where UnixODBC is installed.

UnixODBC contains the odbcinst.ini and odbc.ini files, which will point to the specific driver(s) you are using.

2. On the ListManager server, download and install the correct ODBC driver for your database.

Read the included documentation carefully. In our testing, we used drivers from: http://dev.mysql.com/downloads/connector/odbc/3.51.html

http://www.easysoft.com/

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The driver installer should prompt you for database connection information and populate the odbc.ini file with the correct values.

3. The installer for the driver may ask whether you want to use a connection string to connect, or DSN (Data Source Name). Both contain connection information, but in different formats and in different places.

This is the value you will enter in Utilities: Administration: Server: Database: New Database

Connection: Connection String . Note: In our tests, drivers from Easysoft always use DSN.

Sample Connection Strings

MS SQL

Driver={SQL Server};Server=lmtest;Database=lmdb;Uid=sa;Pwd=pass

Oracle

DSN=DSN_Name;Server=lmtest;Uid=lmuser;Pwd=pass

MySQL For Unix:

Driver={MySQL ODBC 3.51 driver};server=lmtest;database=lmdb;uid=mysqluser;pwd=pass;

MySQL for Windows:

Driver={MySQL ODBC 3.51 driver};server=lmtest;database=lmdb;uid=mysqluser;pwd=pass;

Sample Connection Using DSN

If your driver uses DSN, the connection information in the odbc.ini file will be used to authenticate and connect to the database. No connection string is required; instead, indicate the Data Source Name. Example:

DSN=mysql

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Sample odbc.ini File

[ODBC Data Sources]

[mysql]

Driver = /usr/lib/libmyodbc3.so

Description = MySQL on lmtest

SERVER = lmtest

USER = lmuser

Password = pass

OPTION = 3

Sample Select Query

This query is connecting to a table called info. The state field has been added to the ListManager

Members_ table. select info.email as EmailAddr_, info.status as MemberType_, info.state as state from info

Important Notes



The query may not include comments (e.g., -- select a, b, c, d, e, g from numeric)



The query must be a select query. Update, insert, and Delete queries will not work.

Troubleshooting Checklist

1. Make sure you have installed UnixODBC.

2. Make sure you have installed the correct driver.

3. Make sure you are using the correct libraries.

4. Make sure you are using the correct information to connect to the database.

5. If using DSN, be sure the odbc.ini file has the correct connection information.

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ODBC on Windows

ODBC for Importing/Syncing from MSSQL to MSSQL

1. To open Data Sources (ODBC), click Start, point to Settings, and then click Control Panel.

2. Double-click Administrative Tools, and then double-click Data Sources (ODBC).

3. Click the System DNS tab, and then click Add.

4. In the Create New Data Source dialog, click SQL Server (you may have to scroll down to see it), and then click Finish.

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5. In the Create a New Data Source to SQL Server dialog, click the Name box, and then type the name you want. Do the same for the Description box.

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6. In the Server box, click the down arrow, and then select the server that hosts the database you entered in the Name box. When you are finished, click Next.

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7. In the next dialog, select the option With SQL Server authentication using a login ID and password entered by the User.

8. Type in your Login ID and Password, and then click Next.

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9. In the next dialog, make no changes. Click Next.

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10. In the next dialog, make no changes. Click Finish.

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11. A summary of your previous selections displays. To verify successful ODBC Data Source creation, click Test Data Source.

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12. If you run a test and it is successful, a screen similar to the one below appears. Click OK.

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Sample ODBC Connection Strings and Queries

MS SQL

Driver={SQL Server};Server=lmtest;Database=lmdb;Uid=sa;Pwd=pass

Oracle

DSN=DSN_Name;Server=lmtest;Uid=lmuser;Pwd=pass

MySQL For Unix:

Driver={MySQL ODBC 3.51 driver};server=lmtest;database=lmdb;uid=mysqluser;pwd=pass;

MySQL for Windows:

Driver={MySQL ODBC 3.51 driver};server=lmtest;database=lmdb;uid=mysqluser;pwd=pass;

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Sample Connection Using DSN

DSN=mysql

Sample odbc.ini File

[ODBC Data Sources]

[mysql]

Driver = /usr/lib/libmyodbc3.so

Description = MySQL on lmtest

SERVER = lmtest

USER = lmuser

Password = pass

OPTION = 3

Sample Select Query

This query is connecting to a table called info. The state field has been added to the ListManager

Members_ table. select info.email as EmailAddr_, info.status as MemberType_, info.state as state from info

Important Query Notes



You must have permission to view the table in the query. If you do not have permission, you will see the following error message when you test the database connection:

Test failed because of the following error:

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If SQL query does not contain EmailAddr_ field, then it must contain both

UserNameLC_ and Domain_ fields.



The query must be a select query. Update, insert, and Delete queries will generally not work.



Please test your query thoroughly before putting it into production.



Do not update the password_ field. The ListManager password_ field is encrypted.

Datatypes Supported During ODBC Synchronization

SQL Server 2003/2005 Data Types

Name Description binary text char

Fixed-length binary data with a maximum length of 8,000 bytes.

Variable-length non-Unicode data with a maximum length of 2^31 - 1

(2,147,483,647) characters.

Fixed-length non-Unicode character data with a maximum length of 8,000 characters.

Variable-length non-Unicode data with a maximum of 8,000 characters. varchar smalldatetime Date and time data from January 1, 1900, through June 6, 2079, with an accuracy of one minute. datetime Date and time data from January 1, 1753, through December 31, 9999, with an accuracy of three-hundredths of a second, or 3.33 milliseconds. real Floating precision number data with the following valid values: -3.40E + 38 through -1.18E - 38, 0 and 1.18E - 38 through 3.40E + 38. decimal numeric money int

Fixed precision and scale numeric data from -10^38 +1 through 10^38 –1.

Functionally equivalent to decimal.

Monetary data values from -2^63 (-922,337,203,685,477.5808) through 2^63 - 1

(+922,337,203,685,477.5807), with accuracy to a ten-thousandth of a monetary unit.

Integer (whole number) data from -2^31 (-2,147,483,648) through 2^31 - 1

(2,147,483,647).

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smallint tinyint

Oracle

Integer data from -2^15 (-32,768) through 2^15 - 1 (32,767).

Integer data from 0 through 255.

External Datatype

16 bit signed INTEGER *

32 bit signed INTEGER *

8 bit signed INTEGER *

Binary LOB *

CHAR *

Character LOB *

DATE *

C++ Type

signed short, signed int signed int, signed long signed char

OCILobLocator char[n]

OCILobLocator char[7]

OCCI Type

OCCIINT

OCCI_SQLT_BLOB

OCCI_SQLT_AFC

OCCI_SQLT_CLOB

OCCI_SQLT_DAT

FLOAT *

FLOAT **

LONG *

NATIVE DOUBLE *

NATIVE DOUBLE **

NATIVE FLOAT *

NATIVE FLOAT ** null terminated STRING *

NUMBER *

RAW *

UNSIGNED INT *

UNSIGNED INT **

VARCHAR2 * float, double float char[n] double

Bdouble, double float

BFloat, float char[n+1] unsigned char[21] unsigned char[n] unsigned int unsigned int char[n]

OCCIFLOAT

OCCI_SQLT_LNG

OCCIBDOUBLE

OCCIBFLOAT

OCCI_SQLT_STR

OCCI_SQLT_NUM

OCCI_SQLT_BIN

OCCIUNSIGNED_INT

OCCI_SQLT_CHR

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CLUSTERING LISTMANAGER

What is ListManager Clustering?

Multiple ListManager instances (or nodes) may be clustered together using a single database.

Each node can perform all ListManager tasks: receive and send mail, accept and process clickthrough and other tracking, and perform scheduled tasks.

The benefits of a clustered ListManager environment are:



True load distribution -- Any node can perform any task, including sending mail, receiving incoming mail, accepting tracking events or performing scheduled tasks.



Redundancy-- If one node goes down for any reason, others will pick up the work.



No single point-of-failure -- No single critical ListManager system must be working for the cluster to function (other than the database server).



Improved bounce processing speed -- Processing and saving bounced mail in the database is faster.

What happens when a ListManager node fails?

If a node is lost for whatever reason, the task the node was working on will be interrupted until the node is restored. If the node was delivering mail, no data will be lost, but some recipients will not receive mail until the node is restored. Depending on the sending speed of the lost node, the number of recipients delayed may be in the low thousands.

What do I need to cluster ListManager?

In addition to the hardware

and software requirements for a single ListManager installation, the

following is also required:



An MSSQL or Oracle database. ListManager clustering is not supported for MSDE.

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

A separate database server with ample hardware to handle the load of multiple

ListManager nodes. ListManager clustering is not supported when one of the

ListManager nodes is on the same machine as the database server.



A LAN. Clustering ListManager on a WAN is not recommended.



Adequate hardware for each ListManager node. Each node must run on its own

machine; two nodes may not run on the same machine. Optimally, the hardware should be the same for all ListManager nodes to make configuring the nodes easier, though not strictly required. Different nodes may use different platforms if connecting to an Oracle database.



Clustering license(s): The serial code for additional ListManager nodes must be enabled for clustering. If a node has no license, or has a license for which

clustering is disabled, it will be disabled . Contact [email protected] for more

information about purchasing clustering licenses.

How difficult is it to use and administer a ListManager cluster?

A ListManager cluster should be largely transparent to users. The administrator may need to

initially configure

some IP and DNS settings for each node in the cluster, but otherwise

administration of a cluster will not be significantly more difficult than administration of a single

ListManager instance.

Will I see increased sending speeds from a cluster?

Depending on the licenses, a cluster can potentially send out mail more quickly than mail from a single ListManager instance. However, keep in mind that ListManager cannot control how quickly ISPs will accept your mail. In some cases, an ISP will limit the number of inbound connections not just from a single IP address, but from an IP block or range.

Where can I see the performance of nodes versus the cluster?

In Reports: Server Performance: Server Sending Speed, you may view charts displaying the attempted, successful, and failed messages per hour for individual nodes or for the cluster.

Can I cluster the database?

ListManager does not include tools to run against multiple databases. However, your database may be clustered so that the database clustering is transparent to ListManager. Contact your database vendor for more information about database clustering.

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Can there ever be conflicts?

Normally, each node in a ListManager cluster will pick up tasks as they are created, and there will be no conflict between them. In rare instances, two moderated messages could be approved twice from two separate nodes, causing a posting to be sent twice. To eliminate the possibility of such mishaps, have list administrators use the interface from one of the nodes.

Important Clustering Notes



Message recipients may receive duplicate messages in a cluster if the same message is posted to multiple lists and/or segments. Duplicate messages will be received even if the list(s) are set so members will not receive crossposted duplicates.



To send the same message to multiple lists and segments, send to each list and

segment separately, purging out recipients of earlier messages on the Mailings:

New Mailing: Recipients tab.



Recency limits may also be ignored if a second mailing is approved before recipient list processing for the first has been completed.



You may not select which node a message is sent from; ListManager distributes messages across the cluster automatically.

Installing, Upgrading and Uninstalling a Cluster

Before installing a ListManager cluster or upgrading to a clustered ListManager server, be sure you have software licenses that allows clustering. Contact [email protected] if you have questions about your licenses.

Installing a ListManager Cluster

When installing ListManager, the installer will prompt you as to whether the installation is a new installation, an upgrade or a node. For the first ListManager instance, select New Install. For the second and subsequent installations, select Add Node to Cluster.

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The installation will proceed for each node as it does for a single instance of ListManager. You'll need to provide the same database connection information for each node installation as you did for your initial ListManager installation.

Once you have completed installing a node, be sure you configure it.

Upgrading a Cluster

Before upgrading a cluster, please review the important upgrade information for this version.

To upgrade a cluster

1. Shut down all ListManager nodes.

2. Upgrade the primary ListManager node (the first ListManager you installed) first. When prompted by the installer, select "upgrade."

3. Repeat the upgrade for each node.

4. Once the primary node has been upgraded, you may run ListManager on that node while upgrading the subsequent nodes.

Moving a Node

To move a node to different hardware:

1. Shut down the machine the ListManager node is currently running on.

2. Open the file lmcfg.txt (located in C:\Program Files\ListManager or ~/ListManager/bin) using a plain-text editor (such as Notepad or vi).

3. Note the value of $node_name.

4. Install ListManager on the new machine selecting Add Node to Cluster.

5. When asked for a serial code, you may either not provide one or use the one for the previous machine.

6. When the installation is complete, do not start ListManager.

7. Open the file lmcfg.txt (located in C:\Program Files\ListManager or ~/ListManager/bin) using a plain-text editor (such as Notepad or vi).

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8. Change the value $node_name to be the same name as the previous node.

9. Start ListManager. The new ListManager node will have the same settings as the previous

node. If the IP addresses have changed, you may need to configure the node .

Uninstalling a Node

The process to uninstall a ListManager node is the same as uninstalling a single instance of

ListManager. The database will still reference the other node in lyrConfigNodeSettings, but the node will be disabled.

Configuring a Node

A ListManager node should require little additional configuration after installation. Most of the settings in ListManager are common to all of the nodes in a cluster, so changing these settings through the web interface on one node effects the change for the entire ListManager cluster.

The settings that are specific to one node are in Utilities: Administration: Server: Server Settings:

Node Settings

and Utilities: Administration: Sites . Note that the actual settings available do not

change (that is, no additional settings are added as a result of clustering ListManager).

Accessing a Node

The settings for a particular node can always be accessed by going to that ListManager node's

web interface. You can see the status of a node on the Server Dashboard page.

However, you may do most administration of additional nodes through the interface of any

ListManager node. When ListManager is clustered, the node is indicated in the upper right hand corner of the interface. To change to a different node, click the node name.

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You will then be shown a list of nodes, with an asterisk (*) indicating the interface of the node you are logged into. Click the name of the node you'd like to configure. That node will now appear in the upper right hand corner of the interface. You may now access that node's settings.

Note that the interface will still be for the node you logged into. Statistics and logs in Utilities:

Administration: Server: Operational Statistics and Debug Log will still be for that node.

You will be able to see the performance for individual nodes and the server as a whole in

Reports: Server Performance: Server Sending Speed .

Any changes made to a node may take several minutes to take effect until the node picks up the changes made.

Node Settings

The server settings for a particular node are in Utilities: Administration: Server: Server Settings:

Node Settings ; all other server settings are shared by all ListManager nodes.

In the Node Settings, you may change or enter your license code, set limits for this node, and select IP addresses it should use (if there are multiple IP addresses for the machine). By default, the node will be set to use up to the limit set by its license, and any IP address on the machine.

Site Settings

If you have one site, it is likely that no changes will be necessary to the site's settings, though you will want to check that the correct Internet host name and URL to web interface are being used.

If you have multiple sites, it is recommended that you assign a dedicated IP address to each site on each node, so each site may have its own SMTP (and NNTP) banner. If multiple sites are using the same IP address, you should configure the sites to use the same banners so the banner

specific to one site is not used for another. See Utilities: Administration: Sites for more

information about sites and their configuration.

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Load Balancing a Cluster

Load Balancing Outbound Mail and Scheduled Tasks

ListManager automatically balances the load between nodes for scheduled tasks and outbound mail. Administrators may restrict outbound mail for a particular node by modifying the settings

in Utilities: Administration: Server: Server Settings: Node Settings: Limits . You may not specify

which particular node processes an outbound message.

Load Balancing Incoming Tasks

ListManager does not automatically load balance incoming tasks (incoming mail or tracking).

Lyris recommends you use a hardware load balancing device for true incoming load balancing.

DNS entries may also be used to round-robin incoming mail and web traffic between different nodes, in effect balancing the load between them. However, some client software (e.g., web browsers) may cache DNS results for one node and ignore others until the machine is rebooted.

Use DNS to Balance HTTP and NNTP

To round-robin incoming HTTP and NNTP, DNS entries may be created directing web traffic to multiple ListManager nodes.

For example, if two nodes, node1 and node2 are handling tracking for the domain server.example.com, two A records can be made for server.example.com pointing to the IP addresses for node1 and node2: server.example.com. IN A 172.16.0.1 server.example.com. IN A 172.16.0.2

In the above example, web traffic to server.example.com will be distributed in a round-robin fashion between these two IP addresses.

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Note that your operating system may cache DNS lookup information so that you will always be taken to the same node. Either turn off DNS caching or use different machines to test.

Use DNS to Balance Incoming SMTP

To round-robin incoming mail (e.g. subscription requests and error mail), DNS entries may be created directing web traffic to multiple ListManager nodes.

For example, if two nodes, node1 and node2 are handling mail for server.example.com, two MX records can be made for server.example.com: server.example.com. IN MX 10 node1.example.com server.example.com. IN MX 10 node2.example.com

In the above example, both node1 and node2 have the same priority, so mail will be distributed to them equally. If one node should receive less incoming mail than the other (e.g., because of hardware differences), change the priority. For example, if node2 should receive mail only if node1 is busy, the following MX records should be made: server.example.com. IN MX 10 node1.example.com server.example.com. IN MX 50 node2.example.com

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SWITCHING FROM ANOTHER LIST MANAGEMENT

PROGRAM

Importing Email Addresses

If you are switching from another list manager program to ListManager, you will probably want to import into ListManager the email addresses of your list members.

The easiest way to import members is from the Members: Add Members page. There, you have

the option to create a single member ,

create many members

, and to import members from a file .

Another method is to add members using an email command sent to the ListManager server.

See Adding Many Members for more information on how to use this method.

You may also import the data directly into your SQL server using tools provided by your SQL server. This method loads data most quickly, averaging speeds of 100,000 members per hour, but is less flexible about how the data may be formatted.

Note that the total number of members you may have on your server is determined by your license. Contact your account representative at [email protected]

if you'd like to increase the number of members you may have.

Using Native SQL Imports

Importing data directly into SQL Server is the fastest way to get your members added to the

ListManager database. The following fields should be imported or otherwise filled in the

ListManager members_ table:

EmailAddr_ — the recipient's email address

Domain_ — everything after the @ sign in lower case

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UserNameLC_ — everything before the @ sign in lower case

List_ — the name of the list the address should be assigned to

Your SQL database server provides many methods to import data. You should use the program that you feel most comfortable with to accomplish this task.

Documented below is one method that uses the program “BCP” that ships with Microsoft SQL

Server. This Bulk Copy Program reads a format file to know how to read the data file, and then rapidly adds data to the SQL Server.

The data below gives an example of a format file. In this example the absolute minimum number of columns is provided to load data into the members table. In this case, the EmailAddr field is the only one required, and the rest will be defaulted or auto-computed by the SQL

Server.

This example should not serve as a substitute for the documentation provided by Microsoft for the BCP utility.

In this case BCP is expecting a file with a single email address that is no more than 100 bytes long and is terminated by \r\n. If you want to bulk load additional columns of data into the member table you can add columns to this format file.

7.0

1 SQLCHAR 0 100 "\r\n" 11 EmailAddr_

The basic arguments to the BCP program are:

BCP members_ in Members.TXT –fmembers.fmt –Sserver –Uuser –Ppassword

Where:

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members_ is the name of the members table.

Members.TXT is the text file with email addresses separated by \r\n. members.fmt is the name of the format file described above.

Server is your server name

User is your user name on that server that has rights to bulk-copy into the database

Password is the password for this user (if any).

There are other arguments to BCP that may apply to your situation. Please consult the provided documentation from Microsoft for further details.

Using DTS to Import to Microsoft SQL Server

There is a bug in DTS that prevents CSV files with identity columns from being imported. The workaround is detailed here: http://support.microsoft.com/default.aspx?scid=kb;EN-US;q246310

It involves importing the data into MS Access, mapping the Access columns to the SQL server columns, and then doing the import.

The second example is the example that relates directly to the ListManager members_ table.

An easier way to import CSV data is to use the Members: Add Members: Import Members from

CSV File feature.

Installation Troubleshooting and FAQ

Problems Starting the ListManager Server

If, when starting ListManager, you instead receive an error message about "invalid host" then the problem is likely with your TCP/IP machine name configuration.

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This problem is usually caused by an incomplete DNS configuration. In order for ListManager to work, the TCP/IP host name on your machine must exist on your DNS server, and the TCP/IP addresses that your machine uses must themselves have names. In technical-lingo, this means that you need both "forward and reverse DNS lookups" installed on your system.

Check the hostname/domain name that you have set in your TCP/IP configuration. Make sure that you can ping this full name, both from your machine and from another machine. You must have a DNS entry for your machine on your DNS server. This hostname/domain-name setup is usually the cause of your problem.

If you have multiple TCP/IP addresses, make sure that the first TCP/IP address on your system has a DNS name entry.

With the program "nslookup.exe" (nslookup on UNIX), you can check to see if DNS entries are set up correctly. If you do not have "nslookup.exe" on your computer, you can download it from: ftp://ftp.lyris.com/listmanager/scripts/nslookup.exe

If your computer is named "fia.yourcompany.com", you would type: nslookup fia.yourcompany.com

And nslookup will respond with:

C:\>nslookup fia.yourcompany.com <- this is what you type

Server: kuno.yourcompany.com <- this is your DNS server

Address: 207.105.6.156 <- this is your DNS server

Name: fia.yourcompany.com <- this is your host name

Address: 207.105.6.147 <- your tcp/ip address

If your DNS is not set up correctly, this forward lookup will say:

*** kuno.yourcompany.com can't find fia.yourcompany.com: Non-existent host/domain

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If it did work and you did not get an error message, now do a "reverse lookup" by typing the

TCP/IP address of your machine. For example, if the TCP/IP address of your machine is

"207.105.6.147", you would type:

C:\>nslookup 207.105.6.147 <- this is what you type

Server: kuno.yourcompany.com <- this is your DNS server

Address: 207.105.6.156 <- this is your DNS server

Name: fia.yourcompany.com <- your host name

Address: 207.105.6.147 <- your tcp/ip address

If your DNS is not set up correctly, the reverse lookup will say:

*** kuno.yourcompany.com can't find 207.105.6.147: Non-existent host/domain

If you do have a DNS problem, you should contact the person responsible for your DNS. In most cases, this is your Internet Service Provider. Once this is fixed, ListManager will work correctly for you.

If you have multiple TCP/IP addresses, and only want ListManager to use some of them, see the

next section, " Problems with Multiple TCP/IP Addresses ".

What is the TCP/IP check for?

The TCP/IP check looks to see if you are running a web server and/or an email server, retrieves your host name and TCP/IP address, and checks that your domain name server has a TCP/IP entry for your hostname. Some of this information is used by Setup to self-configure

ListManager for your system, and other information is used to verify that your TCP/IP configuration is correct.

Do I need a Mail Server to run ListManager?

No, you do not.

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ListManager has its own mail server built-in and does not need to use another mail server. In fact, the mail engine included with ListManager is much faster than most any other mail package available, so by using a different mail engine to deliver mail you will actually be slowing down the performance of ListManager.

ListManager can receive and send Internet email on its own. If you want to run ListManager on a

machine that already has a mail server installed, please see " Mail Server Coexistence ".

Problems with Multiple TCP/IP Addresses

If you have multiple TCP/IP addresses on a machine running ListManager, you may need to configure ListManager to use particular IP addresses for particular tasks.

For example, if you have three TCP/IP addresses, say:

207.90.101.4

207.90.101.5

207.90.101.6

You may want to configure ListManager so each site uses a particular IP address for incoming and outgoing SMTP and NNTP connections. Or, you may want to specify a particular IP address

because others on the machine do not have internet accesss. This may be configured in Utilities:

Administrations: Sites: Edit Site: SMTP and NNTP .

In some situations, not all IP addresses on a machine have access to the internet for DNS lookups. The IP address ListManager uses to connect to the Internet for DNS lookups may be

configured in Utilities: Administration: Server: Server Settings: Machine/Node Settings: IP

Addresses: DNS IP Address .

ListManager Does Not Respond to Email I Send to It

If, when you send mail to ListManager, you never receive a response, it is likely that ListManager is not receiving your message. In such a case, it is most likely that your Domain Name Service information is set up incorrectly and that your mail program is actually sending your mail elsewhere.

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Very often, the DNS for your organization has been set up so that email sent to a specific machine is routed to a mail server rather than to that specific machine. For instance, the "mail preference" setting for a machine named "alpha.yourcompany.com" could be set up so that mail to "[email protected]" is instead sent to

"[email protected]". In such a case, the mail never gets to alpha.yourcompany.com (the machine running ListManager). That, of course, causes problems.

If you are sure that your DNS is set up correctly, here is how you peek into ListManager to see what it happening to incoming mail.

If you have the programs and the knowledge to access your SQL Server directly you can look in your database at the table called inmail_, and all messages that ListManager has received will be there, along with their processing "status".

Here is a sample, correctly set up DNS entry. Notice how "mail exchanger" with the lowest preference (preference = 5) is the machine itself. This DNS is set up so that any mail to jingram.clark.net is sent directly to jingram.clark.net. The preference=10 line indicates that if for some reason the preference=5 host is not available (perhaps it is turned off) then mail will be accepted by clarknet.clark.net, who will most likely hold the mail and deliver it to jingram.clark.net once that host is once again reachable.

> jingram.clark.net

Server: clark.net

Address: 168.143.0.7 jingram.clark.net Internet address = 168.143.7.97 jingram.clark.net preference = 5, mail exchanger = jingram.clark.net jingram.clark.net preference = 10, mail exchanger = clarknet.clark.net clark.net nameserver = sun1.clark.net clark.net nameserver = icm1.icp.net jingram.clark.net Internet address = 168.143.7.97 clarknet.clark.net Internet address = 168.143.0.2 sun1.clark.net Internet address = 198.17.243.2 icm1.icp.net Internet address = 192.94.207.66

Hard Disk Defraggers

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Several people have reported complete system crashes (blue screen of death, reboot) on

Windows when running a hard disk de-fragmenter while the ListManager is busy.

One person had their defragmenting utility use up all available system memory, thus, making it impossible to shut the server down or even terminate the task.

For this reason, we do not recommend defragmenting your hard disk while the ListManager server is running.

Can ListManager work on an Intranet?

Can ListManager work on an Intranet, with no connection to the Internet?

Yes, ListManager will work fine on an Internet TCP/IP based network. A connection to the

Internet is not required, as long as you are only using ListManager inside your network.

Bus Error on Unix

If, when you run the "lm" executable, ListManager crashes with a "bus error", "segment violation", or some sort of library error, it is likely that the version of your Unix operating system has not had all the Unix vendor's OS patches applied to it.

Problems with McAfee Netshield

If you are installing ListManager when running McAfee Netshield, you may have problems starting the ListManager web server. To resolve this issue, stop McAfee Netshield, start the

ListManager web server, and then restart McAfee Netshield.

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tcl Macros and Merge Tags

On startup, ListManager loads the functions provided by specific Tcl files in the tclweb\lib\lm\ directory (tclweb/lib/lm/ on Linux) into memory. These files provide some of the Tcl macros and merge tags used by the mail merge functionality of ListManager. These files are overwritten during upgrades. Users have the ability to add a file called "tclCustom.tcl", which is also sourced on ListManager startup (if it exists), which is provided as a repository for user defined custom Tcl code. The tclCustom.tcl file will persist between upgrades, so it is the ideal location for selfdeveloped custom Tcl code for use in the merge process, or for custom complaint handler or autoresponder code. By adding a snippet of code, e.g. proc lyrisname {} { return "LYRIS" } a new merge tag %%lyrisname%% will come into existence (after ListManager is restarted).

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UPGRADING LISTMANAGER

Important Upgrade Information

Upgrading and Your License

Your ListManager license controls what version you may run or the date up to which you may upgrade your ListManager version. To determine if you are allowed to upgrade to the current

version of ListManager, check Max Version and Last Day to Upgrade in Utilities: Administration:

Server: Operational Statistics: License Capabilities .

Back up your database and

test

before upgrading. If you encounter a problem while doing the

actual upgrade, you may not be able to recover your data without a backup.

Choosing the Correct Upgrade Process for Your Version

The upgrade process to ListManager 11.0 varies depending on which version you are currently using. To view the correct information, click the version you are upgrading from:

Preparing to Upgrade

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Be sure you also read Important Upgrade Information .

1. Backup Your Database

Please backup your database before upgrading ListManager. If a problem occurs during installation, you may not be able to recover your data without a backup. For more information

about how to back up MSDE, see Backing Up MSDE . For other databases, please consult your

vendor's documentation.

2. Check Your Database Size

The current database structure for outgoing mail requires more space than versions 7.8 and earlier. Before upgrading, check to see that you have sufficient room in your database to perform the upgrade successfully. Note that database size for MSDE is limited to 2 gigabytes.

If your database is close to its size limit, or you are concerned about the upgrade taking too long, you may reduce the size of the outmail_ table by taking the following steps:

1. In the left Navigation bar, click Utilities: Administration: Server: Server Settings: Automatic

Maintenance: Purging Old Data .

2. Set Clean Outgoing Mail Queue to 1. (0 keeps this data forever).

3. Click Save.

4. In the left Navigation bar, click Utilities: List Settings: Automatic Maintenance: Purging

Archives .

5. Set Keep Mailing and Clickthrough Data for How Many Days to 1 (0 keeps this data forever).

Note that reducing the length of time you keep this data will limit mailing and member action reporting data to the length of time you specify.

6. Click Save.

7. Wait one night before performing the upgrade. ListManager will automatically reduce the size of your database as part of its nightly maintenance processes.

If you are concerned about the upgrade taking too long, you may also choose to shorten the lyrMetricEvents table, where ListManager stores performance data. This table may contain millions of rows, and it may take several hours to upgrade this table.

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To limit the amount of data in this table:

8. In the left Navigation bar, click Utilities: Administration: Server: Server Settings: Automatic

Maintenance: Purging Old Data .

9. Set Purge Old Metric Events to 1 (0 keeps this data forever).

10. Click Save.

11. Wait one night before performing the upgrade. ListManager will automatically reduce the size of your database as part of its nightly maintenance processes.

3. Test Before Upgrading

We recommend that you evaluate ListManager on a test machine . If you prefer to use your production ListManager server , only do so if you plan to upgrade it to the current version.

DO NOT use the release on your production server if you might want to go back to an older version of ListManager. Once you upgrade, you will not be able to downgrade back to the older version.

4. Get a Serial Number

You can use the MSDE version of ListManager with the standard feature set without a Serial

Number in a limited capacity (200 members max, MSDE installed locally).

If you want to test a larger or external database, evaluate the "Pro" feature set, or connect

ListManager to Microsoft SQL Server or Oracle, please contact your account representative to obtain an evaluation Serial Number.

Serial codes from versions 4.2 and lower are no longer valid, so contact an account representative to purchase an upgrade and to receive a new serial code. Your account representative can also tell you if your serial code allows you to upgrade to the current version.

To determine if you are allowed to upgrade ListManager, check Max Version and Last Day to

Upgradein Utilities: Administration: Server: Operational Statistics: License Capabilities .

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5. Stop Web Server on ListManager Machine

ListManager uses the ListManager web server included with ListManager. ListManager's web server may coexist with your web server, and will be installed on a higher port if port 80 is taken.

6. Open Firewall for ListManager DNS Resolver

ListManager uses its own DNS resolver. If you have a firewall, you must configure it so that

ListManager can resolve DNS on port 53. If you have a firewall and you are upgrading from an earlier version, we HIGHLY recommend testing ListManager on a development server before you upgrade your production server to ensure ListManager can perform its DNS resolutions

properly. See Your Firewall and ListManager for more information.

7. Review Database Table Changes

The old words_ table will no longer be available after upgrading, which may affect some custom

programs. For more information about the new database table structure, see the Programmer's guide .

Reducing Upgrade Time

If you are upgrading from ListManager 9.1 or 9.1A, you can reduce upgrade time by creating several indexes while ListManager is still running. These indexes will not be recreated during the upgrade so it will take less time to complete. If you do not create these indexes, the upgrade will create them.

Here are the indexes and SQL statements needed to create them while ListManager is up and running:

MSSQL

Upgrading MSSQL from 9.1

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DROP INDEX lyrCompletedRecips.IX_CompletedRecipsMemberID;

CREATE INDEX IX_CompletedRecipsMemberID ON lyrCompletedRecips (MemberID,

FinalAttempt, CompletionStatusID, MailingID);

CREATE INDEX IX_lyrMemComplaintLog_MsgID ON lyrMemberComplaintLog (MessageID);

CREATE INDEX IX_members_IsListAdm ON members_ (IsListAdm_, List_);

CREATE INDEX IX_members_List_NotifySubm ON members_ (List_, NotifySubm_);

CREATE INDEX IX_referrals_RecvrMemberID_ ON referrals_ (ReceiverMemberID_);

Upgrading MSSQL from 9.1a

CREATE INDEX IX_lyrMemComplaintLog_MsgID ON lyrMemberComplaintLog (MessageID);

CREATE INDEX IX_members_IsListAdm ON members_ (IsListAdm_, List_);

CREATE INDEX IX_members_List_NotifySubm ON members_ (List_, NotifySubm_);

CREATE INDEX IX_referrals_RecvrMemberID_ ON referrals_ (ReceiverMemberID_);

Oracle

Upgrading Oracle from 9.1

DROP INDEX lyrCompletedRecips.IX_CompletedRecipsMemberID;

CREATE INDEX IX_CompletedRecipsMemberID ON lyrCompletedRecips (MemberID,

FinalAttempt, CompletionStatusID, MailingID);

CREATE INDEX IX_lyrMemComplaintLog_MsgID ON lyrMemberComplaintLog (MessageID);

CREATE INDEX IX_members_IsListAdm ON members_ (IsListAdm_, List_);

CREATE INDEX IX_members_List_NotifySubm ON members_ (List_, NotifySubm_);

DROP INDEX IX_members_MemberType;

CREATE INDEX IX_referrals_RecvrMemberID_ ON referrals_ (ReceiverMemberID_);

Upgrading Oracle from 9.1a

CREATE INDEX IX_lyrMemComplaintLog_MsgID ON lyrMemberComplaintLog (MessageID);

CREATE INDEX IX_members_IsListAdm ON members_ (IsListAdm_, List_);

CREATE INDEX IX_members_List_NotifySubm ON members_ (List_, NotifySubm_);

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CREATE INDEX IX_referrals_RecvrMemberID_ ON referrals_ (ReceiverMemberID_);

Upgrade Instructions

Upgrading ListManager from v4.2.1 or Lower

If you attempt to upgrade 4.2.1 to 11.0 directly, your data will not be copied correctly to the new database. To perform this upgrade, you must go through the upgrade process three times:

1. Upgrade 4.2.1 to 7.0.

2. Upgrade 7.0 to 8.9c.

3. Upgrade 8.9c to 9.3D.

4. Upgrade 9.3D to 11.0.

NOTE Lyris Technologies no longer tests upgrades from versions 6.1 and earlier.

Be sure you read Important Upgrade Information and Preparing to Upgrade first.

Preparing Your Data

ListManager 5.0 and higher no longer uses FoxPro as its database format; see Supported

Platforms for a list of databases you may use with ListManager.

We recommend you perform a "dbupgrade" before upgrading. To perform dbupgrade, stop

ListManager, and open a command prompt. Cd to the directory which contains lyris.exe. Type: lyris dbupgrade

Dbupgrade may take several hours, depending on the size of your data.

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Be sure to back up your "db" directory (found in your Lyris directory) before upgrading.

Special Note: If you are upgrading from 4.x and using the embedded database MSDE, check the total size of your db directory. MSDE is limited to 2 GB for all its tables, so if you have too much data, the upgrade will not succeed. Your account representative can tell you more about external databases you can use with ListManager.

Upgrading ListManager

Be sure that ListManager is not running when you upgrade it.

1. Shut down ListManager and the ListManager web server.

2. Double click on the ListManager installer icon.

3. Upgrade to v7.0: When running the ListManager installer, select "upgrade" instead of "new install", and provide the installer with the path where ListManager is currently installed. The installer will automatically copy the data if necessary and upgrade the database.

NOTE Upgrading the database may take several hours, depending on the size of your data.

4. Shut down ListManager if you started it after the installation.

5. Set your serial code on the command line with the following command: lm serial yourcode

6. Run the ListManager installer three more times, first to upgrade to v8.9c, then to v9.3D, and then to 11.0. Select "upgrade" each time.

7. When the installation is complete, start ListManager.

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Upgrading ListManager 5.0 through 6.1

The upgrade process to ListManager 10.x varies depending on which version you are currently using.

To upgrade from v5 through v6.1

1. Upgrade to v7.0

2. Upgrade from v7.0 to v.8.9c.

3. Upgrade from v8.9c to v9.3D.

4. Upgrade from 9.3D to v10.x

NOTE Lyris Technologies no longer tests upgrades from versions 6.1 and earlier.

Be sure you read Important Upgrade Information and Preparing to Upgrade first.

It is recommended that you back up your database before upgrading. For information on

backing up MSDE, see Backing Up MSDE . For other databases, please consult your vendor's

documentation.

Upgrading ListManager: Windows.

1. Shut down ListManager and the ListManager web server.

2. Double click on the ListManager installer icon.

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3. Upgrade to v7.0: When running the ListManager installer, select "Upgrade" instead of "New

Install," and provide the installer with the path where ListManager is currently installed. The installer will automatically copy the data if necessary and upgrade the database.

NOTE Upgrading the database may take several hours, depending on the size of your data.

4. Allow the installer to start ListManager and the ListManager web server.

5. Close ListManager and the Listmanager web server, and then upgrade three more times according to the instructions listed at the beginning of this topic.

Upgrading ListManager: Linux

1. Shut down ListManager and the ListManager web server.

2. Untar and unzip the ListManager installer.

3. Cd to the directory created by the ListManager installer.

4. Run the following command to start the installer:

./install_lm.pl

5. Upgrade to v7.0: When running the ListManager installer, select "Upgrade" instead of "New

Install", and provide the installer with the path where ListManager is currently installed. The installer will automatically copy the data if necessary and upgrade the database.

6. Allow the installer to start ListManager and the ListManager web server.

7. Close ListManager and the ListManager web server, and then upgrade three more times according to the instructions listed at the beginning of this topic.

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For details on upgrading ListManager on by hand instead of using the install_lm.plscript, see

Upgrading by Hand--Linux .

Upgrading from ListManager 7.x

To upgrade from v.7x

1. Upgrade to v8.9c.

2. Upgrade from v8.9c to 9.3D.

3. Upgrade from 9.3D to v10x.

Upgrading ListManager--Windows

1. Shut down ListManager and the ListManager web server.

2. Double click on the ListManager installer icon.

3. Upgrade to v8.9c: When running the ListManager installer, select "Upgrade" instead of "New

Install", and provide the installer with the path where ListManager is currently installed. The installer will automatically copy the data if necessary and upgrade the database.

NOTE Upgrading the database may take several hours, depending on the size of your data.

4. Allow the installer to start ListManager and the ListManager web server.

5. Close ListManager and the ListManager web server, and then upgrade two more times according to the instructions listed at the beginning of this topic.

Upgrading ListManager: Unix

1. Shut down ListManager and the ListManager web server.

2. Untar and unzip the ListManager installer.

3. Cd to the directory created by the ListManager installer.

4. Run the following command to start the installer:

./install_lm.pl

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5. Upgrade to v8.9c: When running the ListManager installer, select "Upgrade" instead of "New

Install", and provide the installer with the path where ListManager is currently installed. The installer will automatically copy the data if necessary and upgrade the database.

6. Allow the installer to start ListManager and the ListManager web server.

7. Close ListManager and the ListManager web server, and then upgrade two more times according to the instructions listed at the beginning of this topic.

For details on how to upgrade ListManager on Unix, see How to Upgrade ListManager by Hand .

Upgrading and Your Database Server

Starting with v7.8, ListManager's database structure was optimized to be more scalable. These changes will make mailing speeds on database servers with sufficient hardware faster than ever.

However, underpowered database servers may have performance problems. Before upgrading

from v7.6 or earlier, see Requirements and Recommendations to determine whether your

database server meets the requirements.

ListManager also uses more database space than previous versions, and the upgrade may take a

long time to perform. See Preparing to Upgrade for instructions about how to reduce the size of

your database before upgrading.

Upgrading from ListManager 8.x

MSDE, MSSQL, and Oracle

To upgrade from v8.x

1. Upgrade to 9.3D.

2. Upgrade from 9.3D to v10.x.

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Upgrading ListManager--Windows

1. Shut down ListManager and the ListManager web server.

2. Double click on the ListManager installer icon.

3. Upgrade to 9.3D: When running the ListManager installer, select "Upgrade" instead of "New

Install", and provide the installer with the path where ListManager is currently installed. The installer will automatically copy the data if necessary and upgrade the database.

NOTE Upgrading the database may take several hours, depending on the size of your data.

4. Allow the installer to start ListManager and the ListManager web server.

5. Close ListManager and the ListManager web server, and then upgrade one more time to v10.x.

Upgrading ListManager: Unix

1. Shut down ListManager and the ListManager web server.

2. Untar and unzip the ListManager installer.

3. Cd to the directory created by the ListManager installer.

4. Run the following command to start the installer:

./install_lm.pl

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5. Upgrade to 9.3D: When running the ListManager installer, select "Upgrade" instead of "New

Install", and provide the installer with the path where ListManager is currently installed. The installer will automatically copy the data if necessary and upgrade the database.

6. Allow the installer to start ListManager and the ListManager web server.

7. Close ListManager and the ListManager web server, and then upgrade one more time to v10.x.

For details on how to upgrade ListManager on Unix, see How to Upgrade ListManager by Hand .

Notes

ListManager 7.5 and above no longer support the Perl-based web interface that was shipped with previous versions of ListManager. This also includes LCP, which may have been used to create custom scripts. If you have been using the old interface extensively or use custom scripting to run certain portions of ListManager prior to ListManager 7.5 (including list member signup forms), please contact support prior to upgrading.

New tables created by ListManager in MSSQL will be owned by DBO. In versions before 8.1, the ListManager tables were owned by the user.

Upgrading from ListManager 9.x

If you are upgrading from ListManager 9.2 or 9.3: You can upgrade directly to v10.x.

If you are upgrading from ListManager 9.0 or 9.1: You must upgrade twice:

1. Upgrade from 9.0 or 9.1 to 9.3D.

2. Upgrade from 9.3D to v10.x.

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Upgrading ListManager--Windows

Important information about reducing upgrade time .

1. Shut down ListManager and the ListManager web server.

2. Double click on the ListManager installer icon.

3. Do one of the following:



If you are upgrading from ListManager 9.0 or 9.1: Upgrade to v9.3D: When running the ListManager installer, select "Upgrade" instead of "New Install", and provide the installer with the path where ListManager is currently installed. The installer will automatically copy the data if necessary and upgrade the database.



If you are upgrading from ListManager 9.2 or 9.3: Upgrade to v10.x: When running the ListManager installer, select "Upgrade" instead of "New Install", and provide the installer with the path where ListManager is currently installed. The installer will automatically copy the data if necessary and upgrade the database.

NOTE Upgrading the database may take several hours, depending on the size of your data.

4. Allow the installer to start ListManager and the ListManager web server.

5. Do one of the following:



If you are upgrading from ListManager 9.0 or 9.1: Close ListManager and the

ListManager web server, and then upgrade one more time to v10.x.



If you are upgrading from ListManager 9.2 or 9.3: No further steps are necessary.

Upgrading ListManager: Unix

Important information about reducing upgrade time .

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1. Shut down ListManager and the ListManager web server.

2. Untar and unzip the ListManager installer.

3. Cd to the directory created by the ListManager installer.

4. Run the following command to start the installer:

./install_lm.pl

5. Do one of the following:



If you are upgrading from ListManager 9.2 or 9.3: Upgrade to v10x: When running the ListManager installer, select "Upgrade" instead of "New Install", and provide the installer with the path where ListManager is currently installed. The installer will automatically copy the data if necessary and upgrade the database.

6. Allow the installer to start ListManager and the ListManager web server.

7. Do one of the following:



If you are upgrading from ListManager 9.0 or 9.1: Close ListManager and the

ListManager web server, and then upgrade one more time to v10.



If you are upgrading from ListManager 9.2 or 9.3: No further steps are necessary.

For details on how to upgrade ListManager on Unix, see How to Upgrade ListManager by Hand .

Notes

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New tables created by ListManager in MSSQL will be owned by DBO. In versions before 8.1, the ListManager tables were owned by the user.

Upgrading from ListManager 10.0

Upgrading ListManager--Windows

Important information about reducing upgrade time .

1. Shut down ListManager and the ListManager web server.

2. Double click on the ListManager installer icon.

3. When running the ListManager installer, select "Upgrade" instead of "New Install", and provide the installer with the path where ListManager is currently installed. The installer will automatically copy the data if necessary and upgrade the database.

NOTE Upgrading the database may take several hours, depending on the size of your data.

4. Allow the installer to start ListManager and the ListManager web server.

Upgrading ListManager: Unix

Important information about reducing upgrade time .

1. Shut down ListManager and the ListManager web server.

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2. Untar and unzip the ListManager installer.

3. CD to the directory created by the ListManager installer.

4. Run the following command to start the installer:

./install_lm.pl

5. When running the ListManager installer, select "Upgrade" instead of "New Install", and provide the installer with the path where ListManager is currently installed. The installer will automatically copy the data if necessary and upgrade the database.

6. Allow the installer to start ListManager and the ListManager web server.

For details on how to upgrade ListManager on Unix, see How to Upgrade ListManager by Hand .

NOTES

New tables created by ListManager in MSSQL will be owned by DBO. In versions before 8.1, the ListManager tables were owned by the user.

Upgrading from ListManager 10.x

Upgrading ListManager--Windows

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Important information about reducing upgrade time .

1. Shut down ListManager and the ListManager web server.

2. Double click on the ListManager installer icon.

NOTE Upgrading the database may take several hours, depending on the size of your data.

4. Allow the installer to start ListManager and the ListManager web server.

Upgrading ListManager: Unix

Important information about reducing upgrade time .

1. Shut down ListManager and the ListManager web server.

2. Untar and unzip the ListManager installer.

3. CD to the directory created by the ListManager installer.

4. Run the following command to start the installer:

./install_lm.pl

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6. Allow the installer to start ListManager and the ListManager web server.

For details on how to upgrade ListManager on Unix, see How to Upgrade ListManager by Hand .

NOTES

New tables created by ListManager in MSSQL will be owned by DBO. In versions before 8.1, the ListManager tables were owned by the user.

Upgrading By Hand--Linux

If you do not want to use the "install_lm.pl" script to upgrade your existing ListManager installation, you can follow these steps to upgrade it by hand.

1. Make a backup of your ListManager directory before starting the upgrade. Make sure

ListManager is not running. If you are using the included Apache web server, make sure it is not running.

2. Uncompress the ListManager tar file to a temporary location, such as /tmp/lm; copy the contents of the '/tmp/lm/bin' and ‘/tmp/lm/tclweb’ directories to their counterparts in your existing ListManager installation (which will henceforth be referred to as ~lm).

3. Rename ~lm/bin/lmcfg_template.txt to lmcfg.txt, and edit it, adding database connection information.

Check the database connection by running the following command:

~lm/bin/lm version

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If ListManager connects successfully, a version string is displayed.

4. To upgrade your database to the current version, run the command:

./lm dbupgrade

5. To start ListManager, run the command:

~lm/bin/lm start

To run ListManager in the background:

~lm/bin/lm 1>/tmp/lm-stdout.txt 2>/tmp/lm-stderr.txt &

6. Send mail to listmanager@your-server to make sure that ListManager is answering email.

7. Rename the file ~lm/tclweb/bin/tclhttpd_template.rc to tclhttpd.rc. Edit it, replacing

‘$HOSTNAME’ with the name of the machine; ‘$PORT’ with the port you want the web server to listen to (e.g., 80); and ‘$EMAILADDR’ with the email address of the administrator.

8. To run the ListManager Web Server in the foreground, run the command:

~lm/tclweb/bin/httpd-lm

To run the ListManager Web Server in the background, run the command:

~lm/tclweb/bin/httpd-lm 1>/tmp/httpd-lm-stdout.txt 2>/tmp/httpd-lm-stderr.txt &

9. With a web browser, go to the URL http://your-server-url/.

ListManager should now be upgraded on your system.

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After Upgrading ListManager

Check archive settings in ListManager Pro

If you are using ListManager with the Pro feature set, please note: ListManager now has a list setting which controls how long mailings are saved. For upgraded servers, this setting defaults to five days, meaning delivery, clickthrough and other reporting data will be deleted after five days. To increase this setting and keep your data longer:

1. Upgrade ListManager.

2. Run ListManager.

3. Log in as a list administrator.

4. In the left Navigation bar, click Utilities: List Settings: Automatic Maintenance: Purging

Archives.

5. Set Keep mailing and clickthrough data for how many days to the length of time you'd like to view delivery and clickthrough data (recommended: 30).

6. Click Save.

7. Repeat for all lists.

Archives and Message Searching Availability

Message threading and searchable archives will not be available immediately after upgrading from versions 5.0 and earlier. ListManager 7.0 and later has new methods of threading and indexing archives so they are searchable.

After upgrading, ListManager will attempt to determine whether a message is a response to a previous message in that same list or whether it is starting a new 'thread' of discussion. This threading will be shown in the ListManager web interface.

ListManager also has a new improved method for full-text archive searching. The database design has been changed to make searching faster and more efficient, while also using less disk space. Additionally, the new web interface will allow new options for message searching include

'not equal' words, i.e., exclude messages that contain a set of words.

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The database will be altered during the dbupgrade process to enable these features, and then as

ListManager runs, the message-threading and full-text archives will be built. This means that any searches of the full-text archive may not find any data when ListManager is started for the first time. ListManager will be busily rebuilding the full-text archive in the background, and once it has completed it will remain up-to-date, since every message is archived when it is received.

Database Upgrades

Moving MSDE to MSSQL

As your ListManager MSDE database grows, or as you performance requirements increase, you may need to migrate the data in ListManager's MSDE database to Microsoft SQL server. These instructions show how to do so when installing MS SQL on the same machine currently used by

ListManager. If you are moving ListManager, please do so as a separate step.

NOTE: Although ListManager may use Microsoft SQL, Lyris does not support the Microsoft SQL database itself. These instructions are provided for the convenience of those using ListManager with Microsoft SQL, and are not a substitute for Microsoft's documentation.

1. Shut down ListManager.

2. Open a command prompt.

3. Detach the ListManager database by entering the following at the command prompt: osql -S localhost -E sp_detach_db ListManager go

4. Use the service manager to stop MSDE.

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5. Copy the following files to another location:

C:\Program Files\Microsoft SQL Server\MSSQL\Data\ListManager_Data.MDF

C:\Program Files\Microsoft SQL Server\MSSQL\Data\ListManager_Log.LDF

C:\Program Files\ListManager\lmcfg.txt

The first two files are a backup of your ListManager database. The third file (lmcfg.txt) contains information ListManager uses to connect to the database. Be sure you have backup copies of

these files in another location; if they are lost or corrupted, you will not be able to restore your

ListManager database.

6. Uninstall ListManager and MSDE (Microsoft SQL Server Desktop Engine) using the Windows

Add or Remove Programs utility (Start > Control Panel > Add or Remove Programs).

7. Install Microsoft SQL server (or at a minimum, the Client Network Tools) on the ListManager server.

On the SQL server, create an initial database to be used for installation. This database will be used for installation purposes only.

8. Download ListManager for MS SQL

9. When prompted by the installer to specify the type of installation, select "New Install".

10. Proceed with the installation as prompted, specifying the database you created.

11. Shut down ListManager if you started it after the installation.

12. Attach the ListManager database backup files using SQL Server Enterprise Manager:

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1. Right click on Databases.

2. Click All Tasks.

3. Click Attach Database

4. Specify the path where you copied ListManager_Data.MDF (e.g., C:\Program Files\Microsoft

SQL Server\MSSQL\Data\ListManager_Data.MDF)

5. By default, the database will be attached as ListManager. Change the database name in

Attach as: if desired.

6. Specify the database owner. You may need to create an owner through the "Security" option in Enterprise Manager.

7. Click OK to attach the database.

For MSSQL 2000:

1. Right click on Databases.

2. Click All Tasks.

3. Click Attach Database

4. Specify the path where you copied ListManager_Data.MDF (e.g., C:\Program Files\Microsoft

SQL Server\MSSQL\Data\ListManager_Data.MDF)

5. By default, the database will be attached as ListManager. Change the database name in

Attach as: if desired.

6. Specify the database owner. You may need to create an owner through the "Security" option in Enterprise Manager.

7. Click OK to attach the database.

For MSSQL 2005:

1. Copy the MDF and LDF file into the MSSQL database directory.

By default-- C:\Program Files\Microsoft SQL Server\MSSQL\Data

2. Right click on databases and choose "Attach..."

3. Then click the "Add..." button and choose the MDF file of the old database.

4. Under the database details, edit the "Current File Path" by clicking the "..." button.

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5. Edit the path to match the new file directory where the MDF is now located (where we copied it to).

6. Click OK to attach the database.

13. Copy the lmcfg.txt file created before deleting the original ListManager installation to

C:/Program Files/ListManager, overwriting the copy of lmcfg.txt created by ListManager during installation.

Open the lmcfg.txt file using a plain-text editor such as Notepad and edit it to use the database name, owner and password you specified when you attached the ListManager database using

SQL Server Enterprise Manager. Save.

14. Open a command prompt, and change to the ListManager directory.

15. If upgrading ListManager, run the following command to upgrade the database: lm dbupgrade

NOTE Upgrading the database may take several hours, depending on the size of your data.

16. Start ListManager and the ListManager web server.

You're done!

Testing ListManager Upgrades

Be sure to also read Important Upgrade Information and Preparing to Upgrade .

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WARNING: If you are currently running ListManager, DO NOT upgrade your existing (production)

ListManager server until you are certain you want to upgrade. You WILL NOT be able to downgrade it to an earlier version.

There are two ways to test ListManager:

1. Test a clean installation on a test server . (Required for MSDE databases; strongly

recommended for other databases.)

2. Test your production data on a test server . (Not permitted for MSDE databases.)

We strongly recommend the first option: that you test a clean installation of ListManager on a test server. If you test using your production data, be aware that if you run the test server and the production server simultaneously, you run the risk of having duplicate messages sent unless

you follow these instructions carefully .

Testing on a Test Server

The best way to test ListManager is to install it with a clean database on a test server.

1. Obtain an evaluation serial code from your Lyris account representative.

2. Create a blank database for ListManager to use. If using the bundled Windows MSDE database, skip this step.

3. Install ListManager on your test server. Be sure to specify the blank database during installation, not your production database.

4. General installation instructions are available here .

5. Information about installing behind a firewall is available here .

Testing Production Data on a Test Server

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PLEASE READ ALL THESE INSTRUCTIONS CAREFULLY BEFORE PROCEEDING.

Failing to follow these instructions can cause you to inadvertently upgrade your production database, or to send out duplicate mailings. If you are uncertain about following these instructions, contact your account representative, who can arrange a demonstration of the new features in ListManager.

You should NOT send or receive test mailings using this method, since doing so will interfere with your production server.

1. Obtain an evaluation serial code from your Lyris account representative.

2. Make a copy of your production ListManager database to be used for evaluation purposes.

3. Create a blank database to be used during installation.

4 You need to know the name of this ListManager machine as it is configured in your database.

Upgrading

The upgrade process to ListManager 9.x varies depending on which version you are currently using:

To upgrade from v6.x or lower

1. Upgrade to v7.0

2. Upgrade from v7.0 to v.8.9c.

3. Upgrade from v8.9c to v9.x.

To upgrade from v.7x

1. Upgrade to v8.9c.

2. Upgrade from v8.9c to v9.x.

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To upgrade from v8.x

Upgrade to v9.x.

Preparing for Testing

1. For Testing Upgrade from 5.0-7.8 to 9.x



Open a command prompt on the old machine, and change to the ListManager directory.\



Run lm configlist for a list of the machine names in ListManager's database. Note the name.

2. ForTesting Upgrade from 7.8 to 8.9



Open the file lmcfg.txt (located in C:\Program Files\ListManager or

~/ListManager/bin) using a plain-text editor (such as Notepad or vi).



Note the value of $node_name.

3. Install ListManager on a test server, using the blank database.

4. Select "New Install".

5. When the installer requests the database information, be sure to specify the blank database during installation, not your production database or your test database.

6. Shut down ListManager if you started it after the installation.

7. Open the file lmcfg.txt with a plain text editor, and edit it so ListManager now uses your test database instead of the blank database.

8. Change the value of $node_name to be the name of your old ListManager installation.

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9. At the command prompt, run the following command to upgrade the database to be used by

ListManager: lm dbupgrade

This process may take several hours, depending on how large your database is.

10. At the command prompt, run the following command to enter your evaluation serial code: lm serial xxxxxx

Where xxxxxx is your evaluation serial code.

11. IMPORTANT: Start ListManager so it does not send or receive mail. To do so, start it at the command prompt like so: lm start noincoming nomail

12. Start the ListManager Web Server.

13. Go to Utilities: Administration: Sites , and edit any sites you have, so that the Internet Host

Name field for each site is the name of your new ListManager machine. Also assign the IP addresses ListManager should use for SMTP and NNTP on each site.

14. Go to Utilities: Administration: Server: Server Settings: Machine Settings: IP Addresses , and

specify what IP addresses ListManager should bind to for DNS lookups.

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MOVING LISTMANAGER

Moving ListManager: Windows

For best results, upgrade and move ListManager in two stages:

1. Upgrade to the current version on the old machine.

2. Follow the instructions below to move that ListManager installation to the new machine.

IMPORTANT Back up your database before moving.

1. Shut down ListManager on the old machine.

2. You need to know the name of this ListManager machine as it is configured in your database. a. Open the file lmcfg.txt (located in C:\Program Files\ListManager) using a plain-text editor such as Notepad. b. Note the value of $node_name.

3. On the new machine, download the installer. Start the installer by double clicking on the installer icon.

4. When prompted by the installer to specify the type of installation, select "New Install".

5. When the installer requests the database information, you may provide the information for your earlier ListManager installation—but DO NOT have the installer create the tables for you— this will delete your database!

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Alternatively, you may create a database or user just for the installation, and change which

database ListManager uses by editing lmcfg.txt with a plain text editor. See Connecting to Your

Database with lmcfg.txt

for more information about editing this file.

6. Shut down ListManager if you started it after the installation.

7. Open the file lmcfg.txt.

8. Edit the value of $node_name to be what it was for your old installation.

9. Open a command prompt, and change to the ListManager directory.

10. Run the following commands to retrieve the activation code for the new machine: lm clearactivation lm getactivation

11. Start ListManager and the ListManager web server.

12. Depending on your settings for your previous installation, the ListManager web server may not be able to communicate with ListManager on localhost (127.0.0.1), preventing it from running. If running ListManager from the command prompt, you will see a message like this one:

Error: unable to listen to: TCP/IP address: 192.168.0.5, port number: 2021 a. Open the file ~listmanager/tclweb/bin/tclhttpd.rc with a plain-text editor such as notepad. b. Note the IP address being used in Config ipaddr. c. Open a command prompt, and run the following command, specifying the IP address from tclhttpd.rc for the IP address:

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lm tclportbindip ip_address d. Start ListManager and the ListManager web server.

13. Log into the ListManager web interface as a server administrator.

14. Go to Utilities: Administration: Sites , and edit any sites for this node (or all sites if you are

not on a clustered environment). Change the "Internet Host Name" and the "URL to web interface" (unless your webserver resides on a different machine) fields for each site to point to the name of your new ListManager machine. Then on the SMTP tab, change the "Incoming

SMTP IP address" and "Outgoing SMTP IP address" to either "(all)" or the IP addresse of your current machine. Make the same change on the NNTP tab to the"NNTP IP address" field. Finally, if you have ClickTracks integration, hit the "Change" button next to the "Connection String" field on the ClickTracks tab to update the URL there.

15. Go to Utilities: Administration: Server: Server Settings: Machine Settings: IP Addresses , and

specify what IP addresses ListManager should bind to for DNS lookups.

Moving ListManager: Windows (with MSDE)

For best results, upgrade and move ListManager in two stages:

1. Upgrade to the current version on the old machine.

2. Follow the instructions below to move that ListManager installation to the new machine.

IMPORTANT Back up your database before moving.

1. Shut down ListManager on the old machine.

2. You need to know the name of this ListManager machine as it is configured in your database.

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a. Open the file lmcfg.txt (located in C:\Program Files\ListManager using a plain-text editor such as Notepad. b. Note the value of $node_name.

3. Use the service manager to stop MSDE.

4. Copy the following files to another location:

C:\Program Files\Microsoft SQL Server\MSSQL\Data\ListManager_Data.MDF

C:\Program Files\Microsoft SQL Server\MSSQL\Data\ListManager_Log.LDF

5. On the new machine, download the installer. Start the installer by double clicking on the installer icon.

6. When prompted by the installer to specify the type of installation, select "New Install".

7. Proceed with the installation as prompted.

8. Shut down ListManager if you started it after the installation.

9. Replace the following files with their equivalents from the old machine:

C:\Program Files\Microsoft SQL Server\MSSQL\Data\ListManager_Data.MDF

C:\Program Files\Microsoft SQL Server\MSSQL\Data\ListManager_Log.LDF

10. Open a command prompt, and change to the ListManager directory.

11. Open the file lmcfg.txt (located in C:\Program Files\ListManager) using a plain-text editor such as Notepad.

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12. Edit the value of $node_name to be what it was for your old installation.

13. Open a command prompt, and change to the ListManager directory.

14. Run the following commands to retrieve the activation code for the new machine: lm clearactivation lm getactivation

15. Start ListManager and the ListManager web server.

16. Depending on your settings for your previous installation, the ListManager web server may not be able to communicate with ListManager on localhost (127.0.0.1), preventing it from running. If running ListManager from the command prompt, you will see a message like this one:

17. Log into the ListManager web interface as a server administrator.

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18. Go to Utilities: Administration: Sites , and edit any sites for this node (or all sites if you are

19. Go to Utilities: Administration: Server: Server Settings: Machine Settings: IP Addresses , and

specify what IP addresses ListManager should bind to for DNS lookups.

Moving ListManager: Linux

For best results, upgrade and move ListManager in two stages:

1. Upgrade to the current version on the old machine.

2. Follow the instructions below to move that ListManager installation to the new machine.

IMPORTANT Back up your database before moving.

1. Shut down ListManager on the old machine.

2. You need to know the name of this ListManager machine as it is configured in your database. a. Open the file ~/ListManager/bin/lmcfg.txt using a plain-text editor such as vi. b. Note the value of $node_name.

3. Start the installer ListManager on the new machine. On Unix cd to the lm/bin directory, and run from the command prompt:

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./install_lm.pl

4. Select "New Install".

Alternatively, you may create a database or user just for the installation, and change which

database ListManager uses by editing lmcfg.txt with a plain text editor. See Connecting to Your

Database with lmcfg.txt

for more information about editing this file.

6. Proceed with the installation as prompted.

7. Shut down ListManager if you started it after the installation.

8. Open a command prompt, and change to the ListManager directory.

9. Run the following commands to retrieve the activation code for the new machine: lm clearactivation lm getactivation

10. Start ListManager and the ListManager web server.

11. Depending on your settings for your previous installation, the ListManager web server may not be able to communicate with ListManager on localhost (127.0.0.1), preventing it from running. If running ListManager from the command prompt, you will see a message like this one:

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Error: unable to listen to: TCP/IP address: 192.168.0.5, port number: 2021

If this is the case for your installation, follow these steps: a. Open the file ~listmanager/tclweb/bin/tclhttpd.rc with a plain-text editor such as vi. b. Note the IP address being used in Config ipaddr. c. Open a command prompt, and run the following command, specifying the IP address from tclhttpd.rc for the IP address: lm tclportbindip ip_address d. Start ListManager and the ListManager web server.

12. Log into the ListManager web interface as a server administrator.

13. Go to Utilities: Administration: Sites , and edit any sites for this node (or all sites if you are

14. Go to Utilities: Administration: Server: Server Settings: Machine Settings: IP Addresses , and

specify what IP addresses ListManager should bind to for DNS lookups.

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CALENDAR

Calendar -- Overview

The ListManager Calendar gives you an at-a-glance view of essential information about all your events and mailings. You can navigate the calendar by month, week, or day. Within each view, you can:



See event and mailing highlights



Create and edit events



Edit unsent messages



View the Mailing Overview report for sent messages



Schedule, reschedule, and unschedule messages

About Times in the Calendar

The Calendar shows all dates and times in the time zone of the ListManager Server. If your browser's time zone is different than the ListManagers Server time zone, the Calendar displays a notification with the time offset.

What do you want to do?

Get familiar with the Calendar interface

Create an event

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Edit a mailing or event

Reschedule a mailing or event

Schedule a mailing

Unschedule a mailing

Delete a mailing or event

View the Mailing Overview report for a sent mailing

Calendar: Interface

The Calendar gives you an at-a-glance view of essential information about all your events and mailings.

To open the Calendar, click on the left navigation bar.

The following illustration shows the Calendar interface in the month view.

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Navigate the calendar

Move to the previous ( ) or next ( ) month, week, or day, or to today ( ).

Switch between views

Switch to the monthly, weekly, or daily view. By default, the Calendar opens in the month view.

Help

Get help for using the Calendar.

Unscheduled Mailings

Shows a list of all unscheduled mailings. Point at a mailing to see its name, subject line, and status. You can drag any unscheduled mailing onto a day in the Calendar to schedule it.

NOTE: The Unscheduled Mailings section does not show transactional messages.

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Events and mailings

Shows all your events, scheduled, and sent mailings as shown in the following illustration.

NOTE: The Calendar does not show transactional messages .

On the Calendar, you can:



Reschedule any event or unsent mailing by dragging it to another day.



Double-click an event or unsent mailing to edit it.



Double-click a sent message to see the Mailing Overview report.



Point at an event to see its title, description, and time as shown in the following illustration.For recurring events, you can also see the recurrence frequency and end date, if applicable.

ListManager User Guide



Point at a mailing to see its name, subject line, scheduled time, if any, and status, as shown in the following illustration.

| 164 | October 2013

NOTE: The Calendar shows all dates and times in the time zone of the ListManager Server. If your browser's time zone is different than the ListManagers Server time zone, the Calendar displays a notification with the time offset.

What do you want to do?

Create an event

Edit a mailing or event

Reschedule a mailing or event

Schedule a mailing

Unschedule a mailing

Delete a mailing or event

View the Mailing Overview report for a sent mailing

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Calendar: Create an Event

You can create an event that occurs once or a recurring event. To create an event:

1. If the Calendar is not already open, click Calendar on the left navigation bar to open it.

2. Click the day (in month view) or time (in week or day view) on which you want the event to occur.

The Create Event dialog opens.

3. In the Title field, type the name for the event.

4. To create an event that lasts all day, select the All Day checkbox.

5. To create a recurring event, select the Recurring checkbox then select the frequency and, optionally, an end date.

6. Optionally, add a description and change the date and start and end time.

7. Click OK.

The event is added to the Calendar at the time you selected.

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Calendar: Edit a Mailing or Event

You can edit any event and any mailing that has not been sent.

TIP: You can reschedule events and mailings by dragging them to a new date. You can schedule an unscheduled mailing by dragging it from the Unscheduled Mailings area to a day on the

Calendar.

To edit a mailing or event

1. If the Calendar is not already open, click Calendar on the left navigation bar to open it.

2. Double-click the mailing or event you want to edit.

The Edit Mailing or Edit Event dialog opens.

3. Make any changes you need.

4. Click Save.

Your changes are saved.

Calendar: Schedule, Reschedule, or Unschedule a Mailing

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To schedule a mailing in the month view

1. If the Calendar is not already open, click Calendar on the left navigation bar to open it.

2. Drag the mailing from the Unscheduled Mailings area to the day you want.

The Select a Time dialog opens.

3. Select the time you want.

The mailing is scheduled for the time and date you selected.

To schedule a mailing in the week or day view

1. If the Calendar is not already open, click Calendar on the left navigation bar to open it.

2. Drag the mailing from the Unscheduled Mailings area to the day and time you want.

The mailing is scheduled for the time and date you selected.

Rescheduling a mailing or event

About rescheduling items in the month view

When you reschedule an item in the month view, the time of the item will remain the same. If you want to change the time as well as the date, use the week or day view. These views show time slots for each day.

Alternately, after you move the item in the month view, you can double-click it to change the time.

TIP: To switch to the week view, click

About rescheduling recurring events

. To switch to day view, click .

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When you reschedule any occurrence of a recurring event, the start date of the entire series changes to the new date and time. In this case, the Edit Event dialogue will appear with a confirmation message.

To reschedule a mailing or event



Drag the item you want to reschedule to the new date on the Calendar .

To unschedule a mailing

1. If the Calendar is not already open, click Calendar on the left navigation bar to open it.

2. Drag the mailing to the Unscheduled Mailings area on the right side of the Calendar.

The mailing is unscheduled.

Calendar: Delete a Mailing or Event

You can delete any event and any mailing that has not been sent.

To delete a mailing

1 If the Calendar is not already open, click Calendar on the left navigation bar to open it.

2. Double-click the mailing you want to delete.

The Edit Mailing page opens.

3. Click Delete Now.

The mailing is deleted.

To delete an event

If you delete a recurring event, all occurrences of the event are deleted.

1. If the Calendar is not already open, click Calendar on the left navigation bar to open it.

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The Edit Event dialog opens.

2. Double-click the event you want to delete.

3. Click Delete.

If you are deleting a single event, it is deleted.

If you are deleting a recurring event, a confirmation message opens; click OK to delete all occurrences of the event.

Calendar: View the Mailing Overview Report

The Mailing Overview report provides an overview of success and failure rates of a mailing or campaign.

You can view the Mailing Overview report for any sent mailing. To view the Mailing Overview

Report:

1. If the Calendar is not already open, click Calendar on the left navigation bar to open it.

2. Double-click a sent mailing you want.

The Mailing Overview report for the mailing opens.

For more information about the Mailing Overview report, see Mailing Overview .

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MEMBERS

Members -- Overview

What Are Members?

Members are the email addresses of people who may receive your mailings.

When a person asks to join your list, ListManager records the email address and additional information about the person, such as name and password, in its database. If you'd like to store additional demographic information about members, the server administrator may add additional fields to the members_ table.

An email address may remain a member of a list, even if its member status is inactive--for example, if the member unsubscribed, or is on hold due to delivery issues.

Duplicate email addresses may not be added to a list, though the same email address may be a member on many different lists.

The total number of members you may have is determined by your license. Contact your account representative at [email protected]

if you'd like to increase the number of members you may have.

Add Members

Members usually join a list by filling out a web form , or by sending an email message to the list's

join address .

But administrators can also add single

new members, many new members, import members

from a text file

, or import members from a CSV file . The last option allows administrators to

update data for members.

View Members

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The View Members table displays the email addresses of your members. You may click on an address to edit the member, or view a member's history to see what mailings that member has received and what actions the member has taken.

The View Members table is also where you may search for individual or groups of members, and then edit or delete them.

Ban Members

ListManager can automatically deny subscription requests and postings from addresses you

specify when you ban them. Bans prevent addresses from being imported by administrators as

well, so you are certain that people who have complained about receiving your mail are never inadvertently re-added.

Delete Members

Use Delete Members if you have a list of email addresses you need to remove. You can also delete individual members from the View Members screen.

For information about your list's membership, see Reports: Members .

Synchronization Settings

ListManager can synchronize its data with other data sources using ODBC. These settings determine how ListManager will create, edit and delete members, and according to what schedule.

Synchronize Now

Synchronizes members with your external data source. Generally, this synchronization will occur according to the schedule you establish in your Synchronization Settings. But you may synchronize immediately here.

Add Members

Members: Add Members

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ListManager gives list administrators four ways to add members through the interface:

1. Create a single new member

2. Create many new members

3. Import members from a text file

4. Import members from a CSV file

Add Member

Adds a single email address to ListManager. Since List Administrators are normal mailing list members, but with additional properties rights, Add Member can also be used for creating List

Administrators.

Add Many Members

Adds many email addresses to ListManager. No names may be specified when using Add Many

Members, and all settings specified will be applied to all new addresses added. Duplicates will be skipped.

Import Members from a Text File

Imports many email address and optional names. Duplicates will be skipped.

Import Members from a CSV File

Imports many email addresses with other demographic information. Duplicates may be skipped, or updated with the information included for the address.

In some cases, ListManager blocks certain email addresses that correspond to ListManager

email commands. Please refer to this list of email commands that cannot be used as member

email addresses within ListManager.

The total number of members you may have is determined by your license. Contact your account representative at [email protected]

if you'd like to increase the number of members you may have.

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Members: Add Members: Add Member

The Add and Edit Member screens are identical.

The only required setting for a member is the email address on the Members: Add Members:

Add Member: Basics tab.

If you'd like this member to also be a list admin, fill out the required information under List

Admin

, and also the Password under Settings .

Note that the total number of members you may have on your server is determined by your license. Contact your account representative at [email protected]

if you'd like to increase the number of members you may have.

Member Settings

Members: Add Members: Add Member: Basics

Email Address

Required. The Internet email address of the member. For example: [email protected]

If adding many members, use a separate line for each email address. For example:

[email protected]

Name

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The member's full name. For example: John Smith

Note: You cannot specify a name when adding many members at a time. Use Members: Import

Members to import members with names or other information particular to each member.

Members: Add Members: Add Member: List Admin

Is List Admin?

Determines whether this member is a list administrator. If set to Yes, this member will be able to access the List Administrator functions of the web interface.

Receive List Admin Mail

Determines whether this member receives email for this list's administrators. Mail sent to owner-listname (example: [email protected]) is distributed to each of the members

who have their Admin Mail set to Yes. Also, if the mailing list is set to be private , the Receive List

Admin Mail setting determines whether this member receives email notifications of requests to join the private mailing list.

Receive Moderation Notifications?

Determines whether this member receives email notifications of moderated messages to the mailing list, which need to be approved or rejected. If the list does not require moderation, this setting has no effect.

Bypass List Moderation?

If this mailing list is set to moderate messages in some way, the bypass setting gives this member the right to contribute messages to the mailing list without being moderated.

If a list is set to always require moderation, every message sent to the list needs to be approved by the administrator, even those posted by administrators. This setting allows members to post directly to the list regardless of the list moderation settings.

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Note that bypassing list moderation is insecure, as an administrator could inadvertently send a virus to the list.

Page Permission Group

Select the URL page permission group for this list administrator from the drop-down menu. This enables administrators to either allow or deny access to specific URLs within ListManager. To allow this administrator access to all URLs, select "Allow all". In order for permission groups to

appear here, they must first be created in Utilities: Administration: Administrators: Permission

Groups . ListManager includes some default permission groups which will be listed here as well.

The default setting is "Allow all".

Enable WYSIWYG Editor

By default the HTML editor is available to administrators in Content and Mailings. Some

administrators may prefer to have the HTML editor always disabled, especially if they are always using their own HTML, which may be munged by ListManager's included HTML editor.

Note that if an administrator is both a list and site or server administrator, the site or server admin setting for Enable WYSIWYG Editor will override the list administrator setting.

Members: Add Members: Add Member: Settings

Membership Status

Defines whether this person is an active, normal member, meaning that they can participate in the mailing list and receive mail, or if their status is otherwise. The different statuses are:

Normal

An active member who may receive mail from the list.

Confirm

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The person has requested to join this mailing list, but has not confirmed the subscription request by replying or clicking on a confirmation message.

Once the member has confirmed membership, the person's status will change to normal. Note that if the confirmation message is undeliverable, the member will be deleted.

Confirm-Failed

The person has requested to join this mailing list, but the confirmation message sent failed with a permanent, 500-level error. These errors are generally returned when the email address does not exist, but may also occur when the receiving mail server believes the confirmation message is spam and thus rejects it with a permanent error. To see which is the case, view the sending record for the confirmation message in Member: Edit Member: Information: View Mailings

Attempted.

Private

The person has requested to join this mailing list, but because this is a private mailing list, the

request to join is pending list administrator approval.

When a mailing list is set to private, mailing list administrators who have Admin Mail set to Yes receive a short email notification message for each request to join the private mailing list.

Expired

The member had their membership set to expire on a certain date, and that date has passed, so this person's membership has expired and is no longer active.

Held

An undeliverable member. ListManager failed to deliver mail to this address the number of

times specified in Utilities: List Settings: Automatic Maintenance: Error Mail: Bounce Limit .

A user may become "unheld" by replying to a held notification .

Unsubscribed

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The member has opted out of the list. The member will not receive email, but is retained in the database for statistical reasons or in case the member decides to resubscribe.

Complaint

This member marked an email from this list as spam. The member is HELD-- i.e., no mail will go out to them.

Referred

The member was invited to join using a referral, but has not yet formally joined the list.

Needs-Confirm

The member will receive a message asking them to confirm membership, and then their status will be set to Confirm. Administrators may use this status when creating members to allow them to confirm their memberships.

Needs-Hello

The member will receive a message welcoming them to the list, and then their status will be

Normal. Administrators may use this status when creating members to notify them they have been added.

Needs-Goodbye

The member will receive a message informing them they have left the list, and their status will be Unsubscribed. Administrators may use this status when unsubscribing members to notify them they have been removed.

Membership Kind

This choice defines how the member wants to receive messages from the mailing list. The choices are:

Mail

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As soon as someone contributes a message to the mailing list, the user will receive a copy of that message.

Digest

Each night, the user will receive a single email message containing all the messages contributed to the mailing list that day in plain-text; all HTML and attachments will be stripped. At the top of the message will be a numbered list of the subjects in that digest, followed by the complete messages themselves. Digest recipients will not receive messages sent to segments. Note that

the server administrator may specify a different schedule to release digests in Utilities:

Administration: Server: Server Settings: Scheduled Tasks .

MIME Digest

The same as a digest, but in MIME format so that the individual messages' formatting is preserved. Digest recipients will not receive messages sent to segments.

Index

Each night, the user will receive a single email message containing all the subject lines of all the messages contributed to the mailing list that day. If any of the messages interest the user, the bottom of the index gives the email command that will retrieve the bodies of the messages.

Nomail

No email is sent to the user. The user is free to go the web interface whenever they want, and read the full text of the messages there. This setting is useful for when members go on vacation and want to stop receiving mail.

Enter/Verify New Password

The password for this member, masked and encrypted. To change the password, it must be entered twice to verify it has been entered correctly.

List administrators must specify a password. A password is optional for members.

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If this member joined by sending email to the list's join address, the password is blank unless the list requires a member have a password. In that case, a random password will be assigned to the member if the member does not select one.

If the email address has multiple accounts on the server, you will be prompted to select which accounts to apply the new password to.

Membership Expiration Date

If set, this member's Status will change to Expired after the date specified. For example, to expire this member on January 1, 2003, you would enter "01/01/03".

# of Approvals Required

If the mailing list is set to use Number Moderating , this setting determines how many more

messages this member needs to have approved before this member can contribute messages without needing approval. Once a list is set to Number moderated, each member must have a specific number of messages moderated and approved before "no approval needed" gets saved to their member profile. Note that this setting has no effect if this is not a number moderated list.

It can also be used with an unmoderated list, if problems with a particular member require that person's messages to be moderated. If a list is NOT number moderated, the default here will be

"no approval needed," but the list will require all messages to be reviewed by an administrator,

unless the member has the bypass list settings button set to Yes on the ListAdmin tab.

This setting overrides the list's settings.

For more information on different types of approval for lists, see Utilities: List Settings: Email

Submitted Content: Approval .

Members: Add Members: Add Member: Advanced Settings

Hold User?

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This setting determines whether this member will be held if they bounce too much mail. The default is "Yes, Put This Member on Hold if They Bounce Too Much Mail." Change to "No, Never

Put This Member on Hold, Even if They Bounce Too Much Mail" to prevent the member from

ever going on hold. Note: Automatic holding of members can also be disabled at the list and

server levels.

User ID

The "user id" information is not used by ListManager for any purpose: it is merely a placeholder for any information you care to place in there. For example, you might use it to store the

Member ID from some other database.

Comment

The "comment" information is not used by ListManager for any purpose: it is merely a placeholder for any information you care to place in there. For example, you might use it to store the city a member lives in.

Additional

Like "comment," the "additional" information is not used by ListManager for any purpose, so it may be used to contain any information you'd like.

Mail Format

Whether or not a member has expressed an interest in receiving HTML mail. There are three options:

Multipart

The default setting. The user prefers to receive mail in multipart-alternative.

Text

The user prefers to receive text only email.

HTML

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The user prefers to receive HTML only email.

You may want to have your members specify which mail format they prefer when they

subscribe to your list. You may then send out specially formatted messages to segments based

on this information.

HTML Capability Detected

Whether or not the capability to read HTML has been detected for this member. To detect

HTML capability, a mailing must be sent with HTML detection enabled. See Mailings: New

Mailing: Tracking for more information.

Receive Acknowledgement When Contributing?

When a member contributes a message to the mailing list, they have the option of being notified that the message was in fact delivered and sent out. If a member is sending out an important announcement, they might want to be notified that it really went out. By default, this setting is "No," meaning that the member will not receive an acknowledgement when posting.

Receive Copy of Own Postings?

This setting determines if this member will get a copy of their own postings to the mailing list. If set to "Yes" (the default), the member will receive copies of messages they contribute to a mailing list when they are distributed to list. If "No," the member will not receive copies of his own postings.

Members: Add Members: Add Member: Information

List Name

The name of the list this member is on.

Member ID

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The unique ListManager identification number for this member.

View History

The view history button takes you to the Member History page, where you can view a detailed

history for that member including opens, clicked URLs, clickthroughs, etc.

Mailings Attempted

Displays the number of mailings which were attempted for this member. For details about the attempted mailings, click "view mailings attempted". This takes you to the Members: View

Members: Member History: Member Mailings Attempted page, where the mailing and sending details can be accessed.

Date Joined

The date the member joined or was added to the list.

Date Confirmed

The date the member confirmed joining the list. The date confirmed will come after the date joined.

Date Held

The date the member was put on hold, if applicable.

Date Unsubscribed

The date the member unsubscribed from the list, if applicable.

Members: Add Members: Add Member: Demographics

This page shows additional information about this member that is not in one of ListManager's standard member fields.

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The ListManager server administrator or database administrator may add member columns to

the ListManager members_

database table. If a member joins or is imported with additional

information, it will be displayed on this page, where you may view, edit or delete it. Contact your server or database administrator if you would like to have more fields made available to you.

Members: Add Members: Add Many Members

Create Many New Members is similar to Add Member , except you may copy and paste a list of

email addresses in at once. There may be only one email address per line. Example: [email protected] [email protected] [email protected]

Notes



If you add an email address that is already present, an error messsage appears stating "There were problems on your form."



You cannot add addresses with names when you create them on this page. To do

so, you'll need to Import Members from Text File

or from CSV File .

Members: Add Members: Import Members from Text File

This page allows you to import email addresses from a text file. Email addresses which are already members will be skipped. To update members with additional demographic information,

use Import Members from CSV File .

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The file must be a plain-text file. Each email address and name must be on a separate line, and must be in one of the following formats: [email protected] [email protected] Bob Shelby [email protected] (Bob Shelby)

Bob Shelby <[email protected]>

Note that once the import has started, you may not close the window until the import is completed.

Action

You may import members in one of four ways:

Import quietly as regular members

Import the members into the list, but do not send a hello or confirmation message. These members will receive normal list mailings.

Import as regular members and send list hello doc

Import the members into the list, and send them the hello message as specified for your list in

Utilities: Document Associations . If no document is specified here, new members will receive a

generic message from ListManager. These members will receive normal list mailings.

Import as unconfirmed members, and send confirmation request

Import the members into the list as unconfirmed, and send them the confirmation message as

specified for your list in Utilities: Document Associations . If no document is specified here, new

members will receive a generic message from ListManager. These members will not receive normal list mailings until they confirm their memberships.

Terminate import

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Sets the number of consecutive invalid email addresses to end the import process. For instance, you may want to terminate the import after 10 invalid email addresses, and check your formatting to see why so many addresses are failing. You can also set it to "Do not terminate import due to malformed addresses" if you'd like to ignore any bad addresses and process the import as-is.

Select file

Enter the path of the file that contains the members you'd like to import. Or, select Browse to find the file.

Import

Click import to begin the member import. ListManager will display the number of addresses successfully imported, and display the addresses skipped due to being duplicates or invalid addresses.

Members: Add Members: Import Members from CSV File

This page allows you to import email addresses from a CSV file.

Email addresses which are already members can either be skipped or updated with new data

(i.e. demographic information), so importing members can be used as a way of updating current members with additional information.

A CSV file has the information you would like imported in a CSV (comma separated values) format. The first row of the file tells ListManager which field the data in each column should be imported into. For example:

EmailAddr_,FullName_,Company,Phone [email protected],Bob Shelby,Shelby Corp.,555-555-5555

In this example, EmailAddr_ and FullName_ correspond to the default database fields in the members_ table for email addresses and full names.

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Additional fields called "Company" and "Phone" have been added to this members_ table, so this information can also be imported into each member's record. (These fields are not provided by default; you will need to add them to your members_ table if you would like to store this information).

The "EmailAddr_" column name is required. You may add other data if you like. Some default members_ table fields which you may want to include in your import are:

Additional_

Placeholder for any information you want to store associated with this member.

Comment_

Holds whatever comments you wish to put in. Useful as a user-defined 'additional info' field.

EmailAddr_

The email address of this person (required).

FullName_

Full name of this person.

MailFormat_

What mail format does the user prefer, (T)ext, (M)ultipart, or (H)TML. The default is M, for

Multipart.

MemberType_

Specifies the membership status. If specified, you should also select "Use type setting in CSV file". Possible member statuses are: normal (default)

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unsub held private expired held needs-goodbye needs-hello needs-confirm

Note that unless the server is configured to permit it , non-normal members (e.g., unsub) will not

be able to be made normal, so you cannot resubscribe members inadvertently.

See Members: Add Members: Add Member: Settings: Member Status for more information

about these different member statuses.

By default, the MemberType_ may be changed only if the current MemberType_ is normal. To

change other member types, Utilities: Administration: Server: Server Settings: Security: User

Limits: Let CSV Member Imports Update Non-Normal Member Status must be set to yes.

SubType_

The type of mail the subscriber wants to receive. This setting correlates to Membership Kind .

Possible kinds are: mail (default) digest mime-digest index nomail

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UserID_

Holds the user-definable 'user id' information, such as a key back to another table.

Action

You may import members in one of four ways:

Import quietly as regular members

Import the members into the list, but do not send a hello or confirmation message. These members will receive normal list mailings.

Import as regular members and send list hello doc

Import the members into the list, and send them the hello message as specified for your list in

Utilities: Document Associations . If no document is specified here, new members will receive a

generic message from ListManager. These members will receive normal list mailings.

Import as unconfirmed members, and send confirmation request

Import the members into the list as unconfirmed, and send them the confirmation message as

specified for your list in Utilities: Document Associations . If no document is specified here, new

members will receive a generic message from ListManager. These members will not receive normal list mailings until they confirm their memberships.

Use type setting in CSV file

Import the members using the setting specified in the MemberType_ column.

Update existing members? (CSV Only)

Determines how ListManager will handle duplicate email addresses in CSV files. If set to "No"

(default), ListManager will skip duplicate addresses. If set to "Yes," ListManager will update duplicate addresses with the additional data provided for the address.

ListManager will recognize the member as a duplicate if the email address is the same, or the file includes their member ID number (and that is a match).

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Note: If set to any type but "normal" the MemberType_ field may not be overwritten unless

Utilities: Administration: Server: Server Settings: Security: User Limits: CSV Member Imports Can

Change Non-Normal Status is set to "Yes".

Terminate import

Select file

Enter the path of the file that contains the members you'd like to import. Or, select Browse to find the file.

View Member Columns

This page shows you the fields available to you in the ListManager members_ table. You may use these column names when importing your member data in csv (comma separated value) format.

The only required column is EmailAddr_, to specify the email address of the list member.

Your database administrator may have added additional columns to your members_ table so it can store additional information. These fields are marked on this page with an asterisk (*).

The fields List_, UserNameLC_, and Domain_ will be created automatically by ListManager, and should not be included in a CSV import.

Add additional columns to members table

Visible only to server admins. You will be taken to Utilities: Administration: Server: Database:

Add/remove member columns: Wizard , where you may add additional members_ columns.

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Import

Click Import to begin the member import. ListManager will display the number of addresses successfully imported or updated, and display the addresses skipped due to being duplicates or invalid addresses.

View Members

Members: View Members

The View Members page shows a table of your list's members.

Members Table

To view or edit a particular member, click the email address. You will be taken to the Members:

View Members: Edit Member page.

You may change the order members are displayed by clicking on the up or down triangles on the column headings. The headings are:

Email

The email address of the member.

Name

The full name of the member, if available.

Joined

The date the member joined.

Status

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Whether the member is a normal, active member, or inactive-unsubscribed, held, confirm,

private, etc. See Members: Add Members: Member Settings: Settings: Membership Status for

more information about different member statuses.

Member Options

You have the following options for each member:

Copy

Copies the current member. ListManager will display the old name and email address, and will allow you to specify a new name, new email address, and the destination list(s) the member should be copied to. The member created will have all of the settings of the old member, including the password. Copying a member is useful if you'd like to make another list administrator—just copy an existing one.

Delete Permanently removes the member from the ListManager database.

History

Displays information about when the member joined, what messages have been attempted to be sent to this member, and recorded member actions: opens, clickthroughs, purchases, etc.

See Members: Member History for more information.

Display Options

To view a particular category of members, click the drop-down box above the table and then choose one of the following Show: options.

all members

confirm (awaiting user confirmation)

The person has requested to join this mailing list, but has not confirmed the subscription request by replying or clicking on a confirmation message.

confirmation failed (error sending confirmation)

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is spam and thus rejects it with a permanent error. To see which is the case, view the sending record for the confirmation message in Member: Edit Member: Information: View Mailings

Attempted.

expired (subscription expired)

The member had their membership set to expire on a certain date, and that date has passed, so this person's membership has expired and is no longer active.

held (bad email addresses)

An undeliverable member. ListManager failed to deliver mail to this address the number of

times specified in Utilities: List Settings: Automatic Maintenance: Error Mail: Bounce Limit . A user may become "unheld" by replying to a held notification .

list adminstrators

normal (active) members

Active members who may receive mail from the list.

not list adminstrators

private (awaiting admin approval)

Members who have requested to join this mailing list, but because this is a private mailing list,

the request to join is pending list administrator approval.

referred (referred by a friend, awaiting confirmation)

Unsubscribed members

Members who haveopted out of the list.

complainers

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Members that have marked an email from this list as spam.

Delete All in this View

Delete all members shown in this table view. Note that members may be deleted who are not visible on this page but are part of the table you are viewing.

Find Members

Search for members by email address, domain, segment, status, kind, or member ID.

Create New Member

Creates a single new member. See Members: Add Members for other member options.

To search this table, click . To export this table as a CSV file, click .

Find Members

Members: View Members: Find Members

The Find Members screen allows you to search for members in many different ways: by email address, domain, segment, status, kind, or member ID. You may then view the member records of those you find, copy or delete them, or download the table to a file.

Members: View Members: Find Members: Email Address

Email Address

Enter the complete or partial email address of the member you'd like to find, then select the type of match and whether you want to search only this list or all your lists.

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ListManager will show you the results of your search in the Members: View Members page.

Match

Limit your search to one of the following:

exactly

Find email addresses that exactly match the email address you entered.

any

Find email addresses that contain the text you entered.

localpart

Find email addresses whose localpart contains the text you entered. Localpart is the part of the email address before the @ sign. For example, if you enter fred, the search results will include

[email protected] and [email protected], but not [email protected].

domain

Find email addresses in a specific domain. The domain is the part of the email address after the

@ sign. For example, if you enter fred, the search results will include [email protected], but not

[email protected] or [email protected].

Search In

Specify whether you'd like to limit your search to This List, or All Your Lists. If you select All Your

Lists, you will see the results for all lists for which you have administrative access.

Members: View Members: Find Members: Name

Name

Enter the name or partial name of the member you'd like to find. ListManager will show you the

results of your search in the Members: View Members page.

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TIP: This search is case-insensitive, so JOHN DOE will retrieve the same results as john doe.

Look For

Select whether you'd like to find an Exact Match to the name you specified, or any name that

Contains the partial name you provided in Email Address. For example, if you wanted to find all members who are named Jane, you would specify Jane in Name, and specify Contains.

Search In

Specify whether you'd like to limit your search to This List, or All Your Lists. If you select All Your

Lists, you will see the results for all lists for which you have admin rights and have access to.

Members: View Members: Find Members: Segments

A drop-down box allows you to select the members in a particular segment. ListManager will

show you the results of your search in the Members: View Members page.

Finding members by segment allows you to perform searches based on any segment you can create. Even if your license does not allow you to send to segments, you can still create

segments and search for members who meet the criteria you specify. See Segments for more

information.

Members: View Members: Find Members: Status

A drop-down box allows you to select the members who have a particular membership status.

ListManager will show you the results of your search in the Members: View Members page.

The membership statuses are:

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Normal

A normal member.

Confirm

The person has requested to join this mailing list, has received an email message asking them to confirm their membership, but has not accepted the confirmation message. This person's membership is waiting for be confirmed. Once the confirmation message is received, the person's type will change to normal.

Confirm-Failed

Attempted.

Private

The person has requested to join this mailing list, but because this mailing list is set to private, their request to join is waiting for an administrator to approve it by changing their membership to normal. A private mailing list is one where requests to join the mailing list must be approved by a list administrator. When a mailing list is set to private, mailing list administrators who have

Admin Mail set to Yes receive a short email notification message for each request to join the private mailing list.

Expired

The member had their membership set to expire on a certain date. That date has past, so this person's membership has expired and is no longer active. If a membership has expired, a list admin may unexpire them by going into Members: Edit Member: Settings for that particular member, changing the member expiration date in the section and changing their membership status to "normal member."

Held

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The member's email address was invalid, or bounced mailing list messages for several days.

Therefore, their membership was held and their mail is no longer sent to their address until their status is returned to normal.

Unsubscribed

The member was a member of the list at one time, but has since unsubscribed.

Referred

The member was invited to join using a referral, but has not yet joined the list.

Needs-Confirm

The member will receive a message asking them to confirm their membership, and then their status will be set to Confirm.

Needs-Hello

The member will receive a message welcoming them to the list, and their status will be Normal.

Needs-Goodbye

The member will receive a message informing them they have left the list, and their status will be Unsubscribed.

Members: View Members: Find Members: Kind

A drop-down box allows you to select the members who have a particular membership kind.

ListManager will show you the results of your search in the Members: View Members page.

The membership kinds are:

Mail

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As soon as someone contributes a message to the mailing list, the user will receive a copy of that message.

Digest

Each night, around 12:00 am, the user will receive a single email message containing all the messages contributed to the mailing list that day. At the top of the message will be a numbered list of the subjects in that digest, followed by the complete messages themselves. Note that the

12:00 a.m. mailing time is not configurable.

MIME Digest

The same as a digest, but in MIME format so that the individual messages' formatting is preserved. MIME digest is preferable if members are sending multipart messages, or messages with attachments.

Index

Each night, around 1 in the morning, the user will receive a single email message containing all the subject lines of all the messages contributed to the mailing list that day. If any of the messages interest the user, the bottom of the index gives the email command that will retrieve the bodies of the messages.

Nomail

No email is sent to the user. The user is free to go the web interface whenever they want, and read the full text of the messages there. This setting is also useful for people who want the ability to contribute to a mailing list, but do not care to see the contributions to the mailing list.

Members: View Members: Find Members: Member ID

Enter the ListManager Member ID of the member you'd like to find. ListManager will show you

the results of your search in the Members: View Members page.

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Member History

Members: View Members: Member History

The Member History page allows you to see information on individual members, including tracking their exact activities, such as message opens, URLs clicked, clickstream events, etc.

This page is accessible by clicking the History link for an individual member on the Members:

View Members menu.

Settings page.

Current Information

Name

The name and email address of the member. Clicking the name will take you to the Members:

Add/Edit Member: Member Settings: Basics page.

Status

The membership status of the member. A normal member is an active member who may receive mail; all other statuses are inactive. For more information on member statuses, see

Members: Add/Edit Member: Member Settings: Settings: Membership Status .

If a member's status is unsub (unsubscribed), you may view the mailing the member unsubscribed from (if available).

Kind

The kind of membership held by the member. For more information on the kinds of

memberships, see Members: Add/Edit Member: Member Settings: Settings: Membership Kind .

HTML detected

ListManager can detect whether a member is able to view email messages in HTML if HTML detection has been enabled for a mailing sent to the member. If ListManager has detected this member is able to view email in HTML, this value will be displayed as "true"; if not, it will be displayed as "false. These options will not appear until the member has received at least one mailing.

Preferred mail format

The member's preferred mail format. If not specified by the member, this value will be "Text", for plain text email messages. Other options are "HTML" and "Multipart" (both text and HTML).

Member ID

The internal ListManager Member ID number.

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Mailings attempted

Displays the number of mailings ListManager attempted to send to this member. for this member. For details about the attempted mailings and whether or not they were successfully

delivered, click "view". This page is also accessible from Members: Add/Edit Member: Member

Settings: Information .

Mailings sent

Displays the number of mailings sent by this member to the list. For details about these

mailings, click "view" to be taken to the Members: Mailings Sent page, where the mailing and

sending details can be accessed. This page is also accessible from Members: Add/Edit Member:

Member Settings: Information .

Surveys completed

Displays a list of the surveys completed by this member. Clicking the link to the individual survey

will take you to the Reports: Surveys: Response page, where individual survey responses can be

analyzed.

Date joined

The time and date the member joined the list.

Date unsubscribed

The time and date the member unsubscribed from the list (if applicable). If available, a link to the mailing the member unsubscribed from will appear.

Date confirmed

The time and date the member confirmed membership on the list (if applicable).

Date held

The time and date the member was put on hold (if applicable).

Activity Tables

Depending on the member's activity, other viewtables may appear beneath the Current

Information table.

All viewtables sort results from most recent to oldest, and show a maximum of 100 results for that type of item. Note that if a member does not have any data for one of the following tables, it will not be displayed. For instance, if a member has not made any purchases, you will not see a Purchases table displayed. These tables can be exported to another file outside of ListManager by clicking on the spreadsheet icon on the upper right hand corner of each table.

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Purchases

Information about the member's recent purchases.

Interests

Information about the member's recent interest events. Interest events will not show up as

Clickstream events (below).

Clickthroughs

All the recent URL's the member clicked through, and associated details.

Opens

All the recent messages the member opened, and associated details.

Clickstreams

All the recent clickstream events for the member, and associated details. If a clickstream event has an interest point or any stage information associated with it, it will appear in the Interest

Events table (above).

Forwards

All the recent mailings forwarded by the member, and to how many people. Note that to appear in the Forwards table, the message must be an HTML message with open tracking, and the recipient of the forward must have opened the message from a different TCP/IP address than the original recipient opened it from.

Members: View Members: Member History: Mailings Attempted

The Mailings Attempted page provides a link between member information and the mailings attempted to be sent to a member, successfully or unsuccessfully with these members. From here, details about the outgoing mailings and sending details can be quickly accessed, providing details about each mailing associated with that member.

To reach the Mailings Attempted page

1. In the left Navigation bar, click Members, and then click View Members.

2. Click the History command for the member you want.

3. Click the View button next to Mailings Attempted.

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Not attempted

Retry

Success

Failure

Paused

Expired

Skipped

Aborted

View mailing

Click on the member name or member email address to access the Members: Edit Member:

Basics page, where the member information, such as their name, email address, or admin status

can be edited.

Finding Mailings

The sorting options for the Member Mailings table are:

Title

The name of the mailing.

Date

The date and time on which the mailing was sent.

Status

The sending status of the mailing. The possible statuses are:

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To view a particular mailing, click View mailing next to the mailing title. This takes you to the

Mailings: View Outgoing Mailing: Message Body page, where details about the mailing, including

the message body, message header , recipients

information, log , and mail queue can be found.

View sending details

To see the recipient sending details associated with how the mailing was sent, click View

sending detailsnext to the main title. This includes basics ,

log , and bounce message information.

Members: View Members: Member History: Mailings Sent

The Member Mailings page displays mailings a member has sent or attempted to send through the list. From here, details about the outgoing mailings and sending details can be quickly accessed, providing details about each mailing associated with that member.

To reach the Mailings Sent page

1. In the left Navigation bar, click Members, and then click View Members.

2. Click the History command for the member you want.

3. Click the View button next to Mailings sent.

Clicking on the member name or member email address to access the Members: Edit Member:

Basics page, where the member information, such as their name, email address, or admin status

can be edited.

Finding Mailings

The sorting options for the Member Mailings table are:

The ID of the message in the incoming mail queue (inmail).

Subject

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The subject of the message.

By Email?

Whether the message was sent via email or through the web interface.

Date

The date and time on which the mailing was sent.

Subset

The subset the mailing was sent to. If blank, it was sent to the entire list.

View Mailing

To view a particular mailing, click View mailing next to the mailing title. This takes you to the

Mailings: View Outgoing Mailing: Message Body page, where details about the mailing, including

the message body, message header , recipients

information, log , and mail queue can be found.

Ban Addresses

Members: Ban Addresses

ListManager can automatically deny subscription requests and postings from addresses you specify by using bans. ListManager's bans can be used as a permanent suppression list, to prevent those who have complained about being sent email from you from being added to a list or from receiving future list postings, or to pre-approve members.

Subscription requests from a banned address will be rejected, and administrators will not be able to add or import banned addresses.

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Bans can be created for domains, user names, or complete email addresses. There is no

"wildcarding" (e.g., "example.*"). If a domain is banned, subdomains are banned as well (e.g.,

"example.com" bans "host.example.com").

You may enter bans one by one, or import a list of bans. Bans can be created for individual lists,

sites, or for the entire server.

Server administrators have the option of applying bans. When Apply Bans is clicked, all addresses marked as bans will appear as "unsubscribed" after the start of the next ban reload cycle (this task is set to disabled by default).

Applying bans can also be done automatically, as a server scheduled task .

There are three types of bans:

1. Always accept

2. Conditionally accept

3. Reject

Always Accept

"Always accept" bans prevent other addresses from joining. All other addresses will be

rejected, unless there are "Always accept" or "Conditionally accept" bans for them. If you want to restrict membership to a particular domain, use "Always accept". Do not use "Always

Accept" bans if you want other addresses to be able to join.

Once an address matches an "Always accept" ban, no further checks will be done on it.

Therefore, an "Always accept" ban overcomes a "Reject" ban.

For example, if you have an "Always accept" rule for example.com, but a "Reject" rule for [email protected], [email protected] will still be able to join. If you do not want [email protected] to join, use "Conditionally accept" for example.com. Those who do not have an example.com address will not be able to join (e.g., aol.com, yahoo.com, hotmail.com, etc.).

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Note that "Always accept" ban rules require a domain.

Conditionally Accept

"Conditionally accept" ban rules allow the conditionally accepted addresses to join, except those explicitly rejected with a "Reject" ban. All other addresses will be rejected, unless there are

"Always accept" or "Conditionally accept" rules for them.

For example, if you have a "Conditionally accept" rule for example.com but a "Reject" rule for [email protected], everyone at example.com will be able to join except [email protected].

Those who do not have an example.com address will not be able to join.

Note that "Conditionally accept" ban rules require a domain.

Reject

"Reject" bans the specified addresses from joining, except those with an "Always accept" rule.

This is the most frequently used ban rule.

For example, if you have a "Reject" ban for the address [email protected], [email protected] will be rejected; all other addresses will be able to join.

Global Ban Server

ISPs using multiple ListManager servers may choose to use one as a Global Ban Server . These

bans will not appear in the local list of bans, but when apply bans is clicked or scheduled on the local ListManager server, it will also check for bans on the Global Ban Server as well.

FCC Wireless Domains

The United States government has specified strict rules regulating sending email to domains used by wireless devices. ListManager may automatically download the list of wireless domains maintained by the FCC and ban those domains from receiving email. The URL for this list may be

changed in Utilities: Administration: Server: Server Settings: Security: Bans .

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NOTE: ListManager will NOT download this list of domains to ban unless the FCC Domains scheduled task is enabled. To have these domains banned, you must either Apply Bans in

Members: Ban Addresses or enable the Apply Member Ban Rules scheduled task.

Viewing Bans

To view or edit a particular ban, click the user name or Edit. You will be taken to the Members:

Ban Addresses: Edit Ban page.

You may change the order members are displayed by clicking on the up or down triangles on the column headings. The headings are:

Username

The user name associated with this ban (everything before the @ sign in the email address).

Domain

The domain associated with this ban (everything after the @ sign in the email address).

Applies To

Specifies whether this ban applies to a particular list, site, or the entire server.

Type

The type of ban: Always accept, Conditionally accept, or reject.

Created

The date and time this ban was created

Ban Options

For each ban, you have the following options:

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Edit

Edit this ban.

Copy

Copy this ban. The User Name, Domain, and Type will be displayed. You may specify a list, site or server to copy the ban to.

Delete

Delete this ban.

Find Ban

Takes you to Members: Ban Addresses: Find Ban , which allows you to search for bans.

Show All

Displays all bans after searching for a ban

Apply Bans

The server administrator has the option to apply bans. By clicking Apply Bans, all addresses affected by the current bans will be marked as unsubscribed. Bans will not be applied

automatically unless you edit the apply bans scheduled task to do so.

Import Bans

Lets you create multiple ban rules at once.

To search this table, click . To export this table as a CSV file, click .

Members: Bans: New/Edit Ban

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For complete information on how member bans work, and the member bans main page, see

Members: Bans .

User Name

Enter the user name of the member that you want to ban. The user name is everything to the left of the "@" symbol in the email address. For instance, if the member to ban has an email address of [email protected], enter "Jane_trouble" in this field. Note that you can enter names in any case, but they are saved in lower case.

Only the user name portion of the email address (jane_trouble), should be entered, as members cannot be banned on their actual name, only the user name portion of their email address.

The User Name field must be blank for "Always Accept" bans.

Domain

Enter the domain of the member that you want to ban. This is everything to the right of the "@" symbol in their email address. In the above example, you would enter "example.com". The domain name can also be entered in any case, but will be saved in lower case. To ban a top-level domain, enter it without an initial dot (e.g., net)

To view the next two options, click Advanced.

Type

There are three types of bans:

1. Always accept

2. Conditionally accept

3. Reject

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If an address matches an "Always accept" ban rule, it is accepted with no further processing.

Addresses that do not match any "Always accept" or "Conditionally accept" ban rule are

rejected.

Records found in "Conditionally accept" will be accepted if no explicit reject information is

found. Records found in "Reject" are rejected automatically, if matched. See Members: Bans for

more information about ban types.

Applies to

Set the list, site, or server, that member ban applies to. The options you see here will depend on your privileges, whether you are a list, site, or server administrator. For example, if you are a site administrator, you will be able to create list or site bans, but not server bans. The Applies to field defaults to the current list.

For information on how to specify one server to handle all banned members, see Utilities:

Server: Server Settings: Advanced: Global Ban Settings .

Members: Bans: Import Bans

For complete information on how member bans work, and the member bans main page, see

Members: Bans .

Email addresses

Enter the complete email addresses you would like to ban, separated by a carriage return.

Example: [email protected] [email protected]

Note that the email addresses may be upper or lower case, but will be saved in ListManager as lower case.

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Type

There are three types of bans:

1. Always accept

2. Conditionally accept

3. Reject

If an address matches an "Always accept" ban rule, it is accepted with no further processing.

Addresses that do not match any "Always accept" or "Conditionally accept" ban rule are

rejected. Records found in "Conditionally accept" will be accepted if no explicit reject information is found. Records found in "Reject" are rejected automatically, if matched. See

Members: Bans for more information about ban types.

Applies to

Set the list, site, or server that member ban applies to. The options you see here will depend on your privileges, whether you are a list, site, or server administrator. For example, if you are a site administrator, you will be able to create list or site bans, but not server bans. The Applies to field defaults to the current list.

For information on how to specify one server to handle all banned members, see Utilities:

Server: Server Settings: Advanced: Global Ban Settings .

Members: Bans: Find Ban

When using ListManager's member bans as a suppression list, you may have a large number of ban rules. Using Find Ban will help you locate preexisting bans, and edit or delete them if desired.

Fill in as many fields as desired. For example, you may enter just the Domain field, and return all results with that domain.

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Note that editing or deleting a ban, and then applying bans as a server admin will not cause banned addresses previously marked as unsubscribed to be resubscribed as normal members.

User Name (lower case)

Everything before the @ sign of an email address, in lower case. No wildcards may be used.

Domain (lower case)

Everything after the @ sign of an email address, in lower case. No wildcards may be used.

Type

The type of ban rule. See Members: Bans for a complete description of the ban rule types.

Applies to

Limits the search to a particular list, site, or searches the ban rules for the entire server.

Apply Bans

The server administrator has the option to apply bans. When you click Apply Bans, all banned addresses appear as unsubscribed after the start of the next ban reload cycle. (This task is set to disabled by default.) Bans will not be applied automatically unless you edit the apply bans

scheduled task to do so.

Delete Members

Members: Delete Members

ListManager gives you three ways to delete members through the web interface:

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-Delete individual members by finding a member in Members , and selecting delete next to the

address you'd like to delete.

-Delete multiple addresses by selecting Delete Many Members , and entering the email

addresses you'd like to delete.

-Use Members: Find Members to search for the members you'd like to delete, and then use

Delete All in This View to delete them.

Members: Delete Many Members

Enter a list of email addresses you'd like to delete, separated by carriage returns. Example: [email protected] [email protected]

Note that many members can be deleted at once, if they have the same user name or the same domain name (or both). This can be done by using the * (asterisk) symbol as a wildcard to replace the user name or domain name.

For instance, to delete all AOL members from your list:

*@aol.com

Or to delete all users named "joe": joe@*

To delete anything related to AOL, that is, all users with the AOL domain:

*aol*

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Once this is entered, ListManager will ask that you confirm that you do in fact want to delete the members, and will list all the members that will be deleted. Clicking Delete will then delete these members from the ListManager database.

Note: For case-sensitive databases such as Oracle, the wildcard search is also case-sensitive. It is not case-sensitive for Windows 2003 Server (MSSQL).

Members: Delete All in This View

This feature allows you to delete all the members in the current view. You will be asked to confirm that you want to delete all the members in the current view, including those that could not be displayed due to the number of members. An SQL statement will also display showing you which members will be deleted.

This feature allows you to use the Members: Find Members feature to find a group of members

with a certain feature, and then delete them in bulk. For example, you could create a

segment that selects members whose top level domain is .gov. Then, you could use Members:

Find Members to find all members who meet that criterion. Finally, you could use Delete All in

This View to delete that group of members.

In order to prevent a list administrator from inadvertently deleting his/her own login rights,

ListManager includes a checkbox titled Don't delete list administrators.. This box will be checked by default. If it is checked, then all list administrators will NOT be deleted when the other members are. If the box is unchecked, then all list administrators, including your own login name, will be deleted.

Edit Synchronization Settings

Members: Synchronization Settings: Rules

ListManager can synchronize its data with other data sources using ODBC. These settings determine how ListManager will create, edit and delete members, and according to what

schedule .

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Connection

Specifies the connection ListManager should use when synchronizing data for this list. The

connections may be specified by a server administrator in Utilities: Administration: Server:

Database: External Database Connections .

How Will Members Be Created?

Specifies how new addresses will be added to this list. The options are:

Normal Status, No Notification

Add the addresses with a Membership Status of Normal, but do not send a hello or confirmation message. These members will receive normal list mailings.

Normal Status, Send Hello Notification

Add the addresses with a Membership Status of Normal, and send them the hello message as

specified for your list in Utilities: Document Associations . If no document is specified here, new

members will receive a generic message from ListManager.

Confirm Status, Send Confirmation Request

Add the addresses with a Membership Status of Confirm, and send them the confirmation

message as specified for your list in Utilities: Document Associations . If no document is specified

here, new members will receive a generic message from ListManager. These members will not receive normal list mailings until they confirm their memberships.

Use Status as Specified (query must include MemberType_ field)

Import the addresses using the setting specified in the MemberType_ column. The

MemberType_ column specifies whether the Membership Status is normal (that is, may receive

mail), or is inactive, due to being unsubscribed, held, etc. See Members: Add Members: Add

Member: Settings: Membership Status .

How Will Members Be Updated?

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Determines how ListManager will handle duplicate email addresses. ListManager cannot add the same email address twice to the same list. These settings specify whether ListManager skips any duplicates it finds or updates its data with the data in the external data source. The options are:

Do Not Update (Leave Unchanged)

ListManager will skip duplicate email addresses, and leave the data for the address in its database unchanged.

Update All Available Fields Except Membership Status

ListManager will update all data for duplicate email addresses except for the Membership Status

(MemberType_), so members who have unsubscribed or been held will not be reset to normal.

Update All Data Including Membership Status (if MemberType_ Available)

ListManager will update all data for duplicate email addresses including the Membership Status

(MemberType_), so members who have unsubscribed or been held may be reset to normal.

IMPORTANT WARNING: This setting can result in mail being sent to members who have unsubscribed, and should notbe used if ListManager is used to manage unsubscribed members and other inactive members.

How Will Members Be Removed?

Specifies how ListManager should handle addresses that are not included in the external database. The options are:

Do Not Change Membership Status of Members Not in External Data Source

ListManager ignores members that are currently in its database but not in the external database. These members will receive mail according to their Membership Status

(MemberType_).

Quietly Unsubscribe

ListManager quietly unsubscribes members that are in its database but not in the external database, so these addresses do not receive mail. If the member is included in subsequent synchronizations, its Membership Status will be reset to normal unless the member unsubscribed directly.

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Terminate Synchronization

Sets the number of consecutive invalid email addresses to end the synchronization process. For instance, you may want to terminate synchronization after 10 invalid email addresses, and check your formatting to see why so many addresses are failing. You can also set it to "Do not terminate import due to malformed addresses" if you'd like to ignore any bad addresses and process the import as-is.

Members: Edit Synchronization Settings: Schedule

These settings specify when ListManager will synchronize with the external database source specified.

Note that the server administrator establishes a scheduled baseline frequency to check for

synchronization--by default, once every 30 minutes. The schedule established here works within this scheduled frequency.

Frequency

Specifies how frequently ListManager will automatically synchronize the list member data with the external database. The options are:

Never

ListManager will never synchronize automatically. You may synchronize by going to Members:

Synchronize Now

, or by setting your list to synchronize before mailing in Mailings: New Mailing:

Recipients .

Once Per Day

ListManager will synchronize with the external database once per day at the earliest opportunity.

Once Per Week

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ListManager will synchronize with the external database once per week on the day you specify at the earliest opportunity.

As Frequently as Possible

ListManager will synchronize with the external database as frequently as it can, subject to the limits in Utilities: Administration: Server: Server Settings: Scheduled Tasks.

Note that frequent synchronization may cause poor performance.

Time of Day

Specifies what time of day ListManager should attempt to synchronize, given that a frequency has been selected.

Any Time of Day

ListManager will attempt to synchronize as early as it can, subject to the frequency specified above and to the limits set by the server schedule.

During the Hours of xx-xx --xx-xx (May Pass Through Midnight

Specifies the window to begin synchronization.

Example:

23:00--02:30

This setting allows the database to start synchronization between the hours of 11:00 pm and

2:30 am.

If the frequency for synchronization is set to once per week, the synchronization window closes on the day specified. For example, if the Frequency is once a week on Sundays, and the Time of

Day is between 23:00--2:30, synchronization may begin between 11:00 pm Saturday night and

2:30 am Sunday morning.

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NOTE: If the server is not scheduled to check for synchronization during this time, no synchronization will occur. Also note that this setting does not affect the duration of the synchronization; once started, synchronization will proceed until it is completed, regardless of the window specified here.

Synchronize Now

When clicked, Synchronize Now will synchronize your ListManager data with your external data source according to your settings in Members: Edit Synchronization Settings.

If it is necessary to prevent list administrators from using Synchronize Now, Server

Administrators may use Permission Groups .

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CONTENT

Content -- Overview

A mailing has two parts: the content, or message you want to send, and a segment , or group of

recipients who should receive the message. When you create a new mailing , you can either type

the content you'd like to send directly into the mailing, or insert content you've already created.

Creating content instead of entering your message into every mailing has many advantages. You can:



Create the content once, then use it in multiple mailings.



Personalize your mailing by inserting mail merge fields

and conditional text .



Add clickthrough tracking URLs , and track how often they've been clicked.



Attach documents to your mailings.



Create templates to make designing newsletters easy. Or, use one of the built-in

templates when you create content from a template .



Create list, site, and server documents, which define messages that are sent to

users based on certain list-related actions. See Utilities: Automated Messages:

Document Associations for more information.



Import a survey ,

web page

, or referral form into your content.



If you are sending out a message only once, and don't want or need to use these

features, you may find it easier to skip this step and Create a New Mailing .

The Main Content Page

Content Overview

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Finding Content

Up to twenty Content items are displayed on the main content page. To view more than twenty content items at a time, click Show more. Repeatedly clicking Show more will show greater numbers of content items at a time. To see fewer content items, click Show fewer. Click on Next to see the next page of items, or Previous to see the previous page.

You may change the sorting order of the content by clicking the up or down triangles next to

Name and Description. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a).

Viewing or Editing Existing Content

To view a content item

Click the content name.

-or

Click the Edit command for the content.

Creating a Mailing from Content

To create a mailing from a content item, click the Create Mailing command from the content you want.

Testing Existing Content

Click the Test command for the content you'd like to test. ListManager will show you the header, text message and HTML message.

Copying Content

Click the Copy command for the content you'd like to copy. ListManager will show you the old name and description, and will ask you the new name and description you'd like. It will also ask you which list to which you'd like to copy the content.

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Deleting Content

Click Delete next to the content you'd like to remove. ListManager will ask you if you're sure before deleting the content.

Creating Content

Click Create New to be taken to Content: New Content .

Creating Content from a Template

Click Create From Template to be taken to the Content: New Content from Template page. On

this page you may select from several premade templates, or from your own content that you have created as a template. Clicking preview will allow you to see what the content template looks like. Clicking on OK will use that template for your new content.

To search this table, click . To export this table as a CSV file, click .

Content: Copy Content

To copy content

1. On the main Content page , click the Copy command for the content.

2. To change the name, edit the text in the New name box.

3. To change the description, edit the text in the New description box.

4. To copy the content to a new list, select the list in the Destination list(s) box.

5. Click the Copy button.

Content: Test/Preview Content or Template

This page shows you what your content or template will look like.

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Note Mail merge tags (text with %% around them) will not be merged. To see what a message

sent to an actual member will look like, create and test a mailing .

Header

The SMTP header of the content.

Text Message

The text portion of your content, if any. The actual message as received by list members might look different, depending on their email client settings.

HTML Message

The HTML portion of your content, if any. The actual message as received by list members might look different, depending on their email client settings.

In the HTML message, clickthrough links will be rewritten so that you can test their destination.

For example, a link that you created that looks like this:

%%track "http://www.lyris.com"%%

Will be rewritten to look like this:

/cttest?url=http://www.lyris.com

Normally, you won't see that they have been rewritten because they will be disguised in the

HTML as images or clickthrough text.

Attachments

Displays any attachments associated with this content. If there are no attachments, it will say

"none." Note that attaching or removing an attachment from content must be done in the

Content: New/Edit Content: Advanced tab page.

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Saving and Testing Content

Save

Saves your content, and takes you to the main Content page .

Save and Test

Saves your content, and takes you to the Test Content page.

Create Mailing

Saves your content and then automatically starts a new mailing.

Cancel

Exits without saving any changes.

Saving and Testing Your Template

Save

Saves your template, and then takes you to the main Content page .

Save and Test

Saves your template, and then takes you to the Test Template page.

Cancel

Exits without saving any changes.

Creating New Content

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Creating Content -- Overview

To send a message to your list, you may first create the content of the message. Once you've

created content, you may combine it with a list or segment

to create a new mailing or use it in a

split test.

The Content: Edit Content screen is exactly like the Content: New Content screen.

NOTE: The HTML Editor does not support Javascript.

Creating New Content

1. In the left Navigation Bar, click Content, then click View Content, and then click the Create

New button. This takes you to the Content: Create New Content : Essentials tab.

2. Enter a Name and Description to identify the content.

3. Enter the email address of who the message should appear to be From:. By default, your

email address will appear there. To customize the message, select Insert Field to insert a mail

merge field or an autoresponder address.

4. Enter the email address of who the message should be To:. By default, the To: field is set to

%%nameemail%%, which will merge in the name and email address of each recipient. To

customize the message further, select Insert Field to insert a mail merge field.

The To: field does not actually select the message's recipients. When building your mailing, you'll specify the segment or lists to whom you'd like to send the message.

5. Enter the Subject: of the message. Recipients will see this line as the subject of the message

they receive. To customize the subject line for each recipient, select Insert Field to insert a mail

merge field.

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6. Select the Text Message

or HTML Message tab, and type or paste the contents of your

message in the field.

You may create just a text or HTML body, and that is what will be sent to your recipients. Or, you can create both, and send a message that has both text and HTML. This format is called multipart-alternative, and ListManager will create the correct headers and boundaries automatically. Recipients who can see HTML will only see your HTML message; those who can't, will see the text.

You can customize your message for every recipient by selecting Insert Field

or Insert Condition .

Track which URLs recipients click by using Insert URL .

7. Select the Advanced tab for advanced options such as adding headers or joining other tables.

8. To select a different character set, click the Internationalization tab.

9. Do one of the following:

To save your content: click Save. This returns you to the main Content page.

To save your content and see what it would look like in a message: click Save and Test.

To create a mailing using your content: click Create Mailing.

Editing Content

Editing content is much like creating new content. Note that you cannot edit the built-in content templates. To edit preexisting content, follow these steps:

1. Go to the Content main page.

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2. Click the name of the content you'd like to edit or click the Edit command for the content.

3. Edit the content as desired.

4. Click Save, or Save and test.

Important note for users of earlier versions of ListManager: The list, site or server message wrapping will not be automatically included to your message if you create it through the

ListManager administrator GUI. Please remember to add these instructions to your content or

mailing, or send the message to the list via email. See Content: Insert Field: Unsubscribe to see

how to do so quickly and easily.

NOTE You can also create new content from a template .

Content: New/Edit Content: Essentials

The fields on the Essentials page are required for all content you create. Generally, any message you send will also have a text and/or html message as well. For a step-by-step guide to making

content, see Content: New Content .

Content Name

Select a name to identify your content. This name is not seen by message recipients, so label the content in a way that will help you to identify it later in the Content main page.

Description

Describe your content. This description is not seen by message recipients, so describe the content in a way that will help you to identify it later in the Content main page.

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From:

The name and email address that should appear in the message's From: line. By default, your email address will appear in this field.

Examples of valid values for this field: [email protected]

Bob Smith <[email protected]> [email protected] (Bob Smith)

"Bob Smith" <[email protected]>

To customize the message, select Insert Field to insert a mail merge field or an

autoresponder address.

To:

The name and email address that should appear in the message's To: line. By default, the mail merge tag %%nameemail%% appears in this field, which will merge in each recipient's name and email address. If you'd like to have a name and email address, put the name in quotation marks, and the email address in angle brackets. Example:

"Jazz List" <[email protected]>

To customize the message, select Insert Field to insert a mail merge field.

The To: field does not actually select the message's recipients. When building your mailing,

you'll specify the segment or lists you'd like to send the message to.

Subject:

The text which will appear in the message's Subject: line. To customize the subject line for

individual recipients, select Insert Field to insert a mail merge field.

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Learn about saving and testing content .

Content: New/Edit Content: HTML Message

In the HTML Message tab, you can use the HTML Editor to create and edit the HTML that will be included in your email.

Learn more about using the HTML Editor .

HTML Editor Browser Support



Internet Explorer 7 and above



Firefox 3.6.x

Notes



Not all email clients will show the background of your message, so it may be best to use a white background for your HTML message.



Not all email clients can read HTML, so it's a good idea to include a Text Message .

A message that includes both text and HTML is called multipart-alternative format; it ensures that recipients who can read HTML see only HTML, but those who cannot see the plain text message.



Additional message header and footer information can be added to the message if

enabled in Utilities: List Settings: Web Created Content: Insert Headers and

Footers .



You can include a link that recipients click to see the HTML message in a web browser. The tag %%url.mailing%% merges a unique link for each recipient which

takes the recipient to a fully merged version of the message. Note that archiving

must be enabled for the list.

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IMPORTANT NOTE Javascript is not supported in the HTML Editor.

Learn about saving and testing content .

Content: New Content: Images

If you have already placed images in the HTML Message tab, you can replace and resize them in the Images tab.

To expand a folder and view its contents

On the right side under Image Library, click the folder name. To collapse it, click it again.

To replace an image the workspace area with one from the Image Library

1. On the right side under Image Library, navigate to the folder that contains the image you want.

2. To preview an image, click the view image command beneath the image.

3. Drag the image you want to use and drop it over the image you wish to replace.

To resize an image in the workspace area

1. Click the image.

2. Drag one of the resize handles located along its border.

NOTE To resize the image vertically (in other words, make it taller or shorter), drag the handle located on its bottom border up or down.

To add, edit and delete images in the Image Library

Click the Manage Library button.

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Learn more about the Image Library

To refresh the Image Library

Click the Refresh button. This allows you to see any images that have been added from another computer.

To hide the Image Library

Click the handle located along the right edge of the workspace area.

To show the Library, click the handle again.

Learn about saving and testing content.

Content: New/Edit Content: Text Message

For a step-by-step guide to content, see Creating Content -- Overview .

Text Message

The plain-text contents of this message.

Text copied and pasted into a text message from word processing programs such as Word may include extra characters, so it should be pasted into a plain-text editor first before being copied into the Text Message box.

If your content also includes an HTML message , your message will be sent out with both text and HTML. This kind of message is called multipart-alternative format, and it ensures that recipients who can read HTML see only HTML, but those who can't see the plain text message.

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Additional message header and footer information may be added to the message if enabled in

Utilities: List Settings: Web Created Content: Insert Headers and Footers .

Button Options

Show More

Click to increase the number of lines visible in the message body.

Show Less

When visible, click to decrease the number of lines visible in the message body.

Import File

Imports a text file into the body of your text message. You can import files only of text/plain type.

TIP: To attach documents to a message, use New Attachment , not Import File

HTML to Text

Converts an HTML message into text. Any formatting that was applied in the HTML Message tab is lost in the Text Message tab; however, special characters will appear before and after text to indicate that it was formatted. For example:

*Text that had Bold formatting will have asterisks before and after it, like this.*

_Text that was in Italics will have underscores before and after it, like this._

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NOTE: If you already have a text body, converting the HTML to text will overwrite the preexisting text body.

Insert Field

Insert Field gives you the option to insert:



Mail merge fields (e.g., email address, first name)



Database fields



Email unsubscribe instructions



Autoresponder addresses

Insert URL

Insert URL gives you the option to insert:



A single clickthrough tracking URL



Trackable text



A URL to confirm membership (used in a confirmation document)



Unsubscribe URL



Member profile URL



Survey URL



Referral form URL



The URL to a web page to insert (web fetch)

NOTE: To personalize the message, click on Insert Field to add a mail merge tag.

Insert Condition

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Insert Condition lets you insert conditional (dynamic) content; this lets you send recipients

customized messages.

The Tools button lets you:



Convert your content so that it is AOL-compliant.



Validate URLs, and check for scripts, including those AOL-incompatible



Reformat text to be word-wrapped, or to make the HTML section AOL-compliant

Preview

Shows you what your content will look like.

Learn about saving and testing content .

Content: New/Edit Content: Advanced

For a step-by-step guide to making content, see Content: New Content .

The Advanced Headers page allows you to join to other tables, add additional headers, specify the language for informational purposes, and view the date this content was created.

Join Other Tables

By default, ListManager only has access to its own database tables. To access data in other tables in your database, list the table names here, separated by commas. The standard members table is already included, and need not be specified. The fields in the tables specified here will be available for mail merging and conditional content.

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Example: demographics.customers, demographics.phonenumbers

Note that in order for the data to be pulled in properly the content must be sent to a segment

that specifies how ListManager should join to it. See Joining to Another Table for more

information.

Attachments

The file names of your attachments are listed here.

To attach a file

Click the Attach File button. You will be taken to Content: New Attachment , where you can add

an attachment.

To remove a document already attached to the content

Click the Remove command to its name.

To view an attachment

Click its name.

Additional Headers

The message header is the part of the message that describes whom the message is from, whom it is addressed to, how the message should be displayed, and so forth. ListManager creates the correct header for your message automatically.

The optional text you specify as Additional Headers will be appended to the end of the message header of mailings created with this content. A message header text has the form of Key: Value.

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If you want to add text to the header that is not a standard email header, you should prefix your key name with X- so that it does not interfere with normal operation of electronic mail. For example:

Note: All document association messages will appear as coming "FROM: Lyris ListManager". This

can be overwritten here by adding other headers.

Note: If headers or footers are defined at multiple levels, i.e. server, site, or list,

eachheader/footer will be added; one will not overwrite the other.

Date Created

The date this content was originally created. For informational purposes only.

Learn about saving and testing content .

Content: Attach File

You can attach a file to content you are creating or editing. The Attach File button is located on

the Advanced tab .

To attach a file

1. Click the Attach File button.

2. In the Select File box, type the full path to the file

-or-

Click Browse, and then navigate to the file you want.

3. Click the Attach button.

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NOTE You can view the attachment by clicking its name.

Content: New/Edit Content: Internationalization

Creating content in an alternate character set requires that you have that character set installed on your system and that you have a means of editing or entering your message in that character set. Your web browser may be capable of converting Unicode to whatever character set you have selected for the content but you must be sure that there weren't any characters entered that don't exist in the specified character set. Otherwise they will show up incorrectly.

When this content is imported to a mailing, you will see the same additional charset/encoding related settings in the mailings page; it is imported as any other content would be imported. You can also create a mailing with international characters directly, without importing content. See

Mailings: New Mailing: Internationalization for more information.

Character Set

Before you enter any content into the web interface you must select the character set that you want to use for this content. If the character set you want to use does not exist in the drop-

down listbox, your server administrator can add it in the Utilities: Administration: Server:

Internationalization and Localization: International Character Sets page.

The character set for new content will default to the character set used by the web interface for the current language.

There are two ways to choose a character set:

1. Click the Character Set box and choose a set from the list.

2. Import HTML into your content that has a meta tag which sets the character set. That character set will be selected in the Internationalization tab and used for the content. Example:

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NOTE



If there is text in the Text Message tab when you choose a new character set, that text will be corrupted. Always choose your character set before entering a text message.

Text and HTML Sections Encoding

The default setting for Text section encoding and HTML section encoding is quoted-printable.

The encoding options can be left alone, in general. If you are pasting in text that you know is already encoded differently, you can choose that encoding and select already-encoded for that section.

After selecting the character set for your content, you can now enter in your text. When you select any other tab in the content editor, the web browser will be set to use the character set that you defined. This is required to avoid character set conversions that are done by the web browser. These generally result in the loss of characters that aren't in the browser's character set.

Note that if the character set of the content you are writing doesn't contain characters that your web interface requires, the web interface may display some wrong characters while you are in the content editor. For example, if your web interface is in French and you are composing a message in Japanese, some special accented characters in the web interface may show up incorrectly. When you leave the content editor, the web interface will return to normal. This is due to the fact that the web browser cannot display text in two different character sets at the same time. The exception is Unicode, which is currently not supported for content editing.

You can use international characters in the From, To, and Subject fields but it isn't recommended. Email clients might not display these fields correctly because the character set of those fields may not be available in the message overview. Also, they must be specially encoded and not all mail clients are able to decode encoded header lines.

The Name and Description should contain only standard ASCII characters since these fields are displayed in parts of the web interface that may not be displayed in the same character set.

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If you are pasting in text or HTML that includes extended characters you should determine whether or not the text you are pasting is actually in that character set. If you are pasting from a plain text or plain html document, the character set may not be visible in the editor you are copying from. If you paste them into the content editor, they may not show up correctly after you save your message. That is because the character set that you pasted in was incompatible with the one defined for the content. You can work around this problem by entering the text before setting the character set in the Internationalization tab. Once your text is entered, you can change the character set and the content body fields will then be displayed with the correct characters.

Learn about saving and testing content .

Content: Create New Content From Template

Templates are easy ways to preformat content. On the Create New Content From Template page, you can choose a template to use as a starting point for creating content

To choose a template

1. To choose a built-in template, click the box that displays Your Templates and choose Built-In

Templates. Otherwise, leave the setting at Your Templates.

2. Click the Select command for the template you want.

Next: Working in the Essentials tab .

Content: Insert Field

Content: New Content: Insert Field

You can quickly and easily personalize messages for every recipient by inserting information, such as the recipient's name, into your content.

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You can also insert frequently used email addresses, such as the unsubscribe email address and

email addresses for autoresponders

. In addition, you can add information about unsubscribing from your list .

Inserting Recipient Fields into HTML Content

You can use the toolbar button in the HTML Editor to quickly insert most commonly used merge tags listed below:

Member Additional Field

Any additional information you have defined for the recipient.

Member Comment

Any comments that exist for the recipient.

Member E-mail Address

The recipient's email address.

Member Full Name

The recipient's full name.

Member List Name

The names of all lists the recipient is a member of on this ListManager server.

Member ID

The ID that ListManager assigned to the recipient.

Member User ID

Any other ID that you assigned to the recipient.

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To insert a merge tag using the toolbar button

1. Click where you want to place the merge tag.

2. In the Merge Tag drop down list, select the field you want to insert.

The message you were composing opens and the merge tag is added to your message.

You can insert additional mail merge fields using the Mail Merge Fields tab on the Insert Field page.To open the Mail Merge Fields tab, click the button. For information about

the fields available on this tab, see Content: Insert Field: Mail Merge Field s .

TIP: For more information about recipient names, see About Recipient Names .

Including the Recipient's Name in Text Content

1. In the HTML Editor, select the Text Message tab.

2. In the message body, click where you want the name to appear.

3. Click the .

The Insert Field page opens.

4. Click in the Recipient Fields field and select Recipient's First Name from the drop down list.

5. Click Insert.

The message you were composing opens and the merge tag is added to your message.

TIP: For more information about recipient names, see About Recipient Names .

About Recipient Names

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By default, if a name is not specified for the recipient, their email address will be merged in instead of the name. For example, if [email protected] did not provide a name when signing up, she will see: [email protected]

Alternately, you can specify the text to insert if a name for the recipient does not exist. To do so, insert a space followed by the alternate text into the merge text. For example, to insert Member into the firstname tag:

Dear %%firstname Member%%,

In this case, recipients without a specified first name will see:

Dear Member,

Including Additional Recipient Information

Depending on which recipient fields your administrator defined, you might be able to merge additional recipient data into your content. This additional data is available on the Database

Fields tab of the Insert Fields page. To insert additional data:

1. In the HTML Editor, select the Text Message or HTML Message tab.

2. In the message body, click where you want the field to appear.

3. Click .

The Insert Field page opens.

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4. Select the Database Fields tab.

5. In the drop down list, select the field want to insert.

The available lists depend on the types of fields your administrator defined.

6. Click .

The merge tag is inserted into your message.

Addressing Messages to Individual Recipients

You can address the message to each individual recipient by inserting the recipient's email filed into the To: field. To do this:

1. In the HTML Editor, select the Essentials tab.

2. Click next to the To: field.

The Insert Field page opens.

3. In the Email addresses drop down list, select Recipient's email address.

4. Click .

The merge tag is inserted into the To: field.

Inserting an Autoresponder Address

An autoresponder is a ListManager address which automatically replies with a message. For example, you can include an autoresponder in the From: line of your message that sends unsubscribe instructions to anyone who replies to your message.

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To insert an autoresponder into the From: field

1. In the HTML Editor, select the Essentials tab .

2. Click next to the From: box.

3. Select the Autoresponders tab.

The Autoresponders tab opens.

4. In the Autoresponders: drop down list, select the autoresponder address you want.

TIP: To create an autoresponder, click . For more information about

autoresponders, see Utilities: Automated Messages: Autoresponders .

5. Click .

The autoresponder address is added to the From: field.

To insert an autoresponder into the message body

1. In the HTML Editor, select the Html Message or Text Message tab .

2. Click where you want the autoresponder address to appear.

3. Click .

4. Select the Autoresponders tab.

The Autoresponders tab opens.

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5. In the Autoresponders: drop down list, select the autoresponder address you want.

TIP: To create an autoresponder, click . For more information about

autoresponders, see Utilities: Automated Messages: Autoresponders .

6. Click .

The autoresponder address is added to your message.

More Information About Personalizing Messages

Inserting a field or a condition is the easiest way to personalize your message.For more

information about message personalization and scripting, see Message Personalization and

Scripting .

Content: Insert Field: Mail Merge Fields

The Mail Merge Fields tab allows you to merge in email addresses and recipient information. For

a step-by-step guide to inserting fields, see Insert Field.

Email addresses

This drop-down box allows you to insert an email address into your message.

Unsubscribe From This List

The merge tag %%email.unsub%% will be inserted into your content, and will be converted into a unique unsubscribe mail merge tag for each recipient. Example: [email protected]

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Only member 4323 will see this address. When email comes into ListManager with this address, it will unsubscribe that member, and record which mailing prompted the member to unsubscribe. The final "P" on the address is a "check character", ensuring that malicious people cannot unsubscribe others. For example, if someone changes the number to something else, say

"4000", by mailing to "[email protected]", ListManager will see that this number has been tampered with, because "P" is not the correct "check character" for the number

"4000". In this case, ListManager will interpret the message as if it were sent to "[email protected]" and unsubscribe the sender of the message.

Unsubscribe From All Lists

The email address to which a recipient should send mail in order to unsubscribe from all lists on your server. The merge tag %%email.purge%% will be inserted into your content, which will be translated into [email protected].

Confirm Membership for This List

The email address to which a recipient should send a message in order to confirm membership to a list. The merge tag %%email.confirm%% will be inserted into your content, which will merge in the unique confirmation email address for a prospective member. The confirmation email address or URL should be included in document content that will be sent as a confirmation message after someone subscribes to a list.

Recipient's Email Address

The email address of the recipient. The merge tag %%emailaddr%% will be inserted into your content, which will cause the email address of the recipient to be merged into your message when sent.

Recipient's Name And Email

The full name and email address of the recipient. The merge tag %%nameemail%% will be inserted into your content, which will cause the name and email address of the recipient to be merged into your message when sent. If no name exists for the recipient, only the email address will be merged in. This field is recommended for your content's To: field.

Owner-Listname Email Address

The owner-listname@ email address. The merge tag %%email.owner%% will be inserted into your content. If you'd like for your list members to be able to contact you without giving out

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your email address, this address will automatically forward all correspondence to it to anyone

who is set to get list administrator mail .

Email Address To Post To List

The email address to which discussion list members should send their messages. The merge tag

%%email.list%% will be inserted into your content.

Recipient Fields

This drop-down box allows you to insert basic information about recipients to insert into your

message. If you have custom information in your database, merge it in from Content: Insert

Field: Database Fields .

Recipient's Email Address

The email address of the recipient. The merge tag %%emailaddr%% will be inserted into your content, which will cause the email address of the recipient to be merged into your message when sent.

Recipient's First Name

The first name of the recipient. The merge tag %%firstname%% will be inserted into your content, which will cause the email address of the recipient to be merged into your message when sent. If the recipient doesn't have a name recorded, the email address will be merged in.

Note You can supply an alternate name which will be inserted in the message if there is no first name for the recipient. To do so, insert a space after the "firstname" text, and then type the alternate name. For example:

Dear %%firstname Member%%,

In this case, if the recipient does not have a first name, his email will read:

Dear Member,

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Recipient's Full Name

The full name of the recipient. The merge tag %%fullname%% will be inserted into your content, which will cause the email address of the recipient to be merged into your message when sent.

If the recipient doesn't have a name recorded, the email address will be merged in.

Recipient's Name and Email

The full name and email address of the recipient. The merge tag %%nameemail%% will be inserted into your content, which will cause the name and email address of the recipient to be merged into your message when sent, in the format name <email>. If no name exists for the recipient, only the email address will be merged in. This field is recommended for your content's

To: field.

Recipient's Password

The recipient's password cannot be merged into a message. If selected and merged, the password displayed will be encrypted. Use the tag %%url.resetpassword%% to send recipients a link to reset their passwords.

Lists Recipient Is Member Of

All the lists the recipient is a member of on this ListManager server. The merge tag

%%whatlists%% will be inserted into your content, and it will merge in all the lists the recipient

is a member of into the message when sent. This field is useful in a hello document welcoming

members to new lists.

Note that this tag should not be used in the Subject: line of a message or document, as it will force some of the email headers into the body of the message.

Recipient's Unconfirmed Lists

All the lists the recipient has subscribed to, but not yet confirmed their membership for on this

ListManager server. The merge tag %%whatlistsunconfirmed%% will be inserted into your content, which will cause all the lists the recipient hasn't confirmed to be listed in the message.

This field is useful in a confirmation document sent when prospective members sign up for a double opt-in list.

Note that this tag should not be used in the Subject: line of a message or document, as it will force some of the email headers into the body of the message.

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Member ID

The recipient's unique ListManager ID. The merge tag %%memberid%% will be inserted into your content, which will cause the recipient's unique member ID to be merged into the message when sent.

Content: Insert Field: Database fields

The Database Fields tab allows you to merge in information about your list members directly from your members database table. The default ListManager member fields will always be displayed here. If you have added additional fields to your members table, or are using a foreign members table, those field names will also be visible here.

The fields are divided into three types: Text Fields, Number Fields, and Date Fields.

Text Fields

This drop-down box allows you to insert a text or text and numeric field into your message. The fields available for mail merge are drawn from your ListManager members table. You may have

ListManager use fields from other tables if you specify them in Content: New Content.

Advanced .

Described here are the default ListManager member fields available; consult with your database administrator about additional fields available to you.

Additional_

Additional information about the recipient which you've added. The tag %%additional_%% will be inserted into your content.

Comment_

Comments about the recipient which you've added. The tag %%comment_%% will be inserted into your content.

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Domain_

The domain portion of the email address (e.g., lyris.com). The tag %%domain_%% will be inserted into your content.

EmailAddr_

A recipient's full Internet email address. The tag %%emailaddr_%% will be inserted into your content.

Fullname_

The full name of this recipient . The tag %%fullname_%% will be inserted into your content. If no name is available, the email address will be inserted.

List_

The name of the list this recipient is a member of. The tag %%list.name%% will be inserted into your content.

MailFormat_

The type of mail the member has opted to received, whether 'M' (multipart-alternative, the default), 'T' (text) or 'H' (HTML). The tag %%mailformat_%% will be inserted into your content.

MemberType_

The membership status of this member, whether 'normal', 'confirm', 'private', 'expired', 'held',

or 'unsub'. The tag %%membertype_%% will be inserted into your content.

Subtype_

The type of messages this recipient is set to receive, whether digest, index, nomail, or mail. The tag %%subtype_%% will be inserted into your content.

Userid_

The user ID information defined by you, such as a key back to another database. The tag

%%userid_%% will be inserted into your content.

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Number Fields

This drop-down box allows you to insert a numeric field into your message. The fields available for mail merge are drawn from your ListManager members table. You may have ListManager

use fields from other tables if you specify them in Content: New Content. Advanced .

Described here are the default ListManager member fields available; consult with your database administrator about additional fields available to you.

MemberID_

The recipient's unique ListManager member ID. The tag %%memberid_%% will be inserted into your content.

NumBounces_

The number of times a recipient's mail has bounced. The tag %%numbounces_%% will be inserted into your content.

Date Fields

This drop-down box allows you to insert a date field into your message. The fields available for mail merge are drawn from your ListManager members table. You may have ListManager

display fields from other tables if you specify them in Content: New Content. Advanced .

Described here are the default ListManager date fields available; consult with your database administrator about additional fields available to you. If the field is blank, the date 01//70

00:00:00 will be merged in.

ConfirmDat_

The date the recipient confirmed list membership. The tag %%confirmdat_%% will be inserted.

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DateBounce_

The most recent date the recipient last bounced. The tag %%datebounce_%% will be inserted.

DateHeld_

The date the recipient was changed to "held" status because of bouncing too much email. The tag %%dateheld_%% will be inserted.

DateJoined_

The date the recipient joined the list. The tag %%datejoined_%% will be inserted.

DateUnsub_

The date the recipient unsubscribed from the list. The tag %%dateunsub_%% will be inserted.

ExpireDate_

The date the recipient's list membership will expire. The tag %%expiredate_%% will be inserted.

Using custom fields to personalize messages is a feature of ListManager Pro or Enterprise.

Contact your account representative at [email protected]

if you'd like to upgrade to ListManager

Pro or Enterprise.

Content: Insert Field: Unsubscribe

An important part of any message you send is an easy way for people to unsubscribe from your list. Having easy to understand unsubscribe directions helps you to maintain a good relationship with your audience, and distinguishes your legitimate email from spam. The list unsubscribe header and footer are not included in your message, so you'll need to add unsubscribe instructions to every message.

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Unsubscribe Email Addresses

These tags merge in the email address recipients may use to unsubscribe from your list, or from all lists on your server.

Unsubscribe From This List

The merge tag %%email.unsub%% will be inserted into your content, and will be converted into a unique unsubscribe mail merge tag for each recipient. Example: [email protected]

"4000", by mailing to "[email protected]", ListManager will see that this number has been tampered with, because "P" is not the correct "check character" for the number

"4000". In this case, ListManager will interpret the message as if it were sent to "[email protected]" and unsubscribe the sender of the message.

Unsubscribe From All Lists

Text Unsubscribe Directions

Typically, these instructions are provided at the end of a message, but they can be inserted anywhere in your content. The Text Unsubscribe Directions will only appear when you are inserting into a text body.

Short: Unsubscribe From This List

The following will be inserted into your message, and provides recipients with their unique unsubscribe email address:

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To unsubscribe from this list, send a blank email to %%email.unsub%%

Long: Unsubscribe From This List

The following will be inserted into your message, and provides recipients with their unique unsubscribe email address, along with additional subscription information:

You are subscribed to %%list.name%% as %%emailaddr%%.

To unsubscribe, send a blank email to %%email.unsub%%

Short: Unsubscribe From All Lists

The following will be inserted into your message, and provides recipients with the purge email address:

To unsubscribe from all lists, send a blank email to %%email.purge%%

Long: Unsubscribe From All Lists

The following will be inserted into your message, and provides recipients with the purge address, along with additional information about the lists they are subscribed to on the entire server. Caution: this list might be long!

To unsubscribe from all lists, send a blank email to %%email.purge%%

Your email address %%emailaddr%% is subscribed to:

%%whatlists%%.

HTML Unsubscribe Directions

Typically, these instructions are provided at the end of a message, but they can be inserted anywhere in your content. The HTML Unsubscribe Directions will only appear when you are inserting into an HTML body.

Short: Unsubscribe From This List

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The following will be inserted into your message, and provides recipients with their unique unsubscribe email address:

<HR>

To unsubscribe from this list, send a blank email to <A

HREF="mailto:%%email.unsub%%"><B>%%email.unsub%%</B></A><BR>

Long: Unsubscribe From This List

The following will be inserted into your message, and provides recipients with their unique unsubscribe email address, along with additional subscription information:

<HR>

You are subscribed to <I>%%list.name%%</I> as <I>%%emailaddr%%</I>.<BR>

To unsubscribe, send a blank email to <A

HREF="mailto:%%email.unsub%%"><B>%%email.unsub%%</B></A><BR>

Short: Unsubscribe From All Lists

The following will be inserted into your message, and provides recipients with the purge email address:

<HR>

To unsubscribe from all lists, send a blank email to <A

HREF="mailto:%%email.purge%%"><B>%%email.purge%%</B></A><BR>

Long: Unsubscribe From All Lists

The following will be inserted into your message, and provides recipients with the purge address, along with additional information about their subscription.

<HR>

You are subscribed with the email address <I>%%emailaddr%%</I>.<BR>

To unsubscribe from all lists, send a blank email to <A

HREF="mailto:%%email.purge%%"><B>%%email.purge%%</B></A><P>

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Content: Insert Field: Autoresponders

An autoresponder is an email address that always responds by sending a document to whomever sends an email to it.

For instance, set up a "[email protected]" autoresponder that sends out price list to anyone who emails to it.

An autoresponder with information on how to unsubscribe or get in touch with someone at your organization is useful to have in the From: field of your content. Create an autoresponder

by going to Utilities: Autoresponders: New Autoresponder , and select it here to have the

address inserted into your message.

Content: Insert URL

There are various kinds of URLs you can insert, including:

1. Tracking URLs (clickable text or image, URL)

2. Unsubscribe, Profile, Survey, and Referral URLs

3. URL to web page to insert into message (web fetch)

4. Rich Media (audio or video)

1. Tracking URLs (clickable text or image, URL)

2. Unsubscribe, Profile, Survey, and Referral URLs

3. URL to web page to insert into message (web fetch)

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4. Rich Media (audio or video)

You can see how successful your mailing has been by seeing how many recipients clicked on

URLs in the message. To keep track of those clicks, you must first make a clickthrough tracking

URL, and insert it in your content. You'll then be able to view the clicks in Reports: Tracking

Statistics .

You may also insert an unsubscribe URL that allows members to unsubscribe quickly and easily from your list.

Insert URL also allows you to insert a web page into your content. The web page may be fetched when creating the content, for each mailing or for each individual recipient.

For every clickthrough tracking URL, you may specify a URL Report Description (its Name in

Reports) and URL Report Group. You may then later sort by these names when you view

Reports: Mailing Reports: View Clickthrough Tracking . Note: The URL Report Description given to

a URL the first time it is used will be its Name in reports in the future, even if you give it a different name.

Although ListManager may record URLs up to 4000 characters in length, we recommend you limit URLs to 2000 characters. As of this writing, Microsoft Internet Explorer only supports URI

2,083 characters in length. See this article for more information: http://support.microsoft.com/kb/208427/

Tracking URLs

It's simple to make clicks on text or images in your message trackable.

All URLs

You can choose to track all URLs while creating a mailing .

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Clickable Text

1. Select Content: New Content: HTML.

2. Click insert url.

3. Enter the text you'd like recipients to see in Clickable Text.

4. Enter the Destination URL you'd like recipients to be directed to when they click on your clickable text.

5. Optionally enter a URL Name and URL Report Group to help you identify this URL later in

Reports: Mailing Reports: View Clickthrough Tracking .

6. Click Insert.

NOTE You can also include a link recipients can click to see the HTML message in a web browser.

The tag %%url.mailing%% will merge a unique link for each recipient, which, when clicked, will take the recipient to a fully merged version of the message. To insert this link, click Link to

Mailing.

Clickable Image

1. Select Content: New Content: HTML.

2. Click insert url.

3. Select the Image tab.

4. Enter the URL to Clickable Image. This URL must be the full path to an image on your web server. Example: http://example.com/anvil.gif

5. Enter the Destination URL you'd like recipients to be directed to when they click on your clickable image.

6. Optionally enter a URL Name and URL Report Group to help you identify this URL later on in

Reports: Mailing Reports: View Clickthrough Tracking .

7. Click Insert.

Undisguised URL

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Note: you cannot disguise tracking URLs in text messages.

1. Select the HTMLor Text tab in Content: New Content.

2. Click insert url.

3. Select the URL tab (HTML only; by default, you'll be taken to this page for a text message).

4. Enter the Destination URL you'd like recipients to be directed

5. Optionally enter a URL Name and URL Report Group to help you identify this URL later on in

Reports: Mailing Reports: View Clickthrough Tracking .

6. Click Insert.

All URLs

To make all URLs clickable in a message:

1. Select the HTMLor Text tab in Content: New Content.

2. Enter your content, including any HTML links.

3. Click Track All URLs.

4. Click Save.

If you will be tracking a large number of URLs, or using other ListManager tracking features, you

may need to ask your server administrator to set up additional ListManager Web servers to take

the load.

Unsubscribe

Members can leave your list easily if you insert an Unsubscribe URL in your mailing. Giving members an easy way to unsubscribe cuts down on your administrative time.

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1. Select Content: New Content: HTML or Text.

2. Click insert url.

3. Select the Unsubscribe tab.

4. Specify whether you'd like a plain URL, linked text or a linked graphic (HTML only) for Insert

What.

5. Specify Email Notification, or whether or not verification that the member has unsubscribed should be sent via email.

6. Specify From All Lists, or whether or not the member is unsubscribing from the current lists, or from all lists on your server.

7. Specify Confirm, or whether or not the member must confirm unsubscribing on a web page.

8. Optionally specify the Destination URL of a web page members are taken to after unsubscribing.

9. Click Insert.

Profile

Members can edit their member profiles if you insert a profile form URL in your mailing. The

member profile forms must first be created in Utilities: Web Forms: Member Profile Forms , in

order to appear in the drop-down menu on this page.

1. Select Content: New Content: HTML or Text.

2. Click insert url.

3. Select the Profile tab.

4. Select the desired HTML profile from the drop-down menu. In order to appear here, these

must first be created in Utilities: Web Forms: Member Profile Forms .

5. Enter the clickable text that the recipient will see in order to edit their member profile, for instance "Click here to edit your member profile".

6. Click Insert.

Survey

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Members can take surveys if you insert a survey form URL in your mailing. The survey forms

must first be created in Utilities: Web Forms: Surveys , in order to appear in the drop-down

menu on this page.

1. Select Content: New Content: HTML or Text.

2. Click insert url.

3. Select the Survey tab.

4. Select the desired HTML survey from the drop-down menu. In order to appear here, these

must first be created in Utilities: Web Forms: Surveys: New Survey .

5. Enter the clickable text that the recipient will see in order to fill out the survey, for instance

"Click here to edit take our survey".

6. Click Insert.

Referral

Members can send referral forms if you insert a referral form URL in your mailing. The invitation

content must be created in Content: New Content: New Content from Template , and the

referral forms themselves must first be created in Utilities: Web Forms: Referral Forms , in order

to appear in the drop-down menu on this page.

1. Select Content: New Content: HTML or Text.

2. Click insert url.

3. Select the Referral tab.

4. Enter the clickable text that the recipient will see in order to send a referral form, for instance

"Click here to refer us to a friend".

5. Select the desired invitation content from the drop-down menu. In order to appear here,

these must first be created in Content: New Content: New Content from Template , where an

invitation template is selected.

6. Select yes or no to Track opens and Detect HTML capability for the referral form.

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7. Select the HTML referral form from the drop-down menu. In order to appear here, these must

first be created in Utilities: Web Forms: Referral Forms . This form will be used to list the names

and email addresses of friends to whom they would like to recommend your list.

8. Enter the destination URL for the user to go to after filling out the referral form. If left blank, a default page will appear, thanking them for referring other members.

9. Click Insert.

Web Page

You may insert the contents of a web page into your content. This is sometimes known as webfetch.

1. Select Content: New Content: HTML or Text.

2. Click insert url.

3. Select the Web Page tab.

4. Enter the URL to Fetch, which is the URL of the web page you'd like to fetch into your content.

5. For Fetch Page, specify whether you'd like to fetch the contents of the page right now (as you create your content), once per mailing (the content is the same for each member), or for each member (CAUTION: can be VERY slow, depending on your web server).

6. Click Insert.

Media

You may have rich media—music or video—play from your message. Keep in mind that some

ISPs will strip out rich media. Also, some recipients' computers may not be set up to display embedded media set to auto play properly.

1. Select Content: New Content: HTML.

2. Click insert url.

3. Select the Rich Media tab.

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4. Enter the URL to Media that you'd like to insert into your message.

5. Enter the Clickable Text that users should click on to activate the media (if applicable).

6. Enter the Media Type: Video or Audio.

7. Enter the Action Type: Link, to have a link to the media, Embed (Autoplay) to have the media embedded in the message and play automatically when the message is opened, or Embed (Click

to Start), to embed the media in the message but require the recipient start it playing.

8. Select whether or not you want to Track when people view or listen to this media.

9. Click Insert.

Content: New Content: Insert URL: Clickable Text

See Content: Insert URL for more information about clickthrough tracking URLs.

This tab is only available when inserting a URL into an HTML message.

Clickable Text

The visible text you'd like recipients to be able to click on. For example, instead of displaying the clickthrough tracking URL, you'd like the destination URL to be displayed. You'd enter that URL here.

Example: http://acme.lyris.com/products/anvils.html

Destination URL

The URL you'd like recipients to be taken to when they click on the clickable text. For example, if you're advertising a product, and would like to track who actually goes to the page displaying that product, make the destination URL your Web site's URL for that product.

Example:

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http://acme.lyris.com/products/anvils.html

Link to Mailing

You can also include a link recipients can click to see the HTML message in a web browser. The tag %%url.mailing%% will merge a unique link for each recipient, which, when clicked, will take the recipient to a fully merged version of the message. To insert this link, click the Link to

Mailing.button.

(optional) URL Report Description

Describe your trackable URL. This description is not seen by message recipients, so describe the

URL in a way that will help you to identify it later in Reports.

Example: anvil-ad

Note that once you give a particular URL a description, that description will be used as its URL

Name in Reports from then on. Although you may give the same URL a different description when you insert it in the future, it will always be displayed in Reports with the original description. You cannot give the same URL different descriptions.

(optional) URL Report Group

A name for a group of URLs. If you provide the same report group name for a number of different URLs, you can see the results of all of those URLs as part of a report group

Example: anvils-top

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Content: Insert URL: Clickable Image

See Content: Insert URL for more information about clickthrough tracking URLs.

This tab is only available when inserting a URL into an HTML message.

Destination URL

The URL you'd like recipients to be taken to when they click on the trackable image. For example, if you're advertising a product, and would like to track who actually goes to the page displaying that product, make the destination URL your Web site's URL for that product.

Example: http://acme.lyris.com/products/anvils.html

URL to Image

The URL of the image you'd like to be displayed in your message. This URL must be the full path to the image (e.g., /img/anvil.gif won't work).

Example: http://acme.lyris.com/img/anvil.gif

(optional) URL Report Description

Describe your trackable URL. This description is not seen by message recipients, so describe the

URL in a way that will help you to identify it later in Reports.

Example:

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anvil-ad

Note that once you give a particular URL a description, that description will be used as its URL

(optional) URL Report Group

A name for a group of URLs. If you provide the same report group name for a number of different URLs, you can see the results of all of those URLs as part of a report group

Example: anvils-top

Content: Insert URL: URL

See Content: Insert URL: for more information about clickthrough tracking URLs.

Destination URL

The URL you'd like recipients to be taken to when they click on the tracking URL. For example, if you're advertising a product, and would like to track who actually goes to the page displaying that product, make the destination URL your Web site's URL for that product.

Example: http://acme.example.com/products/anvils.html

Link to Mailing

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Mailing.button.

(optional) URL Report Description

Describe your trackable URL. This description is not seen by message recipients, so describe the

URL in a way that will help you to identify it later in Reports.

Example: anvil-ad

Note that once you give a particular URL a description, that description will be used as its URL

(optional) URL Report Group

A name for a group of URLs. If you provide the same report group name for a number of different URLs, you can see the results of all of those URLs as part of a report group

Example: anvils-top

The URL will be formatted as follows:

%%track {http://acme.example.com/products/anvils.html} -name {anvil-ad} -group {anvilstop}%%

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Content: Insert URL: Confirm

Prospective members can confirm their list membership either by sending an email message to the confirmation email address or by clicking on a confirmation URL. Generally, this URL is only included in document content intended to be used for a confirmation message.

To merge in a confirmation URL without a specified destination page, you may use the tag

%%url.confirm%%. Recipients who click on this link will be sent to a ListManager destination

URL.

Insert What (HTML Body Only)

Specify what kind of unsubscribe link you'd like to insert into your HTML body. This option is unavailable for the Text Body.

Linked Text

The link will be encoded so that members will click on the word "confirm" to confirm their membership.

Linked Graphic

The link will be encoded so that members will click on a confirmation graphic to confirm their membership.

URL

An unencoded confirmation URL will be inserted into your content. This is the only kind of confirmation URL that can be inserted into the text body.

Destination URL

The URL members will be taken to after clicking on the confirmation URL. If no URL is specified, they will be taken to a generic page telling them they have joined.

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The formatting for a confirm URL will look like this: http://yourlmserver.example.com/c?id=%%memberidchar%%&u=http://redirect.example.com

Content: Insert URL: Unsubscribe

Members can leave your list easily if you insert an Unsubscribe URL in your mailing. Giving members an easy way to unsubscribe cuts down on your administrative time unsubscribing people who'd like to leave your list.

To merge in an unsubscribe URL without a specified destination page or other options, you may use the tag %%url.unsub%%. This tag merges in a unique unsubscribe URL that includes the member's ID and the ID of the mailing, so ListManager can record which mailing prompted the user to unsubscribe.

Recipients who click on this link will be sent to a ListManager destination URL after unsubscribing. This wizard creates a URL that can direct recipients to your destination URL.

Insert What (HTML Body Only)

Specify what kind of unsubscribe link you'd like to insert into your HTML body:

Linked Text

The link will be encoded in HTML so that members will click on the word "unsubscribe" to leave the list.

Linked Graphic

The link will be encoded in HTML so that members will click on an unsubscribe graphic to leave the list.

URL

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An unencoded unsubscribe URL will be inserted into your content. This is the only kind of unsubscribe URL that can be inserted into the text body.

This option is unavailable for the Text Body. If an unsubscribe URL is inserted into the text body, it will be an unencoded URL.

Email Notification

If set to Yes (default), those who unsubscribe will receive an email notifying them whether or not they have unsubscribed successfully. If set to No, they will not receive this notification.

You may customize the "goodbye" message ListManager sends members who have

unsubscribed by creating a goodbye document in Utilities: Automated Messages: Document

Content

, and then selecting it in Utilities: Automated Messages: Document Associations .

From All Lists

If set to No (default), clicking on the unsubscribe URL will unsubscribe the member from just the current list. If set to Yes, clicking on the URL will unsubscribe the member from all lists on the server.

Confirm

If set to Yes, those who click on the unsubscribe URL will receive an email message asking them to confirm that they would like to unsubscribe. Otherwise, they will be unsubscribed immediately without email confirmation. By default, members are not asked to confirm via email before leaving the list.

You may customize the unsubscribe confirmation message ListManager sends by creating an

unsubscribe confirmation document in Utilities: Automated Messages: Document Content , and

then selecting it in Utilities: Automated Messages: Document Associations .

Show Confirming Web Page

If set to Yes, those who click on the unsubscribe URL will first be taken to a ListManager web page which will ask them if they are sure that they want to unsubscribe. If set to No, they will be unsubscribed immediately without confirmation.

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Destination URL

The URL members will be taken to after clicking on the unsubscribe URL. If no URL is specified, they will be taken to a generic ListManager page telling them they have unsubscribed.

Append Unsubscribe Information to the Destination URL

This option will pass information about the unsubscribing member into the destination URL, potentially to be used by a script. The options are: e = Email address. id = Member id and character uniquely identifying this member. l = Lists, separated by spaces. c = Confirm unsubscribe via email. Options are (T)rue or (F)alse. n = Send email notification of the unsubscribe. Options are (T)rue or (F)alse. u = Destination URL after unsubscribing. w = Show page asking unsubscribers to confirm before completing unsubscribe a = Append unsubscribe information to destination URL. Options are (T)rue or (F)alse.

Example:

http://yourserver.example.com/u?id=%%memberidchar%%&o=%%outmail.messageid%%&u=ht tp://example.com&n=T&c=F&l=%2A

Content: Insert URL: Social Web

You can include one or more links to a social network site in your email. If a recipient receives your email and wishes to share it with their network (for example, their "friends" on Facebook), they can click the appropriate link, go to the site, and share the email.

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The method of sharing varies depending on the site. For example, for Facebook, after a recipient clicks the Facebook link, they are asked to log in, and then they have the option to share the message with their friends or post it on their wall. In LinkedIn, they can share the message with friends. In Twitter, they can post it as a tweet on their profile.

The following Social Web options are available:



Facebook



Delicious



Twitter



Newsvine



Stumbleupon



Diigo



Google



Mixx



Buzz



Myspace

Including social web links in your email is a two-step process:

1. Create the links and associated description as content.

2. Add the content to your mailing.

NOTES

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

You can choose to add the code for the social web link manually rather than use

ListManager's more automated method. The instructions for this are found below in the section titled "Inserting Social Web Tags Manually."



In order to use social web links, you must have archiving turned on. It is usually turned on by default; however, if it is turned off, when you attempt to insert social web links you will see a warning sign telling you to turn it on. Here are the steps to turn it on:

1. In the side navigation bar, click Utilities.

2. Choose List Settings > Basic Information.

3. Click the Enable Features tab.

4. For Archive Messages?, select Yes, save and archive messages sent on this mailing list.

Step 1: Create the Links and Associated Description as Content

1. In the side navigation bar, click Content.

2. Click New Content.

3. Click the HTML Message tab.

4. Click the Insert URL button.

5. Click the Social Web tab.

6. The Description field contains default text that instructs the email recipient to click on a link.

You can change this text.

7. Select or clear the various social web options. To include all options, select All.

8. Click the Insert button. The text and icon(s) you chose appear in the HTML Message tab.

9. Make any further changes you want, and then click the Save button.

Step 2: Add the Content to Your Mailing.

1. Create a new mailing , or edit an existing mailing .

2. On the page where you edit the HTML for the message , click the Import Content button.

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3. Choose the content that contains the social web tags.

Inserting Social Web Tags Manually

1. In the side navigation bar, click Content.

2. Click New Content.

3. Click the HTML Message tab.

4. In the location you want the social web tag, type

%%share_social <name_of_network>%%

For example, for Facebook, you would type:

%%share_social facebook%%

This creates a merge tag .

You can also add a tag that implements tracking for the social networking feature.

%%track [share_social <name_of_network>]%%

For example, for Facebook, you would type:

%%track [share_social facebook]%%

Content: Insert URL: Profile

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A member profile form can be inserted into your content via the Insert URL: Profile tab. In order

for profile forms to appear in this drop-down menu, they must first be created in Utilities: Web

Forms: Member Profile Forms . You will be able to see all the forms created for your access level;

list administrators can see List profile forms only, Site administrators can see List and Site forms, and Server administrators can see List, Site, and Server forms.

HTML profile form

Select the desired form from the drop-down menu. To learn how to create these profile forms,

see Utilities: Web Forms: Member Profile Forms .

Intro text

The visible text you'd like users to be able to click on in order to access the member profile form.

For example, the intro text could be "Click here to edit your member profile".

Content: Insert URL: Survey

A survey form can be inserted into your content via the Insert URL: Survey tab.

HTML survey form

Displays the available survey forms for this list, site, and server, depending on your access rights.

List administrators can see List surveys only, Site administrators can see List and Site surveys, and Server administrators can see List, Site, and Server surveys. Select the correct survey form to insert into the content from the drop-down menu. In order for survey forms to appear on this

drop-down menu, they must first be created in Utilities: Web Forms: Surveys .

Clickable text

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The visible text you'd like users to be able to click on in order to access the survey form. For example, the clickable text could be "Take our survey".

Track survey clicks?

Specifies whether clicks on the survey link should be tracked. By default, this setting is set to no.

To track how many recipients click on the survey link, select yes. The results will identified in the clickthrough tracking results by the survey's name (assigned when the survey was created).

Content: Insert URL: Referral

This page is used to insert a URL that allows list members to refer others to this list ( Referral

Tracking

). Note: You should first create a web form in Utilities: Web Forms: Referral Forms and

an invitation in Content before inserting a referral into a message.

Invitation content

Choose the message that will be sent by ListManager when prospective members are invited to join from the drop-down menu. This message is a unit of content that you have created. We recommend you use the invitation template in Content to create your own custom invitation for

members. For details on how to create this, see Content: New Content from Template .

Track opens

If you'd like to track how many invitees open the invitation message they receive, select yes for

Track Opens. Note that opens can only be tracked by recipients who open their emails in HTML.

Detect HTML capability

If you'd like to track how many invitees are able to see HTML, select yes for Detect HTML

Capability. Click view current totals to see how many members have been detected as having

HTML capability. This helps you to see approximately how many of the invitees out of the current members will have HTML capability, and therefore you will have the ability to track their opens.

HTML referral form

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Choose the web form that members will use to list the names and email addresses of friends to whom they'd like to recommend your list from the drop-down menu. Before using this feature,

this form must be created in Utilities: Web Forms: Referral Forms: New Referral Form .

Destination URL

The URL those who refer members are taken to after filling out the referral form. If no URL is specified, users are taken to a default page thanking them for referring members.

Content: Insert URL: Web Page

Insert URL allows you to insert a web page into your content (also called web fetch). The web page may be fetched when creating the content, for each mailing or for each individual recipient.

NOTE: Do not fetch a web page if you plan to use the ListManager HTML editor. The

ListManager HTML editor will likely break HTML generated by another editor.

Learn more about fetching data from a web server .

URL to Fetch

The URL to be fetched into your content. Make sure that the path for your images in the web page you are fetching is the absolute path (the complete URL), not the relative path. For example, your HTML editor might make the path for a image to be something like

/img/product.jpg. These should be changed to the absolute path: http://example.com/img/product.jpg.

You can make the URL to Fetch unique for each member by inserting a mail merge tag.

However, you must use square brackets around the merge tag (not the normal double percents).

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Wrong: http://example.com/cgi-bin/getdata.pl?id=%%merge members_.emailaddr_%%

Right: http://example.com/cgi-bin/getdata.pl?id=[merge members_.emailaddr_]

Fetch Page

Specify when you'd like the web page to be fetched.

Right Now

Fetch the specified URL, and insert it into your content now. Even if the contents of the fetched page change, your content will stay the same.

Once Per Mailing

Fetch the page once at the time a mailing with this content is sent. If the page is the same for each member, this method is much faster, as ListManager needs to wait for the web page only once.

Repeatedly for Each Recipient

Fetch the page for each recipient on the list. If you are specifying a unique URL for each member

(see URL to Fetch above), ListManager will need to fetch the page for each message it sends out.

This method is much slower than fetching the page once per mailing, because ListManager's speeds are limited by your web server's speeds. If you notice that your mailing speeds are faster if you select Once Per Mailing, your speeds are being limited by your web server.

Content: Insert URL: Media

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This tab allows you to insert links to video or audio clips into the HTML portion of your message.

You may set the media so it plays automatically when a recipient opens a message, or requires the recipient to click on a link.

Note that having a clip play when a message opens can be unreliable, depending on the settings of a recipient's computer. For the most reliable results, include the media as a linked URL rather than embedding it.

Note that some ISPs (such as AOL) will strip out video or audio.

URL to Media

The URL to the media you'd like played in your message.

Clickable Text (If Linked)

The text users should click on to play the media, if applicable.

Media Type

The type of media being included: video or audio.

Action Type

How this media should be activated:

Link

Recipients must click on a link to access the media.

Embed (Autoplay)

The message plays automatically when the recipient opens the message. Having media play automatically can be unreliable, depending on the settings of a recipient's computer.

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Embed (Click to Start)

Recipients must click to start playing the media.

Track

Track how many people play the media. Results will be visible in Reports: Mailings: Tracking

Statistics. Note that ListManager will record a hit every time the message is opened or the media is played.

Content: Insert Condition

Conditional content allows you to insert blocks of text or graphics into your message depending on whether certain conditions are met by a particular recipient. Using conditional content, you can easily create unique, one-to-one emails tailored to the exact needs and interests of your recipients, without having to write (or send) more than one message.

All the commands work using a simple if-then-else logic: if a particular condition is true, then insert a particular block of text; else (that is, if the condition is not true), insert a different text block. Note that by text, we mean both plain text or HTML—you may include either.

Conditional content is a feature of ListManager Pro or Enterprise, and is unavailable for standard

ListManager. Contact your account representative at [email protected]

if you'd like to upgrade to

ListManager Pro or Enterprise.

Note for those upgrading from ListManager 5.0

If you are using the ListManager Mailings menu to create mailings for your list, ListManager will automatically set Enable Scripting to Admins Only if previously disabled, and change the

Scripting Level to Full. For more information about these settings, see Utilities: List Settings: For

Programmers: Email Scripting .

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Fields Available for Conditions

The fields available for making comparisons are drawn from your ListManager members table.

You may have ListManager use fields from other tables if you specify them in Content: New

Content. Advanced.

Described here are the default ListManager member fields available; consult with your database administrator about additional fields available to you.

Additional_

Additional information about the recipient which you've added.

Comment_

Comments about the recipient which you've added.

ConfirmDat_

The date the recipient confirmed list membership.

DateBounce_

The most recent date the recipient last bounced.

DateHeld_

The date the recipient was changed to "held" status because of bouncing too much email.

DateJoined_

The date the recipient joined the list.

DateUnsub_

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The date the recipient unsubscribed from the list.

Domain_

The domain portion of the email address (e.g., lyris.com).

ExpireDate_

The date the recipient's list membership will expire.

EmailAddr_

A recipient's full Internet email address.

FullName_

The full name of this recipient.

List_

The name of the list this recipient is a member of.

MailFormat_

The type of mail the member has opted to received, whether 'M' (multipart-alternative, the default), 'T' (text) or 'H' (HTML). The tag %%mailformat_%% will be inserted into your content.

MemberID_

The recipient's unique ListManager member ID.

MemberType_

The membership type of this member, whether 'normal', 'confirm', 'private', 'expired', 'held', or

'unsub'.

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NumBounces_

The number of times a recipient's mail has bounced.

Password_

The recipient's password. If the recipient has no password, the field will be blank.

ReadsHtml_

Whether or not ListManager has detected if this recipient can read HTML. The default is "F" or

"False." If you have set ListManager to detect HTML reading capability, and the recipient reads a message with HTML, the value is "T" for "True."

SubType_

The type of content this recipient is set to receive, whether digest, index, nomail, or mail.

UserID_

The user ID information defined by you, such as a key back to another database.

More Information About Personalizing Messages in ListManager

Inserting a condition in your content is an easy way to personalize your message. If you'd like to learn more about message personalization and scripting, see Message Personalization and

Scripting .

Content: Insert Condition: Simple

A simple condition inserts the text of your choosing if a recipient's field matches the value you specify.

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If This Field

Select the field you'd like ListManager to examine in order to insert conditional text. See

Content: Insert Condition for more information about the fields available to you.

Is Equal to This Value

The text, date or number that determines whether or not someone should receive the conditional text. Dates should be entered in one of the following formats:

YYYY-MM-DD HH-MM-SS

MM/DD/YY

YYYY-MM-DD

Then Insert This Text

The text that should be inserted into the message if the recipient meets your condition. If the recipient does not, then no text will be included.

Inserting a Simple Condition

This example shows how to send a special message to all AOL members.

1. While creating content, click insert condition. You'll be taken to the Insert Condition: Simple page by default.

2. Select Domain_ for If This Field.

3. Enter aol.com for Is Equal to This Value.

4. Create your special message for AOL members in the field next to Then Insert This Text.

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5. Click on Insert. The conditional content will be inserted into your message:

%%iffield domain_ aol.com "We value our AOL subscribers!"%%

Content: Insert Condition: True/False

Like a Simple Condition , a True/False Condition allows you to specify the text sent to recipients if

the condition is true, but it also allows you to specify the text sent if the condition is false.

It also allows you to define the relationship between what is in the field and what you specify: is it less than or greater than the value you define? Does it contain certain letters and numbers?

The ability to specify the relationship makes a True/False Condition more powerful and complex than a Simple Condition.

For more information about conditions in general, see Content: New Content: Inserting a

Condition .

If This Field

Select the field you'd like ListManager to examine in order to insert conditional text.

See Content: New Content: Inserting a Condition for more information about the fields available

to you.

Select the relationship between the value you specify, and what is in the recipient's membership record. The options available are:

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= equal to

< less than

> greater than

<= less than or equal to

>= greater than or equal to

<> is not equal to

contains (contains the letters or numbers somewhere in the field

does not contain (does not contain the letters or numbers somewhere in the field

ends with (contains the letters or numbers at the end of the field

begins with (contains the letters or numbers at the beginning of the field.

This Value

The text, date or number that determines whether or not someone should receive the conditional text. Dates should be entered in one of the following formats:

YYYY-MM-DD HH-MM-SS

MM/DD/YY

YYYY-MM-DD

Then Insert This Text

The text that should be inserted into the message if the recipient meets your condition. If the recipient does not, then no text will be included unless you specify one.

(optional) If Not, Then Insert This Text

The text that should be inserted into the message if the recipient does NOT meet your condition.

Inserting a True/False Condition

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This example shows how to send a special message to all members who work for the government.

1. While creating content, click insert condition. You'll be taken to the Insert Condition: Simple page by default.

2. Click on the True/False tab.

3. Select Domain_ for If This Field.

4. Select Ends With for Is.

5. Enter .gov for This Value.

6. Create your special message for government workers in the field next to Then Insert This

Text.

7. Optionally, you can create a message for everyone else who isn't a government worker.

8. Click on Insert. The conditional content will be inserted into your message:

%%ifboolean domain_ endswith .gov "Government workers are especially important to us!" "No matter who you work for, you're important to us!"%%

Content: Insert Condition: A or B

Like a True/False Condition , an A or B Condition allows you to specify the text that is sent to

recipients if the condition is true or if it is false, and allows you to specify the relationship (equal to, greater than, etc.) between what is in the field and the value you specify.

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It also allows you to add additional conditions, so if a recipient meets the requirements of anyof your conditions, the text you specify is sent.

For example, let's say you've been using the Comment_ field to contain information about recipients' interests in sports. You can use an A or B condition to include your conditional text to anyone whose interest is skating or hockey. If a recipient has expressed an interest in either sport, the text you specify will be sent.

If you'd like to send a message to those who have shown an interest in both skating and hockey,

you'll want to use an A and B Condition .

For more information about conditions in general, see Inserting a Condition .

If This Field

Select the field you'd like ListManager to examine in order to insert conditional text. See

Inserting a Condition for more information about the fields available to you.

Select the relationship between the field and value you specify. The options available are:

= equal to

< less than

> greater than

<= less than or equal to

>= greater than or equal to

<> is not equal to

contains (contains the letters or numbers somewhere in the field)

does not contain (does not contain the letters or numbers somewhere in the field)

ends with (contains the letters or numbers at the end of the field)

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begins with (contains the letters or numbers at the beginning of the field)

This Value

The text, date or number that determines whether or not someone should receive the conditional text. Dates should be entered in one of the following formats:

YYYY-MM-DD HH-MM-SS

MM/DD/YY

YYYY-MM-DD

OR Is

Selects another relationship between the field and value you specify. The options available are the same as for "is" (above).

More

If you'd like more values, select More. Each time you select More, another OR Is and This Value pair of fields will be added.

Fewer

If you've added too many values using more, and would like to remove them, select fewer. Each time you select fewer, the last OR Is and This Value pair of fields will be removed.

Then Insert This Text

The text that should be inserted into the message if the recipient meets your condition(s). If the recipient does not, then no text will be included unless you specify one.

(optional) If Not, Then Insert This Text

The text that should be inserted into the message if the recipient does NOT meet your condition(s).

Inserting an A or B Condition

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This example shows how to send a special message to all members have shown an interest in skating or hockey, which has been recorded in the ListManager Comment_ field.

1. While creating content, click insert condition. You'll be taken to the Insert Condition: Simple page by default.

2. Click on the A or B tab.

3. Select Comment_ next to If This Field.

4. Select Contains next to Is.

5. Enter skating next to This Value.

6. Select Contains next to OR Is.

7. Enter hockey next to This Value.

8. Create your special message for skating and hockey fans in the field next to Then Insert This

Text.

9. Optionally, you can create a message for everyone else who isn't a skating or hockey fan.

None is included in this example

10. Click on Insert. The conditional content will be inserted into your message:

%%ifboolean comment_ contains skating OR comment_ contains hockey "The Iceland rink will be closed for Zamboni repairs."%%

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Content: Insert Condition: A and B

Like a True/False Condition , an A or B Condition allows you to specify the text that is sent to

recipients if the condition is true or if it is false, and allows you to specify the relationship (equal to, greater than, etc.) between what is in the field and the value you specify.

It also allows you to add additional conditions, so if a recipient meets the requirements of

allyour conditions, the text you specify is sent.

For example, let's say you've been using the Comment_ field to contain information about recipients' interests in movies, and the Additional_ field to contain information about what country they live in. You can use an A and B condition to include your conditional text to anyone whose interest is comedies, and who lives in India.

For more information about conditions in general, see Inserting a Condition .

If This Field

Select the field you'd like ListManager to examine in order to insert conditional text. See

Inserting a Condition for more information about the fields available to you.

Select the relationship between the field and value you specify. The options available are:

= equal to

< less than

> greater than

<= less than or equal to

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>= greater than or equal to

<> is not equal to

contains (contains the letters or numbers somewhere in the field)

does not contain (does not contain the letters or numbers somewhere in the field)

ends with (contains the letters or numbers at the end of the field)

begins with (contains the letters or numbers at the beginning of the field)

This Value

The text, date or number that determines whether or not someone should receive the conditional text. Dates should be entered in one of the following formats:

YYYY-MM-DD HH-MM-SS

MM/DD/YY

YYYY-MM-DD

AND this field

Selects another field you'd like ListManager to examine before inserting conditional text.

More

If you'd like more values, select more. Each time you select more, another set of And This Field,

Is and This Value fields will be added.

Fewer

If you've added too many values using more, and would like to remove them, select fewer. Each time you select fewer, the last set of And This Field, Is and This Value fields will be removed.

Then Insert This Text

The text that should be inserted into the message if the recipient meets your condition(s)If the recipient does not, then no text will be included unless you specify one.

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(optional) Otherwise, Then Insert This Text

The text that should be inserted into the message if the recipient does NOT meet your condition(s)

Inserting an A and B Condition

This example shows how to send a special message to all members have shown an interest in comedies, which has been recorded in the ListManager Comment_ field, and who live in India, which has been recorded in the ListManager Additional_ field.

1. While creating content, click insert condition. You'll be taken to the Insert Condition: Simple page by default.

2. Click on the A and B tab.

3. Select Comment_ for If This Field.

4. Select Contains for Is.

5. Enter comedies next to This Value.

6. Select Additional_ for AND This Field.

7. Select = equal to for Is.

8. Enter India for This Value.

8. Create your special message for Indian comedy fans in the field next to Then Insert This Text.

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9. Optionally, you can create a message for everyone else who isn't an Indian comedy fan.

10. Click on Insert. The conditional content will be inserted into your message:

%%ifboolean comment_ contains comedies AND additional_ = india "The movie \"Serious Fun\" will be released in Bombay April 26th!" "The movie \"Serious Fun\" will be released near you soon!"%%

Content: Insert Condition: Percentage

ListManager has the ability to send particular messages to a percentage of your list. This feature is useful if you would like several advertisements rotated in your list, or if you would like a particular advertisement sent to only part of your list. The percentage chosen to receive each message is random—those delivered to first will have the same chances of receiving a particular message as those delivered last.

The text block rotated may be plain text, HTML or blank.

For each text block, you select the percentage of recipients who should receive it. Note that the sum of all the percentages cannot exceed one hundred. In other words, if you have one text block displayed 60% of the time, and another 60% of the time, you will receive an error message—you will not have 20% receiving both messages. If you'd like to do so, insert two percentage conditions, each with 60% text block, 40% blank text.

Display This Text

The text you would like to be included in your message. The text may be plain text or HTML. If you would like a certain percentage to receive nothing at all, leave blank.

This Often

The percentage of recipients who should receive this particular text.

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More

If you'd like more text blocks, select More. Each time you select More, another set of Display

This Text and This Often will be displayed.

Fewer

If you've added too many text blocks using more, and would like to remove them, select fewer.

Each time you select fewer, the last set of Display This Text and This Often will be removed.

Unique Name

Each percentage condition must have a unique name. ListManager provides one for you, and we recommend you use this name. If you prefer, you may specify your own unique name here.

Apply To

Specify whether the percentages specified above in the form apply to a percentage of recipients who receive an individual mailing, or to a particular percentage of mailings that use this content.

Percentage of Recipients will rotate the text within each mailing that uses this content.

Percentage of Mailings will rotate the text between mailings.

For example, let's say you've selected two different text blocks to be sent 50% of the time. If you select Percentage of Recipients, half of your repents will receive a particular text block each time you mail. If you select Percentage of Mailings, half of your mailings will use one text block or another, and all recipients of the mailing will see the same text.

Percentage of Recipients is most useful if you plan on using a particular piece of content only once, or would like the content rotated within each mailing.

Percentage of Mailings is most useful if you are creating a template, and would like everyone to receive the same content, which is rotated between mailings.

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Content: Tools

Tools gives you a variety of ways of manipulating your content:

Convert Converts either text or HTML into AOL HTML.

Validate that your URLs are working properly, you content does not have scripts in it or that it

is correctly in AOL HTML.

Reformat the content so that long lines are wrapped, all URLs become tracking URLs, or that all

scripts are removed.

Content: Tools: Convert

Text and HTML to AOL

Converts either text or HTML into AOL HTML . If a large number of your members are using AOL, you may want to convert your text and HTML to AOL HTML. Later versions of AOL (6.0 and higher) can read standard HTML, but strips out the following elements:

ActiveX

Audio

External Style Sheets

Frames and IFrames

Java

Meta Refresh

Scripts: JavaScript, VBScript, Perl, etc.

Tooltips

Video

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For more information about AOL's HTML mail requirements, see http://webmaster.info.aol.com/htmlemail.html

Converting Text and HTML to AOL will strip the HTML section of the message of any non-AOLcompliant html tags. If there is a text section but no HTML section, ListManager will first run the

Text to HTML converter, and vice versa if there is HTML but no text.

Content: Tools: Validate

Test all URLs

Checks and sees that all URLs in your content can be reached. When you test URLs, you will get a report for each telling you its status:

HTTP/1.1 200 OK

This web page was found, and can be retrieved successfully.

HTTP/1.1 302 Found

This page redirects to another page. ListManager does not track to the redirect location, so it cannot confirm that the redirect was successful.

HTTP/1.1 404 Not Found

The URL does not exist, according to the destination web server.

Failed!

DNS failed looking up the hostname for this URL.

AOL HTML Compatibility

Checks that your content's HTML is compatible with AOL Version 5.0 and higher.

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If a large number of your members are using AOL, you may want to check that your HTML is AOL compatible. Later versions of AOL (6.0 and higher) can read standard HTML, but strips out the following elements:

ActiveX

Audio

External Style Sheets

Frames and IFrames

Java

Meta Refresh

Scripts: JavaScript, VBScript, Perl, etc.

Tooltips

Video

For more information about AOL's HTML mail requirements, see http://webmaster.info.aol.com/htmlemail.html

No JavaScript

Checks whether JavaScript is in your content. AOL, Hotmail and other ISPs will automatically strip out JavaScript from messages, so your content may not appear the way you would like it to look if you leave JavaScript in.

No Java

Checks whether Java is in your content. AOL, Hotmail and other ISPs will automatically strip out

Java from messages, so your content may not appear the way you would like it to look if you leave Java in.

No Scripts

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Checks whether any scripting (e.g., Java, JavaScript, ActiveX) is in your content. AOL, Hotmail and other ISPs will automatically strip out scripting from messages, so your content may not appear the way you would like it to look if you leave scripting in

Content: Tools: Reformat

Wrap Long Text Lines

Inserts line breaks at 68 characters in your Text Body so that the width of the text message is standardized. Otherwise, recipients' email clients may insert line breaks where you didn't intend them to be, making your message unattractive. Reformatting a text message to wrap long lines ensures that the message formatting you see on your screen is what recipients of the message will see.

Make HTML Section AOL-Compliant

Converts your content's HTML so it is compatible with AOL Version 5.0 and higher.

ActiveX

Audio

External Style Sheets

Frames and IFrames

Java

Meta Refresh

Scripts: JavaScript, VBScript, Perl, etc.

Tooltips

Video

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For more information about AOL's HTML mail requirements, see http://webmaster.info.aol.com/htmlemail.html

Note that converting the HTML to be AOL compliant changes the HTML for all recipients of this content. If you want only AOL members to receive content formatted for AOL, you will need to

create a segment , and then mail to that segment.

Creating New Content from a Template

Content: Create New Content: Essentials

The fields on the Essentials page are required for all content you create. Generally, any message you send will also have a text and/or html message as well. For a step-by-step guide to making

content, see Content: New Content .

Content Name

Select a name to identify your content. This name is not seen by message recipients, so label the content in a way that will help you to identify it later in the Content main page.

Description

Describe your content. This description is not seen by message recipients, so describe the content in a way that will help you to identify it later in the Content main page.

From:

The name and email address that should appear in the message's From: line. By default, your email address will appear in this field.

Examples of valid values for this field:

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[email protected]

Bob Smith <[email protected]> [email protected] (Bob Smith)

"Bob Smith" <[email protected]>

To customize the message, select Insert Field to insert a mail merge field or an

autoresponder address.

To:

"Jazz List" <[email protected]>

To customize the message, select Insert Field to insert a mail merge field.

The To: field does not actually select the message's recipients. When building your mailing,

you'll specify the segment or lists you'd like to send the message to.

Subject:

The text which will appear in the message's Subject: line. To customize the subject line for

individual recipients, select Insert Field to insert a mail merge field.

Learn about saving and testing content .

Content: Create New Content: Fill in Editable Regions

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In the Fill In Editable Regions tab, you can change areas of a template to create a more customized message. The text and images that are editable are outlined in green.

There are two types of editable regions: Text Editable Regions and Image Editable Regions.

Text Editable Regions

In a Text Editable Region (which may contain images), you can



Edit the text



Add an image by clicking on the HTML Editor toolbar.



Move an image



Resize an image



Replace an image by selecting the image, and then clicking the Insert Image button in the HTML Editor toolbar.

You cannot:



Replace an embedded image with an image dragged from the Image Library

To edit text or images in a Text Editable region

1. Click the editable region you want to change. This opens a limited version of the HTML Editor .

2. To edit text, make changes as you normally would using features of the HTML Editor.

3. To move an image, click the image, and then drag it to the new location.

4. To resize an image, click the image twice, and then drag one of the resize handles located along its border.

5. When you are finished, click OK.

Here is an example of a Text Editable Region with an embedded image:

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Image Editable regions

In an Image Editable Region, you can

Replace the image with a different one from the Image Library

Resize the image

To replace an editable image (as pictured above) with an image from the Image Library

1. Make sure the image you want to replace is outlined in green.

2. On the right side under Image Library, click the folder that contains the image you want. This displays the images in the folder.

3. Drag the image you want from the Image Library, and then drop it on the image you wish to replace.

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To resize an editable image

1. Click the image.

2. Drag one of the resize handles located along its border.

Notes

To create new folders, upload images, and perform other operations in the Image Library ,

click the Manage Library button.

Internet Explorer only: There may be times when you are working with an Editable Region and the text disappears. If this occurs, click anywhere in the white workspace area of the Editor; this should make the text reappear.

Learn about saving and testing content .

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TEMPLATES

The Main Templates Page

Finding Templates

Twenty content templates for the list are displayed in Templates. To view more than twenty templates at a time, click Show more. Repeatedly clicking Show more will show greater numbers of templates at a time. Click Next to see the next twenty templates, Previous to see the last twenty.

You may change the sorting order of the templates by clicking the up or down triangles next to

Name and Description. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a).

Template Types

By default, the Templates Page displays templates you have created ("Your templates"). To view

ListManager's built-in sample templates, click the Your Templates box and then select Built-In

Templates. The built-in templates cannot be edited.

Viewing or Editing Existing Templates

To view/edit a template, click the Edit command for the template.

Testing Existing Templates

Click Test next to the content you'd like to test. ListManager will show you the header, text message and HTML message.

Copying Templates

Click Copy next to the content you'd like to copy. ListManager will show you the old name and description, and will ask you the new name and description you'd like. It will also ask you which list to which you'd like to copy the content.

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Deleting Templates

Click Delete next to the content you'd like to remove. ListManager will ask you if you're sure before deleting the content.

Creating New Templates

To create a new template, click Create New Template .

Download as a File

Click on the disk icon to download your template in CSV format.

Content: Templates: Copy Template

To copy a template

1. On the main Templates page , click the Copy command for the template.

2. To change the name, edit the text in the New name box.

3. To change the description, edit the text in the New description box.

4. To copy the template to a new list, select the list in the Destination list(s) box.

5. Click the Copy button.

Content: New/Edit Template: Essentials

When you click the Create New Template button on the main Templates page , the Create New

Template page appears and displays the Essentials tab. This is where you provide basic information for your template.

Template Name

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Select a name to identify your template. This name is not seen by message recipients, so label the template in a way that will help you to identify it later on the main Template page.

Description

Describe your template. This description is not seen by message recipients, so describe the template in a way that will help you to identify it later on the main Template page.

From:

The name and email address that should appear in the message's From: line. By default, your email address will appear in this field.

Examples of valid values for this field: [email protected]

Bob Smith <[email protected]> [email protected] (Bob Smith)

"Bob Smith" <[email protected]>

To customize the template, select Insert Field to insert a mail merge field or an

autoresponder address.

To:

"Jazz List" <[email protected]>

To customize the message, select Insert Field to insert a mail merge field.

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The To: field does not actually select the message's recipients. When building your mailing,

you'll specify the segment or lists you'd like to send the message to.

Subject:

The text which will appear in the message's Subject: line. To customize the subject line for

individual recipients, select Insert Field to insert a mail merge field.

Learn about saving and testing your template .

Content: New/Edit Template: HTML Message

In the HTML Message tab, you can use the HTML Editor to create and edit the HTML that will be included in your email.

Learn more about using the HTML Editor .

HTML Editor Browser Support



Internet Explorer 7 and above



Firefox 3.6.x

Notes



Not all email clients will show the background of your message, so it may be best to use a white background for your HTML message.



Not all browsers can read HTML, so it's a good idea to include a Text Message . A

message that includes both text and HTML is called multipart-alternative format; it ensures that recipients who can read HTML see only HTML, but those who cannot see the plain text message.

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

Additional message header and footer information can be added to the message if

enabled in Utilities: List Settings: Web Created Content: Insert Headers and

Footers .



You can include a link that recipients click to see the HTML message in a web browser. The tag %%url.mailing%% merges a unique link for each recipient which

takes the recipient to a fully merged version of the message. Note that archiving

must be enabled for the list.

IMPORTANT NOTE Javascript is not supported in the HTML Editor.

Learn about saving and testing your template .

Content: New/Edit Template: Images

If you have already placed images in the HTML Message tab, you can replace and resize them in the Images tab.

To expand a folder and view its contents

On the right side under Image Library, click the folder name. To collapse it, click it again.

To replace an image the workspace area with one from the Image Library

1. On the right side under Image Library, click the folder that contains the image you want.

2. To preview an image, click the view image command beneath the image.

3. Drag the image you want to use and drop it over the image you wish to replace.

To resize an image in the workspace area

1. Click the image. Resize handles appear along the image's borders.

2. Drag one of the resize handles.

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NOTE To resize the image vertically (in other words, make it taller or shorter), drag the handle located on its bottom border up or down.

To add, edit and delete images in the Image Library

Click the Manage Library button.

Learn more about the Image Library

To refresh the Image Library

Click the Refresh button. This allows you to see any images that have been added from another computer.

To hide the Image Library

Click the handle located along the right edge of the workspace area.

To show the Library, click the handle again.

_Ref-919096001

If you can't replace an image ...

Images that can replaced should always have a colored border around them. If an image doesn't have a border, it is embedded in text that you specified as editable in the Specify Editable

Regions tab and cannot be replaced in the Images tab. To replace such an image, do the following:

1. Click the HTML Message tab.

2. Right-click the image, and then choose Image Properties.

3. Click Browse Server. This opens the Image Browser , where you can select a new image.

Learn about saving and testing your template .

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Content: New/Edit Template: Specify Editable Regions

When you create a template, you may have sections that will never change (for example, a product description) and other areas that will change periodically (for example, news about special events). In the Specify Editable Regions tab, you can choose to make paragraphs of text

or images editable. You would then edit these areas in the Fill in Editable Regions tab when you

make new content from a template .

NOTE The following tags are the only ones that contain content that can be made editable: paragraph <p> image <img> div <div> headings 1 through 6 <h1>, <h2>, etc.

To specify an editable region

1. Move the pointer over the content you want to make editable.

A red box appears around the region; its title bar contains the tag name and a message telling you to click to make it editable.

2. Click the content.

A green box appears around the content telling you it is now editable.

Notes



If you embed an image in a paragraph, and then make the paragraph an editable regions, you will not be able to replace the image in the Images tab. You can still replace the image in the HTML Messagetab.



While creating or editing a template, you cannot select an image map as an editable region.

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Learn about saving and testing your template .

Content: New/Edit Template: Text Message

For a step-by-step guide to making content, see Creating Content -- Overview .

Text Message

The plain-text contents of this message.

Text copied and pasted from word processing programs such as Word may include extra characters, so it should be pasted into a plain-text editor first before being copied into the Text

Message box.

If your content also includes an HTML message , your message will be sent out with both text

and HTML. This kind of message is called multipart-alternative format, and it ensures that recipients who can read HTML see only HTML, but those who can't see the plain text message.

Additional message header and footer information may be added to the message if enabled in

Utilities: List Settings: Web Created Content: Insert Headers and Footers .

Button Options

Show More

Click to increase by ten the number of lines visible in the message body.

Show Less

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When visible, click to decrease by ten the number of lines visible in the message body.

Import File

Imports an HTML file into your HTML message body. File types not in HTML format cannot be imported.

Make sure your imported HTML uses complete paths, not relative paths, to images. Example:

Wrong:

/img/lyris.gif

Right: http://www.lyris.com/img/lyris.gif

NOTE The Import File feature should not be used to attach documents to the message; use New

Attachment

HTML to Text

*Text that had Bold formatting will have asterisks before and after it, like this.*

_Text that was in Italics will have underscores before and after it, like this._

NOTE If you already have a text body, converting the HTML to text will overwrite the preexisting text body.

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Understanding Template Fields

If you create editable regions in your template, and then choose HTML to Text in your text message, template fields will be created automatically. If you then create content from that template, the template fields will change when you fill in the editable regions. You can see how this works by following the steps below:

1. In the left Navigation bar, click Content, click View Templates, and then click Create New

Template.

2. Type a Template name, Description, and Subject.

3. Click the HTML Message tab. In the HTML Editor, type "Special Deals for the Month of ".

4. Highlight the text, and click the Format box and choose Heading 2.

5. Click the Specify Editable Regions tab, and then click the text to make it an editable region.

6. Click the Text Message tab, and then click the HTML to Text button.

The text is surrounded by tags which indicate that it is an editable template field:

** Special Deals for the month of **<!-- /:field:

type="headline" -->

7. Click the Save button.

8. In the left Navigation bar, click View content, and then click the Create From

Templatebutton.

9. Find the template you just saved, and then click its Select command.

10. Type a Content name and Description.

11. Click the Fill in Editable Regions tab.

12. Click the text to make it available in the mini-editor.

13. At the end of the sentence, type "February."

14. Click the Preview button.

In the Preview window, you can see that the word "February" was added to the HTML

Message. Because the editable region contained a template field for text, "February" is also added to the Text Message.

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Insert Field

Insert Field gives you the option to insert:



Mail merge fields (e.g., email address, first name)



Database fields



Email unsubscribe instructions



Autoresponder addresses



Template fields

Insert URL

Insert URL gives you the option to insert:



A single clickthrough tracking URL



Trackable text



A URL to confirm membership (used in a confirmation document)



Unsubscribe URL



Member profile URL



Survey URL



Referral form URL



The URL to a web page to insert (web fetch)

To personalize the message, click on Insert Field to add a mail merge tag.

Insert Condition

Insert Condition lets you insert conditional (dynamic) content; this lets you send recipients

customized messages.

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Tools

The tools button lets you:



Convert your content so that it is AOL-compliant.



Validate URLs, and check for scripts, including those AOL-incompatible



Reformat text to be word-wrapped, or to make the HTML section AOL-compliant

Preview

Shows you what your content will look like.

Learn about saving and testing your template .

Content: New/Edit Template: Advanced

For a step-by-step guide for creating content, see Creating Content -- Overview .

The Advanced Headers page allows you to join to other tables, add additional headers, specify the language for informational purposes, and view the date this content was created.

Join Other Tables

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Example: demographics.customers, demographics.phonenumbers

Note that in order for the data to be pulled in properly the content must be sent to a segment

that specifies how ListManager should join to it. See Joining to Another Table for more

information.

Attachments

The file names of your attachments are listed here.

To attach a file

Click the Attach File button. You will be taken to Content: New Attachment , where you can add

an attachment.

To remove a document already attached to the content

Click the Remove command to its name.

To view an attachment

Click its name.

Additional Headers

The optional text you specify as Additional Headers will be appended to the end of the message header of mailings created with this content. A message header text has the form of Key: Value.

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If you want to add text to the header that is not a standard email header, you should prefix your key name with X- so that it does not interfere with normal operation of electronic mail. For example:

Note: All document association messages will appear as coming "FROM: Lyris ListManager". This

can be overwritten here by adding other headers.

Note: If headers or footers are defined at multiple levels, i.e. server, site, or list,

eachheader/footer will be added; one will not overwrite the other.

Date Created

The date this content was originally created. For informational purposes only.

Learn about saving and testing your template .

Content: New/Edit Template: Internationalization

Mailings: New Mailing: Internationalization for more information.

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Character Set

Before you enter any content into the web interface you must select the character set that you want to use for this content. If the character set you want to use does not exist in the drop-

down listbox, your server administrator can add it in the Utilities: Administration: Server:

Internationalization and Localization: International Character Sets page.

The character set for new content will default to the character set used by the web interface for the current language.

There are two ways to choose a character set:

1. Click the Character Set box and choose a set from the list.

2. Import HTML into your content that has a meta tag which sets the character set. That character set will be selected in the Internationalization tab and used for the content. Example:

NOTE



If there is text in the Text Message tab when you choose a new character set, that text will be corrupted. Always choose your character set before entering a text message.

Text and HTML Sections Encoding

The default setting for Text section encoding and HTML section encoding is quoted-printable.

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The Name and Description should contain only standard ASCII characters since these fields are displayed in parts of the web interface that may not be displayed in the same character set.

Learn about saving and testing your template .

Using Your Older Templates

If you want to use templates created in ListManager 9.1 or earlier, you must export and convert them.

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To view pre-9.2 templates

Type the following URL into your browser:

<server name>/content/view_pre92templates.tml

You will see a list of your templates and several commands for each one.

Viewing, Editing, Deleting, or Exporting Your Templates

To view a template

Click the Test command for the template.

To edit a template

Click the Edit command for the template. This takes you to the Edit Template page, where you can make changes in the following tabs:

Essentials

HTML Message

Images (this tab does not work with pre-9.2 templates)

Specify Editable Regions (this tab does not work with pre-9.2 templates)

Text Message

Advanced

Internationalization

The new Templates must have an HTML Message. You can create an HTML Message while editing the template before you run the conversion program. If your template is text-only, the

Conversion program will create an HTML Message.

Note The conversion program cannot correctly parse a template when surrounded by an HTML tag. Pre9.2 templates look something like this:

##line "clickable "##

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If your template is in an <a href= HTML tag take it out.

If your code looks something like this:

<p><a href="%%track [subst {http://www.lyris.com}]%%">##line"clickable "##</a>

</p>

Change it to:

Deleting the template will make the href non-editable but the rest of the page can be converted.

You should be able to edit the template after you have migrated your template.

When you save the template, you will see the message: "Warning: Your template does not include any editable regions; the entire message will be editable." Ignore this message. It simply means that in this pre-9.2 version of your template there are no recognizable template fields.

Once you run the conversion, ListManager will recognize the converted template fields.

To delete a template

Click the Delete command for the template.

To export a template

1. Click the Export command for the template.

2. Select Save.

3. Navigate to the folder you want, and then save your template.

Converting Your Template to a current version

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Go to http://www.lyris.com/support/listmanager/convert_template.php

Step 1: Go through the steps to export your pre-9.2 template.

Step 2: Browse to find your saved template export, and then click Upload.

Step 3: Review your template information, and then click Convert Template.

The template is converted to the new format and opens in ListManager on the Create New

Template page.

Click each tab and review its contents to ensure that the template has converted correctly. You can edit your new template in any way you like. When you are satisfied, click Save.

NOTE The name of your template will be changed to include a –copy at the end. This is done because a template with the original name (the pre-9.2 version) already exists in the database.

The template is now saved in the new format.

NOTE You must follow these steps for each of your pre-9.2 templates.

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THE HTML EDITOR

Using the HTML Editor

Use the HTML Editor to create and edit the content that will be included in your message. The

HTML Editor consists of the following main areas:

The toolbar and workspace

that you use to create and format your message

Buttons

that provide additional options for the message

TIP: Learn useful tips and tricks in the HTML Editor .

NOTE: The HTML Editor does not support Javascript.

Using the toolbar and workspace

To create a message, type text in the workspace then format it using the toolbar buttons. The toolbar buttons, described in the following table, provide functionality similar to word processing or web design programs.

Use This

Button...

To...

Apply a style to the selected text..

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Use This

Button...

To...

Apply a paragraph format to the selected text.

Apply a font to the selected text.

Change the size of the selected text.

Make the selected text bold.

Italicize the selected text.

Underline the selected text.

Align the selected text left.

Center the selected text.

Align the selected text right.

Create or remove a numbered list.

Create or remove a bulleted list.

Decrease the indent level of a paragraph.

Increase the indent level of a paragraph.

Undo an action.

Redo an action that you undid.

Paste text from a Microsoft Word document. To paste text:

1. Open the document that contains the text you want to paste.

2. Copy the text you want.

3. In ListManager, click where you want to paste the text.

4. Click .

Find a word or phrase.

Replace a word or phrase.

Check spelling.

Change the color of the selected text.

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Use This

Button...

To...

Highlight the selected text or remove highlighting.

Insert one of the commonly used merge tags listed below:

Member Additional Field

Any additional information you have defined for the recipient.

Member Comment

Any comments that exist for the recipient.

Member E-mail Address

The recipient's email address.

Member Full Name

The recipient's full name

Member List Name

The names of all lists the recipient is a member of on this

ListManager server.

Member ID

The ID that ListManager assigned to the recipient.

Member User ID

Any other ID that you assigned to the recipient.

To insert a tag:

1. Click where you want to place the tag.

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Use This

Button...

To...

2. In the Merge Tag drop down list, select the field you want to insert.

TIP:To insert a field that is not available from the Merge Tag drop down list, click the Insert Field button, select the field you want, then click Insert.

Insert a table at the selected location.

Insert a line at the selected location.

Insert a link at the selected location.

Remove the selected link.

Insert an image or edit the selected image.

Switch between Source Code view and HTML view.

Maximize the Editor. To return to the normal view, click the button again.

Using the buttons

The following table describes the HTML editor buttons.

Turns off the HTML Editor so that you can edit the

HTML code directly. Disable the HTML Editor if you are comfortable with HTML code and want more control over your code.

NOTE: We recommend that you use the toolbar button for this purpose except when using tcl commands.

If you disable the HTML Editor, the and

buttons become available. Click Show Less

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ListManager User Guide to show ten less lines of code in the message, click Show

More to show ten more lines of code.

To enable the HTML Editor, click .

Imports an HTML or text file into the message.

NOTE: Do not use this button to attach documents to the message. To attach a document, use the Attach File button on the Advanced tab.

Converts a text message into HTML.

NOTE: If you already have any existing HTML content, converting the text to HTML will overwrite your existing

HTML content.

This button is enabled only if a text version of the message exists.

Insert any of the following:



Mail merge fields, for example email address or first name.



Database fields



Email unsubscribe instructions



Autoresponder addresses

For more information, see Content: New Content: Insert

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Field .

TIP:You can insert commonly used merge fields using the

toolbar button .

Inserts any of the following:



A single clickthrough tracking URL



Trackable text



Trackable image



A URL to confirm membership (used in a confirmation document)



Unsubscribe URL



Member profile URL



Survey URL



Referral form URL



URL to a web page to insert (web fetch)



URL to media file to play in the message, such as a sound or video clip

For more information, see Content: Insert URL .

Inserts conditional content so that you can send customized messages.

For more information, see Content: Insert Condition .

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HTML Editor: Tips and Tricks

Absolute vs. Relative Paths

Lets you do the following:



Convert your content so that it is AOL-

compliant



Validate URLs, and check for scripts,

including those AOL-incompatible



Reformat text to be word-wrapped, or to

make the HTML section AOL-compliant

Displays a preview of your message.

For more information, see Content: Test/Preview

Content or Template .

If you provided all information on the Essentials tab, saves your content and creates the message.

Creates a mailing.

For more information, see Creating Mailings .

Discards your changes.

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Make sure your imported HTML uses absolute paths, not relative paths, to images. Example:

Wrong:

/images/logo.gif

Right: http://www.lyris.com/images/logo.gif

Image File Formats

The supported file formats are GIF, JPG and PNG.

Trouble Displaying Images

You may have trouble displaying images in the HTML Message tab if you meet the following conditions:



You are using Firefox.



You have paths to images that are not fully defined.



There is a DOCTYPE header in your HTML.

If this occurs, you can still go to the Images tab and drag images into your template or content.

When you return to the HTML Message tab, the images display correctly.

Displaying Styles

It is common to surround style declarations with comment syntax in order to avoid confusing older browsers that don't support Cascading Style Sheets:

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<!--

h1 {color: #36C;}

-->

</style>

If your content contains such code, the HTML Editor will not correctly display styles. If you want to have correct display of styles while you are in the HTML Editor, remove the comment tags before starting your work in the Editor, finish your work, and then reinsert the tags before saving.

Caution About Using PNG Images

Images in the PNG file format that have transparency do not display properly in Internet

Explorer 6.x or older. This is also a problem for IE-based email clients like Outlook. In light of these issues, we recommend not using PNG images with transparency.

Link Button is Inactive

There may be times when you are in the HTML Editor and the Link button is inactive for no apparent reason. If this occurs, click anywhere in the white workspace area of the Editor; this should make it active.

Text Disappears

There may be times when you are working with an Editable Region and the text disappears. If this occurs, click anywhere in the white workspace area of the Editor; this should make the text reappear.

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Image Maps

While creating or editing a template, you cannot select an image map as an editable region.

Copying and Pasting from a Different HTML Editing Program

If you copy text from a different HTML editing program and then paste it into ListManager's

HTML editor, you must be in the same mode in both editors. In other words, if you copy HTML code, you must paste it into the Source view in the HTML editor. If you copy while in WYSIWYG mode in the other editor, you must paste it into the WYSIWYG mode in the HTML editor.

Problems with Creating Links while in Firefox

If you are using the Firefox browser, you may run into the following: you create a link, and then when you continue typing what you hope will be normal text, the new text becomes part of and extends the link. To avoid this, do the following:

1. Add a link using either the Insert Link button in the HTML Editor toolbar or the Insert URL button

2. After you finish typing the line, insert the pointer where you want the link to end.

3. Press Enter. The latter portion of the sentence moves to the next link but still displays as linked.

4. Right-click the text on the new line, and then select Remove Link.

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5. Move the now-unlinked text back up to its original line.

HTML Editor: Image Properties

When you add or edit an image, you can choose a variety of settings related to that image in the

Image Properties dialog box. This dialog appears:

1. When you click the Insert/Edit button; or

2. When you right-click an image and then choose Image Properties.

The Image Info Tab

To specify an image to add to your message

In the URL box, type or paste a URL that points to the image you want.

-or-

To use an image already saved in the Image Browser , click Browse Server.

To add alternative text to the image

This text appears if there is an error and the image cannot load. It is also helpful to users with text-only browsers.



In the Alternative Text box, type the description you want.

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To change the width or height of the image

1. Lock or unlock the sizes.

Locked

: When you change one size, the other changes in the same proportion.

Unlocked : Each size can be changed independently.

2. Change the settings in the Width and Height boxes.

You can reset the size to the original settings by clicking the Reset Size button:

To add a black border to the image

Type a number in the Border box. The higher the number, the thicker the border.

To add space on both the right and left sides of the image

Type a number in the HSpace box.

To add space on both the top and bottom of the image

Type a number in the VSpace box.

To align the image with surrounding text

Click the Align box, and then choose one of the following:

Left: Aligns image on the left side of the page.

Abs Bottom: Aligns the bottom of the image with the bottom of the text surrounding it, including any dangling portions as in the letters "j" and "y " **

Abs Middle: Aligns the middle of the image with the middle of the text surrounding it. **

Baseline: Aligns the bottom of the image with the bottom of the text. **

Bottom: In most browsers, this operates the same way as Baseline. **

Middle: Aligns the middle or bottom of text (depending on the browser) with the middle of the image.

Right: Aligns the image on the right side of the page.

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Text Top: Aligns the top of the actual tallest text, or the tallest possible text (depending on the browser), with the top of the image. **

Top: Aligns the top of the image with the top of text. **

** For these items, text does not wrap.

The Link Tab

To make the image a hotlink to another web address

- In the URL box, type the URL for the web page to go to when the image is clicked

-or-

- Click Browse Server, and then navigate to the destination page you want.

To control where the new document displays when the user clicks the image

- Click the Target box, and then choose one of the following:

New Window (_blank): Loads the new document into a new window.

Topmost Window (_top): Loads the new document into the entire window.

Same Window (_self): Loads the new document into the same window or frame.

Parent Window (_parent): Loads the new document into the parent frame of the frame containing the image.

The Advanced Tab

You can apply styles to all elements with a given ID.

Language Direction

Indicates the direction of your chosen language: choose Left to Right (LTR) or Right to Left

(RTL).

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Language code

Specifies the language of element content and attribute values.

Long Description URL

If the image is too complex to describe with simple alt text, you can enter a URL which links to page with a longer description. You must create a the page with the description.

Stylesheet Classes

You can apply styles or style classes to an image. However, there is no way to attach an external style sheet to your message; you must enter the style rules in the Source Code view. Here's an example:

1. Click the Source button in the toolbar to enter Source Code view.

2. After the </title> tag and before the </head> tag, add the following to create a style class:

.make_border {

border-top-style: double;

border-right-style: double;

border-bottom-style: double;

border-left-style: double;

border-top-color: #316D9D;

border-right-color: #316D9D;

border-bottom-color: #316D9D;

border-left-color: #316D9D;

}

</style>

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3. Click the Source button to return to the WYSIWYG view.

4. Click the Insert Image button and then add an image. For this example, you can type the following in the URL box of the Image Properties dialog:

http://www.lyris.com/images/logo.gif

5. Right-click the image, choose Image Properties, and then click the Advanced tag.

6. In the Stylesheet Classes box, type make_border.

7. Click OK.

The border may not appear immediately. If it doesn't, click the Sourcebutton twice.

Advisory Title

This attribute can be useful in several ways: improving accessibility for the visually impaired, search engine optimization, or creating tooltips.

Style

You can apply one or more style rules to the image. To do so, enter a rule without curly brackets or a selector. To separate two or more rules, type a semicolon between each rule. Example:

Note Make sure the path for your images is the absolute path (the complete URL), not the relative path.

Wrong: /img/product.jpg

Right: http://example.com/img/product.jpg

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HTML Editor: the Image Browser

In the Image Browser, you can create, edit, and delete folders, or upload a new image.

To open the Image Browser

1. Click the Insert/Edit Image button.

2. Click Browse Server.

To add an image to your message

1. If the image is in a different folder than the one that appears, on the left side of the Image

Browser, navigate to the folder you want.

2. Click the image you want.

3. In the Image Properties dialog, click OK.

To upload a new image

1. In the Image Browser, click Browse Server.

2. If desired, type a title in the Title box.

3. Click Browse, and then navigate to the image you want.

4. Click Upload.

To create a new folder

1. Click the Create New Folder button.

2. In the Folder Name box, type a name.

3. Click Save.

To change a folder name

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1. Click the name of the folder you want to change.

2. Click the Edit Folder button.

3. In the Folder Name box, edit the name.

To delete a folder

1. Click the name of the folder you want to delete.

2. Click the Delete Folder button.

3. Click the Delete button.

NOTE Images in the PNG file format that have transparency do not display properly in Internet

Explorer 6.x or older. This is also a problem for IE-based email clients like Outlook. In light of these issues, we recommend not using PNG images with transparency.

HTML Editor: Table Properties

In the Table Properties dialog, you can choose a variety of settings related to the table you select

To change the number of rows

Select the number in the Rows box, and then enter the number you want.

To change the number of columns

Select the number in the Columns box, and then enter the number you want.

Width and Height

To change the width or height

Select the numbers in the Width or Height box, and then enter the number(s) you want.

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To make the table a fixed size

Click the box next to the Width box and choose pixels. The table will remain the same size regardless of how the user resizes the window.

To make the table size flexible

Click the box next to the Width box and choose percent. The table size will change if the user resizes the window. For example, a width of 50 percent means the table will always be half the width of the browser window.

Border

A border outlines your table and the cells in it.

To change the size of the border

Select the number in the Border size box, and then enter the number you want.

Border = 1:

Border = 5:

To choose no border

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Enter 0 in the Border size box.

Alignment

To align the table on the page

Click the Alignment box, and then choose Left, Center or Right.

Cell Spacing and Cell Padding

Cell spacing is the number of pixels that appear between one cell border and the next.

Cell Spacing = 1:

Cell Spacing = 5:

Cell padding is the number of pixels between a cell's contents and its borders.

Cell Padding = 1:

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Cell Padding = 20:

Adding Fonts to the HTML Editor

You can add fonts to the HTML Editor by modifying the fckconfig.js file. The file is located here:

\ListManager\tclweb\htdocs\libtml\FCKeditor\fckconfig.js

Before you modify this file, make a copy of it and name the original fckeditor.js.old.

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To add fonts

1. Open the fckconfig.js file in your preferred text editor.

2. Find FCKConfig.FontNames. It will look something like this:

FCKConfig.FontNames = 'Arial, Helvetica, sans-serif;Arial Black, Impact, fantasy, sansserif;Comic Sans MS, Comic Sans, cursive, sans-serif;Courier New, Courier, mono;Geneva, Arial,

Helvetica, sans-serif;Georgia, Times New Roman, Times, serif;Impact, Arial Black, fantasy, sansserif;Times New Roman, Times, serif;Trebuchet MS, Arial, Helvetica, sans-serif;Verdana, Arial,

Helvetica, sans-serif' ;

3. Insert the pointer before the quote (') that follows the last font listed. Type a comma, then a space, and then the font name(s) you want to add. It should look like this:

... Arial, Helvetica, sans-serif, font1, font2, font3' ;

Each font must be separated by a comma and a space, and all font names must be listed between one set of single quotes.

NOTE If you upgrade to a new version of ListManager, the fckconfig.js file is overwritten. You must repeat this procedure to continue using your added fonts.

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IMAGE LIBRARY

Content: Image Library

In the Image Library, you can create, edit, and delete folders, or upload a new image path.

NOTE The file formats supported by the Image Library are GIF, JPG, and PNG.

To create a new folder

1. Click the Create New Folder button.

2. In the Folder Name box, type a name.

3. Click Save.

To work with a different folder

On the left side of the Library under Folder, click the folder name.

To change the current folder name

1. Click the Rename Folder button.

3. In the Folder Name box, edit the name.

To delete the current folder

1. Click the Delete Folder button.

2. Click the Delete button.

To upload a new image path

1. Click Include Remote Image.

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2. If desired, type a name in the Image Name box.

3. In the Image URL box, type the path to the image.

4. Click Include.

To edit an image

1. Click the Edit button located beneath the image.

2. To change the folder the image is saved in, click the Folder box, and then choose a folder.

3. To change the image name, edit the name in the Image Name box.

4. To view a larger version of the thumbnail, click the thumbnail image.

5. When you are finished, click Save.

To delete an image

1. Click the Delete button located beneath the image.

2. On the Content: Delete Image page, click the Delete button.

Content: Image Library: Create New Image Folder

To create a new image folder

1. In the Folder Name box, type the name you want.

2. Click Save.

Content: Image Library: Rename Image Folder

To rename a folder

1. Edit the folder name listed in the Folder Name box.

2. Click Save.

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Content: Edit Image

To change the folder the image is saved in

Click the Folder box, and then choose a folder.

To change the image name

Edit the name in the Image Name box.

To preview the image

Click the image.

To Delete the image

1. Click the Delete button.

2. When the question Are you sure you want to delete this image? appears, click Deleteagain.

When you are finished, click Save.

Content: Image Library: Include Remote Image

To upload a new image

1. If desired, type a title for the image in the Image Name box.

2. In the Image URL box, type the full path to the image.

3. Click Include.

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SEGMENTS

Segments -- Overview

What is a Segment?

- joined your list a week ago

- live in Canada

- are celebrating their birthday today

- have made a major purchase in the last year

- have an email address at a particular domain (e.g., aol.com or hotmail.com)

ListManager allows you to send to a segment, or subset, of your list who meet the criteria you define. Instead of sending to your entire list, you can use segments to filter exactly who should get a message based on whatever criteria you choose. These criteria are created by inserting one or more clauses into your segment. To see more information on inserting various types of

The segment is a statement about each member that must be true in order for that member to be included in that segment. Create a segment by inserting one or more clauses.

For example, let's say you'd like to send a message only to those people on your list who work at

"Company X", but you don't want to create a separate list for those people. By using the

Segments: New Segment: Essentials page, you can create a segment which pulls all the

members of the list with "example.com" in their email address. Click Create New Segment, and give your segment a name and a description. Then, specify you want to send to those email addresses with example.com in the domain by adding the following field:

Domain_ = example.com

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To send to a segment, you may use the Mailings: New page to select the lists or subsets you'd like to send to, or you may send an email message to the segment address: [email protected]

For technical users: A segment is a subset, and is a user-defined SQL 'where' clause. It will be combined with the standard member retrieval 'where' clause in order to send to just a subset of the mailing list. More information about how to use your own SQL queries in ListManager may

be found here . However, you don't need to understand SQL in order to use segments in

ListManager.

Although you can create and use segments to find members using standard ListManager,

sending to segments is a feature of ListManager Pro or Enterprise, and is unavailable for standard ListManager. Contact your account representative at [email protected]

if you'd like to upgrade to ListManager Pro or Enterprise.

Emailing to a Segment

Generally, users use the ListManager web interface to send to a segment. However, you may send an email message to a segment as well. The address is: [email protected]

Triggered Segments

Triggered segments contain trigger clauses, which specify a given date or event, that when it occurs, will cause a mailing to be automatically sent. The trigger clause(s) specify exactly when the mailing will be sent to the segment. For more information on triggered segments, see

Segments: New Triggered Segment .

Segment: View/Edit Segments

Finding a Segment

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Twenty segments are shown at a time. To view more, click Show more. Repeatedly clicking

Show more will show greater numbers of segments at a time.

You may change the sorting order of the segments by clicking the up or down triangles next to

Name and Description. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click Next to see the next twenty segments, Previousto see the last twenty. You may select to view All, Standard, or Triggered segments by choosing the desired one from the drop-down menu. It will default to "All".

To search this table, click . To export this table as a CSV file, click .

Viewing or Editing an Existing Segment

To view a segment, click on the segment's name. You will be taken to the Segments: Edit

Segment page, where you can view the segment, edit it, or save and test it.

Testing an Existing Segment

Click on Test next to the segment you'd like to test. ListManager will show you the query used in the segment, and a sample of the results so you can see if the segment is selecting the members you want it to select. It is strongly recommended that segments are tested when saved, to make sure that no errors occur.

Copying a Segment

Click on Copy next to the segment you'd like to copy. ListManager will ask you the new name of the segment, its new description, and the lists it should be used for.

Deleting a Segment

Click on Delete next to the segment you'd like to delete. ListManager will ask you if you're sure before deleting the segment.

Creating a Segment

Click create new segment to be taken to Segments: New Segment . Click create new triggered

segment to be taken to Segments: New Triggered Segment .

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New/Edit Segment

The Segments: New Segment page allows you to make a segment of your list, based on the criteria you define. The Segments: Edit Segment page is exactly like the New Segments page.

Segments are portions, or fragments of lists, whose members are based on some characteristic or criteria that each member must meet in order for that member to be included in the segment. The clauses describing each member must be true in order for that member to be included in a segment. A segment is created by picking one or more clauses, each of which is a statement that is true or false for a member, and connecting them together with AND's, OR's, and parentheses, to make one composite statement that is true if the member belongs in the

segment. For more information on segment clauses, see Segments: New/Edit

Segment/Essentials .

There are three tabs for creating a segment:

Segments: New Segment: Essentials

The basics required to create a new segment. This page allows you to easily make a segment based on information in your members table. You can also type in an SQL query directly if you have the proper permissions. To see more information on inserting various types of clauses, see

Segments: New Segment: Advanced

This page allows you to join to other tables, change the sort order, and select which columns are displayed when testing. This page is only available if your administrator has given you the proper permissions.

Segments: New Segment: Boundaries

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Normally, a segment is limited to normal members of the list you're logged into. You can change the boundaries of the segment to include all lists on your server, or to all members regardless of their membership status. Sending to a segment with these boundaries turned off could anger recipients if not done properly, so be sure you understand what they do before changing these settings.

Creating a Segment

This example shows how to make a segment of all recipients who work in education—they have

.edu as their top level domain.

1. In the left Navigation bar, click Segments.

2. Click Create New Segment. For triggered segments, which are segments that will be mailed to based on a particular action, click Create New Triggered Segment.

3. Enter edu for the segment's Name. Note: A segment name must contain only lower-case alphanumeric characters (a-z, 0-9), hyphens (-), or underscores (_). There can be no spaces in a segment's name.

4. Enter Education Addresses for the segment's Description.

5. Select a MailStream: click the Mail stream drop-down list, and then choose the mail stream you want.

NOTE The first option, No override, means "use the mail stream you chose for the list."

Mail streams overview

Create a new mail stream

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5. Click Insert Clause to set the rules for the segment, for instance, to create a segment for a particular domain, date or action. For this example, select members_.Domain_ on the If

member text field on the Text tab. For details on each type of insertable clause, see text ,

6. Click Insert. The clause you created appears in the Query box:

7. Click Save and Test. You will be taken to the Segments: Test Segment page, where you can see the query generated and a sample of the addresses pulled. Note that if you don't have any

.edu addresses, no names will be displayed here.

Segments: New/Edit Segment: Essentials

The Segments: New/Edit Segment: Essentials page has the essential elements required for any segment.

Segment Name

Select a name to identify your segment. This name is not seen by message recipients, so label the content in a way that will help you to identify it later in the Segment main page. A segment name may not have spaces.

Description

Select a description to identify your segment. This description is not seen by message recipients, so label the content in a way that will help you to identify it later in the Segment main page.

Mail Stream

To select a mail stream

Click the Mail stream drop-down list, and then choose the mail stream you want.

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Mail streams overview

Create a new mail stream

Summary

Displays a summary of the descriptions of the clauses inserted into the query to create the segment. If it is a simple segment with clauses that do not need to be summarized, the summary may be blank.

Query

When a clause is created, and you click on Insert, this will then display the clause in the query field. This is where the clauses are put together by inserting the AND, OR, NOT, or parentheses in between clauses.

If you are building your own SQL query (i.e., not using ListManager's query builders), please see

SQL Guidelines

. If you are joining to another table, see Joining to Another Table .

Insert Clause

You may build the criteria for the segment using the Insert Clause button. Segments are created by picking one or more clauses, each of which is a statement that is true or false for a member.

These clauses are then connected together with AND, OR, NOT, or parentheses statements.

Once together these clauses or statements create a comprehensive statement. Segments are statements about each member that must be true in order that that member to be included in the segment.

The Segment Builder allows you to create SQL subsets of your list based on fields that are available in your ListManager members table. Fields in other tables (including tables you join to

in Segments: New Segment: Advanced ) will not appear here. Depending on your permissions,

you may be able to type in your SQL query directly in the SQL Query box. For details on each

type of insertable clause, see text ,

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The first three segment clauses (text, numeric, and date) all bring in member data from the member table. These include many built-in fields, such as name, domain, and join date.

Demographic fields can be added to this table as well, such as age or gender. The remaining segment clauses (action, clickthrough, clickstream, purchase, and interest) are all events or actions which are on the clicktracking and clickstreamdata tables.

AND/OR:

If you'd like to combine several different criteria in your segment, you'll need to combine them with AND, OR, AND NOT or OR NOT.

For example, let's say you have two additional columns in your members table: one column specifies the kind of pet a member has (the pets column), and the other column specifies the country a member lives in (the country column). If you'd like to create a segment which would send to all the cat owners in England, you'd use AND. pet = cat AND country = England

This segment is the intersection of these two sets: only cat owners in England would be in this segment.

If you'd like to send to all cat owners anywhere in the world and to everyone on your list who lives England, you'd use OR. pet=cat OR country = England

This segment is the union of these two sets; all cat owners, and all English people would be part of this subset.

As you build your criteria, they will be displayed below in the Sequel Query box.

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NOT

'NOT' must be combined with an AND or OR, and selects those who do not have a certain criteria.

For example, to send to all pet owners except to those who own cats, you'd use AND NOT:

AND NOT pet = cat

( ) Open and Close Parentheses

Some segments might require that you put some of your criteria in parentheses so that they're read the way you intend. For example, the following segment is unclear: country = England AND pet = dog OR pet = cat

Do you want to send to everyone who lives in England and has a dog, and anyone anywhere who has a cat? Or do you want to send to everyone in England who has a dog or cat? Use parentheses to specify which you'd like: country = England AND (pet = dog OR pet =cat)

This query will only pull those who live in England, and who have a cat or a dog.

Query

As you add fields, your query will be formed in the SQL Query field.

Depending on whether your administrator allows it or not, you may be able to type in your

query directly into the Selection Criteria field, and use the Advanced

and Boundaries tabs to use

SQL joins to other fields, pull members from all lists, and other kinds of SQL queries.

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If you are building your own SQL query (i.e., not using ListManager's query builders), please see

SQL Guidelines

. If you are joining to another table, see Joining to Another Table .

Show More

Click Show More to increase by ten the number of lines visible in the query.

Show Less

Click Show Less to decrease by ten the number of lines visible in the query.

Segments: New Segment: Insert Clause: Text

One or more clauses define the terms for creation of the segment. Each clause is true or false for a member, and can be connected to other clauses by using the AND, OR, NOT, or parentheses.

If member text field

Select the text field from the drop-down menu.

Select the desired command from the drop-down menu.

This value

Enter the value to determine the clause.

Example:

Selecting a text clause of "If member text field domain_ is equal to yahoo.com", will create a segment for all members with a domain name of @yahoo.com. This can be paired with one or more clauses by using AND, OR, NOT, or the parentheses.

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Note: Some of the comparison options don't work for all kinds of text fields on different database platforms, so it is very important to test the segment to see if the database raises errors. Generally, the problem, if any, will be that "equals", "less than", and "greater than" are not allowed for some types of fields.

Match Case

If checked, only those results which match the case (upper, lower, or a mixture) exactly will be selected.

Segments: New Segment: Insert Clause: Numeric

One or more clauses define the terms for creation of the segment. Each clause is true or false for a member, and can be connected to other clauses by using the AND, OR, NOT, or parentheses.

If member numeric field

Select the text field from the drop-down menu.

Select the desired command from the drop-down menu.

This value

Enter the numeric value to determine the clause.

Example:

Creating a clause that says "If member numeric field NumBounces_ is greater than 5", will create a segment for all members who have had more than 5 permanent failures. This can be paired with one or more clauses by using AND, OR, NOT, or the parentheses.

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Segments: New Segment: Insert Clause: Date

One or more clauses define the terms for creation of the segment. Each clause is true or false for a member, and can be connected to other clauses by using the AND, OR, NOT, or parentheses.

If this

Select "exact date and time" or "anniversary" from the drop-down menu.

in this field

Select the desired date field from the drop-down menu.

Select the desired command from the drop-down menu.

This date

Enter the date in YYYY-MM-DD or YYYY-MM-DD HH:MM:SS format, or click the calendar to select a date. Note that if you do not enter a time it will default to YYYY-MM-DD 00:00:00, so implicitly, a time of midnight at the start of the entered date is included (if you selected "exact date and time" instead of "anniversary"). If you enter "NOW" in this field, instead of an actual fixed date, the database will use the current system time whenever the segment is run.

NOTE: Users of Oracle MUST use YYYY-MM-DD formatting, or results may be incorrect.

Example:

Creating a clause that says "If this exact date and time in this field DateJoined_is = equal to

2002-12-31", will create a segment for all members whose join date is on or after December

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31st, 2002. Note that members whose join date happened at some time on Dec. 31st will be included, because the implicit time you entered is midnight at the start of Dec 31st. This would be a way to create a segment of more recent members, for example. This can be paired with one or more clauses by using AND, OR, NOT, or the parentheses.

Example 2:

Creating a clause that says "If this anniversary in this field ConfirmDat_ is equal to 2002-12-31", will create a segment for all members who's anniversary of their confirmation date is on

December 31st, 2002. This would be a way to create a segment of members who joined one year ago to send a 1-year anniversary mailing, for example. This can be paired with one or more clauses by using AND, OR, NOT, or the parentheses.

Segments: New Segment: Insert Clause: Action

One or more clauses define the terms for creation of the segment. Each clause is true or false for a member, and can be connected to other clauses by using the AND, OR, NOT, or parentheses.

If list member

Select an action performed by the member from the drop-down menu.

This mailing

Select the desired mailing to which this action applies.

Before this date (optional)

Enter the date in YYYY-MM-DD or YYYY-MM-DD HH:MM:SS format, or click the calendar to select a date. Note that if you do not enter a time it will default to YYYY-MM-DD 00:00:00, so implicitly, a time of midnight at the start of the entered date is included. This field can be used alone or in conjunction with the "in the previous X days (optional) field". This is an optional field, because an action clause can be created by just selecting an action and an associated mailing.

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in the previous X days (optional)

Enter the number of days prior allowed for the action selected above. Note that this field can be used alone or in conjunction with the "before date (optional)" field. This is an optional field, because an action clause can be created by just selecting an action and an associated mailing.

Example:

Creating a clause that says "If list member opened this mailing 2003-08-25Newsletterbefore this date 2003-08-31 in the previous X days 10", will create a segment for all members who opened the August 25th newsletter mailing before August 31st, 2003 and for the 10 days prior, so the segment would be for all members who opened this mailing between August 21st and August

31st. This can be paired with one or more clauses by using AND, OR, NOT, or the parentheses.

Segments: New Segment: Insert Clause: Clickthrough

One or more clauses define the terms for creation of the segment. Each clause is true or false for a member, and can be connected to other clauses by using the AND, OR, NOT, or parentheses.

If list member

Select a clickthrough action from the drop-down menu, either "clicked on" or "did not click on."

This URL

Select the URL from the drop-down menu. Note that in order for the URL to appear in this dropdown menu, it must already be included in a mailing which was sent and had at least one clickthrough. This is how the URL enters the ListManager database. The mailing must be sent

with the "opens" detection on. For more information on this, see Mailings: New Mailing:

Tracking .

In this mailing

Select the desired mailing to which this clickthrough action applies.

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Before this date (optional)

Enter the date in YYYY-MM-DD or YYYY-MM-DD HH:MM:SS format, or click the calendar to select a date. Note that if you do not enter a time it will default to YYYY-MM-DD 00:00:00, so implicitly, a time of midnight at the start of the entered date is included. This field can be used alone or in conjunction with the "in the previous X days (optional) field". This is an optional field, because a clickthrough clause can be created by just selecting an action, a URL, and an associated mailing.

In the previous X days (optional)

Enter the number of days prior allowed for the clickthrough action selected above. Note that this field can be used alone or in conjunction with the "before date (optional)" field. This is an optional field, because a clickthrough clause can be created by just selecting an action, a URL, and an associated mailing.

Example:

Creating a clause that says "If list member clicked on this URL http://www.yoururl.combefore this date 2003-08-31 in the previous X days 10", will create a segment for all members who clicked on the http://www.yoururl.com URL before August 31st, 2003 and for the 10 days prior, so the segment would be for all members who clicked on this URL between August 21st and

August 31st. This can be paired with one or more clauses by using AND, OR, NOT, or the parentheses.

Segments: New Segment: Insert Clause: Clickstream

One or more clauses define the terms for creation of the segment. Each clause is true or false for a member, and can be connected to other clauses by using the AND, OR, NOT, or parentheses.

If list member

Select a clickstream action from the drop-down menu, either "viewed" or "did not view".

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This page

Select the page from the drop-down menu. Note that a Clickstream Tag must be placed on this page, and this page must have been visited at least once, in order for it to appear here. This is how the page is entered into the ListManager database. For more information on Clickstream

Tags, see Utilities: Other: Action Tags: Clickstream Tags .

From this mailing

Select the desired mailing to which this clickstream action applies.

Before this date (optional)

Enter the date in YYYY-MM-DD or YYYY-MM-DD HH:MM:SS format, or click the calendar to select a date. Note that if you do not enter a time it will default to YYYY-MM-DD 00:00:00, so implicitly, a time of midnight at the start of the entered date is included. This field can be used alone or in conjunction with the "in the previous X days (optional) field." This is an optional field, because a clickstream clause can be created by just selecting an action, a page, and an associated mailing.

In the previous X days (optional)

Enter the number of days prior allowed for the clickstream action selected above. Note that this field can be used alone or in conjunction with the "before date (optional)" field. This is an optional field, because a clickstream clause can be created by just selecting an action, a page, and an associated mailing.

Example:

Creating a clause that says "If list member viewed this page any page from this mailing08-20-

2003Newsletter before this date 2003-08-25 in the previous X days 10", will create a segment for all members who viewed any page from the August 20th, 2003 newsletter mailing, before

August 31st, 2003 and for the 10 days prior, so the segment would be for all members who viewed any page from this mailing between August 21st and August 31st. This can be paired with one or more clauses by using AND, OR, NOT, or the parentheses.

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Segments: New Segment: Insert Clause: Purchase

One or more clauses define the terms for creation of the segment. Each clause is true or false for a member, and can be connected to other clauses by using the AND, OR, NOT, or parentheses.

Member bought

Select the command from the drop-down menu.

This amount, price/quantity

Enter the amount. This will apply to either a price or a quantity, as determined here. For instance, 1000 price = $1000 (or other monetary unit), and 1000 quantity = 1000 units.

Of these product codes (optional)

Enter a product code referencing the item purchased by the member, if any. This can be any descriptive value.

Before this date (optional)

Enter the date in YYYY-MM-DD or YYYY-MM-DD HH:MM:SS format, or click the calendar to select a date. Note that if you do not enter a time it will default to YYYY-MM-DD 00:00:00, so implicitly, a time of midnight at the start of the entered date is included. This field can be used alone or in conjunction with the "in the previous X days (optional) field". This is an optional field, because a purchase clause can be created by just selecting an action, an amount/quantity, a page, and an associated mailing.

In the previous X days (optional)

Enter the number of days prior allowed for the purchase action selected above. Note that this field can be used alone or in conjunction with the "before date (optional)" field. This is an optional field, because a purchase clause can be created by just selecting an action, an amount/quantity, a page, and an associated mailing.

On this page

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Select the page from the drop-down menu, referencing the page from which the member purchased the item(s). Note that a Purchase Tag must be placed on this page, and something must then be purchased from this page, in order for it to appear here. This is how the page is

entered into the ListManager database. For more information on Purchase Tags, see Utilities:

Other: Action Tags: Purchase Tags .

From this mailing

Select the desired mailing to which this purchase applies.

Example:

Creating a clause that says "Member bought greater than this amount 1 (quantity) of this product code Widget before this date 2003-08-25 in the previous X days 10 on this page any

page from this mailing 08-20-03Newsletter", will create a segment for all members who purchased more than 1 widget from the August 20th, 2003 Newsletter mailing before August

31st, 2003 and for the 10 days prior, so who purchased this between August 21st, 2003 and

August 31st, 2003. This can be paired with one or more clauses by using AND, OR, NOT, or the parentheses.

Segments: New Segment: Insert Clause: Interest

One or more clauses define the terms for creation of the segment. Each clause is true or false for a member, and can be connected to other clauses by using the AND, OR, NOT, or parentheses.

Member showed

Select the command from the drop-down menu.

This much

Enter a numeric value for the type of interest selected (interest points, stage, or events).

Interest points and interest stages are arbitrary values which are determined by the list administrator, but interest events are the total number of interest (including purchase) events,

which will usually be page visits. Therefore a member who visited a total of 5 pages with Interest

JOINING TO ANOTHER TABLE

ListManager allows you to join its members_ table to another table in your database or to any database ListManager can access. Once you have joined to another table, you may further segment your list based on criteria contained in that other table. If you send to a segment which joins to other tables, you may merge in information about members contained in those tables.

To join to another table, you must have a key for each member in your ListManager members_ table which corresponds to a primary key in your table. Joining on non-unique fields (such as email address) will likely cause duplicate results to be returned, which will cause many problems.

See SQL Guidelines for more information about how to create your own SQL queries in

ListManager.

In the following example, members have been imported into the ListManager members_ table with the primary key for the demographics table in the members_.UserID_ field.

1. Create a new segment by clicking on the Segments tab and clicking on create new segment.

2. Click on the Advanced tab.

3. Enter the table name that ListManager should join its members_ table to in Join Other Tables.

Example: demographics

4. (Optional) Enter Columns to Display from your table that you would like displayed in your test results to verify your segment worked. Example:

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city

5. Click on the Essentials Tab.

6. Enter a Segment Name and Description.

7. Enter the SQL "where" clause in Query that joins the table to the ListManager members_ table and any additional query. Example: demographics.id = UserID_ AND city='Boston'

8. Click Save and test.

NOTE ListManager supports Views and Tables, but not Linked Tables.

SQL Queries and ListManager

ListManager uses SQL queries to determine who should receive a mailing, and to merge in demographic data from tables other than the ListManager members_ table. When building your own SQL queries, please note the following limits to the syntax and commands that may be used.

NOTE: We recommend that your DBA tune your SQL query prior to running it through

ListManager. Queries that are very inefficient can lead to performance problems for

ListManager. If the database server is very busy processing an inefficient query and doesn't have the resources available to respond to queries, ListManager's performance generally will suffer.

Inefficient queries will directly affect mail sending speeds, but will also affect the user interface, as many pages display some database information.

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1. Feel free to join to tables outside of the ListManager provided tables. In fact this is

encouraged as the most efficient way to mail merge demographics data. These joins should be made to be efficient by using a unique indexed column like MemberID, so the mail merge logic will allow for high-speed parallel execution of mail merging.

2. The query must be written in SQL-87 syntax, not SQL-92 syntax. For example: select * from members_, lists_ where lists_.Name_ = members_.List_

Although the following query works, it is inefficient and may cause poor performance: select * from members_ inner join lists_ on lists_.Name_ = members_.List_

3. DISTINCT is already added to segments, so should not be included in your queries. Note that this also limits your ability to select some column data types, such as text blobs.

Although DISTINCT is added to the query for the purpose of determining the recipient list, you must make their query return only one member-row per member, i.e., queries that return duplicate member IDs will cause problems.

4. UNION cannot be used in queries.

5. Dates and times that are not provided in column data need to be able to be parsed by the database server. Microsoft is quite good about being able to determine the format of the date/time as the query is processed, but Oracle requires that the user enter the data in a specific format. ListManager sets the format when it connects to Oracle so that all the queries can be standardized. That format is:

YYYY-MM-DD HH24:MI:SS

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Microsoft SQL Server users should have success providing dates and times in a variety of formats, but do watch out for ambiguities of month and date. A string format of '1-2-2000' could be January 2, 2000, or February 1st, 2000. How this date is interpreted can vary by local custom, so Europe might have a different interpretation of this date than would the United States.

Therefore it is recommended to use unambiguous formats whenever possible.

6. The use of index hints is discouraged, and hints which result in dirty reads should never be used. ListManager uses transactions and other logic to ensure the database integrity is maintained. Allowing dirty reads violates this design and can lead to inaccurate results which

Lyris cannot support.

7. The use of stored procedures to create segments is not allowed. ListManager must be able to modify the SQL to use it for several different purposes.

8. The SQL provided cannot use grouping operations (GROUP BY, HAVING), and therefore cannot use aggregate operations (like SUM or COUNT).

Cross-list Queries

Queries that span lists are an advanced option allowed by ListManager. However, its use can lead to confusion. The data for mail merging that would normally be constant, such as the site name, can vary if the segment is allowed to span lists. ListManager will potentially use the wrong data for that member for mail merging, which can lead to confusion and erroneous results. Therefore it is recommended that this option be used with great care, and with significant testing before used in a production environment.

Views

You may create views and use them as part of segment creation. ListManager will treat the view as another table and will simply execute the SQL. However, keep in mind that it could be possible to create a view with criteria that conflicts with other criteria added to the query by

ListManager, resulting in either no rows or a SQL error, so please test before production use.

NOTE: Views can often lead to very inefficient SQL, so be sure your DBA has reviewed the SQL before attempting to use it in a production environment.

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MAILINGS

Mailings -- Overview

A mailing is a message you send to your entire list, or to segments you've created previously.

You can create your message on the fly, or import content you've created previously.

**Note: As of ListManager 7.8, you can send as many concurrent mailings as your hardware will allow. There is no job limit based on SQL connections or the ListManager application itself.

ListManager is not sending one mailing followed by another, etc.; rather it is sending multiple mailings concurrently.

To work with Mailings, in the left Navigation bar, click Mailings. You can:

1. Create new mailings

2. Approve mailings

3. Check the Mailing status for outgoing mailings ,

currently active mailings ,

completed mailings ,

or mail queues

4. Create Advanced Mailings, both triggered

and sequential

5. View the progress of your outgoing mailings

6. Send test mailings

Before sending out your message, you can test your mailing to see what the message will look

like, and schedule

when you'd like the message to be sent. You may also purge recipients who

have received other messages, or send to a sampling of your list or segment.

Use tracking to see if recipients open your message, and if they can see messages in HTML. Later,

you can see the success of your message in Reports .

Once you've created mailings, or received them via email, you may approve or delete them.

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If you are moderating a discussion list (where members submit mailings to the list), the Approval

Wizard helps you work quickly as you approve and delete mailings in the order in which they were submitted. You also have the option of deleting mailings with feedback so contributors know why their mailing was rejected. The Approval Summary shows you if any of your lists have mailings waiting to be approved.

All of your mailings, whether completed or being sent, may also be viewed in Mailings.

Notes for those upgrading from ListManager 5.0

If you are using the ListManager Mailings menu to create mailings for your list, ListManager will automatically set Enable Scripting to Admins Only if previously disabled, and change the

Scripting Level to Full. For more information about these settings, see Utilities: List Settings: For

Programmers: Email Scripting .

How to Get the Most Out of Mailings

ListManager allows you to easily create, monitor, and then report on your mailings. The following is a brief description of how many users will approach mailings in ListManager. This is a workflow approach, outlining the step-by-step process which is common when working with mailings.

Creating Mailings

Creating mailings involves the general process of writing the content to be included in your mailing, defining the recipients (lists or segments), and testing the mailing. Once it has been approved, then it can be sent, where it will be sent concurrently with any other mailings that may be in progress.

To create a mailing, in the left Navigation Bar, click Mailings, and then click

New Mailing

. From

here the details for the message ,

recipients ,

tracking ,

scheduling

, and internationalization can be

specified.

Generally, when creating a mailing, you will have already created your content , which is then

imported into the mailing.

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On the

Recipients

tab, you can specify any segments to receive this mailing, if you would like to

send it to a subset rather than the entire list. In addition, here, recipients can be purged

(excluded from the mailing), and you may prevent those who have received too much email

recently from receiving this message by editing the recency .

On the

Tracking

tab, you can set whether you would like to track opens and detect HTML

capability. Generally you will want to set these to "yes", because this will allow you to then monitor the results of your mailing when it is complete (see below).

It is strongly recommended that you test your mailing prior to sending it, to verify that your

content appears the way you intend it to, and that it is functioning properly.

ListManager also allows you to create advanced mailings, including triggered

and sequential

mailings, which work in conjunction with triggered segments . These allow you to create a

mailing and then have it sent based on some specified action by a recipient, such as opening a previous mailing or clicking on a URL.

Approving Mailings

Once you have created your mailing, it will fall into the Needs Approval category, where you can

edit the mailing again if necessary, retest it, schedule it, etc. Once it is approved it can be sent.

Once it has been sent, you can monitor your mailing in the Mailing Status section of mailings

(see below).

Monitoring Mailings

Monitoring, or tracking mailings involves viewing delivery reports, looking at the mail queue, and checking the general status of the mailing as it progresses. Mailings are sent concurrently with other mailings, so ListManager will attempt to resend to those who experience transient failures as many times as you specify. During this process, you can track what is going on.

In the left Navigation Bar, click Mailings, and then point to

Mailing Status

. Click one of the

commands that appear to see all of your outgoing mailings by date

, completed mailings from the past week

, and currently active mailings . These display a list of mailings, and show you the

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name of the mailing, the date it was created, the number of recipients, and any recipients that have yet to be delivered to. In addition, from here you can click on the mailing ID number, to view the outgoing mailing:

When you view an outgoing mailing you can see the message body

and message header .

The

Recipients

tab displays the current status of the mailing, including how many have been

successfully sent, # of attempts, etc. From here you can see the individual status of each

recipient receiving a message. The view recipient details button takes you to the Mailings: View

Outgoing Mailing: Mailing Recipients page, where you can see each member (recipient), their

status, and from there access their member information

and the sending details . If there are any

permanent failures, you can see the rejection messages here as well. This tells you the type of

failure and displays the rejection message itself. The level of detail seen in the recipient log must

be set in Utilities: List Settings: Basic Information: Enable Features .

The

Log

tab displays the log for this mailing. This log is always available.

The

Mail Queue

tab displays current information about the mailing and allows you to pause the

mailing when it is in progress. From here a mailing can be paused temporarily, and then stopped completely or continued.

Analyzing Mailings

Once your mailing has been completed, you will want to analyze the results. This includes viewing any errors that may have resulted, and checking the performance of your list, as well as evaluating the recipient actions, such as how many opened the mailing or clicked on a particular

URL. Details can be seen on a per-recipient basis, allowing you to see exactly what happened with each message sent.

To view mailing errors, you can see any rejection messages that resulted. This displays any

permanent or temporary failures, and allows you to access the member details directly from here as well.

To view many helpful reports, in the left Navigation bar, click Reports, and then click

Mailings

With these you can check the performance of your list. The Delivery table displays statistical

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information about each mailing, including # and % of tries, # and % of sends, and fail #'s. The

Mailings in queue statistics table shows the same information, but only for mailings which are

currently running.

Some of the charts which are useful in analyzing list performance include:

The "Success and failure count" chart, which shows the historical performance of success and failures over time. This chart is accessible by going to Reports: Mailings: Delivery Statistics:

Delivery Results: Historical Performance.

The "Success %" chart, which shows the last 19 mailings and compares their % of success. This chart is accessible by going to Reports: Mailings: Delivery Statistics: Delivery Results: Compare recent mailings. Also here are the "Success count", "Failure %", and "Failure count" charts, which can be useful as well.

Individual recipient information can be seen in Reports: Mailings: Delivery Statistics: Number of recipients.

The Mailing statistics table, accessible from Reports: Mailings, is very helpful because it displays

information about recipients, opens, clickthroughs, clickstreams, purchases, and interest events.

From here, charts of these individual items can be accessed by clicking on the number next to the desired information.

Tracking Statistics are also very helpful to find out what happens after the mailing is sent,

regarding opens, clickthroughs, forwards, etc.

Keywords That Can Interfere With a Mailing

If a member of your mailing list has an email address that contains a keyword reserved by

ListManager, email to that address may fail.

Starting with LM 11.1b, these regex definitions are contained in a file in the dist directory called

"InitRegex.txt". Having these definitions in an external file allows you to modify any definitions that are problematic. The InitRegex.txt file is uploaded at LM startup. When modifying this file, make sure you do not allow mail through that should be caught as error mail.

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If any invalid regex expressions exist in the file at the time of upload, a warning in the log shows which regex expression is in error. The warning also shows the default value that is used instead of the invalid expression.

You can reload InitRegex.txt on a running LM server via a new Tclport command -

InitRegexReload. Any errors will show in the LM log.

Another Tclport command, InitRegexValidate, can be used to validate your InitRegex.txt file before upload. This verifies that each regex statement is valid. If all the statements are valid, the command will display the "InitRegex.txt is valid" message. If there are any errors, the command will display the "The following lines in InitRegex.txt contain errors: " message and then list all errors.

Here is a list of reserved keywords, formatted as regular expressions for easy searching: first lines of message:

"^[ \r\n\t]*LOGIN"

"\\|^[ \r\n\t]*LOGON"

"\\|^[ \r\n\t]*DELETE"

"\\|^[ \r\n\t]*UNSUBSCRIBE"

"\\|^[ \r\n\t]*REMOVE"

"\\|^[ \r\n\t]*PLEASE REMOVE"

"\\|^[ \r\n\t]*PLEASE DELETE"

"\\|^[ \r\n\t]*PLEASE UNSUBSCRIBE";

From:

"\\|POST.*MASTER"

"\\|WPUSER"

"\\|$EMD"

"\\|VMMAIL"

"\\|MAIL .*SYSTEM"

"\\|MAISER"

"\\|MAIL.+AGENT"

"\\|MAIL.+DAEMON"

"\\|TCPMAIL"

"\\|BITMAIL"

"\\|MAILMAN"

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"\\|^LISTMAN"

"\\|^LISTSERV"

"\\|^MAJORDOMO"

"\\|^LISTPROC"

"\\|^SERVER"

"\\|^LYRIS$"

"\\|^CRENLIST";

Subject:

"DELIVERY.*ERROR"

"\\|DELIVERY.*REPORT"

"\\|DELIVERY.*PROBLEM"

"\\|WARNING.*FROM.*UUCP"

"\\|USER.*UNKNOWN"

"\\|UNDELIV.*MAIL"

"\\|UNDELIV.*MESS"

"\\|PROBLEM.*DELIVER.*MAIL"

"\\|PROBLEM.*DELIVER.*MESS"

"\\|CAN.*DELIV.*MAIL"

"\\|UNABLE.*DELIV.*MAIL"

"\\|UNABLE.*DELIV.*MESS"

"\\|MAIL.*DELIV"

"\\|MESS.*DELIV"

"\\|FAIL.*MAIL"

"\\|FAIL.*MESS"

"\\|MAIL.*FAIL"

"\\|MAIL.*RETURN"

"\\|RETURN.*MAIL"

"\\|MAIL.*ERROR"

"\\|MAIL.*RECEIV"

"\\|MESS.*RECEIV"

"\\|MESS.*DELIV"

"\\|MAIL.*DELIV"

"\\|INTERCEPT.*MAIL"

"\\|WAITING.*MAIL"

"\\|READ.*RECEIPT"

"\\|RECEIPT.*NOTIFIC"

"\\|STATUS.*SIGNAL"

"\\|ERROR.*CONDITION"

"\\|NO.*REQUEST.*FOUND"

"\\|AUTO.*REPLY"

"\\|AUTO.*GENERAT"

"\\|AUTO.*ANSWER"

"\\|WAITING.*MAIL"

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"\\|.*ON.*VACATION"

"\\|VIA.*VACATION"

"\\|CONCIERGE.*NOTICE"

"\\|AWAY.*FROM.*MAIL"

"\\|CAN.*ANSWER"

"\\|CAN.*REPLY"

"\\|OUT.*OFFICE"

"\\|MESSAGE.*CONFIRMATION"

"\\|ABWESENHEITSNOTIZ"// german vacation notification

"\\|RECEIPT OF.*MESSAGE"

"\\|OUT.*TOWN";

Transactional Messages -- Overview

Transactional messages are available only for ListManager Enterprise, not for standard or Pro

ListManager. If you'd like to upgrade to ListManager Enterprise, contact your account representative at [email protected]

You can send a transactional message in reaction to a transaction, such as a purchase. For example, after a web site visitor makes a purchase, you can send them a confirmation message with the order information.

You can send transactional messages to both members of a list and non-members, using the

TMSendMessage API. Note that you cannot schedule a transactional message.

You can merge recipient-specific information into the message. This information is supplied by the payload data in the TMSendMessage API. To merge this data into the message, use the

%%payload <name>%% merge tag, where <name> corresponds to a name in the payload data.

For example, your transactional message is:

Hello %%payload name%%,

Your amount due is $%%payload amount%%.

You execute the TMSendMessage where the payload data is: [name=’Mary’, amount=’12.99’ ].

The above message will be sent as:

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Hello Mary,

Your amount due is $12.99.

About Transactional Messages and Segments

You can select a segment when creating a transactional message. However, the segment will be used only to access an external database, it will not be used to determine message recipients.

For information about accessing an external database, see Segments: New/Edit Segment:

Advanced .

Deliverability

Over time, Internet service providers (ISPs) have come up with methods for filtering and rejecting emails to deal with the increasing volume of unwanted commercial email (spam). This can sometimes interfere with the delivery of email from legitimate senders due to inadvertently using the wrong phrase or server configuration. To address these types of problems, Lyris has delivered a set of features and best practices to maximize the possibility of getting email delivered.

Deliverability Improvements

Before version 10, ListManager used a very simplistic method for detecting bounces. It used the numeric bounce codes returned by mail servers; all bounces were treated as equivalent.

Beginning with version 10, ListManager parses the textual message (SMTP response text) returned from mail servers. Response messages are broken down into a number of categories, with each requiring different behavior. Here are some of the basic categories:

Invalid user: When ListManager sees a response code that corresponds to this category, the email address is put on hold server-wide immediately.

Filtered Content: Content that trips a spam filter or has other characters that cause it to be rejected (e.g., the message size is too large).

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Technical Issues: The destination server is consistently busy or otherwise unavailable.

Banned IP: The IP address sending the email has been banned, typically for excessive complaints or for attempting to email too many invalid users at that domain

Transient Failures: The destination mailbox is temporarily unavailable (usually because it is full).

Dynamic Deliverability

Besides indicating the status of the recipient, the SMTP response text is often used to relay other information back to the sender. Typical messages can be paraphrased as “you have too many simultaneous connections to our servers” or “too many messages sent per connection opened." In such cases, ListManager dynamically adjusts its behavior to accommodate the sending characteristics signaled by the destination server; this maximizes deliverability and keeps sending speed as high as possible.

Learn about the Deliverability Dashboard

MailStreams

Until version 10, ListManager could only send messages over one IP address, which was fixed for all the lists associated with a particular site. ListManager now contains "MailStreams," which bind one or more IP addresses together to form a common sending unit. This sending unit has the ability to cooperatively send particular messages out in parallel. Not only does this help speed up sending into the major ISPs by potentially opening up more parallel connections during delivery, but it greatly increases the tolerance of sending blocks. When a destination server signals (via the SMTP response text) that it will not accept any more email from a given IP address, a "block" is established; ListManager records that block, which consists of a sending

IP/destination IP address pair. ListManager stops sending from that IP address to the particular destination IP address, and displays that block in the mail streams report. The block helps prevent further deterioration of the reputation of the IP address.

ListManager will probe the block hourly to see if it is still in force. Server administrators can also intervene and clear blocks once the situation that caused the block has been resolved. During

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the time that a particular block is in place, ListManager can still send messages out on the other

IP addresses associated with the mail stream in order to maximize delivery. If a destination domain is totally blocked (i.e., there are blocks for every possible IP pair between the mail stream and the destination domain), ListManager stops pulling recipients for the blocked domain for messages using that particular mail stream. This maximizes ListManager’s ability to keep sending to other destinations.

Mail streams can have default associations with sites, lists, and segments. Any mail stream available on the server can be used for any message being sent from the server.

Creating a new mail stream .

New/Edit Mailing

Mailings: New Mailing

To send a message to your list, you need to create a mailing. A mailing can be a message you

compose in the New Mailing page, or content you've created previously.

You may then choose to send your mailing to your entire list, or selected segments . You may

also purge recipients of previous messages if you have been saving that data.

ListManager Enterprise users can also send transactional messages .

Creating a New Mailing to Be Sent to Your Entire List

To create a simple mailing to your entire list, follow these instructions:

1. In the left Navigation bar, click Mailings, and then click New Mailing.

2. Click import content in the lower right corner to insert it into your message if you have

already created content which you'd like to send. You may then skip steps 3-6 below. If not,

create your message on the Message tab.

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3. Edit the Mailing Name field. This name is not seen by message recipients, so label the mailing in a way that will help you to identify it later. 70 characters are allowed in the Mailing Name field.

4. For ListManager Enterprise only, in Message Type, select the type of message you want to

create, normal or transactional .

5. Edit the From: field. By default, your email address will appear there.

6. Edit the To: field. By default, the To: field is set to %%nameemail%%, which will merge the name and email address of the recipient.

The To: field does not actually select the message's recipients. When building your mailing, you'll specify the segment or lists to whom you'd like to send the message.

7. Enter the Subject: of the message. Recipients will see this line as the subject of the message they receive.

8. Enter the Text Message and/or HTML Message you'd like to send.

9. Click Preview to see what your message will look like in the interface. Click

Save and Test

see what your message will look like in your email client. Or, click Save. You'll be taken to the

Mailings: Need Approval Page, where you can send, test, schedule, copy, or delete the content

you just created.

Sending to Different Lists or to Segments

1. Follow the steps above to create a new mailing, but before saving your message, click on the

Recipients

Tab.

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2. Click choose segments.

3. Select the lists and segments that should receive this mailing. Only the segments and lists available to you will be displayed here.

4. Click on OK, and continue composing your message. When you're done, click Save or

Save and Test

Sending to a Sample of Your List

1. Follow the steps above to create a new mailing, but before saving your message, click on the

Recipients

Tab.

2. Enter the number of recipients who should receive a sample mailing in Sample size.

ListManager will select a random sampling of your list of the size you've specified.

3. Continue posting your message. When you're done, click Save or

Save and Test

4. You may later purge these sample recipients when sending a new message.

Purging Recipients of Previous Mailings

1. Follow the steps to create a new mailing, but before saving your message, click the

Recipients

Tab.

2. Click choose mailings (to purge from).

3. Select the mailings whose recipients should NOT receive this mailing.

4. Click OK, and continue composing your message. When you're done, click Save or

Save and

Test

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Notes



Your list must be set to allow recipient purging. See Mailings: New Mailing:

Recipients for more information about those settings.



Recipients are purged even if they were sent the initial mailing but did not actually receive it.

Preventing Recipients from Receiving Too Much Email

1. Follow the steps to create a new mailing, but before saving your message, click on the

Recipients

Tab.

2. Click edit recency.

3. For Purge email addresses who have received, select more than.

4. For this number of mailings, enter the maximum number of mailings a recipient should receive in the period of time specified.

5. For in this past number of days, enter the number of days to check for the number of mailings specified above.

6. Click on OK, and continue composing your message. When you're done, click Save or

Save and Test

Tracking Opens or HTML Capability

1. Follow the steps to create a new mailing, but before saving your message, click on the

Tracking

Tab.

2. Select Yes for Track opens to track how many people open your message.

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3. Select Yes for Detect HTML Capability to track whether recipients can receive HTML.

4. Continue composing your message. When you're done, click Save or

Save and Test

Scheduling a Message

NOTE: You cannot schedule a transactional message .

1. Follow the steps to create a new mailing, but before saving your message, click on the

Schedule

Tab.

2. Type in the date and time you'd like the message to be sent in Send when. Use one of the following formats:

YYYY-MM-DD HH-MM-SS

MM/DD/YY

YYYY-MM-DD

3. By default, the date and time shown in your message showing when it was sent will be rewritten to be the time you schedule it to be sent. If you'd like it to be the date when it was created, change Rewrite Date When Sent to No.

4. Continue composing your message. When you're done, click Save or

Save and Test

. You may

also schedule your message in Mailings: Need Approval .

Creating a Recurring Message

It may be convenient to have the same mailing be resent every day, week or month if you are

using conditional content to change the contents of the message sent, or if the message is sent

to a segment such as all new members who joined on a certain date. A list FAQ can also be

resent regularly, reminding list members of the list's rules.

1. Follow the steps to create a new mailing, but before saving your message, click on the

Schedule

Tab.

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2. Type in the date and time in Send When. Use one of the following formats:

YYYY-MM-DD HH-MM-SS

MM/DD/YY

YYYY-MM-DD

3. Enter the number of days ListManager should wait before resending this message in Resend

after this many days. If you enter 1, it will be sent every day; if you enter 7, every week.

4. Click on OK, and continue composing your message. When you're done, click Save or

Save and Test

. You may also schedule your message in Mailings: Need Approval .

Important note for users of earlier versions of ListManager: The list, site or server message wrapping will not be automatically included to your message if you create it through the

ListManager administrator GUI. Please remember to add these instructions to your content or

mailing, or send the message to the list via email. See Content: Insert Field: Unsubscribe to see

how to do so quickly and easily.

Mailings: New Mailing: Message

The fields on the Essentials page are required for all mailings you create. For a step-by-step

guide to making mailings, see Mailings: New Mailing .

Mailing Name

Select a name to identify your mailing. This name is not seen by message recipients, so label the mailing in a way that will help you to identify it later in the Mailings main page. 70 characters are allowed in the Mailing Name field.

From:

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Required. The name and email address that should appear in the message's From: line. By default, your email address will appear in this field. To insert mail merge tags or conditional text,

create content and import it into your mailing.

Examples of valid values for this field: [email protected]

Bob Smith <[email protected]> [email protected] (Bob Smith)

"Bob Smith" <[email protected]>

To:

Required. The name and email address that should appear in the message's To: line. By default, the mail merge tag %%nameemail%% appears in this field, which will merge in each recipient's

name and email address. To insert mail merge tags or conditional text, create content and

import it into your mailing.

The To: field does not actually select the message's recipients. To specify the recipients, click on

the Mailings: New Mailing: Recipients tab.

Examples of valid values for this field:

%%nameemail%%

"Jazztalk Announcements" <[email protected]>

Subject:

Required. The text which will appear in the message's Subject: line. To insert mail merge tags or

conditional text, create content and import it into your mailing.

Text message

The plain-text contents of this message.

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Text copied and pasted from word processing programs such as Word may include extra characters, so it should be pasted into a plain-text editor first before being copied into the Text

Message.

If your content also includes an HTML message, your message will be sent out with both text and HTML. This kind of message is called multipart-alternative format, and it ensures that recipients who can read HTML see only HTML, but those who can't see the plain text message.

To insert mail merge tags or conditional text, create content and import it into your mailing.

HTML message

The HTML contents of your message. If you are using Windows Internet Explorer 5.5 or higher,

you can use the HTML editor .

If you are including images in your HTML, make sure that the path for your images is the absolute path (the complete URL), not the relative path. For example, your HTML editor might make the path for a image to be something like /img/product.jpg. These should be changed to the absolute path: http://example.com/img/product.jpg

If your content also includes a text message, your message will be sent out with both text and

HTML. This kind of message is called multipart-alternative format, and it ensures that recipients who can read HTML see only HTML, but those who can't will see the plain text message.

Keep in mind that not everyone can read HTML, so it's a good idea to always include a text message as well.

To insert mail merge tags or conditional text, create content and import it into your mailing.

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Preview

When clicked, displays the message in the ListManager interface for a random member, or for

the address you enter.

Import Content

Imports content into the mailing that has already been created in Content .

Show More

Click show more to increase by ten the number of lines visible in the message body.

Show Less

Click show less to decrease by ten the number of lines visible in the message body.

Save

Saves your mailing, and takes you to the Mailings: Needs Approval page

Save and Test

Saves your mailing, and takes you to the Mailings: Test Mailing page.

NOTE: Important note for users of earlier versions of ListManager: The list, site or server message wrapping will not be automatically included to your message if you create it through the ListManager administrator GUI unless it is enabled in Utilities: List Settings: Web Created

Content. Please remember to add these instructions to your content or mailing, or send the

message to the list via email. See Content: Insert Field: Unsubscribe to see how to do so quickly

and easily.

Mailings: New Mailing: Import Content

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The Import Content page shows you all available content to be imported into a mailing, sorted by content name. To view Content selections, in the left Navigation bar, click Content, and then

click

View Content

Importing Content

Twenty content units for the list are displayed, sorted by Content Name. To view more, click show more. Repeatedly clicking show more will show greater numbers of content units at a time.

Click the "select" link to the left of the Content Name to import it into the mailing. Click "cancel" to return to the New Mailing window without importing any content.

Content Name

Displays the content name entered when the content was created. For details on this, see

Content: New Content: Essentials .

Description

Displays the content description entered when the content was created. For details on this, see

Content: New Content: Essentials .

Mailings: New Mailing: Recipients

By default, your mailing will be sent to your entire list. The Mailings: New Mailing: Recipients page allows you to specify segments, lists, the number of recipients to be sent to, and recipients

to be purged. For a step-by-step guide to creating mailings, see Mailings: New Mailing .

NOTE: These features are a part of ListManager Pro or Enterprise, and are unavailable for standard ListManager. Contact your account representative at [email protected]

i f you'd like to upgrade to ListManager Pro or Enterprise.

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Segments

The default segment the mailing will be delivered to may be specified in Utilities: List Settings:

Basic Information: Enable Features: Default Segment .

Unless a different segment has been specified, your mailing will be sent to the entire list you're currently logged into. To change the list or segment, click the choose segments button. You will be taken to a page that will display the segments and lists available to you. Select from the left box the segments or lists you'd like to send to, and click the >> button. To remove segments or lists, select them from the right box and click the << button.

After a mailing has been saved, the segment it will send to may not be edited.

If you select multiple lists or segments to send to, a separate mailing will be created for each.

You will be able to approve or schedule all of them to be sent at the same time.

NOTE: When sending to multiple segments, be sure that Utilities: List Settings: Discussion Group

Features: Message Rejection Rules: Allow Duplicate Postings is set to "No" (the default setting).

If set to "Yes," duplicate postings may be sent when sending to multiple segments, even if the

Cross-Posting and Duplicates setting is set to "Make sure that multiple copies of cross-postings are removed".

If your list is not configured to allow you to merge, you will see the enable merge feature

button. Clicking on this button takes you directly to Utilities: List Settings: Basic Information:

Enable Features . Change Save Messages to Enable Merge Mailings to Yes, and save. Also check

Utilities: List Settings: Automatic Maintenance: Purging Archives to make sure archives are being

saved for a sufficient period of time. You will then be able to purge recipients in future mailings.

Note that if you are creating a triggered mailing, the segment name will not be editable from

here, and you must specify the segment on the Trigger tab.

Use your browser's Back button or the OK button to return to the Mailings: New Mailing:

Recipients page after changing your list settings.

Purge From

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ListManager gives you the ability to remove or purge recipients who were sent previous messages. For example, let's say you want to test the effectiveness of your message by sending it to half of your list. Later, you'd like to send a message to the list members who were not included in the first mailing. You can purge the recipients of the previous message, so your members only receive one message from you. Note that in this case, recipients will be purged even if they were sent the initial mailing but did not actually receive it.

You can purge recipients of sent messages and/or scheduled message. Note that after a mailing has been saved, you can not select messages to purge it against.

By default, you send the mailing to all recipients in the list or subset.

If your list is not configured to allow you to purge recipients, you will see the enable purge

feature button. To enable purging:

1. Clicking enable purge feature to open the Utilities: List Settings: Basic Information: Enable

Features button.

2. Change Save Recipient Info to Enable Purge Mailings to Yes.

3. Change Save Messages to Enable Merge Mailings to Yes.

4. Click Save.

5. Check Utilities: List Settings: Automatic Maintenance: Purging Archives to make sure archives

are being saved for a sufficient period of time.

You will now be able to purge recipients in future mailings.

After you enable purging, click the Back button on your browser or the OK button to return to the Mailings: New Mailing: Recipients page.

To purge recipients

1. Click Choose Mailings.

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2. In the Available Sent Mailings to Purge From and/or Available Scheduled Mailings to Purge

From list, select the message you want.

TIP: To select multiple messages, hold down the CTRL key while selecting each message.

3. Click >>.

TIP: To deselect a message, select it in the Chosen Sent Mailings to Purge From or Chosen

Scheduled Mailings to Purge From list, then click <<.

4. Click OK to return to the Mailings: New Mailing: Recipients page.

** Upgrade note: In ListManager 7.8, the merging/purging logic was changed to make the process faster, more efficient, and more robust. When upgrading to later versions, you will not be able to purge against mailings older than the date set in your outmail. You will not be able to purge against records that weren't in the outmail queue before the upgrade.

Suppression List

ListManager can suppress, or exclude, a list of email addresses from receiving this particular mailing.

To suppress a list of email addresses, click choose file. You will be taken to the Mailings: Choose

Suppression List page, where you may specify the suppression list file.

The file must be plain-text, with one email address per line. Example: [email protected] [email protected]

Terminate Import sets the number of consecutive invalid email addresses to end the suppression list import process. For instance, you may want to terminate the suppression list import after 10 invalid email addresses, and check your formatting to see why so many addresses are failing. You can also set it to "Do not terminate import due to malformed addresses" if you'd like to ignore any bad addresses and process the import as-is.

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Only one suppression list may be loaded at a time.

NOTE: The suppression list feature is very processor-intensive and is not designed for use with files exceeding more than a few megabytes.

Recency Limit

ListManager allows you to exclude those who have received mail recently from receiving the current mailing.

Setting a recency limit for this mailing allows you to prevent recipients from receiving this email if they have received the amount of mail you specify here from any list on the server. In other words, mailings from any list "count" towards the tally of mailings to a particular address.

For example, if [email protected] received four messages in the past week from list_a, and you set a recency limit for a mailing on list_b to purge recipients who have received more than three mailings in the past seven days, [email protected] will not receive the mailing to list_b, even though the messages [email protected] received were from a different list.

By default, this setting will use the list Recency Limit, configured in Utilities: List Settings: Basic

Information: Enable Features . You may override these settings on a per-mailing basis using this

setting.

To specify a recency limit, click edit recency. You will be taken to the Mailings: Choose Recency to Purge By screen.

Sample size

This setting sets the maximum number of recipients to be sent this mailing. The default, blank, sends to all recipients.

If a number less than the total number of possible recipients is entered here, those recipients will be selected from the list of potential recipients. If multiple lists or subsets are selected, the

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maximum number of recipients will be selected from each list or subset. For example, if you set this number to be 10, and you select three lists to send to, there will be thirty recipients of the message, ten from each list.

ListManager will pick a random point at which to start pulling email addresses. For example, if you select a sample size of ten, ListManager will pick randomly where in the list of email addresses to begin the sample, and then select the next ten email addresses for the list or segment by member ID.

This feature is helpful if you'd like to send out a test message to gauge its effectiveness to a limited number of your list members. You can then purge the recipients of that message when you send it out to the entire list.

Alternatively, you may find that responses to your mailing overwhelms your company's resources to respond to say, a discount offer. Sending to a part of your list allows you to respond to just part of your membership at a time.

Synchronize List Prior to Mailing

You may synchronize ListManager's database with your external data source before sending this mailing. When set to "no" (default), ListManager will not attempt to synchronize its data with your external data source. Set to "yes" to have ListManager automatically synchronize its data with your external data source at the next opportunity as scheduled in Utilities: Administration:

Server: Server Settings: Scheduled Tasks. Note: In order to use this feature, your server

administrator must have created a Database Connection , and you must have specified this

connection in Members: Synchronization Settings .

Mailings: Choose Segments

This page displays the segments that are available to you. You may use the Ctrl key to select multiple segments at a time.

Choose Segments

By default, your mailing will be sent to the entire list you're currently logged into. From the

Choose Segments page, you can change this, and select to send the mailing to one or more segments or lists. Select from the left box the segments or lists you'd like to send to, and click

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the > button. To remove segments or lists, select them from the right box and click the < button.

The mailing will be sent to all the segments or lists in the Chosen Segments field.

If you select multiple lists or segments to send to, a separate mailing will be created for each.

You will be able to approve or schedule all of them to be sent at the same time.

Note that if you are creating a triggered mailing, the segment name will not be editable from

here, and you must specify the segment on the Trigger tab.

Use the Back button on your browser or the OK button to return to the Mailings: New Mailing:

Recipients page after changing your segment settings.

Mailings: Choose Mailings to Purge From

This page displays the mailings that are available for you to purge from. You may use the Ctrl key to select multiple mailings at a time.

Choose Mailings to Purge From

You can purge recipients of sent messages and/or scheduled message. Note that after a mailing has been saved, you can not select messages to purge it against.

By default, you send the mailing to all recipients in the list or subset.

To purge recipients

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1. Click Choose Mailings.

2. In the Available Sent Mailings to Purge From and/or Available Scheduled Mailings to Purge

From list, select the message you want.

TIP: To select multiple messages, hold down the CTRL key while selecting each message.

3. Click >>.

TIP: To deselect a message, select it in the Chosen Sent Mailings to Purge From or Chosen

Scheduled Mailings to Purge From list, then click <<.

4. Click OK to return to the Mailings: New Mailing: Recipients page.

Mailings: Choose Recency to Purge By

ListManager allows you to exclude those who have received mail recently from receiving the current mailing.

By default, this setting will use the list Recency Limit, configured in Utilities: List Settings: Basic

Information: Enable Features . You may override these settings on a per-mailing basis using this

setting.

Purge email addresses who have received

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Specify whether to exclude those who have received more than, fewer than or exactlythe number of email messages specified in this number of mailings.

this number of mailings

Specify the number of mailings that will limit who will receive this mailing. Only mailings will be considered (email messages sent to the list or to subsets), not automated messages (e.g., welcome messages). Mailings from any list on the server will count towards this number.

in this past number of days

Specify the number of days to check for the number of mailings specified.

When a recency limit is specified, ListManager will add an X-LYRIS-Recency header to the mailing that will limit who receives the mailing when actually sent. Example:

X-LYRIS-Recency: match=m,msgs=3,days=7

This sample header limits those who receive more (m) than 3 mailings in the past 7 days. Match options in the header are (f)ewer, (e)qual, or (m)ore than the number of mailings specified.

Mailings: New Mailing: Tracking

This page allows you to track message opens and whether or not a user has the ability to read

HTML mail. For a step-by-step guide to making mailings, see Mailings: New Mailing .

ListManager is able to detect opens and HTML capability by inserting a 1x1 invisible gif in the

HTML portion of your message. When a recipient opens the message, ListManager can register that they did so and that they have HTML capability. If a user can only read text, or if their email client or ISP prevents gif files from being retrieved automatically, you will not be able to detect opens for that user.

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Track Opens

Allows you to track what percentage of your messages were opened by recipients who can see

HTML. Opens cannot be tracked for recipients who cannot see HTML; however, if a clickthrough is registered for a recipient for whom there has been no opens, an open is registered for that recipient.

If a user opens a message using two different clients (e.g., their email client and a web browser), two opens will be recorded.

If you send a text-only message, an HTML message will created and added to your message.

Your message will be sent as a multipart-alternative message, since opens cannot be tracked for text-only messages.

Track Opens may be enabled by default in Utilities: List Settings: Basic Information: Enable

Features .

Detect HTML Capability

Allows you to track whether or not a recipient is able to read HTML. If the recipient can see

HTML, the recipient's member record will be updated with that information.

If you send a text-only message, an HTML message will created and added to your message.

Your message will be sent as a multipart-alternative message, since HTML capability cannot be detected for text-only messages.

To see what proportion of your list has been detected to be able to read HTML, click view

current totals. You will be taken to the Reports: Members: Attribute Reports: HTML Capable

page, where you can see the number of members who have been HTML detected. Use the Back button on your browser to return to the Mailings: New Mailing: Tracking page.

Detect HTML Capability may be enabled by default in Utilities: List Settings: Basic Information:

Enable Features .

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Track all URLs

To make all URLs in the mailing clickthrough tracking URLs, choose Yes. The default setting for

this option is found on the Utilities: List Settings: Web Created Content page.

Campaign

Allows you to assign the mailing to one or more campaigns you have created previously in

Mailings: Campaigns . See Mailings: Campaigns for more information about campaigns.

EmailAdvisor Service

If you subscribe to EmailAdvisor , you may opt to audit your mailing. You may additionally opt to

use the EmailAdvisor service when testing your mailing .

Blacklist Monitor

Blacklist Monitor checks the all the domains and IP addresses in your message, including those contained in your message content, and sees if any of them are listed in any of over 300 Internet blacklists.

Inbox Snapshot

Inbox Snapshot captures what your message looks like in more than forty email clients. It shows you what the message looks like both in the preview and main message panes, with and without images. Inbox Snapshot also includes a spell check, HTML validator and link validator to ensure that your message looks right.

Delivery Monitor and Content Analyzer

Delivery Monitor checks if the message has been received at more than forty ISPs and email providers, and if so, whether it reached the main mailbox or the bulk folder. It can also show if there have been changes in deliverability during the course of your campaign. Content Analyzer tests your campaign against thirty spam filters, and shows you what elements of your message make it prone to be filtered as spam.

Select which Delivery Monitor and Content Analyzer audits to run from the drop-down list.

Reports Sent To

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The email address EmailAdvisor reports will be sent to.

Mailings: New Mailing: Deliverability

If you subscribe to EmailAdvisor , you may opt to audit your mailing. You may additionally opt to

use the EmailAdvisor service when testing your mailing .

Mail stream

To select a mail stream

Click the Mail stream drop-down list, and then choose the mail stream you want.

NOTE The first option, No override, means "use the mail stream you chose for (in order of priority) the segment or the list."

Mail streams overview

Create a new mail stream

Blacklist Monitor

Inbox Snapshot

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Delivery Monitor and Content Analyzer

Select which Delivery Monitor and Content Analyzer audits to run from the drop-down list.

Reports Sent To

The email address EmailAdvisor reports will be sent to.

Mailings: New Mailing: Schedule

This page allows you to schedule when your mailing should be sent, and to rewrite the date and time sent to be the time when actually sent. You may also schedule your mailing to be resent.

For a step-by-step guide to making mailings, see Mailings: New Mailing .

Send When

By default, your mailing will be sent when you approve it. If you'd like to schedule it to be sent

at a particular date and time, enter it here in one of the following formats:

YYYY-MM-DD HH:MM:SS

MM/DD/YY

YYYY-MM-DD

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Or, click the calendar to select a date.

You must specify a date; otherwise, the date will be set to be 1900/01/01, and the message will be sent immediately.

Rewrite Date When Sent

By default, the date on your mailing will be the date and time it is actually sent. If you'd like it to be the date the mailing was created, select No here.

Resend After This Many Days

By default, your mailing will be sent only once. If you'd like it to be resent periodically, enter the number of days before it should be resent.

This feature is useful if you are sending a message to a segment which is constantly changing

(e.g., all members who joined exactly one month ago today). It's also useful if you're sending the same message but with conditional content that always changes (e.g., a list of overdue books).

Discussion lists which send out an FAQ about the list periodically to remind members about the list's rules can also use this feature.

Don't Attempt After Date

Allows you to set a final cutoff date for sending the mailing. This setting will override the

"resend after this many days" setting, and is intended to put an endcap on mailings sent. If there are any transient failures in the mailing, ListManager will only attempt retries up to and including this date. This can be useful, for instance, if a marketing campaign has a coupon which expires on a given date, and the content of the mailing would no longer be valid after a certain date. Enter the date in YYYY-MM-DD format.

Mailings: New Mailing: Internationalization

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Creating a mailing in an alternate character set requires that you have that character set installed on your system and that you have a means of editing or entering your message in that character set. Your web browser may be capable of converting Unicode to whatever character set you have selected for the mailing but you must be sure that there weren't any characters entered that don't exist in the specified character set. Otherwise they will show up incorrectly.

Note: once a mailing is saved, it is converted to its encoded form and cannot be viewed in the correct character set. The Inmail and Outmail queues do not display messages using the correct character set. This is because the messages are displayed in their raw form and may be encoded.

Character Set

Before you enter a mailing into the web interface you must select the character set that you want to use for this mailing. If the character set you want to use does not exist in the drop-down

listbox, your server administrator can add it in the Utilities: Administration: Server:

Internationalization and Localization: International Character Sets page.

Text and HTML Sections Encoding

The default setting for Text section encoding and HTML section encoding is quoted-printable.

After selecting the character set for your mailing, you can now enter in your text. When you select any other tab in the editor, the web browser will be set to use the character set that you defined. This is required to avoid character set conversions that are done by the web browser.

These generally result in the loss of characters that aren't in the browser's character set.

Note that if the character set of the mailing you are creating doesn't contain characters that your web interface requires, the web interface may display some wrong characters while you are in the mailing editor. For example, if your web interface is in French and you are composing a message in Japanese, some special accented characters in the web interface may show up incorrectly. When you leave the mailing editor, the web interface will return to normal. This is due to the fact that the web browser cannot display text in two different character sets at the same time. The exception is Unicode, which is currently not supported for content editing.

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The Name and Description should contain only standard ASCII characters since these fields are displayed in parts of the web interface that may not be displayed in the same character set.

If you are pasting in text or HTML that includes extended characters you should determine whether or not the text you are pasting is actually in that character set. If you are pasting from a plain text or plain HTML document, the character set may not be visible in the editor you are copying from. If you paste them into the mailing editor, they may not show up correctly after you save your message. That is because the character set that you pasted in was incompatible with the one defined for the mailing. You can work around this problem by entering the text before setting the character set in the Internationalization tab. Once your text is entered, you can change the character set and the content body fields will then be displayed with the correct characters.

Approval

Mailings: Approval: Need Approval

The Mailings: Approval menu is divided into three subsections designed to view and approve mailings:

Need Approval

Approval Wizard

Approval Summary

Need Approval

The Mailings: Approval: Need Approval page shows you all mailings which are pending your approval to be sent.

Finding a Mailing

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Twenty mailings for the list are displayed in Mailings: Need Approval. To view more, click show

more. Repeatedly clicking show more will show greater numbers of mailings at a time.

You may change the sorting order of the mailings by clicking the up or down triangles next to ID,

Title, or Subject. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click next to see the next twenty mailings, previous to see the last twenty.

To search this table, click . To export this table as a CSV file, click .

Viewing or Editing a Mailing

To view a mailing, click the mailing ID. You will be taken to the Mailings: Need Approval: Edit

Mailing screen, where you can view the mailing, edit it, or save and test it.

Sending a Mailing

Not available for transactional messages .

To send a mailing, click Send next to the mailing. Your message will be approved, and sent out immediately.

If you have multiple mailings with the same name and title, you will also have the option to send all of these mailings to be sent at the same time. Multiple mailings like this are created when you send a single message to multiple subsets or lists.

Activating a Transactional Message

Available only for transactional messages .

To approve a transactional message, click Activate next to the message. Approving a transactional message makes it available for sending. Transactional messages can be sent using the TMSendMessage API.

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Sending All Mailings

To send all normal mailings, click Send All.

Note that this action does not apply to transactional messages . You need to activate each

transactional message individually to make it available for sending.

Testing a Mailing

Click Save and test, or Test next to a mailing. You will be taken to the Mailings: Test Mailing

page.

Scheduling a Mailing

Not available for transactional messages .

To schedule a mailing to be sent at a future time, click Schedule next to the mailing. The Title,

Subject, and Schedule Send Date will be displayed. To schedule the date and time the message should be sent out, enter the date and time in Schedule Send Date.

Rescheduling split tests

Each part of a split test is displayed as a separate item. You can reschedule each part to go out at a different time. When you reschedule a part of the test, the following rules apply:



Changes to the status apply to all parts. For example: when creating the test, you selected schedule for and specified February 1 as the send date.

You then change the option for part one to wait for approval. As a result, the status will change to wait for approval for both parts. After approval, both parts will be sent on February 1 as scheduled.



Changes to the scheduled date for one part apply only to that part. For example: when creating the test, you selected schedule for and specified

February 1 as the send date. You then reschedule part two for February 4.

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As a result, part one will be sent on February 1, and part two will be sent on February 4.

For more information about split tests, see Mailings: Advanced Mailings: New Split Test Mailing

Wizard .

Copying a Mailing

Click Copy next to the mailing you'd like to copy. ListManager will show you the old title, and will ask you the new title you'd like. You might want to copy a mailing if you'd like to send it again at a future date.

Deleting a Mailing

Click Delete next to the mailing you'd like to delete. ListManager will ask you if you're sure before deleting the mailing.

To send the sender a message why the mailing was rejected, select the mailing and click Delete

with Feedback. You will be taken to the Delete with Feedback page, which allows you to tailor your response to each rejected mailing sender.

If you have multiple mailings with the same name and title, you will also have the option to delete all of these mailings at the same time. Multiple mailings like this are created when you send a single message to multiple subsets or lists.

Creating a Mailing

Click create new mailing to go to Mailings: New Mailing .

Approval Wizard

Approve or reject mailings quickly by using the Mailings: Approval: Approval Wizard (available from the Mailings: Approval menu page).

If you are approving (moderating) a discussion list (where members submit mailings to the list), the Approval Wizard helps you work quickly as you approve and delete mailings in the order in which they were submitted. You also have the option of deleting mailings with feedback so contributes know why their mailing was rejected.

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If you are sending messages with international character sets, they cannot be approved using

the Approval Wizard; they can only be approved from the Homepage. See Mailings: Need

Approval: Edit Mailing: Message Body for details on this.

If you have several lists, the Approval Wizard also gives you an overview of your other lists to approve once you have completed approving messages for the list you're logged into.

Approval Summary

The Approval Summary shows you all the lists you have messages pending approval. You may click Overview to change lists and see the messages pending approval for that particular list. Or, click Approval Wizard next to the list to be taken directly to the Approval wizard for that list. The

Approval Summary page may be book marked for easy reference.

Mailings: Approval: Need Approval: Edit Mailing: Message Body

The Mailings: Need Approval: Edit Mailing pages are identical to the Mailings: Scheduled: Edit

Mailing pages.

From

Whom the mailing is from. This information is included here to assist you in approving or

rejecting mailings. The From: line may be changed in Mailings: Need Approval: Edit Mailing:

Message Header .

Subject

The mailing's subject line. This information is included here to assist you in approving or

rejecting mailings. The Subject: line may be changed in Mailings: Need Approval: Edit Mailing:

Message Header .

Date

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The date the mailing was sent. This information is included here to assist you in approving or

rejecting mailings. The Date: line may be changed in Mailings: Need Approval: Edit Mailing:

Message Header .

Body

The body of the mailing you're sending. The body is separated into text and HTML bodies, and does not display the boundary information. To edit the entire message (including the MIME boundaries), click edit source.

Note on Messages with International Character sets: If you are sending a message over the web which contains foreign or international character sets, please note that these CANNOT be edited while running the approval wizard, because the character sets may be incompatible. This can distort the message if it is a MIME encoded message. Any attempt to open, view, or use the

Approval Wizard in the web interface will distort the message.

If you need to approve a message with international character sets, it can be done without any

distortion by doing so from the "Home" tab and going to the Homepage , and clicking send now

from the "Mailings Needing Approval" table there. This does not open the message, and therefore does not distort it or change it.

Show More

Click show more to increase by ten the number of lines visible in the message body.

Show Less

Click show less to decrease by ten the number of lines visible in the message body.

Send Now

Approve this mailing, and send it immediately.

Delete Now

Delete this mailing. Once deleted, a mailing cannot be sent to the list without recreating it.

Delete With Feedback

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Delete the mailing, but send the message's author a message explaining why it has been rejected.

Edit Source

Edit the entire email message body, including message boundaries. Once you have edited the source, the message will no longer appear divided into text and HTML message bodies, and you will always see the entire message, including message boundaries.

If you've created both a text and HTML body for your message, you'll see some encoding that allows email clients to select which version they can open and read. It will start like this:

This is a multi-part message in MIME format.

--==-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-==

Content-Type: text/plain; charset="iso-8859-1"

Content-Transfer-Encoding: 7bit

NOTE: Be careful if you edit the source! If you change the encoding, it may prevent the message

from being viewed properly. Test your mailing before sending it out if you make any changes.

Save

Save this mailing, but do not send it out.

Save and Test

Save this mailing, and test it.

Cancel

Cancel any changes made to this mailing, and return to the main menu.

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Mailings: Approval: Need Approval: Edit Mailing: Message Header

The Mailings: Approval: Need Approval: Edit Mailing pages are identical to the Mailings:

Scheduled: Edit Mailing pages.

Mailing Name

The title you've given this mailing. This title is not seen by message recipients.

Header

The message header will be displayed here. Parts of the header will appear as mail merge tags.

The information appropriate for each recipient will be merged in when the mailing is sent.

If you change the header, you may prevent the mailing from being sent properly. It is

Send Now

Approve this mailing, and send it immediately.

Delete Now

Delete this mailing. Once deleted, a mailing cannot be sent to the list without recreating it.

Delete with Feedback

Delete the mailing, but send the message's author a message explaining why it has been rejected.

Save

Save this mailing, but do not send it out.

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Save and Test

Save this mailing, and test it.

Cancel

Cancel any changes made to this mailing, and return to the main menu.

Mailings: Approval: Need Approval: Edit Mailing: Recipients

The Mailings: Need Approval: Edit Mailing pages are identical to the Mailings: Scheduled: Edit

Mailing pages.

Number of Recipients to Send To

If blank, all the recipients in the selected lists and subsets will be sent to. To send to a limited number of recipients (for a sample, for example), enter a number here.

If you've already selected the number of recipients to be sent to when creating your mailing, that number will be shown here.

Segment

Displays the segments or lists to be sent to. For informational purposes only; to send to a different list or subset, create a new mailing.

Purge From

Displays the mailings whose recipients should not receive this message. For informational purposes only; to purge different recipients or none at all, create a new mailing.

Suppression List

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ListManager can suppress, or exclude, a list of email addresses from receiving this particular mailing.

To suppress a list of email addresses, click choose file. You will be taken to the Mailings: Choose

Suppression List page, where you may specify the suppression list file.

The file must be plain-text, with one email address per line. Example: [email protected] [email protected]

Only one suppression list may be loaded at a time.

NOTE The suppression list feature is very processor-intensive and is not designed for use with files exceeding more than a few megabytes.

Recency Limit

Displays which members will not receive this message based on the number of messages they have received in the number of days specified. For informational purposes only; to create a

different recency limit, create a new mailing and specify a different Recency Limit on the

Recipients

tab.

Synchronize List Prior to Mailing

You may synchronize ListManager's database with your external data source before sending this mailing. When set to "no" (default), ListManager will not attempt to synchronize its data with

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your external data source. Set to "yes" to have ListManager automatically synchronize its data with your external data source at the next opportunity as scheduled in Utilities: Administration:

Server: Server Settings: Scheduled Tasks. Note: In order to use this feature, your server

administrator must have created a Database Connection , and you must have specified this

connection in Members: Synchronization Settings .

Send Now

Not available for transactional messages.

Approve this mailing, and send it immediately.

Activate Now

Available only for transactional messages .

Approves a transactional message and makes it available for sending. Transactional messages can be sent using the TMSendMessage API.

Delete Now

Delete this mailing. Once deleted, a mailing cannot be sent to the list without recreating it.

Delete with Feedback

Delete the mailing, but send the message's author a message explaining why it has been rejected.

Save

Save this mailing, but do not send it out.

Save and Test

Save this mailing, and test it.

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Cancel

Cancel any changes made to this mailing, and return to the main menu.

Mailings: Approval: Need Approval: Edit Mailing: Schedule

This page allows you to schedule when your mailing should be sent, and to rewrite the date and time sent to be the time when actually sent. You may also schedule your mailing to be resent.

The Mailings: Need Approval: Edit Mailing pages are identical to the Mailings: Scheduled: Edit

Mailing pages.

Scheduled send date

By default, your mailing will be sent when you approve it. If you'd like to schedule it to be sent

at a particular date and time, enter it here in one of the following formats:

YYYY-MM-DD HH:MM:SS

MM/DD/YY

YYYY-MM-DD

Or, click the calendar to select a date.

You must specify a date; otherwise, the date will be set to be 1900/01/, and the message will be sent immediately.

Rewrite date when sent

By default, the date on your mailing will be the date and time it is actually sent. If you'd like it to be the date the mailing was created, select No here.

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Resend after this many days

By default, your mailing will be sent only once. If you'd like it to be resent periodically, enter the number of days here.

This feature is useful if you are sending a message to a segment which is constantly changing

(e.g., all members who joined exactly one month ago today). It's also useful if you're sending the same message but with conditional content that always changes (e.g., a list of overdue books).

Discussion lists can also periodically send out a FAQ about the list to remind members about the list's rules.

Don't Attempt After Date

Allows you to set a final cutoff date for sending the mailing. This setting will override the

"resend after this many days" setting, and is intended to put an endcap on mailings sent. This can be useful, for instance, if a marketing campaign has a coupon which expires on a given date, and the content of the mailing would no longer be valid after a certain date. Enter the date in

YYYY-MM-DD format.

Send Now

Approve this mailing, and send it immediately.

Delete Now

Delete this mailing. Once deleted, a mailing cannot be sent to the list without recreating it.

Delete with Feedback

Delete the mailing, but send the message's author a message explaining why it has been rejected.

Save

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Save this mailing, but do not send it out.

Save and Test

Save this mailing, and test it.

Cancel

Cancel any changes made to this mailing, and return to the main menu.

Mailing Status

Mailings: Mailing Status: All Outgoing Mailings by Date

The Mailings: All Outgoing Mailings by Date page shows you all mailings being sent or which have already been sent, sorted by date and time

Filtering the Mailings Table

You can restrict the mailings displayed to a particular mailing type or list and a particular date range.

To restrict the table to a particular mailing type

Click the box under Mailing type and then choose the type you want.

To restrict the table to a particular list

Click the box under List(s) and then choose the list you want.

To restrict the table to a particular date range

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Click the arrow buttons in the From and To boxes, and then in the mini-calenders that appear, choose your start and end dates.

Finding a Mailing

Twenty mailings for the list are displayed in Mailings: All Outgoing Mailings by Date. To view more, click show more. Repeatedly clicking show morewill show greater numbers of mailings at a time.

To change the sorting order in a column

Click the up/down triangle next to the column name.

Top arrow: the sort order is ascending (a-z).

Bottom arrow: the sort order is descending (z-a).

The sort options are:

The ID ListManager has assigned this mailing.

Date

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The date when this mailing was sent.

Mailing Name

The title you gave this mailing.

Subject

The subject of this mailing.

Recips

The total number of recipients to be sent this mailing when the mailing was originally queued.

Note: When using the EmailAdvisor service for a test, the test mailing will initially show that the message is being sent to a larger number of recipients than you specified. As the test progresses, the size of the mailing will match the Test Sample Size you have specified.

Sent

The percentage of these recipients who have definitely been sent this mailing, or who have definitely failed.

To search this table, click . To export this table as a CSV file, click .

Viewing or Editing a Mailing

To view a mailing

Click the ID for the mailing.

You will be taken to the Mailings: Outgoing Mailings: Edit Mailing screen, where you can view

the mailing, edit it, or save it.

Click overview next to a mailing to be taken to the Mailing Overview report. This report will show you the vital statistics for this mailing, such as recipient counts, clickthrough statistics, and membership changes.

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Creating a Mailing

Click create new mailing to be taken to Mailings: New Mailing

Mailings: View Outgoing Mailing: Mail Queue

The ID number ListManager has assigned this mailing.

Status

The status of this mailing (this is not to be confused with the recipient mailing status). Recipient

mailing statuses can be seen on the Mailings: View Outgoing Mailing: Mailing Recipients page.

Active

These are mailings that are either new or in retry mode, which are currently being delivered.

When a mailing is active, it can be paused by clicking the Pause button, which will put the mailing in Paused mode.

Paused

Mailings that have been manually paused (while active). Once a mailing is paused, it can then be resumed by clicking the resume mailing button. ListManager will take you to a confirmation page, asking if you are sure that you want resume the mailing.

The mailing can be stopped completely by clicking the stop mailing button. Once a mailing is stopped, it cannot be resent. Stopping a mailing deletes recipients who have not yet been attempted. Of these, recipients which have experienced transient failures, can either be deleted, marked as a success, or marked as a failure. Deleting a recipient ensures that their attempts have no effect on reports or bounce counts (as if they were never attempted). A success would be useful for a mailing that has been in retry mode for only a short time (i.e. several hours), and the majority of remaining recipients would most likely succeed. A failure

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would be useful for a mailing that has been in retry mode for a long time (i.e. several days), and it does not look like the remaining recipients will succeed.

Completed

All attempts have been made for the mailing, and no further retries will occur.

Pausing (x) Recipients Have Been Paused, (x) Recipients are Currently Sending

This is a temporary status which occurs when a user first pauses a mailing. While it is pausing, this will be the status displayed, showing the number of recipients which have been paused, and those which are currently sending (on their way to being paused).

List Name

The name of the list this message was sent to.

Date Created

The date this mailing was created.

Don't attempt after

The date, in YYYY:MM:DD format, on which no further attempts should be made for this mailing.

Any transient failures will be retried only up to and including this date. This is like an "expiration date" for the mailing. This can be very important in the case of mailings with expiring coupons or information about current events.

Deleting Mailings

A mailing can only be deleted when it has been completed. The Delete button will not be available until this occurs.

Mailings: Mailing Status: Currently Active Mailings

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The Mailings: Currently Active Mailings page shows you all mailings currently being sent or which are scheduled to be retried at a future date.

Finding a Mailing

Twenty mailings for the list are displayed in Mailings: Currently Active Mailings. To view more, click Show more. Repeatedly clicking Show more will show greater numbers of mailings at a time.

You may change the sorting order of the mailings by clicking the up or down triangles next to ID,

Date Created, Name, Recips, Sent, or Status. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click nextto see the next twenty mailings, previous to see the last twenty.

The sort options are:

The ID ListManager has assigned this mailing.

Date

The date on which the mailing was originally created.

Mailing Name

The name you gave this mailing.

Recips

The number of recipients to be sent this mailing.

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Remaining

The number of recipients remaining, who have not yet received the message.

Viewing or Editing a Mailing

To view a mailing, click on the mailing name. You will be taken to the Mailings: Outgoing

Mailings: Edit Mailing screen, where you can view the mailing, edit it, or save it.

Creating a Mailing

Click create new mailing to be taken to Mailings: New Mailing

Download as a File

Click on the disk icon to download your messages in CSV format.

Mailings: Mailing Status: Completed Mailings from Past Week

The Mailings: Completed Mailings page shows you all mailings which were created and approved for mailing in the last week (7 days).

Finding a Mailing

Twenty mailings for the list are displayed in Mailings: Completed Mailings from Past Week. To view more, click Show more. Repeatedly clicking Shore more will show greater numbers of mailings at a time.

You may change the sorting order of the mailings by clicking the up or down triangles next to ID,

Date Created, Mailing Name, Recips, or Success. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click Nextto see the next twenty mailings, previous to see the last twenty.

The sort options are:

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The ID ListManager has assigned this mailing.

Date

The date and time when this mailing was created.

Mailing Name

The name you gave this mailing.

Recips

The number of recipients to be sent this mailing.

Success

The percentage success rate for the mailing. If it is 100%, that means every message sent within this mailing was successful.

Viewing or Editing a Mailing

To view a mailing, click on the mailing title. You will be taken to the Mailings: Outgoing Mailings:

Edit Mailing screen, where you can view the mailing, edit it, or save it.

Creating a Mailing

Click create new mailing to be taken to Mailings: New Mailing.

Download as a File

Click on the disk icon to download your mailings in CSV format.

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Mail Queues

Mailings: Mailing Status: Mail Queues

The mail queues allow you to view all mail coming in and out of your ListManager server. If you're wondering what mail you're receiving, or what kinds of messages ListManager is sending other than your mailings, view the mail queues. Viewing these queues can be helpful for troubleshooting purposes.

The length of time mail is held in the Incoming and Outgoing mail queues is dependent on how

long you've set the server to save old data. See Utilities: Administration: Server: Server Settings:

Automatic Maintenance: Purging Old Data for more information.

Mailings: Mailing Status: Mail Queues: Incoming

The Incoming Mail Queue is a table of all the email coming into your server or created through the interface to be distributed.

Finding an Incoming Message

Twenty messages are shown at a time. To view more, click Show more. Repeatedly clicking

Show more will show greater numbers of messages at a time.

You may change the sorting order of the messages by clicking the up or down triangles next to

Date, From, To, or List. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click next to see the next twenty messages, previous to see the last twenty.

Date

The date and time the message was received.

From

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Who the message was addressed From:.

Who the message was addressed To:.

List

The list or list and segment the message is addressed to, if applicable.

Subject

The Subject: line of the message.

To search this table, click . To export this table as a CSV file, click .

Display Options

By default, incoming mail for the current list is displayed. To change the list or to view incoming mail for all lists, select the list from the List drop down box. To view messages of a particular status, select the status from the Status box. The possible status options are:

All

All incoming messages for this list or all your lists.

Done

ListManager has completed processing for these messages.

Failed

Messages that could not be processed, and which have not yet been acknowledged.

Failed-Acknowledged

Messages that could not be processed, and have been acknowledged by an administrator.

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New

Messages that have been received but not yet processed.

Retry

If there was an error processing this message, ListManager will attempt to retry this message.

Working

ListManager is processing this message.

Unprocessed

All messages that are currently unprocessed. These messages may have a status of New, Failed,

Retry or Working.

Viewing an Incoming Message

To view an incoming message, click on the date or "view" next to the mailing you'd like to view.

You will be taken to the Utilities: Mail Queues: Incoming: View Message page, where you can

view the message.

Deleting a Message

Click Delete next to the message you'd like to delete. ListManager will ask you if you're sure before deleting the message.

Mailings: Mailing Status: Mail Queues: Incoming: View Message

From

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The email address the message is From:.

The email address or mail merge tag the message is To:.

Subject

The Subject: of the message.

List Name

The name of the list or list and segment the message was sent to.

Body

The body of the message.

Status

The status of the message:

New

The message has just started, and is being processed.

Pending

The message is currently being processed.

Done

The message has been processed.

Type

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The type of message this is, such as a subscription request or an admin send.

Date Created

The date this message was created.

Don't Attempt After

The final date that the mailing will be sent; puts an endcap to when the mailing can be sent by

ListManager.

Message ID

The incoming ID number ListManager assigned this message when it was received.

Node name

The node that processed this message.

Computer Name

The name of the computer which received this message.

Sent by Email

Whether or not the message was sent by email, or sent using the ListManager web interface.

All Headers

All the headers for this message.

Max Recipients

The maximum number of recipients for this message.

Priority

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The priority of this message, one being the highest.

Purge Message

Which mailings' recipients will be purged from receiving this mailing.

Subset ID

If sent to a subset, the ID number of the subset.

Title

The title of the mailing.

Transact

The time and steps ListManager took to process this message.

Mailings: Mailing Status: Mail Queues: Outgoing

The Outgoing Mail Queue contains all the mail coming into your server.

Finding an Outgoing Mailing or Message

There are some filtering and search tools to narrow the view of outgoing mailings. From the

Listdrop-down menu, select the list that you would like to view mailings for. To view mailings for all lists, select the "all" option.

From the Type drop-down menu, select the type of outgoing mailing that you would like to view outgoing mailings for. This will show mailings for that type associated with the list selected above. Select Any to view mailings of all types (for the designated list), and All mailings to view outgoing messages for all the outgoing mailings of all types (for the designated list). The other

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options allow you to narrow the search and view only a particular type of message. The following options will alwaysbe available in this drop-down menu:

Any

All mailings

Completed mailings

Unsent mailings

All messages

Completed messages

Unsent messages

reject-message

The following options may appear in the drop-down menu, depending on whether or not these types of items exist in the outgoing queue. If there are no items of this type, they will not be available in the drop-down menu.

admin-notify

admin-warn

delivery-report

digest

held

index

mdigest

owner

owner-mail

owner-moderated-posting

server-disabled

Transactional messages

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In the Search field, any word or words in the message may be searched for. This will include the body of the message, the header, the footer, and the subject line. Multiple words can be searched for by separating them with spaces. For instance, if you are looking for an outgoing mailing that you know contained the word "ski trip," you would enter: ski trip in the search field, and only outgoing mailings containing that word would be retrieved.

Twenty mailings (emails sent to the entire list) from the current list are shown at a time. To view more, click Show more. Repeatedly clicking Show more will show greater numbers of mailings at a time.

You may change the sorting order of the mailings by clicking the up or down triangles next to ID,

Date, List, Mailing Name, Subject, or Type. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click nextto see the next twenty messages, previous to see the last twenty.

Date

The date and time the outgoing message or mailing was created.

List

The list the mailing or message is associated with, if applicable.

Mailing Name

Displays the title (name) of the mailing.

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Subject

Type

Displays the type of email generated. For example, if it is a list, digest, or admin-notify type of job. The different types that may appear are:

digest: a digest of list postings

held: a held notification message

admin-notify: a message sent to administrators notifying them of some error condition

owner-moderated-posting: a message sent to list administrators who are set to receive moderation notifications. It indicates that a message is awaiting moderation.

list: a normal list posting

mdigest: a mime digest of list postings

delivery-report: a delivery report of the status of a message sent (or sending)

admin-warn: a warning message sent to administrators indicating that the server is disabled, or that they are reaching their member limit.

owner-mail: a message sent to list administrators who are configured to receive admin mail.

This message would be from someone sending specifically to the email address [email protected].

server-disabled: a message sent to the person posting to a list on a disabled server

index: similar to a digest list of postings, but the bodies of the postings are not included in the message.

list-tm: transactional message.

By default, all mailings for the current list are shown on this screen. Click on the drop-down box to select a particular list's outgoing mailings, or to view all outgoing messages (emails sent to individuals in response to particular requests) for the server.

To search this table, click .

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Viewing Outgoing Messages

To view details about messages, click on the date or "view" next to the mailing you'd like to

view. Here you can view the message details, including the message body ,

message header , recipients ,

log , and mail queue .

Download as a File

To export this table as a CSV file, click .

Advanced Mailings

Mailings: Advanced Mailings: New Triggered Mailing

Triggered mailings are a feature of ListManager Enterprise, and are unavailable for standard or

Pro ListManager. Contact your account representative at [email protected]

if you'd like to upgrade to ListManager Enterprise.

Triggered mailings work on the premise that the time when the mailing is sent to a member depends on some action performed by that member, such as visiting a web page or making a purchase. It can also depend on some date associated with that member, such as their birthday or the date they joined the list.

Triggered mailings run on a regular frequency. This is usually once per day, but could be as often as once per hour, or as infrequently as every several weeks. The exact time of day when it runs is specified by you.

Each time the triggered mailing runs, it works the same way as any other mailing to a segment.

It first calculates which members meet the criteria specified in the segment, and then sends them the mailing. What is special about triggered mailings is that they have a special type of

segment called a triggered segment , or trigger for short. A key part of a triggered segment is the

trigger clause. This determines who should receive the mailing right now.

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Creating a Triggered Mailing

Creating a triggered mailing is much like creating a standard mailing, except that the "Schedule" tab is replaced by the "Trigger" tab. For details on the other tabs, please see:



Mailings: New Mailing: Message



Mailings: New Mailing: Recipients (the only difference here is that rather than

choosing a segment, you will select a segment based on the desired trigger on the

Trigger tab.



Mailings: New Mailing: Tracking



Mailings: New Mailing: Internationalization

Trigger Tab

The Trigger tab is where you select a trigger from the ones created in Segments: New Triggered

Segment , and define the times for the mailing to be sent. For details on how to use the Trigger

tab, see Mailings: Advanced Mailings: Trigger Tab .

Mailings: Advanced Mailings: Triggered Mailings: New Triggered Mailing Wizard

Triggered mailings are a feature of ListManager Enterprise, and are unavailable for standard or

Pro ListManager. Contact your account representative at [email protected]

if you'd like to upgrade to ListManager Enterprise.

The Triggered Mailing wizard allows you to quickly create a triggered mailing in one step. It also

references the trigger created in Segments: New Triggered Segment , and combines all the tabs

involved in creating a new triggered mailing into one page. The wizard takes the fundamentals

of the Message, Recipients, Tracking, and Trigger tabs and puts them in one page for easy

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accessibility. Note that the wizard cannot be used to create mailings involving

Internationalization - to do this, a new triggered mailing must be created. Also note that the list's

recency limits may not be overridden when creating a new triggered mailing using this wizard.

However, these limits may be edited later in Mailings: Advanced Mailings: Triggered Mailings:

Edit Triggered Mailing.

Name

Select a name to identify your triggered mailing. This name is not seen by message recipients, so label the mailing in a way that will help you to identify it later in the Mailings main page. 70 characters are allowed in the Name field.

Trigger

Select the desired trigger (triggered segment) from the drop-down menu. In order for triggers to

appear here they must first be created in Segments, by clicking on create new triggered segment .

Track Opens

Allows you to track what percentage of your messages were opened by recipients who can see

HTML. Opens cannot be tracked for recipients who cannot see HTML.

If a user opens a message using two different clients (e.g., their email client and a web browser), two opens will be recorded, skewing your results.

If you send a text-only message, an HTML message will created and added to your message.

Your message will be sent as a multipart-alternative message, since opens cannot be tracked for text-only messages.

Detect HTML Capability

Allows you to track whether or not a recipient is able to read HTML. If the recipient can see

HTML, the recipient's member record will be updated with that information.

If you send a text-only message, an HTML message will created and added to your message.

Your message will be sent as a multipart-alternative message, since HTML capability cannot be detected for text-only messages.

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Track all URLs

To make all URLs in the mailing clickthrough tracking URLs, choose Yes. The default setting for

this option is found on the Utilities: List Settings: Web Created Content page.

Time after the Trigger Event

Select the number of hours/days/weeks/months/years before or after the trigger event the mailing should be sent. ListManager will see that the trigger event has occurred, and that the member(s) qualify to receive the mailing, but will not send the mailing immediately; rather it will delay it by the time specified here. For instance, if a member purchased an item on August 29th,

2003, you can then send the mailing 2 days after the purchase (the trigger event) rather than immediately upon the purchase. Then the setting would be "2 days afterwards". The "before" option is for future triggers that you may anticipate, such as a member birthday or join date anniversary. This would send the triggered mailing the set time prior to the upcoming event (i.e. birthday).

Content

Select the desired Content to be included in the triggered mailing from the drop-down menu. In

order for the Content to appear here, it must first be created in Content: New Content .

Once you click "OK," you will be asked to confirm the triggered mailing.

Mailings: Advanced Mailings: Triggered Mailings: View Triggered Mailings

Triggered mailings are a feature of ListManager Enterprise, and are unavailable for standard or

Pro ListManager. Contact your account representative at [email protected]

if you'd like to upgrade to ListManager Enterprise.The View Triggered Mailings page displays a list of all triggered mailings, from which they can be edited, tested, rescheduled, or deleted.

In addition, a new triggered mailing can be created from this page by clicking create new

mailing. For more information on how to create triggered mailings, see Mailings: Advanced

Mailings: New Triggered Mailing

or Mailings: Advanced Mailings: New Triggered Mailing Wizard .

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Finding a Triggered Mailing

Twenty triggered mailings are shown at a time. To view more, click Show more. Repeatedly clicking Show more will show greater numbers of triggered mailings at a time.

You may change the sorting order of the triggered mailings by clicking the up or down triangles next to the ID, Mailing Name, Subject, or Run Date. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a).

To search this table, click . To export this table as a CSV file, click .

Viewing or Editing an Existing Triggered Mailing

To view a triggered mailing, click the ID for that mailing. You will be taken to the Mailings:

Advanced Mailings: Editing Triggered Mailings page, where you can view the mailing details, edit

it, or save and test it.

Testing an Existing Triggered Mailing

Click Test next to the triggered mailing you'd like to test. ListManager will show you the name and subject of the mailing. Enter a valid email address to test that the mailing arrives and verify the content. Enter a sample size (usually 1), and set whether or not to perform spam analysis.

Rescheduling a Triggered Mailing

Triggered mailings can be rescheduled to be sent out on a different date or at a different time.

When you click on "reschedule," this opens the "Reschedule Triggered Mailing" page. Here, the

Mailing name and Subject are hard coded and cannot be edited, and the current send date and time are displayed. To unschedule this triggered mailing completely, click unschedule. This will prevent the mailing from going out at all in the future. Enter the new rescheduled date and time and previous send date and time (if necessary) upon which to base the send date calculations.

Changing these values allows you to skip sending mailings for a period of time, or resend the mailing for a period of time.

Deleting a Triggered Mailing

Click Delete next to the triggered mailing you'd like to delete. ListManager will ask you if you're sure before deleting the mailing.

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Creating a Mailing

Click create new mailing to be taken to the Mailings: Advanced Mailings: New Triggered Mailing

page.

Download as a File

Click the disk icon to download your triggered mailings in CSV format. This will download the information seen on this page, including the mailing name, subject, run date, etc.

Mailings: Advanced Mailings: Triggered Mailings: Edit Triggered Mailings

The Edit Triggered Mailing page is reached from the Mailings: Advanced Mailings: View

Triggered Mailings page, by clicking the ID number next to the triggered mailing you want to

view or edit. The editing option is here to allow you to make changes in the frequency, run time, etc., without deleting the mailing and having to create a new one.

There are four tabs on this page to easily edit the triggered mailing:

Message Body

For details, see Mailings: Need Approval: Edit Mailing: Message Body

Message Header

For details, see Mailings: Need Approval: Edit Mailing: Message Header

Recipients

For details, see Mailings: Need Approval: Edit Mailing: Recipients

Trigger

The selected trigger will be displayed here. To edit this trigger, click the edit button to go to the

Segments: New/Edit Segment: Essentials page . It is not recommended that the segment be

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edited after the triggered mailing is created. If this is necessary, please make sure that the times set for the mailing correspond with any changes in the triggered segment.

Next run time

Enter the first (next) run time for the mailing. This is the first date/time that the triggered mailing will run, regardless of previous run times and run frequencies. This must be entered in

YYYY-MM-DD HH:MM:SS format, or click the calendar to select a date. If no time is entered, it will default to YYYY-MM-DD 00:00:00. The default is tonight at 23:59 (just before midnight).

Previous run time (optional)

This is the original time or date from which the mailing will begin to detect members that will receive this mailing the first time. This must be entered in YYYY-MM-DD HH:MM:SS format, or click the calendar to select a date. If no time is entered, it will default to YYYY-MM-DD 00:00:00.

In general, this field will be left blank, in which case the Run Frequency will be used to determine how long before the next run time the trigger will start detecting trigger events. You may wish to enter a specific time, though, in case you wish to immediately send to members who have already met the requirements of the trigger in the last month, for example.

Run Frequency

Select how many days/weeks/months apart this mailing will run. Each time the mailing runs,

ListManager will look for members who have met the criteria to receive a mailing, since the last time the mailing ran. The default run frequency is "1 day."

Time from trigger event

Select the number of hours/days/weeks/months/years before or after the trigger event the mailing should run. ListManager will see that the trigger event has occurred, and that the member(s) qualify to receive the mailing, but will not send the mailing immediately; rather it will delay it by the time specified here. For instance, if a member purchased an item on August 29th,

Mailings: Advanced Mailings: Sequential Mailings: New Sequential Mailing

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Sequential mailings are a feature of ListManager Enterprise, and are unavailable for standard or

Pro ListManager. Contact your account representative at [email protected]

if you'd like to upgrade to ListManager Enterprise.

Sequential mailings are a series of triggered mailings sent out in sequence, at predetermined

time intervals, to each member who qualifies. This group of mailings is considered one

"sequence" of mailings, and they all collectively have the same mailing name. Note that to set up this series at varying time intervals with individual Contents associated with each mailing, the

Sequential Mailing Wizard may be used as a convenient way to quickly create the entire

sequence of mailings.

Triggered (and therefore sequential) mailings work on the premise that the time when the mailing is sent to a member depends on some action performed by that member, such as visiting a web page or making a purchase. It can also depend on some date associated with that member, such as their birthday or the date they joined the list.

When the triggered mailing is sent, it runs the same way as any other mailing for a specific

segment. The mailing depends on which members meet the criteria of the triggered segment ,

and sends the mailing to them. A key part of the segment is the trigger clause, because this determines who will receive the triggered mailing now (since the last time the triggered mailing was sent).

Example:

Members who purchase a particular high-end product could receive a "thank you" message the next day, a promotional discount for add-on features after three days, a questionnaire about satisfaction with the product after two weeks, and a series of newsletter articles about the product and related products over the next few months.

Creating a Sequential Mailing

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Creating a sequential mailing is much like creating a standard mailing (but with a trigger), except that the "Schedule" tab is replaced by the "Trigger" tab. For details on the other tabs, please see:



Mailings: New Mailing: Message



Mailings: New Mailing: Recipients (the only difference here is that rather than

choosing a segment, you will select a segment based on the desired trigger on the

Trigger tab.



Mailings: New Mailing: Tracking



Mailings: New Mailing: Internationalization

Trigger Tab

The Trigger tab is where you select a trigger from the ones created in Segments: New Triggered

Segment , and define the times for the mailing to be sent. For details on how to use the Trigger

tab, see Mailings: Advanced Mailings: Trigger Tab .

Mailings: Advanced Mailings: Sequential Mailings: New Sequential Mailing Wizard

Sequential mailings are a feature of ListManager Enterprise, and are unavailable for standard or

Pro ListManager. Contact your account representative at [email protected]

if you'd like to upgrade to ListManager Enterprise.

Sequential mailings are a series of triggered mailings sent out in sequence, at predetermined

time intervals, to each member who meets the criteria of a single triggered segment. The intervals are set here, and the individual Contents associated with each mailing in the sequence are selected here. The Sequential Mailing wizard allows you to quickly create a sequentially

triggered mailing in one step. It also references the trigger created in Segments: New Triggered

Segment . The sequential mailing wizard must be used to set up the individual times and

contents for each mailing to be sent out.

Using the Sequential Mailing Wizard

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The sequential mailing wizard is set up to be intuitive and easy to use. The correct segments and triggered mailings must be set up prior to using the sequential mailing wizard.

Name

Select a name to identify your sequentially triggered mailing. This name is not seen by message recipients, so label the mailing in a way that will help you to identify it later in the Mailings main page. 70 characters are allowed in the Name field.

Trigger

Select the desired trigger from the drop-down menu. In order for triggers to appear here they

must first be created in Segments, by clicking on create new triggered segment .

Track opens

Allows you to track what percentage of your messages were opened by recipients who can see

HTML. Opens cannot be tracked for recipients who cannot see HTML.

If a user opens a message using two different clients (e.g., their email client and a web browser), two opens will be recorded, skewing your results.

Detect HTML capability

Allows you to track whether or not a recipient is able to read HTML. If the recipient can see

HTML, the recipient's member record will be updated with that information.

If you send a text-only message, an HTML message will be created and added to your message.

Your message will be sent as a multipart-alternative message, since HTML capability cannot be detected for text-only messages.

Track all URLs

To make all URLs in the mailing clickthrough tracking URLs, choose Yes. The default setting for

this option is found on the Utilities: List Settings: Web Created Content page.

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Time after the Trigger Event

The times are set up for each individual mailing in the series. Each time starts counting from the trigger event, not from the previous mailing in the series. So, if the first time is 1 day after the trigger event, and the second time is 3 days after the trigger event, the second mailing will occur

3 days after the trigger event, rather than 4 days.

Select the number of hours/days/weeks/months/years before or after the trigger event the mailing should run. ListManager will see that the triggered event has occurred, and that the member(s) qualify to receive the mailing, but will not send the mailing immediately; rather it will delay it by the time specified here. For instance, if a member purchased an item on August 29th,

Content

Select the Content to be associated with the sequentially triggered mailing. In order for the

Contents to appear here they must have been previously created in Contents .

Mailings: Advanced Mailings: Sequential Mailings: View Sequential Mailings

Sequential mailings are a feature of ListManager Enterprise, and are unavailable for standard or

Pro ListManager. Contact your account representative at [email protected]

if you'd like to upgrade to ListManager Enterprise.

The View Sequential Mailings page displays a list of all sequential mailings. To view the mailings in sequence that comprise each sequential mailing, click on the Sequential Mailing Name link.

This opens the Sequential Details page, which displays all of the individual mailings that make up the sequential mailings. These individual mailings can be further edited by clicking the ID number next mailing. This allows you to edit the mailing itself. This can best be described as follows:

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Sequential page (displays sequential mailings) > Sequential Details page (displays individual mailings in sequence for the selected sequential mailing).

In addition, a new sequential mailing can be created from this page by clicking create new

sequential mailing. For more information on how to create sequential mailings, see Mailings:

Advanced Mailings: New Sequential Mailing

and Mailings: Advanced Mailings: New Sequential

Mailing Wizard .

Note that the list's recency limits may not be overriden when creating a new sequential mailing using this wizard. However, these limits may be edited later in Mailings: Advanced Mailings:

Sequential Mailings: Edit Sequential Mailing.

Finding a Sequential Mailing

Twenty sequential mailings are shown at a time. Note that the view here displays each sequential mailing, NOT the individual mailings that comprise a sequential mailing. To see the individual mailings that belong to a sequential mailing, click on the sequential mailing name to be taken to the Sequential Details page, from where new mailings can be added to the sequence.

To view more, click Show more. Repeatedly clicking Show more will show greater numbers of triggered mailings at a time.

You may change the sorting order of the sequential mailings by clicking the up or down triangles next to the Sequential Mailing Name or Count. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a).

Viewing or Editing an Existing Sequential Mailing

To view a sequential mailing, click the ID for that mailing. You will be taken to the Sequential

Details page, where you can test, reschedule, or delete the mailing in the sequence, or further edit it by clicking the ID.

Testing an Existing Sequential Mailing

Sequential mailings must be tested from the Sequential Details page. Click Test next to the mailing in the sequence like to test. ListManager will show you the name and subject of the

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mailing. Enter a valid email address to test that the mailing arrives and to verify the content.

Enter a sample size (usually 1), and set whether or not to perform spam analysis. It is strongly recommended that segments are tested when saved, to make sure that no errors occur.

Rescheduling a Sequential Mailing

Sequential mailings can be rescheduled to be sent out on a different date or at a different time.

When you click "reschedule," this opens the "Reschedule Sequential Mailing" page. Here, the

Mailing name and Subject are hard coded and cannot be edited, and the current send date and time are displayed. To unschedule this triggered mailing completely, click unschedule. This will prevent the mailing from going out at all in the future. Enter the new rescheduled date and time, previous send date and time (if necessary) upon which to base the send date calculations, or the new send frequency. Changing these values allows you to skip sending mailings for a period of time, or resend the mailing for a period of time.

Deleting a Sequential Mailing

Sequential mailings must be deleted from the Sequential Details page. Click Delete next to the mailing you'd like to delete. ListManager will ask you if you're sure before deleting the mailing.

Adding Mailings to the Sequence

Individual mailings must be added to the sequence of a sequential mailing from the Sequential

Details page. Click "add to sequence" to be taken to the Mailings: Advanced Mailings: New

Sequential Mailing page. Note that you will be unable to edit the mailing name, and the mailing

trigger, as these will be preset to the values for your existing sequence.

Download as a File

Sequential mailings must be downloaded from the Sequential Details page. Click the disk icon to download your sequential mailings in CSV format. This will download the information seen on this page, including the sequential mailing name and the number of individual mailings in the sequence.

Mailings: Advanced Mailings: Trigger Tab

Triggered and Sequential mailings are a feature of ListManager Enterprise, and are unavailable for standard or Pro ListManager. Contact your account representative at [email protected]

if you'd like to upgrade to ListManager Enterprise.

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The fields on the Trigger page allow you to create a mailing to be sent when a particular trigger event occurs. Triggered mailings are associated with a particular segment or with a particular automated message. A trigger is necessary to create a triggered or sequential mailing, and work

in conjunction with triggered segments .

Note that the Trigger Tab replaces the Schedule Tab in standard mailings.

Trigger

Select a trigger from the drop-down menu. In order for triggers to appear here, they must first

be created in Segments: New Triggered Segment .

Next run time

Enter the first (next) run time for the mailing. This is the first date/time that the triggered mailing will run, regardless of previous run times and run frequencies. This must be entered in

YYYY-MM-DD HH:MM:SS format, or click the calendar to select a date. If no time is entered, it will default to YYYY-MM-DD 00:00:00. The default is tonight at 23:59 (just before midnight).

Previous run time (optional)

In general, this field will be left blank, in which case the Run Frequency will be used to determine how long before the Next run time the trigger will start detecting trigger events. You may wish to enter a specific time, though, in case you wish to immediately send to members who have already met the requirements of the trigger in the last month, for example.

Run Frequency

Select how many days/weeks/months apart this mailing will run. Each time the mailing runs,

ListManager will look for members who have met the criteria to receive a mailing, since the last time the mailing ran. The default run frequency is "1 day".

Time from trigger event

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IMPORTANT NOTE Regarding Setting the Timing of Triggered Mailings

Keep in mind how the Run Frequency and Time from trigger event settings work together to determine the timing of triggered mailings. In general, the Time from trigger event setting is constrained by the Run Frequency setting. If you set both to the same time, the results can be unexpected. Here's an example.

Let's say you set Run Frequency and Time from Trigger Event both to one hour. Your trigger is

"when a recipient opens their email."

At 11:59 a.m, someone opens their email. The Run Frequency setting is "check every hour," so at 12 noon, ListManager checks and sees that someone opened their email. Since the Time from

trigger event setting is "send after one hour," and one hour has not passed, the triggered mailing is not sent. ListManager checks again at 1:00 p.m.; since more than an hour has passed since it found a qualifying event (the opened email), the mailing is sent.

However, let's say that the email was opened only two minutes later, at 12:01 p.m. The next time ListManager checks to see who has opened their mail is 1:00 p.m. When it does, it sees that mail was opened at 12:01 p.m., but since an hour has not quite passed, the Time from

trigger event setting's criteria has not been met, so the triggered mailing isn't sent. ListManager checks again at 2:00 p.m.; by this time, more than an hour has passed, so the triggered mailing is sent.

To sum up, setting Time from trigger event to a particular interval doesn't mean a mailing will be triggered at precisely that interval. Results will generally be more predictable if Run

Frequencyhas a lower setting than Time from Trigger Event.

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Mailings: Advanced Mailings: New Split Test Mailing Wizard

NOTE: Split testing is a feature of ListManager Enterprise, and is unavailable for standard

ListManager. Contact your account representative at [email protected]

if you'd like to upgrade to

ListManager Enterprise.

Split-testing gives you the ability to send different versions of a message to random subsets of your mailing list, then compare the results to see which version is most effective. This type of testing eliminates any demographic or action-based bias that could alter your results.

After you determine which version of the message gives the best results, you can send it to the rest of your list.

Before You Begin

Before doing a split test, you must create at least two content items to use in the test. For

information about creating content, see Creating Content -- Overview .

To Open the Split Test Mailings Wizard

1. In the left Navigation Bar, click Mailings and point at Advanced Mailings.

2. Point at Split Test Mailings and click Split Test Mailings Wizard.

Using the Split Test Mailings Wizard

Screen 1

On this screen, you create the test.

Split Test Name

Type a name to identify your test. The name can be up to 70 characters long.

Split Test Description

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Type a description for your test.

Segment

To send the test to a specific segment instead of the entire mailing list, select the segment you want from the Segment drop down list. The default setting is the entire mailing list.

Sampling Methodology

You can send the test to either a percentage of your mailing list or segment, or a specific number of members in the list:

To send the message to a percentage of a list or segment

Select % of Segment, then type the percentage in the Total % to receive test field.

To send the message to a specific number of members

Select # of Members, then type the number in the Total # to receive tests field.

Content 1

In the Content 1 drop down list, select the content you want to send to the first group.

Content 2

In the Content 2 drop down list, select the content you want to send to the second group.

TIP: To view the content, click View next to the content you want to see.

To add another content item to the test

This option is available only if additional content items exist. For information about creating

content, see Creating Content -- Overview .

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1. Click More.

The Content 3 drop down list appears.

2. In the Content 3 drop down list, select the content you want.

3. Repeat steps 1 and 2 to add more content.

To remove the most recently added content item

This option is available only if you added more than two content items.



Click Less.

To continue, click Next.

Screen 2

On this screen, you specify test options.

Purge From

To purge members who received previous messages and/or members who will receive scheduled messages:

1. Click Choose Mailings.

2. In the Available Sent Mailings to Purge From and/or Available Scheduled Mailings to Purge

From list, select the message you want.

TIP: To select multiple messages, hold down the CTRL key while selecting each message.

3. Click >>.

TIP: To deselect a message, select it in the Chosen Sent Mailings to Purge From or Chosen

Scheduled Mailings to Purge From list, then click <<.

Suppression list

To add a list of members who should not receive this test:

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1. Click Choose File.

2. To terminate importing of the list after a certain number of malformed addresses, select an option from the Terminate import drop down list.

3. Click Browse and select the suppression list you want.

4. Click OK.

Recency Limit

To purge members who recently received email from you:

1. Click Edit Recency.

2. Specify the recency you want.

3. Click OK.

Track opens

By default, ListManager keeps track of the members who open your test email. If you do not want to track opens, select no.

Detect HTML capability

By default, ListManager detects whether a member's email software is capable of displaying

HTML. If you do not want to detect HTML capability, select no.

Track all URLs

By default, ListManager makes all URLs in the mailing clickthrough tracking URLs. If you do not want to track URLs, select no.

To go back to the previous screen, click Go Back. To continue, click Next.

Screen 3

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On this screen, you schedule the test.

You can either schedule the test for a specific date and time, or select the wait for approval option. By default, wait for approval is selected. This means that the test will be sent after it is approved. The option you select applies to all parts of the test.

After you create the test, you will be able to reschedule each part of the test to go out at a different time.

To schedule the test to be sent at a specific time:

1. Select schedule for.

2. Do one of the following:

Enter the date in one of the following formats:

YYYY-MM-DD HH-MM-SS

MM/DD/YY

YYYY-MM-DD

Click the calendar to select a date.

To go back to the previous screen, click Go Back. To continue, click Next.

Screen 4

On this screen, you can review your test.

To return to a previous screen



Click Go Back.

To send the test at the scheduled time



Click Send.

To save the test without sending



Click Save.

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To cancel the test



Click Cancel.

To reschedule a version of the test



To reschedule a scheduled test, see Mailings: Scheduled .



To schedule a test waiting for approval, see Mailings: Approval: Need Approval .

View Split Test Mailings

On the View Split Test Mailings page, you can view the results of or delete an existing split test, or create a new split test.

To view the results of a test

Click the View Results command for the test.

To delete a test

Click the Delete command for the test.

To create a new split test

Click New Split Test.

Tell me more .

To send the winning mailing to the rest of your segment

1. Click the View Results command for the test.

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2. Click the Send Rest command for the winning mailing.

View Split Test Results

On the Split Test - View Results page, you can view the results of your split tests, go to reports that show you different types of statistics, and send the winning email to the rest of your list.

To view reports

Click the Success, Opens, or Clickthroughs button.

To send the winning mailing to the rest of your segment

Click the Send Rest command for the winning mailing.

To see fewer or more titles in the table

Click Show fewer or Show more.

Scheduled

Mailings: Scheduled

The Mailings: Scheduled page shows you all mailings which are scheduled to be sent at a future time.

Finding a Mailing

Twenty mailings for the list are displayed in Mailings: Scheduled. To view more, click Show

more. Repeatedly clicking Show more will show greater numbers of mailings at a time.

You may change the sorting order of the mailings by clicking the up or down triangles next to ID,

Name, Subject, or Send Date. By clicking the top triangle, the sort order will be ascending (a-z);

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clicking the bottom arrow makes the sort order descending (z-a). Click Next to see the next twenty mailings, Previous to see the last twenty.

To search this table, click . To export this table as a CSV file, click .

Viewing or Editing a Mailing

To view a mailing, click on the mailing name. You will be taken to the Mailings: Scheduled

Mailings Edit Mailing screen, where you can view the mailing, edit it, or save and test it.

Sending a Mailing

To send a mailing, click Send Now next to the mailing. Your message will sent out immediately.

If you have multiple mailings with the same name and title, you will also have the option to send all of these mailings to be sent at the same time. Multiple mailings such as these are created when you send a single message to multiple subsets or lists.

Testing a Mailing

Click Test next to the mailing you'd like to test. You will be taken to the Mailings: Test Mailing

page.

Rescheduling a Mailing

To change the scheduled time a mailing should be sent, click on Reschedule next to the mailing.

The Title, Subject, Current Send Date, and Reschedule Send Date will be displayed. To reschedule the date and time the message should be sent out, enter the date and time in

Reschedule Send Date.

You may also click on Unschedule to prevent a message from being sent at the scheduled time.

The message will then appear in Mailings: Need Approval .

Rescheduling split tests

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Each part of a split test is displayed as a separate item. You can reschedule each part to go out at a different time. When you reschedule a part of the test, the following rules apply:



Changes to the status apply to all parts. For example: when creating the test, you selected schedule for and specified February 1 as the send date.



Changes to the scheduled date for one part apply only to that part. For example: when creating the test, you selected schedule for and specified

February 1 as the send date. You then reschedule part two for February 4.

As a result, part one will be sent on February 1, and part two will be sent on February 4.

For more information about split tests, see Mailings: Advanced Mailings: New Split Test Mailing

Wizard .

Copying a Mailing

Deleting a Mailing

Click Delete next to the mailing you'd like to delete. ListManager will ask you if you're sure before deleting the mailing.

Creating a Mailing

Click Create New Mailing to be taken to Mailings: New Mailing

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Download as a File

Click on the disk icon to download your mailings in CSV format.

Note that triggered and sequential mailings can be "unscheduled" as well. For more

information, see Mailings: Advanced Mailings: New Triggered Mailing

and Mailings: Advanced

Mailings: New Sequential Mailing .

View Outgoing Mailings

Mailings: View Outgoing Mailing: Message Body

Mailing Name

The name you've given this mailing. This name is not seen by message recipients. To change the name of the mailing, type in the desired name and click Save.

Body

The body of the message you're sending. If you've created both a text and HTML body for your message, you'll see some encoding that allows email clients to select which version they can open and read. It will look something like this:

This is a multi-part message in MIME format.

--==-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-==

Content-Type: text/plain; charset="iso-8859-1"

Content-Transfer-Encoding: 7bit

Deleting Mailings

Note that a mailing can only be deleted when it has been completed. The Delete button will not be available until this occurs.

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Mailings: View Outgoing Mailing: Message Header

Header

The message header will be displayed here. Parts of the header will appear as mail merge tags

(e.g., %%emailaddr%%. However, the information appropriate for each recipient was merged in when the mailing was sent.

Mailings: View Outgoing Mailing: Recipients

Total Recipients

The total number of recipients being sent to.

To view a table with more detailed information about the recipients

Click the View Recipient Details button.

This opens the Mailings: Mailing Status: View Outgoing Mailing: Mailing Recipients page and

display "All" recipients.

Successfully Sent

The number of recipients successfully sent and delivered to.

To view a table with more detailed information about these recipients

Click the View Successful button.

This opens the Mailings: Mailing Status: View Outgoing Mailing: Mailing Recipients page and

displays the table with the Success filter on.

The following sections are displayed only under certain conditions:

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Mailing Paused: Will only be displayed if an administrator manually paused the mailing. Displays the number of recipients affected by this, including those that have not been attempted (0 attempts), or in retry (more than one attempt with a transient failure). For more information on

pausing mailings, see Mailings: View Outgoing Mailing: Mail Queue .

The View Paused button opens the Mailings: Mailing Status: View Outgoing Mailing: Mailing

Recipients page, with the Paused filter on, so only paused recipients will be immediately visible.

Mailmerge Abort: Will only be displayed if there is a scripting error in TclMerge and the

"errormode" function is set to "abort" or "notify". If this is the case, a Tcl error will cause the mailing to abort. Alternatively, if the Tcl Merge "abort" command is used, a recipient in this status will be created. The error mode function is used as follows: errormode abort or errormode notify [email protected]

The view aborted button opens the Mailings: Mailing Status: View Outgoing Mailing: Mailing

Recipients page, with the Aborted filter on, so only aborted recipients will be immediately

visible.

Mailmerge Skip: Displays the number of recipients skipped by mailmerge. Recipients are skipped by using the skip mail merge command. This is based on user-specified criteria. The view skipped

button opens the Mailings: Mailing Status: View Outgoing Mailing: Mailing Recipients page, with

the Skipped filter on, so only skipped recipients will be immediately visible.

Failure and Rejection Message Buttons: If you any of your mail resulted in a transient or permament failure, the following buttons appear on the page:

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Learn about the Rejection Messages page .

Segment

Displays the segment(s) that the mailing was sent to.

Add Recipient

Enter an email address and click Save to send the mailing or message to the email address specified. Only one email address may be specified at a time.

This feature may be used to resend delivery or other reports to administrators.

Mailings: View Outgoing Mailing: Mailing Recipients

The Mailings Recipients page shows you recipient details for a particular mailing. From here, member details can be viewed and edited, and the send details associated with sending that mailing to the particular recipient can be accessed.

Finding a Recipient (Member)

From the drop-down menu, select the desired view for mailing recipients. "All" will display all recipients for the mailing, which can then be sorted by status if necessary; alternatively, the view can be filtered by the following recipient statuses:

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

All



Not Attempted, Active, Retry



Success, Failure, Expired



Aborted, Skipped



Active



Retry



Success



Permanent and Transient Failure



Permanent Failure



Transient Failure



Expired



Paused



Aborted



Skipped

Twenty recipients for the mailing are displayed. To view more, click Show more. Repeatedly clicking Show more will show greater numbers of recipients at a time.

You may change the sorting order of the recipients by clicking the up or down triangles next to

Username, Domain, Status, Send-try, and Next attempt. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a).

Click Next to see the next twenty recipients, Previous to see the last twenty.

The sort options are:

Username

The name of the recipient. What you see here is everything to the left of the "@" symbol in the user's email address. For example, "joe_person".

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Domain

The domain name of the recipient. What you see here is everything to the right of the "@" symbol in the user's email address. For example, "example.com".

Status

The status of the recipient. To see a filtered view by status, select the desired status type in the drop-down menu described above.

Send-try

The number of attempts at sending the mailing to that recipient. If the number is 1, the mailing was successfully sent on the first try.

Next attempt

The date for the next scheduled mailing attempt for the recipient.

To customize the Mailing Recipients Table

1. Click the Choose Fields button.

2. In the Available Fields box, click the field you want to add to the table.

3. Click the A dd button.

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The field appears in the Chosen Fields box.

4. When you are finished, click OK.

NOTE If you save the table as a CSV file (see below), any fields you added to the table will be included in the CSV file.

To remove a field from the Chosen Fields box

1. Click the field.

2. Click the Remove button.

Member History

Click Member History to go to the Members: History page, where you can see the member's

current information, and opens, clickthroughs, etc.

View sending details

To see the recipient sending details associated with how the mailing was sent, including basics ,

transaction log , and bounce message information.

To save the table as a CSV file

Click the spreadsheet button.

This saves the table in a text file format known as CSV (comma separated values). CSV files can be opened and edited with many programs, including Excel.

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Mailings: View Outgoing Mailing: Rejection Messages

The Rejection Messages page shows you any rejection messages sent to you, resulting from transient or permanent failures for a particular mailing. From here, member details can be viewed and edited.

To view the mailing itself, click the mailing link at the top of the page. This will take you to the

Mailings: Mailing Status: View Outgoing Mailing: Message Body page.

Finding a Rejection Message

From the drop down list, select the desired view for rejection messages. "All" will display all the rejection messages for the mailing; alternatively, the view can be filtered to see either transient or permanent failure messages only.

Twenty rejection messages for the mailing are displayed. To view more, click Show more.

Repeatedly clicking Show more will show greater numbers of rejection messages at a time.

You may change the sorting order of the rejection messages by clicking the up or down triangles next to Type, User, and Domain. By clicking the top triangle, the sort order will be ascending (az); clicking the bottom arrow makes the sort order descending (z-a). Click on Next to see the next twenty recipients, Previous to see the last twenty.

The sort options are:

Type

Displays the type of failure (bounce). It will either be permanent or transient.

User

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Displays the username. This will be everything to the left of the "@" symbol in the user's email address. For example, in the user ID "jane_person"@example.com," the name "jane_person" will be displayed.

Domain

Displays the user domain. This will be everything to the right of the "@" symbol in the user's email address. For example, in the user ID "[email protected]," the domain

"example.com" will be displayed.

Message

A detailed log of the rejection message(s) for the failure.

Failure types

Transient failures

Transient failures are recorded when all retry attempts have been made and delivery was unsuccessful. For example, a transient failure can occur when ListManager is unable to connect to the receiving mail server. Here are some examples of transient failures:

Wed, 05 May 2010 04:25:44 Sending email to: [email protected]

<--DNS info available for: example.com

--> Attempting to connect to: example.com (10.20.30.40 25)

<-- Connection refused by: example.com (10.20.30.40 25)

--> No more mail servers left to try.

Wed, 05 May 2010 04:55:33 Sending email to: [email protected]

<-- DNS info available for: example.com

--> Attempting to connect to: example.com (10.20.30.40 25)

<-- Connection refused by: example.com (10.20.30.40 25)

--> No more mail servers left to try.

Wed, 05 May 2010 05:55:32

• Unable to resolve DNS information for this domain

Wed, 05 May 2010 07:25:36

• Unable to resolve DNS information for this domain

Wed, 05 May 2010 09:25:57 Sending email to: [email protected]

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<-- DNS info available for: example.com

--> Attempting to connect to: example.com (10.20.30.40 25)

<-- Connection refused by: example.com (10.20.30.40 25)

--> No more mail servers left to try.

Permanent Failures

Permanent failures are related delivery attempts that have failed due to bad email addresses.

Here are some examples of permanent failures due to invalid addresses:

Mon, 03 May 2010 12:32:55 Sending email to: [email protected]

<-- DNS info available for: example.com

--> Attempting to connect to: example.com (10.20.30.40 25)

<-- Connected to: example.com (10.20.30.40 25)

<-- 220 barracuda2.netwurx.net ESMTP (245fb80b66e3a4c59a0a3ff2553b6e66)

--> HELO lm.lyris.net

<-- 250 barracuda2.netwurx.net Hello lm.lyris.net 10.1.1.1, pleased to meet you

--> MAIL FROM: [email protected]

<-- 250 Sender <[email protected]> OK

--> RCPT TO:<[email protected]>

<-- 511 cuda_nsu sorry, no mailbox here by that name (#5.1.1 - chkuser)

Mon, 03 May 2010 12:05:18 Sending email to: [email protected]

<-- DNS info available for: example.com

--> Attempting to connect to: example.com (10.20.30.40 25)

<-- Connected to: example.com (10.20.30.40 25)

<-- 220 bay0-mc2-f43.Bay0.example.com

--> HELO lm.lyris.net

<-- 250 bay0-mc2-f43.Bay0.example.com (3.10.0.73) Hello 10.1.1.1

--> MAIL FROM: [email protected]

<-- 250 [email protected] OK

--> RCPT TO:<[email protected]>

<-- 550 Requested action not taken: mailbox unavailable

Bounce messages

Bounces that are sent to the "[email protected]" address are first processed in the Incoming Mail Queue. Based on the bounce message received, the delivery status for that member will be updated with either a Transient or Permanent failure. Here is an example:

Return-Path: <>

Received: from example.com (1.1.1.1) by 10.20.30.40 with SMTP (Lyris ListManager WIN32

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version 10.2c); Mon, 17 May 2010 23:20:24 -0700

To: [email protected]

From: Mail Administrator <[email protected]>

Reply-To: <[email protected]>

Subject: Mail System Error - Returned Mail

Date: Tue, 18 May 2010 06:20:23 +0000

Message-ID: <[email protected]>

MIME-Version: 1.0

Content-Type: multipart/report; report-type=delivery-status;

Boundary="===========================_ _= 9778442(2115)1274163623"

--===========================_ _= 9778442(2115)1274163623

Content-Type: text/plain

This Message was undeliverable due to the following reason:

Each of the following recipients was rejected by a remote mail server.

The reasons given by the server are included to help you determine why each recipient was rejected.

Recipient: <[email protected]>

Reason: 5.1.1 unknown or illegal alias: [email protected]

View Member

To view a member, click "view member". You will be taken to the Members: New/Edit Member:

Basics page, where you can view the member, edit it, or save it.

Recipient Sending Details

Mailings: View Outgoing Mailings: Mailing Recipients: Recipient Sending Details: Basics

Title

Displays the name of the mailing. This can be clicked to go to the Mailings: Mailing Status: View

Outgoing Mailings: Message Body page, to access detailed information about the mailing itself.

Date

Displays the date and time when the mailing was sent to the particular recipient.

Message ID

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Displays the ID of the mailing. This can be clicked to go to the Mailings: Mailing Status: View

Outgoing Mailings: Message Body page, to access detailed information about the mailing itself.

Recipient

Displays the member (recipient) email address. Clicking on the address takes you to the

Members: Edit Member: Basics page, where member information can be accessed and edited.

Status

Displays the status of the mailing for that recipient. The following are the possible status messages:



Not attempted



Active



Retry (displays the date and time for the next retry attempt)



Completed: The destination mail server reported a temporary failure error code

(between 400 - 499).



Completed: The destination mail server reported a permanent failure error code

(500+).



Completed: A temporary DNS failure occurred.



Completed: The domain is reported to be bad via DNS.



Completed: A bounce was received for this recipient.



Completed: An attempt was made to send to an email address (rather than a member ID) and that address is not syntactically valid.



Completed: The message to send for this recipient was deleted from the database.



Completed: The expiration date to send the mailing was reached before all attempts were completed.



Completed: The recipient was not processed due to the skip command in mailmerge.

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

Completed: The recipient was not sent to because the mailing was stopped during mail merging by the "abort" command.



Paused

Mailings: View Outgoing Mailings: Mailing Recipients: Recipient Sending Details: Log

Log

Displays detailed information for each message associated with this recipient. The log information includes the recipient's email address, DNS information, TCP/IP connection information, the message body, etc. The status of each recipient is also displayed. The level of

detail seen here can be set in Utilities: List Settings: Basic Information: Enable Features , on the

Recipient logging level drop-down menu.

If the mailing was stopped by an administrator, the transaction will display a message saying

"Mailing stopped by administrator" to inform you that it was manually stopped and did not experience some other failure or stop mechanism.

If there is no log available for this recipient, ListManager will display a "No transaction log" message.

Mailings: View Outgoing Mailings: Mailing Recipients: Recipient Sending Details: Bounce

Message

Bounce

Displays detailed information if there were any permanent failures associated with this recipient. It will display the email address(es) that suffered the permanent error, a copy of the message, etc.

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If there are no permanent failure messages for this recipient, ListManager will display a "No bounce message received" message.

Mailings: View Outgoing Mailing: Log

Log

The record of all the tasks ListManager has performed in sending out this message. You'll see the dates and times when the message was sent, along with the number of recipients sent to.

Mailings: View Outgoing Mailing: Mail Queue

The ID number ListManager has assigned this mailing.

Status

The status of this mailing (this is not to be confused with the recipient mailing status). Recipient

mailing statuses can be seen on the Mailings: View Outgoing Mailing: Mailing Recipients page.

Active

These are mailings that are either new or in retry mode, which are currently being delivered.

When a mailing is active, it can be paused by clicking the Pause button, which will put the mailing in Paused mode.

Paused

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Completed

All attempts have been made for the mailing, and no further retries will occur.

Pausing (x) Recipients Have Been Paused, (x) Recipients are Currently Sending

List Name

The name of the list this message was sent to.

Date Created

The date this mailing was created.

Don't attempt after

The date, in YYYY:MM:DD format, on which no further attempts should be made for this mailing.

Deleting Mailings

A mailing can only be deleted when it has been completed. The Delete button will not be available until this occurs.

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Campaigns

Mailings: Campaigns

ListManager lets you group related mailings together in campaigns. You may then view delivery and tracking information for the campaign in ListManager's Reports.

How do I create a campaign?

1. In the left Navigation bar, click Mailings: Campaigns.

2. Click create new campaign.

3. Enter a Campaign Name.

4. Enter a Campaign Description.

5. Determine what the campaign Applies to: -- the list, the site, or the entire server.

6. Select which mailings you'd like assigned to the campaign. You may create a campaign with

no mailings, and assign mailings to it later in Mailings: New Mailing: Tracking .

7. Click Save.

A mailing may belong to as many campaigns as you like.

How do I assign a mailing to a campaign?

You may assign a mailing to a campaign when you create the campaign in Mailings: Campaign, or edit the campaign later to include a mailing.

You may also assign a mailing to a preexisting campaign when you create the mailing. Assign a

mailing to a campaign on the Mailings: New Mailing: Tracking tab.

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Finding a Campaign

Twenty campaigns are displayed in Mailings: Campaigns. To view more, click Show more.

Repeatedly clicking Show more will show greater numbers of campaigns at a time.

You may change the sorting order of the mailings by clicking the up or down triangles next to

Campaign or Description. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click Next to see the next twenty mailings, Previousto see the last twenty.

Use the drop down box in the upper left corner to view list, site or server level campaigns.

Viewing or Editing a Campaign

To view a campaign, click on the campaign name. You will be taken to the Mailings: Campaigns:

Edit Campaign screen, where you can view which mailings are assigned to the campaign, and

add or remove them.

Copying a Campaign

Click Copy next to the campaign you'd like to copy. ListManager will create a new campaign with the original name and description with the word "-copy" to distinguish it from the original campaign.

Deleting a Campaign

Click Delete next to the campaign you'd like to delete. ListManager will ask you if you're sure before deleting the campaign.

Creating a Campaign

Click create new campaign to be taken to Mailngs: Campaigns: New Campaign .

Mailings: Campaigns: New Campaign

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Campaign Name

Required. The name of this campaign. The campaign name must be unique on the server. The campaign name and description will be displayed in Mailings: Campaigns and when selecting campaigns for a mailing when creating a new mailing.

Campaign Description

Required. A description of this campaign. The campaign name and description will be displayed in Mailings: Campaigns and when selecting campaigns for a mailing when creating a new mailing.

Applies to

Specifies whether this campaign is available for a particular list, a site or server-wide.

Available Mailings

A list of mailings available for this campaign. You will see mailings for the lists you have administrative access for. Use the > button to move selected mailings to Chosen Mailings.

Chosen Mailings

A list of mailings selected for this campaign. Use the < button to remove selected mailings.

Preview Mailing

The Preview Mailing feature allows you to see what the content will look like for random recipients, or for the email address you specify. Preview mailing can show you how mail merge, conditional content and scripting will appear for specific recipients.

Preview Mailing is a button that appears at the bottom of the Mailing: New Mailing: Message tab. It is also available for mailings pending administrator approval (Mailing: Approval: Edit

Mailing Needing Approval) and Mailings: Edit Scheduled Mailing.

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Member

Preview Mailing displays the message for the email address here. By default, your email address

(the address of the administrator logged into ListManager) will be displayed here. Click View

Random to view the mailing for a random recipient of the mailing. Or, enter the email address of a member you would like to preview and click View.

If the address entered is not a recipient of the mailing, ListManager will warn you and display the mailing without merging in custom content for that address.

NOTE: Preview Mailing should not be used to test whether the specified address will receive the mailing. When previewing a mailing, ListManager does not check if the specified address will be purged due to recency limits, or because they're on a suppression list or a recipient of a mailing that has been purged from receiving this mailing.

Header

The From:, To: and Subject fields of the header, with all content merged for this recipient.

Text Message

The text portion of the mailing, with all content merged for this recipient.

HTML Message

The HTML portion of the mailing, with all content merged for this recipient. At the bottom of the

HTML message, there is a link you may click to view the HTML portion of the message in your web browser.

Go Back

Return to creating or editing this mailing.

Mailings: Test Mailing

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When you test a mailing, ListManager creates the message for a random recipient of your list.

However, instead of sending this mailing to the member, it sends it to you. In this way, you can see exactly what the mailing will look like for your recipients. Testing a mailing is especially important if you are using conditional content, scripting, or any special formatting.

Do not be alarmed if you receive a message addressed to someone else! ListManager creates the mailing for the recipient(s), but redirects it to you. The mailing has not been sent to your list, or to the person whose email address is on your test mailing.

If you or others in your organization have difficulty receiving messages addressed To: someone

else, you may set Utilities: Administration: Server: Server Settings: Advanced: Enable Features:

Use Real Recipient Address When Merging Test Messages to "yes."

Name

The name of the mailing you're testing.

Subject

The subject of the mailing you're testing.

Send Test To

The email address(es) where the test messages should be sent. By default, your email address is here, but you can send these test messages to any email address. Specify multiple email addresses to which to send test messages with a comma: [email protected], [email protected]

Test Sample Size

The number of sample messages you'd like to receive. If you select 10, for example, you will receive ten separate messages, all addressed to recipients of your list, but redirected to you so you can see what the message would look like for them. The sample is randomly selected from your list(s) or subset(s).

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Perform Spam Analysis

ListManager can analyze your message using Spam Assassin, a popular anti-spam program used by many people. Your message will be subjected to a number of tests and assigned a score; the lower the score, the less likely your message will be filtered as spam.

If your message fails a particular spam-detection test, Spam Assassin assigns it a certain number of points. After all of the tests are complete, your points are summed and presented as a total score. Lower scores are better—they indicate that your message has fewer traits common to junk mail. Ideally, you want to get your message close to 0 points.

Some of Spam Assassin's tests work the other way around: if you pass them, they assign your message a certain number of *negative* points. This helps reduce your overall score.

The first test recipient will receive an email message for each test message sent, with the final score and an explanation of how the score was reached.

More information about the tests Spam Assassin uses may be found here: http://www.spamassassin.org/tests.html

Please remember that email standards and anti-spam rules are based on complex algorithms, and some of Spam Assassin's results may require the explanation of a Systems Administrator.

Our technical staff has years of experience with email filtering, and we offer that expertise to our software and hosting customers who have support contracts. If you need help resolving a difficult false-positive, please contact us at (800) 768-2929 or (510) 549-4350 to discuss your campaign.

EmailAdvisor Service

If you subscribe to EmailAdvisor , you may opt to audit your mailing as part of a test before

sending it. You may additionally opt to use the EmailAdvisor service when creating your mailing

so that it is audited when it is sent to your list or segment.

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NOTE: When using the EmailAdvisor service for a test, the test mailing will initially show that the message is being sent to a larger number of recipients than you specify. As the test progresses, the size of the mailing will match the Test Sample Size you have specified.

Blacklist Monitor

Inbox Snapshot

Delivery Monitor and Content Analyzer

Select which Delivery Monitor and Content Analyzer audits to run from the drop-down list.

Reports Sent To

The email address EmailAdvisor reports will be sent to.

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REPORTS

Reports -- Overview

ListManager offers extensive reporting on your mailings and membership. There are eight categories of pre-built reports: Mailings, Members, Server Performance, Web site, Purchases,

Interest and Surveys. If ListManager doesn't have the built-in chart you're looking for, create your own in Custom Charts. In addition, a sales-cycle map and a general map of all charts allow you to access all the reports in one view, to find the one you need more quickly.

The EmailAdvisor reports are also available here if you subscribe to the

EmailAdvisor service .

The charts available to you depend on your license level. Purchases and Interest charts are available to Enterprise license levels only. Contact your account representative at [email protected]

if you'd like to upgrade to ListManager Pro or Enterprise.

Note that the charts will only display 19 data points, but the chart table will have all the data points for that report. All the data for the selected report may be downloaded as a csv file by clicking on the disk icon in the upper right hand corner of the table.

The Lyris logo may be removed or your own logo inserted if you have the Rebrandable version

of ListManager.

Depending on the kind of report you select, the following selections may be available to you:

Line Chart

When you click on the Line Chart Icon, this is how you will see your data displayed:

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3D Line Chart

When you click on the 3D Line Chart Icon, this is how you will see your data displayed:

Bar Chart

When you click on the Bar Chart Icon, this is how you will see your data displayed:

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Pie Chart

When you click on the Pie Chart Icon, this is how you will see your data displayed:

Table

When you click on the Table Icon, this is how you will see your data displayed:

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Click on the Change Chart Properties to change the parameters of your chart - the dates charted, for example.

| 504 | October 2013 ListManager User Guide

Information about the chart, including a legend. The legend can be set to appear by default by

the server administrator, in Utilities: Administration: Server: Server Settings: Advanced: Enable

Features , however even if no legend appears here (it was set to not appear), it can be viewed by

clicking the question mark.

Deliverability Dashboard

On the Deliverability Dashboard, you can view five different graphs that give you information

about deliverability

and MailStreams .



Top Domain Status



Sending Backlog



Complaints by Domain



MailStream Blockage



MailStream Volume

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To select a different MailStream

Click the MailStream drop-down list and then select the MailStream you want. The list contains all the MailStreams you have permission to view.

To view statistics for an indicator in one of the graphs

Move the pointer over the indicator. For example, in a bar chart, move the pointer over a bar.

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Top Domain Status

Displays the top 14 domains based on a nightly calculation of list membership. The color of the oval to the left of a domain name indicates a particular status:

Red: All IPs completely blocked

Orange: At least 51% of IPs are blocked

Yellow: Up to 50% of IPs are blocked

Green: No blocks on any IPs

To view a list of all top domains within the list/site/server

Click Status for All Top Domains

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On the page that appears , you can view the status, % blocked, domain, number of members,

and a description of the block.

To view MailStream blocks

Click view blocks. On the page that appears , you view the name of the MailStream blocked, IP

address blocked, the domain blocking it, Blocking MX, a description of the block, the SMTP response code ListManager received, the duration of the block, the mailing and member responsible for the block, and the next retry.

To return to the Deliverability Dashboard

Click the back button in your browser.

Sending Backlog

Shows you a bar graph of the top fourteen domains with pending recipients.

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To view a list of specific totals for the domains, click

view data

. To update the data, click refresh

data.

Complaints by Domain

Displays a pie chart with the complaints for each domain broken down by percentages.

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To view a list containing the title and description of each complaint, click View This List's

Complaints.

MailStream Blockage

NOTE In ListManager 10.2b and later, this section is called Mailstream Queue.

Shows you a bar graph of all MailStreams and the amount of blockage they have. In the image below, the default MailStream is the only one with blockage.

To view a list containing each MailStream and its blockage amount, click

view data

. To update

the data, click refresh data.

MailStream Volume

Shows you the status of email sent within the last 24 hours. A single bar indicates all email for a particular MailStream. There are eight different categories ; the color coding in the bar graph indicates which category the email falls into. For example, in the image below, most of the email for the MailStream default has been categorized as Invalid Users, as indicated by the blue portion of the bar.

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To view statistics for an individual category, move the pointer over a colored section in the bar.

Reports: Report Dashboard

The Report Dashboard gives you a variety of information in graphic format about recent mailings, member lists, server performance, and sales resulting from your email marketing.

Note: The Report Dashboard requires the installation of Macromedia Flash Player.

To choose which mailings and time period to look at

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1. Click the View List button for the List(s) box.

2. Click the site or list you want.

3. Click the previous box and choose a time period.

4. Click the down arrow in the Time Range box.

5. Click the time range you want.

6. Click the Go button.

To change the mailings and time period being viewed

Follow the steps above to make different selections, and then click Go.

To view more detailed information about a section of the Dashboard

Click the view data command for that section.

Conversion Pipeline

Gives you a graphic representation of the following:

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Messages mailed, received, and opened.

Number of clicks and conversions resulting from the mailings.

Summary Statistics

Gives you a Delivery and Tracking Statistics and Mailing Performance for the current month-todate.

Membership Health

The chart on the left tracks the overall size of your list; the chart on the right gives you information about unsubscribes and new members.

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To view the statistic for a particular month, move the pointer over the node for that month in the first chart, or the the bar for that month in the second chart.

Delivery

Shows you how much mail was send and received.

To view the statistic for a particular month, move the pointer over the bar for that month.

Unique Opens & Clickthroughs

Shows you unique opens and unique clicks.

To view the statistic for a particular month, move the pointer over the node for that month.

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Mailing Overview

The Mailing Overview report provides an overview of the success and failure rates of individual mailings or campaigns.

To view a mailing

1.Select the category you want from the Mailing Type drop down list.

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This option acts as a filter for the Mailing/Campaign list; only items that fit the mailing type you selected will be available in the list.

2. Select the mailing/campaign you want from the Mailing/Campaign drop down list.

Quicklinks

The Quicklinks section provides link to detailed reports about the mailing.

Tracking Summary

Shows how many people opened the message, clicked a tracked URL, or went from one of your mailings to other pages on your Web site.

View Mailing

Shows the message body, message header, recipients, log and mail queue information.

View Opens

Shows details about recipients who opened your message.

View Clickthrough Tracking

Shows details such as the clickthrough time, destination IP address, and URL.

The information includes recipient counts, open statistics, clickthrough statistics, clickstream statistics, purchases, interest data, member changes, any surveys answered, and the mailing status.

Clickthrough Heatmap

Shows which specific links in a sent message drew the most traffic.

Delivery Results

Displays a pie chart with a uniquely colored section for each Delivery category (see below).

Successful Sends

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The number of emails that were successfully received by recipients.

Soft bounces

Email that has bounced back to the sender undelivered after it has been accepted by the recipient's mail server.

Technical failures

Technical failures are failures of the delivery of email due to problems on the receiving equipment or infrastructure, such as DNS resolution issues, connection timeouts, greylisting, or server errors due to non-user specific disk space problems.

Uncategorized failures

A failure that doesn't easily fit into one of the other categories.

Invalid Users

For some reason, the email addresses are not legitimate ones (this is often caused by spelling errors).

Content Blocks

Content blocks are responses that indicate that the message is rejected for issues detected by a content filter. The filter may conclude that your message contains spam-like content, non-RFC compliant content, blacklisted URLs in the content, etc

MailStream blocks

You can learn more about MailStream blocks here .

End User complaints

Spam complaints made about the mailing.

Recipients remaining

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The number of recipients for a mailing that are current pending in the Active Recipients queue.

These users may not have been attempted yet, could be in retry due to transient delivery failures, or could be inactive due to a block by the destination ISP.

Opens, Clickthroughs & Clickstreams

Total opens

Includes all opens, including repeat opens for the same recipient.

Unique Opens

Represents the number of recipients who are known to have opened a message. Records the first open for a recipient, and disregards further opens.

Clickthroughs

A clickthrough is the action of clicking an ad element and causing a redirect to another web page.

Unique Clickthroughs

The number of times a member clicked through a mailing, regardless of the number of the URLs.

Total Clickthroughs

Includes all clickthroughs, including repeats.

Clickstreams

A clickstream is a record of a user's activity on the Internet, including every Web site and every page of every Web site that the user visits, how long the user was on a page or site, in what order the pages were visited, any newsgroups that the user participates in and even the e-mail addresses of mail that the user sends and receives.

Unique page hits

The number of unique visitors to a page (e.g. if someone visits the same page three times in quick succession, it only counts as one unique page hit)

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Total page hits

The number of times a page was requested from the server.

Conversion Pipeline

A graphic representation of the number of messages sent vs. how many were actually received by the recipients.

Membership Changes

Subscribes

The number of new list members.

Unsubscribes

The number of members who left the list.

Purchases

The number of hits for your purchase tag . A purchase tag can have different quantities.

Units sold

Actual number of units sold.

NOTE: For example: Your purchase tag has a quantity of 3 and there are five hits on the tag.:

Purchases = 5, Units sold = 15 (5 x 3)

Revenue

The amount of revenue generated.

Top Clickthroughs, by URL

The total number of clickthroughs by URL for all members.

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Export

To export the overview information in a report, in the Export section, click the button for the report type you want.

CSV File Report

Saves the information in CSV format (comma-separated) which can be read by spreadsheet program like Excel.

XML File Report

Opens a new browser window and displays the information in XML format.

Reports: Delivery Statistics

Delivery Statistics tells you the progress of your mailings, and how successful they have been.

For a complete listing of all reports, see the Map on the Reports page in the ListManager web

interface.

Delivery Table

A chart of recent deliveries for this list, and how successful they have been. Click on the date created to view a chart of mailing counts over time.

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The delivery table is an overview of the success and failure rates of your recent mailings.

Finding a Mailing

To narrow the Delivery Table down to specific mailings

1. Click the Mailing Type box, and then select the category you want. This option acts as a filter for the Delivery Table; only items that fit the mailing type you selected will be displayed regardless of the other options you choose.

2. Click the View List button for the List(s) box, and then click the site or list you want.

3. Click the Calendar Popup button for the From and then choose a start date.

4. Click the Calendar Popup button for the To box and then choose an end date.

Only messages delivered in the range you specified will be displayed.

5. Click the Go button.

Twenty mailings for the list are displayed at a time. To view more, click Show more. Repeatedly clicking Show more will show greater numbers of mailings at a time.

You can change the sorting order of the mailings by clicking the up or down triangles next to

Mailing Name, Total, Attempted %, Completed %, Success %, and Created date. By clicking the

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top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click Next to see the next twenty mailings, Previous to see the last twenty.

The sort options are:

Mailing Name

The name you have given this mailing. If you click the mailing name link, you will be taken to the

Reports: Mailings: View Mailing: Message Body page, where the actual mailing text will be

displayed.

Total

The total number of recipients that ListManager is trying to send to. To view details about the

mailing recipients, click the number to go to the Reports: Mailings: View Mailing: Recipients

page.

Attempted %

The percentage of recipients attempted at least once. Click the number to see the "Attempted and completed count" chart for that mailing.

Completed %

The percentage of recipients for which the mailing attempt(s) are considered completed. This includes successful and failed deliveries, expired mailings, mailmerge skips, and mailmerge aborts. Click the number to see the "Attempted and completed count" chart for that mailing.

Success%

The percentage of the total recipients that ListManager has successfully delivered to. Click the number to see the "Success and failure %" chart.

Fail %

The percentage of the total recipients that ListManager has failed to delivered to. Click the number to see the "Success and failure %" chart.

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Complaint%

The percentage of mail that generated a complaint. Click the number to see the "Complaints by

Domain" table.

Created

The date the mailing was created. Click the date next to a mailing in the Created column to see the "Mailings count over time" chart.

Viewing a Mailing

To view a mailing, click on the mailing name. You will be taken to the Reports: Mailings: View

Mailing: Message Body page, where you can view the mailing, the recipients, the log and where

it is in the queue.

Seeing the Recipients

To see information about the total recipients, recipient details, who has been successfully sent to, and information about opens, clickthroughs and clickstream, click on the number next to a

mailing in the Totalcolumn. You will be taken to the Reports: Mailing Reports: View Mailing:

Recipients screen.

Download as a File

Click the disk icon to download your delivery statistics in CSV format.

This file can be opened and read using Excel and other programs.

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Reports: Tracking Statistics

Tracking statistics tell you how many people have opened your message, clicked on a tracked

URL, or who have gone from one of your mailings through to other pages on your Web site.

In order to have statistics about opens, you must set Track Opens to Yes in Mailings: New

Mailing: Tracking

. To have statistics about clickthroughs, you must insert clickable URLs while

making content.

If you want to track clickstreams, you'll need to create a Clickstream Tag , and put it on every

page you'd like to track on your Web site.

Tracking Summary

This page provides an overview of clickthroughs, opens and clickstreams.

Finding a Mailing

To narrow the Tracking Summary Table down to specific mailings

2. Click the View List button for the List(s) box, and then click the site or list you want.

3. Click the Calendar Popup button for the From and then choose a start date.

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4. Click the Calendar Popup button for the To box and then choose an end date.

Only messages delivered in the range you specified will be displayed.

5. Click the Go button.

The sort options are:

The ID number ListManager has assigned this mailing.

Mailing Name

The name you have given this mailing. Click on the mailing name to be taken to the Reports:

Mailings: View Mailing screen, where you can view the mailing, the recipients, the log and

where it is in the queue.

Sent #

The number of recipients ListManager actually delivered messages to. Click on the number next

to a mailing in the Sent column. You will be taken to the Reports: Mailing Reports: View Mailing:

Recipients screen.

Open #

The number of unique recipients who opened the message using an email client which can read

HTML. If a recipient opened the message in two different clients, or with a client and a web browser, only one open will be registered.

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If a clickthrough is registered for a recipient without a registered open (as occurs when HTML images are suppressed), an open is recorded for that recipient.

Click on this number to view those who opened the message. You will be taken to a page which will display the time the message was opened, and the email address and name of the recipient who opened it. You may download the list of those who opened the message by clicking on the disk icon. This file will be in CSV format, which may be opened and read using Excel and other programs.

From this page, you may view a chart that shows opens over time. In addition, you may also create a segment of those who opened a message so you can target later mailings to those people.

Open %

The percentage of unique recipients who opened the message using an email client which can read HTML.

Click on this percentage to view those who opened the message. You will be taken to a page which will display the time the message was opened, and the email address and name of the recipient who opened it. You may download the list of those who opened the message by clicking on the disk icon. This file will be in CSV format, which may be opened and read using

Excel and other programs.

From this page, you may view a chart that shows opens over time. In addition, you may also create a segment of those who opened a message so you can target later mailings to those people.

CT #

The number of unique recipients who clicked on at least one trackable URL (unique clickers).

This number may be greater than the number of opens if some recipients have HTML images disabled.

Click on the number to be taken to a page which will display the time the link was clicked, the email address and name of the recipient who clicked, and their TCP/IP address. For each click,

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you will also see the URL, URL Name and Group. You may download the list of those who clicked on a link by clicking on the disk icon. This file will be in CSV format, which may be opened and read using Excel and other programs.

From this page, you may view a chart that shows clickthroughs over time. In addition, you may also create a segment of those who clicked on links so you can target later mailings to those people.

CT %

The percentage of unique clickthrough hits versus recipients.

Click on the percentage to be taken to a page which will display the time the link was clicked, the email address and name of the recipient who clicked, and their TCP/IP address. For each click, you will also see the URL, URL Name and Group. You may download the list of those who clicked on a link by clicking on the disk icon. This file will be in CSV format, which may be opened and read using Excel and other programs.

From this page, you may view a chart that shows clickthroughs over time. In addition, you may also create a segment of those who clicked on links so you can target later mailings to those people.

CS #

The number of unique recipients who have visited at least one of your web pages. If you want to

track clickstreams, you'll need to create a Clickstream Tag , and put it on every page you'd like to

track on your Web site.

To view Offline events, click on the CS#. For more information on offline events, see Utilities:

Other: Offline Events .

If a recipient receives your message and goes to your Web site directly without clicking on a trackable URL, the clickstream may not be recorded (depending on the recipient's email client settings).

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Click on the number in one of the CS columns next to a mailing to see all the recipients who went to other pages on your Web site. You will be taken to a page which will display the time the web page was visited, the page visited, and the email address and name of the recipient who visited. You may download the list of those who clicked on a link by clicking on the disk icon. This file will be in CSV format, which may be opened and read using Excel and other programs.

You may also create a segment of those who visited other pages on your Web site so you can target later mailings to those people.

CS %

The percentage of unique click stream hits versus recipients.

Created

The date the mailing was created.

Download as a File

Click on the disk icon to download your tracking statistics in CSV format.

This file can be opened and read using Excel and other programs.

Opens

Charts of open rates, for individual mailings, lists, or all your lists. Includes charts on unique, total, aggregate and estimated opens.

Unique Opens

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Represents the number of recipients who are known to have opened a message. Records the first open or clickthrough for a recipient, and disregards further opens.

Total Opens

Represents the total number of opens registered for a message. If a clickthrough is registered for a recipient, but no opens, a single open is recorded for that clickthrough.

Estimated Opens

Represents the estimated number of unique opens for the message. This figure is calculated by dividing the unique opens by the total number of recipients detected to have HTML capability in the past times 100 to create a percentage, and then applying that percentage to the entire list to include recipients who have not been detected to have HTML capability.

For example, if a message was sent to 100 recipients with 25 unique opens and 40 recipients known to have HTML capability: (25/40)*100=62.5% of known HTML readers opened the message. That percentage is applied to the entire list, so there would be 62.5 estimated opens when there were 25 unique detected opens.

Clickthroughs

Charts of clickthrough rates, for individual mailings, lists, or all your lists. Includes charts on unique, total, aggregate and estimated clickthroughs.

Forwards

Charts of forwarding rates, for individual mailings, lists, or all your lists. Includes charts on most forwarded mailings, who forwarded them, and forwards over time. Note that forwarding

information is also displayed on the Member history page for each member.

Note that on the "List Forwarding Detail" page, the Forwards number you see on the left is the number of unique TCP/IP addresses each person has forwarded at least one message to. If two different messages were forwarded to the same TCP/IP address, this page when then only show

1. Therefore these are "unique forwards". To see forwarding details, click on this number. What you now see are all the forwards, regardless of the TCP/IP addresses involved. So if there were 8 unique forwards, and you see a list of 9, that means that one of the TCP/IP addresses received a mailing twice.

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The "Mailing Forwarding Detail" page offers more detail regarding the forwards of individual mailings. The date and title of the mailing, how many recipients it was sent to, and the number of forwards for each is seen. In addition, a percentage of number sent which was forwarded is displayed. For example, if it was sent to 100 recipients, and forwarded only once, it will display

1%.

Both the List Forwarding Details and the Mailing Forwarding Details can be downloaded as a CSV file for further analysis.

Unsubscribes

Chart of unsubscribes by mailing.

Mailing Summary

Chart over time total sent, opens and clickthroughs for a mailing you select.

Clickthrough Heatmap

The Clickthrough Heatmap report shows which specific links in a sent message drew the most traffic.

For each link, the report displays a flag which shows the percentage of all unique clicks the link received. The report shows flags for up to 50 most clicked links, regardless of the number of links in the message. Here are some examples:

Example 1

Total number of links: 100

Number of clicked links: 55

In this case, the heatmap shows a flag for the 50 most clicked links, but not for the other 5 clicked links or any of the unclicked links.

Example 2

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Total number of links: 100

Number of clicked links: 30

In this case, the heatmap shows a flag for the 30 clicked links, as well as 20 of the unclicked links.

Example 3

Total number of links: 30

Number of clicked links: 12

In this case, the heatmap shows a flag for all 30 links.

TIP: You can also view the actual number of clicks for each link instead of the percentage.

As shown in the following illustration, the flags are color coded so that you can easily identify the three "hottest", or most clicked, links: the flag for the link which received the most clicks is red, the flag for the second hottest link is orange, the flag for the third hottest link is bright yellow, and flags for the remaining links are all pale yellow.

Viewing Clickthrough Data in a Table

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The table at the bottom of the report shows the clickthrough data in table format. The table shows up to 50 most clicked links, regardless of the number of links in the message. Here are some examples:

Example 1

Total number of links: 100

Number of clicked links: 55

In this case, the table shows the 50 most clicked links, but not the other 5 clicked links or any of the unclicked links.

Example 2

Total number of links: 100

Number of clicked links: 30

In this case, the table shows the 30 clicked links, as well as 20 of the unclicked links.

Example 3

Total number of links: 30

Number of clicked links: 12

In this case, the table shows all 30 links.

For each link and linked image, the table shows the following information:



Link text (or “image” for an image)



Whether the link is shown in the preview or not

If an email message contains dynamic content, any links or linked images within a dynamic content block might not be included in the specific variation of the message shown in the

Heatmap. However, the table shows data for every variation of the message.



Number of Unique Clicks



Percentage of Total Unique Clicks

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

Number of Non-Unique Clicks



Percentage of Non-Unique Clicks



Target URL of link or linked image

TIP: By default, the table is sorted in descending order of percentage of total unique clicks. You can sort the table by any column by clicking the column title.

Changing the display options

You can use the buttons and checkboxes at the top of the report to change display options for the Clickthrough Heatmap.

You can do any of the following:

See the number of clicks rather than relative percentage

To see the number of clicks for links, select Show Clicks. To switch back to the percentage view, select Show Percents.

See the percentage or number of all clicks rather than unique clicks

By default, the Clickthrough Heatmap report shows the percentage or number of unique clicks on each link. This means that if a recipient clicked the same link several times, ListManager counts only one click. To see a percentage or number of all clicks instead of unique clicks, clear the Unique Clicks checkbox.

Turn off the flags for links

To see the message without the Heatmap flags, clear the Show Heatmap checkbox. When you turn off the flags, you can point at a link to see the flag for that link.

To View Clickthrough Data for the Text Version

To view clickthrough data for the text version of the message, select the Text tab. If a text version does not exist, the report displays a message: No text version found.

To View the Clickthrough Heatmap for a Different Mailing

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To view the Clickthrough Heatmap report for a different mailing, select the mailing you want from the Mailing drop down list at the top of the page.

Using the Map Report

After you send a mailing, you can view the Map Report to see a breakdown of results according to state or province. For example, let's say you do a mailing where three members live in New

York. When you open the Map Report, it looks like this:

As you can see, the "1" graphic points to New York State. To see cumulative statistics on all mail sent to that state, move the pointer over the "1" graphic. A popup appears and displays the statistics:

In order for the Map Report to work, each member must have the following two demographics:

Country_

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State_Province_

NOTE ListManager will only support a 3-character country code and 2-character state/province.

Important These names must be exact. If, for example, you already have a "Country" demographic but it doesn't end with an underscore, the Map Report will not work.

To add the necessary demographics to the members_ table

1. In the left Navigation bar, click Utilities : Administration : Server : Database : Add/Remove

Member Columns : Add Column Wizard.

2. In the Description column under the Location sub-section, select Country and choose the three-character string - char(3) for the datatype and State/Province and choose the two character string - char(2) for the datatype.

3. Click OK.

To view the Map Report for a mailing

1. In the left Navigation bar, click Home.

2. Under Mailing Name, click the mailing you want.

3. In the lower right corner next to Where mails sent, click Click here.

NOTE After you add the necessary demographics, the Map Report becomes available for all mailings, including past ones.

CSV Files -- Overview

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This page allows you to import email addresses from a CSV file.

Email addresses which are already members can either be skipped or updated with new data

(i.e. demographic information), so importing members can be used as a way of updating current members with additional information.

EmailAddr_,FullName_,Company,Phone [email protected],Bob Shelby, Corp.,555--5555

In this example, EmailAddr_ and FullName_ correspond to the default database fields in the members_ table for email addresses and full names.

The "EmailAddr_" column name is required. You may add other data if you like. Some default members_ table fields which you may want to include in your import are:

EmailAdvisor

Reports: EmailAdvisor

EmailAdvisor™ is a hosted service (ASP) that lets you monitor deliverability in real time. It also allows you to preview how messages will appear in over 30 popular email clients, as well as see where they are being blocked as spam or filtered into bulk folders.

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How it Works

When you sign up for EmailAdvisor you configure ListManager with the login name and

password for your account.

When you send a mailing, you'll specify which audits you'd like to run on the Mailings: New

Mailing: Tracking

tab, or when you save and test your mailing.

Then, select the report you'd like to view from the EmailAdvisor tab. When results are posted, you'll be able to view the reports

EmailAdvisor Reports

EmailAdvisor has five reports:

Inbox Snapshot

captures what your message looks like in more than forty email clients. It

shows you what the message looks like both in the preview and main message panes, with and without images. Inbox Snapshot also includes a spell check, HTML validator and link validator to ensure that your message looks right.

Blacklist Monitor

checks the all the domains and IP addresses in your message, including

those contained in your message content, and sees if any of them are listed in any of over 300

Internet blacklists.

Content Analyzer

tests your campaign against thirty spam filters, and shows you what

elements of your message make it prone to be filtered as spam.

ISP Status

checks for email delays at forty US and European ISPs. You can see if your delivery

delays are due to ISP problems or something about your message.

Delivery Monitor

checks if the message has been received at more than forty ISPs and email

providers, and if so, whether it reached the main mailbox or the bulk folder. It can also show if there have been changes in deliverability during the course of your campaign.

Using EmailAdvisor

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When you sign up for the EmailAdvisor service, you'll receive an email message with your login name and password, and the "From:" email address your messages will have.

Configuring EmailAdvisor

To use EmailAdvisor, you must first subscribe to the service, and enter your configuration information:

1. In the left Navigation bar, click Reports: EmailAdvisor.

2. Click Configuration Wizard.

3. Enter your Customer Name, User Name, and Password.

4. Select which lists you'd like to use the EmailAdvisor service for, or select "Entire Server".

5. Click save. EmailAdvisor is now configured, and will be available when you create mailings.

Testing a Mailing

To test a mailing using EmailAdvisor before sending it to your list:

1. Create your mailing as usual in Mailings.

2. When completed, click save and test.

3. Under EmailAdvisor Service, specify which audits you'd like to run for this test.

4. Click ok. You'll be able to view the EmailAdvisor reports under the EmailAdvisor main tab.

Auditing a Mailing

To audit a mailing during its actual send:

1. Click the Mailingsmain tab.

2. Click New Mailing.

3. Compose your message as usual on the Message tab.

4. Click the Deliverabilitytab.

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5. Under EmailAdvisor Service, specify which audits you'd like to run for this mailing.

6. When you are done composing your mailing, click save. You'll be able to view the

EmailAdvisor reports under the EmailAdvisor main tab.

When Should I Audit?

We recommend you perform at least two audits of every email campaign:

1. Audit your message before sending it to your list, so you can resolve any problems with the message’s appearance or content that may cause it to be filtered.

2. Audit your message when you send it to your email campaign, so you can identify and resolve any delivery problems as they occur.

NOTE ISPs may change how they filter your mail as you send out your campaign, so delivery from a test run is not a guarantee of delivery when sending out the actual campaign. If the audit addresses are distributed evenly throughout your list, Delivery Monitor can show success rates at the beginning, middle and end of your send.

Viewing EmailAdvisor Reports

After sending a mailing with EmailAdvisor enabled, In the left Navigation bar, click Reports:

EmailAdvisor, and select which report you'd like to view.

Note: EmailAdvisor reports are best viewed using Windows Internet Explorer. To properly view the reports, you may need to enable third party cookies for the domain emailadvisor.lyris.net.

To enable third party cookies in Internet Explorer

1. Click Tools.

2. Select Internet Options.

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3. Select the Securitytab.

4. Click Trusted Sites.

5. Click the Sitesbutton.

6. Enter emailadvisor.lyris.net.

7. Click Add.

Reports Table

The reports table display the following:

Send Date

The date the message was sent. Click the send date to view Inbox Snapshot reports for this message.

Mailing Name

The name assigned to this mailing.

Subject

The subject line of the mailing.

Report Options

You have the following options for each mailing:

view report

Connect to EmailAdvisor to view reports for this mailing.

view mailing

View the mailing in Utilities: Mailings: Mail Queues: Outgoing.

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delete

Delete this report for this mailing. Other reports and the mailing itself will not be deleted.

Reports: EmailAdvisor: Inbox Snapshot

Audit Information

From Address

The From: address of the message.

Subject

The subject of the message.

Date Sent

The date the send was started, Eastern Standard Time.

Time Sent (EST)

The time the send was started, Eastern Standard Time.

Message Size

The total size of the message, in bytes. Note that the size includes header and encoding information that may not be visible in an email client.

Snapshot Issues

A list of the issues this message has.

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Inbox Preview Issues

The number of issues found when reviewing the Inbox Previews.

Possible HTML Issues

The number of potential HTML code problems. Problems with the HTML code may cause the message to render incorrectly in some email clients, or to be filtered as spam.

Possible Spelling Issues

The number of spelling errors found by the Spelling Check.

Link Issues

The number of dead links found.

Total Snapshot Issues

The total number of issues found for this message.

Inbox Preview Report

Click to be taken to the Inbox Preview for this message, where you will be able to view the message in various email clients and be able to accept or reject them.

View Raw Message

Click to see what the message looks like as sent. This view will show all the code, including message headers and boundaries.

View Message in Browser

Click to view the message in your web browser. Keep in mind that the message may look very different when viewed in email clients.

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Inbox Preview Report

The Inbox Preview Report displays a summary of the Inbox Previews viewed, accepted or rejected. Click to expand the view and see all results; click to hide them.

Status Icon

A colored icon indicating the status for each view. The possible statuses are:

Ready, but not viewed

Viewed

Accepted

Rejected

Error

Client

The name of the email client (e.g., Outlook). Click to expand the view and see results for all possible views; click to hide them.

Comment

Any comment about this view. Comments may be added when rejecting a proof in Inbox

Preview.

Link Validation

Inbox Snapshot checks all the URLs in your message to ensure they are valid and working correctly. Click to expand the view and see all results; click to hide them.

Link

The URL tested for its validity.

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Status

The validity of this URL. The statuses are:

Valid

Invalid

Type

The type of link: image/gif, text/html or unknown.

Size

The size in bytes of the download link.

Description

A description of the problem found with the link.

HTML Validation

The HTML Validator report analyzes the HTML content of the message and advises of any problems with the HTML. Some email providers filter messages that contain HTML errors. Click to expand the view and see all results; click to hide them.

Line(s)

The line number(s) where the potential problem was detected.

Issue

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Any HTML code that may cause problems for some recipients; for example, Internet Explorer features that will not render properly in Netscape. The message is tested against the HTML 1. specification.

Spelling Check

This report shows suspected misspelled words and suggests corrected spellings. Note that the spell check results will not identify words that are spelled correctly but are incorrect grammatically. Click to expand the view and see all results; click to hide them.

Misspelled Word

The word identified as misspelled.

Location

Where in the message the word was found (subject or body).

Suggestions

Suggested corrected spellings for the misspelled word.

Reports: EmailAdvisor: Inbox Preview

Inbox Preview displays a screenshot of your message like in nearly forty email clients. You may approve or reject each proof, and add comments.

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1. Selects which email client to view the message in. Some clients (e.g., Outlook) may have several views.

The color indicator icon for each client shows whether the view for that client is available, and whether it has been viewed.

Not viewed

Viewed

Image not available

When viewing a message, you may select an icon to approve or reject the proof, or to report a

QuickProofs error in rendering the message for that client.

Approved

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Rejected

QuickProofs error

In the case of a rejection or error, you may add optional comments about the problem. The

status you assign, along with any comments, will be visible in the Inbox Snapshot Report .

2. A screenshot of the message rendered in the client selected. Depending on the size of the image, you may be able to scroll to see more of the message.

3. Select whether to approve or reject the proof. After assigning a status, the next proof will be automatically loaded for your review.

4. Displays the email client, and the view. Some clients may have several views--e.g., a preview, or a view without images displayed.

5. A piechart of the review results thus far.

6. Click Close Window to return to the report.

Reports: EmailAdvisor: Blacklist Reports

Blacklist Monitor analyzes all of the domains and IP addresses in your message, including those in URLs included in the content of the message. It then checks more than 300 Internet blacklists to see if any of them are listed. If they are, some ISPs may block your message.

Audit Information

From Address

The From: address of the message.

Subject

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The subject of the message.

Date Sent

The date the send was started, Eastern Standard Time.

Time Sent (EST)

The time the send was started, Eastern Standard Time.

Blacklisted Items

The total number of blacklists hit. Every domain in the message is resolved to its TCP/IP address, and then tested against hundreds of blacklists. The same IP address may be blacklisted on several blacklists, or different IP addresses in the same message may trigger the same blacklists.

Blacklist Triggered Domains

Domain Name

The domain of the link that is blacklisted (e.g., example.com).

IP Address

The IP address that is blacklisted (e.g., 192.168.0.1).

Blacklist Name

The name of the blacklist the domain or IP address was found on. Click on the blacklist name to find out more information about the blacklist (if available) and how to remove your IP address from it. In some cases, there is no information because the blacklist owner does not remove IP addresses.

Reason

The reason (if given) why the address was blacklisted. Some blacklists do not provide reasons.

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Reports: EmailAdvisor: Content Analyzer Reports

Content Analyzer tests your message against thirty spam filters, and shows you what elements of your message make it prone to be filtered as spam.

Audit Information

From Address

The From: address of the message.

Subject

The subject of the message.

Date Sent

The date the send was started, Eastern Standard Time.

Time Sent (EST)

The time the send was started, Eastern Standard Time.

Seed Version

The seed this message was sent to.

Message ID

The message ID of this message.

Content Risk Assessment Score

The likelihood that this message will be filtered as spam. A score of five or higher is generally considered to be spam, but what is considered spam varies by ISP or recipient.

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View Message in Browser

Click to view the message audited in a new browser window.

EmailAdvisor Content Risk Analysis

The Risk Analysis breaks down what in the message is most likely to cause the message to be filtered as spam.

Score

The number of points assigned due to this problem.

Significance

What percentage of points are due to this problem.

Region

Where in the message the problem occurs.

Trigger Description

A description of what is causing the spam points to be assigned.

Spam Filters

EmailAdvisor analyzes your message against four types of spam filters:

Client Spam Filter Results

These filters are installed on recipients' computers, and they filter mail before the mail is received by the recipients' email client.

Server Spam Filter Results

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These filters are installed on a server that filters mail before the mail is downloaded by recipients.

ISP Spam Filter Results

These filters are run by internet service providers and filter mail before it is downloaded by recipients.

Filter

The spam filter used for this test. Click to expand the view and see details; click to hide them.

Setting

The optional setting used when testing your message. Some spam filters have settings that determine how strict they should be in filtering spam.

Result

An icon and score (when available) indicating whether the message was considered spam by this filter. The options are:

Considered valid (not spam)

Considered spam

Results not in

Headers

When available, allows you to view all of the message headers as received by the filter or ISP.

Description

Any details provided by the spam filtering software. Note that many anti-spam programs do not provide reasons why a message has been flagged or rejected as spam.

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Reports: EmailAdvisor: ISP Monitor

ISP Monitor checks for email delays at major US and European Internet service providers, allowing you to see current mailing conditions. If there are significant delays, you may wish to postpone sending a message to particular domains or to your entire list.

The report displays the name of the ISP, the average length of time it took between the sending of a message and its receipt, and an icon indicating the status:

No delays

Slight delays (10+ minutes)

Moderate delays (30+ minutes)

Excessive delays (50+ minutes)

Severe delays (2+ hours)

Reports: EmailAdvisor: Delivery Monitor Reports

This report shows detailed deliverability information for a particular message. It shows which

ISPs accepted or rejected the message, and if accepted whether it was received in the inbox or bulk folder.

Audit Information

From Address

The From: address of the message.

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Subject

The subject of the message.

Date Sent

The date the send was started, Eastern Standard Time.

Time Sent

The time the send was started, Eastern Standard Time.

Seeds

The seed addresses this message was sent to.

Message ID

The message ID of this message.

Audit Chart

This pie chart summarizes the delivery results.

% Deliverability

This percentage of messages was delivered successfully to the inbox.

n Delivered to Inbox (%)

This number of messages was delivered successfully to the inbox.

n Have Not Arrived (%)

This number of messages have not yet arrived.

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n Are Bulk, Junk, or Spam (%)

This number of messages have arrived, but have been filtered to a bulk, junk, or spam folder.

View Message in Browser

Click to view the message audited in a new browser window.

Delivery Details

Delivery Results Icon

The icon indicates the delivery results for this message:

Received and not considered spam

Received and considered spam

Not received within average response time

Not yet received

ISP

Newly added ISP

The name of the ISP or email provider. Click to expand the view and see the results for each seed at this ISP; click to hide them.

Seed

The message seeds for the ISP.

Location

Where the message was delivered to; the inbox, or a bulk mail folder.

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Headers

When available, allows you to view all of the message headers as received by the ISP.

Location Arrival Time (EST)

The date and time the message was received at this seed address, Eastern Standard Time.

Time to Domain

The length of time it took for the message to be received by the ISP. In some cases, there may be a delay between receipt by the domain and delivery to the inbox.

Time to Location

The length of time it took for the message to be delivered to its final destination (inbox or bulk folder), in hours:minutes:seconds format.

ISP Status at Time of Send

The ISP Status displays for email delays at major US and European Internet service providers at the time you are sending, allowing you to compare your results with the sending conditions at the time you were sending.

The report displays the name of the ISP, the average length of time it took between the sending of a message and its receipt, and an icon indicating the status:

No delays

Slight delays (10+ minutes)

Moderate delays (30+ minutes)

Excessive delays (50+ minutes)

Severe delays (2+ hours)

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Configuration

Reports: EmailAdvisor: Configuration

If you are accessing this screen for the first time, you will be prompted to enter your

EmailAdvisor Service login information.

Learn more about the EmailAdvisor service, or sign up now to get started.

Customer Name

The customer name assigned to your account.

User Name

The first user name you'd like to register.

Password

The password for this user.

Status

When next is clicked, the status will show if the login was unsuccessful.

Reports: EmailAdvisor: Configuration: Add New

If you are accessing this screen for the first time, you may enter your EmailAdvisor Service login information here.

Learn more about the EmailAdvisor service, or sign up now to get started.

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Customer Name

The customer name assigned to this account.

User Name

The first user name you'd like to register.

Password

The password for this user.

Status

When next is clicked, the status will show if the login was unsuccessful. If it was successful, you will be taken to a screen to assign which lists belong to this customer.

The next page allows you to edit which lists this customer has access to. By default, the entire server is selected. If you would like a customer to have access to a particular site only, deselect

Entire Server and select the site(s) for this customer.

If the customer should have access to specific lists only, click go next to Show All Lists, and select the lists the customer should have access to.

Assign Customer

This page assigns lists, sites, or the entire server to the customer. By default, the entire server is selected. To select particular lists or sites, deselect Entire Server, and select the sites or lists this customer should be assigned to. Click go next to Show Lists to see all lists on the server.

Customer ID

The ID number for this customer.

Customer Name

The customer name assigned to this account.

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User Name

The name of this user.

Password

The password of this user. This field is not editable.

Show Lists

Click go to show all the lists on the server. You may then select particular lists that should use this customer's information for EmailAdvisor.

Reports: EmailAdvisor: Configuration: Edit

This page allows you to edit which lists this customer has access to. By default, the entire server is selected. If you would like a customer to have access to a particular site only, deselect Entire

Server and select the site(s) for this customer.

If the customer should have access to specific lists only, click go next to Show All Lists, and select the lists the customer should have access to.

Troubleshooting

My Message Does Not Appear in Reports



Make sure you are using the From address or domain you specified when you subscribed to the EmailAdvisor service.



If the message is blocked at an ISP, you will not be able to view the results in

Inbox Preview.

My Browser is complaining about third party cookies when I view the reports

To properly view the reports, you may need to enable third party cookies for the domain

emailadvisor.lyris.net. To enable third party cookies in Internet Explorer:

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1. Click Tools.

2. Select Internet Options.

3. Select the Security tab.

4. Click Trusted Sites.

5. Click the Sites button.

6. Enter emailadvisor.lyris.net.

7. Click Add.

The Reports Don't Look Right

Try using Internet Explorer as your web browser.

If you continue to have problems, contact your account representative or go to: http://www.lyris.com/customer-service/emailadvisor-support/

All Reports

Mailings

Reports: Mailings

Reports: Mailings allow you to monitor your mailings' status. They help you to see:

-How many mailings have I sent out?

-How successful have individual mailings been in reaching my members?

-Who has opened or clicked on my mailings?

-Who has referred friends to join my list?

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If you click on any member's name or email address, you will be taken to their Member history

page. For more information on this, see Members: Find Members: History .

The reports are grouped as follows:

Mailing Overview

An informational page with relevant information about individual mailings or campaigns.

Mailings in Queue Statistics Table

An informational page with relevant information about individual mailings in queue (mailings which are currently running).

Delivery Statistics

Charts about delivery success and failure. Information about the number of recipients, number and percentages of successful deliveries and failures.

Campaign Statistics

Charts about delivery and tracking success of your campaigns.

Split Test Statistics

Split Test delivery rates, opens, and click-throughs

Tracking Statistics

Charts on clickthroughs, clickstreams, and opens.

Referral Statistics

A table displaying the success of referral campaigns.

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Reports: Mailing Reports: Mailings in Queue Statistics Table

This table tells you the progress of the mailings in your queue, and how successful they have been. The mailings here are for all lists, not just the current list. This is a subset of the data in

the Delivery Statistics table, but displays data only for mailings in a queue; that is, those that are

currently running and have recipients who have not been delivered to yet.

For a complete listing of all reports, see the Map on the Reports page in the ListManager web

interface.

Finding a Mailing

Twenty mailings for the list are displayed at a time. To view more, click Show more. Repeatedly clicking Show more will show greater numbers of mailings at a time.

You may change the sorting order of the mailings by clicking the up or down triangles next to

Mailing Name, Total, Attempted %, Completed %, Success %, and Created date. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click Next to see the next twenty mailings, Previous to see the last twenty.

The sort options are:

Mailing Name

The name you have given this mailing. If you click the mailing name link, you will be taken to the

Reports: Mailings: View Mailing: Message Body page, where the actual mailing text will be

displayed.

Total

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The total number of recipients that ListManager is trying to send to. To view details about the

mailing recipients, click the number to go to the Reports: Mailings: View Mailing: Recipients

page.

Attempted %

The percentage of recipients attempted at least once, as the mailing is running. Click the number to see the "Attempted and completed count" chart for that mailing.

Completed %

Success%

The percentage of the total recipients that ListManager has successfully delivered to. Click the number to see the "Success and failure %" chart.

Created

The date the mailing was created. Click the date next to a mailing in the Created column to see the "Mailings count over time" chart.

Viewing a Mailing

To view a mailing, click on the mailing name. You will be taken to the Reports: Mailings: View

Mailing: Message Body page, where you can view the mailing, the recipients, the log and where

it is in the queue.

Seeing the Recipients

To see information about the total recipients, who has been successfully sent to, and information about opens, clickthroughs and clickstreams, click on the number next to a mailing

in the Total column. You will be taken to the Reports: Mailing Reports: View Mailing: Recipients

page.

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Download as a File

Click on the disk icon to download your delivery statistics in CSV format. This file can be opened and read using Excel and other programs.

Campaign Statistics

Campaign statistics allow you to compare the results from the selected campaigns in one chart.

Mailings may be grouped into campaigns after they have been sent, or can be included in a

preexisting campaign when initially created. See campaigns for more information.

Note that in addition to the campaign reports shown here, you may also show the results for a campaign in any report where you may select to view the results from one or more mailings.

Reports: Mailing Reports: Referral Statistics

Referral statistics tell you how many people have referred friends to your list, how many friends they referred, and how many of those who were referred joined. They also show how many of those referred clicked on a tracked URL, or who have gone from one of your mailings through to other pages on your Web site.

In order to have statistics about referrals, you need to included a referral link in your mailing.

If you want to track clickstreams from referrals, you'll need to create a Clickstream Tag , and put

it on every page you'd like to track on your Web site.

Finding a Mailing

Twenty mailings for the list are displayed in Reports: Mailings: Referral Statistics. To view more, click Show more. Repeatedly clicking Show more will show greater numbers of mailings at a time. Click Next to see the next twenty mailings, Previous to see the last twenty.

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You may change the sorting order of the mailings by clicking the up or down triangles next to ID.

By clicking the top triangle, the sort order will be ascending (1-10); clicking the bottom arrow makes the sort order descending (10-1).

The sort options are:

The ID number ListManager has assigned this mailing.

Mailing

The name you have given this mailing.

Other columns shown are:

Referrers

The number of members who referred friends to join your list. Click on the number to view the list of referrers. From this page, you may see how many referrals each individual made, and how many of those referred joined the list. You may also create a segment of those who referred others.

Friends

The number of friends referred to your list. For example, one referrer may have referred five friends. Click on the number to list the friends referred to the list. From this page, you may see the time of referral, and the email address of both the referrer and the friend referred to the list. You may also see whether or not the friend joined, and the time they joined.

Joiners

The number of friends referred to your list who actually joined. Click on the number to list those who joined as a result of being referred. From this page, you may see the email address and names of those who joined, and those who referred them. You may also see the time of referral and the time of join. In addition, you may create a segment of those who joined the list.

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CT #

The number of trackable URLs that have been clicked in invitations. Click on the number to see a list of those who have clicked on a clickthrough URL. You will be taken to a page that shows the time they clicked the link, and the TCP/IP address and email address of the clicker. You will also be able to see the URL, URL Name and URL Group. In addition, you may create a segment of those who clicked on a link.

CS #

The number of web pages that have been visited by recipients of the invitation. This number may be greater than the number of opens or recipients if you put your Clickstream Tags on multiple pages, or if recipients visit your page multiple times.

If a recipient receives your message and goes to your Web site directly without clicking on a trackable URL, the clickstream may not be recorded (depending on the recipient's email client settings).

Opens

The number of messages that have been opened by recipients of the invitation. Opens can only be recorded for those with HTML capability.

Viewing a Mailing

To view the original mailing that resulted in these referrals, click on the mailing name. You will

be taken to the Reports: Mailings: View Mailing screen, where you can view the mailing, the

recipients, the log and where it is in the queue.

Seeing Who Clicked on a Tracking URL

To see all the recipients of invitations who clicked on a tracking URL, click on the number in one of the CT columns next to a mailing. You will be taken to a page which will display the time the link was clicked, the email address and name of the recipient who clicked, and their TCP/IP address. You will also see the URL, URL Name and Group. You may download the list of those who clicked on a link by clicking on the disk icon. This file will be in CSV format, which may be opened and read using Excel and other programs.

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You may also create a segment of those who clicked on links in a message so you can target later mailings to those people.

Seeing Who Went to Other Pages on Your Web site (Click Stream)

To see all the recipients of invitations who went to other pages on your Web site, click on the number in one of the CS columns next to a mailing. You will be taken to a page which will display the time the web page was visited, the page visited, and the email address and name of the recipient who visited. You may download the list of those who clicked on a link by clicking on the disk icon. This file will be in CSV format, which may be opened and read using Excel and other programs.

You may also create a segment of those who visited other pages on your Web site so you can target later mailings to those people.

If you want to track clickstreams, you'll need to create a Clickstream Tag , and put it on every

page you'd like to track on your Web site.

Download as a File

Click on the disk icon to download your referral statistics in CSV format. This file can be opened and read using Excel and other programs.

Reports: Mailing Reports: View Mailing

By clicking on the Name in the Reports: Mailings: Delivery Statistics: Delivery Table page, you will be taken to the Reports: Mailings: Delivery Statistics page.

From this page, you may view the Message Body ,

Message Header , the Recipients with

clickthrough, clickstream and open information, the Log of the mailing, and the Mail Queue .

Reports: Mailings: View Mailing: Message Body

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Mailing Name

The name you've given this mailing. This name is not seen by message recipients.

Body

This is a multi-part message in MIME format.

--==-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-=-==

Content-Type: text/plain; charset="iso-8859-1"

Content-Transfer-Encoding: 7bit

Reports: Mailings: View Mailing: Message Header

Header

The message header will be displayed here. Parts of the header will appear as mail merge tags; the information appropriate for each recipient was merged in when the mailing was sent.

Reports: Mailings: View Mailing: Recipients

Total Recipients

The total number of recipients being sent to. The view recipient details button opens the

Mailings: Mailing Status: View Outgoing Mailing: Mailing Recipients page, which displays details

about the recipients for this mailing. All recipients will be visible, but a filter can be applied by selecting the desired view from the drop-down menu.

From here, the recipients' username, domain, status, send-try count, and next attempt date can be seen. In addition, further detail about the member can be accessed by clicking History, which

takes you to the Members: History page.

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Mailing Paused (only displays if manually paused)

Will only be displayed if an administrator manually paused the mailing. Displays the number of recipients affected by this, including those that have not been attempted (0 attempts), or in retry (more than one attempt with a transient failure). For more information on pausing

mailings, see Mailings: View Outgoing Mailing: Mail Queue .

The View Paused button opens the Mailings: Mailing Status: View Outgoing Mailing: Mailing

Recipients page, with the Paused filter on, so only paused recipients will be immediately visible.

Mailmerge Abort (only display if there's a scripting error)

Will only be displayed if there is a scripting error in TclMerge and the "errormode" function is set to "abort" or "notify". If this is the case, a Tcl error will cause the mailing to abort.

Alternatively, if the Tcl Merge "abort" command is used, a recipient in this status will be created.

The error mode function is used as follows: errormode abort or errormode notify [email protected]

The view aborted button opens the Mailings: Mailing Status: View Outgoing Mailing: Mailing

Recipients page, with the Aborted filter on, so only aborted recipients will be immediately

visible.

Not Attempted

The number of recipients which have not been attempted for delivery yet. The view not

attempted button opens the Mailings: Mailing Status: View Outgoing Mailing: Mailing Recipients

page, with the Not attempted filter on, so only non-attempted (new) recipients will be immediately visible.

Tracked Opens

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The total number and percentage of recipients who opened the message using an email client which can read HTML. If a recipient opened the message in two different clients, or with a client and a web browser, two opens will be registered.

In order to have statistics about opens, you must set Track Opens to Yes when creating a new

mailing. See Mailings: New Mailing: Tracking .

To see all the recipients who opened your message using an HTML-capable email client, click on the number next to Tracked Opens. You will be taken to a page which will display the time the message was opened, and the email address and name of the recipient who opened it. You may download the list of those who opened the message by clicking on the disk icon. This file will be in CSV format, which may be opened and read using Excel and other programs.

Tracked click throughs

The total number and percentage of trackable URLs that have been clicked. This number may be greater than the number of opens or recipients if recipients click on a trackable URL multiple times, or if there are multiple trackable URLs in your message that recipients are clicking on.

To have statistics about clickthroughs, you must insert clickable URLs

when you create content .

To see all the recipients who clicked on a tracking URL, click on the number in next to Tracked

Clickthroughs. You will be taken to a page which will display the email address and name of each clicker, and the time they clicked. You may download the list of those who clicked on a link by clicking on the disk icon. This file will be in CSV format, which may be opened and read using

Excel and other programs.

Tracked click streams

The total number of web pages that have been visited by recipients of this message. This number may be greater than the number of opens or recipients if you put your Clickstream Tags on multiple pages, or if recipients visit your page multiple times.

If a recipient receives your message in text format and goes to your Web site directly without clicking on a trackable URL, the clickstream may not be recorded (depending on the recipient's email client settings).

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To see all the recipients who went to other pages on your Web site, click on the number next to

Tracked Click Streams. You will be taken to a page which will display the time the web page was visited, the page visited, and the email address and name of the recipient who visited. You may download the list of those who clicked on a link by clicking on the disk icon. This file will be in

CSV format, which may be opened and read using Excel and other programs.

Create Clickstream Tag

If you want to track clickstreams, you'll need to create a Clickstream Tag, and put it on every page you'd like to track on your Web site. Clicking on the create clickstream tag button takes

you to Utilities: Other: Action Tags: Clickstream Tag , where you can create a click stream tag and

name it for easy reference.

Segment

Displays the segment(s) that the mailing was sent to.

MailStream

Displays the mail stream used for the mailing.

MailStream overview

Creating a new MailStream

CSV/XML File Report

Click on the disk icon to download recipient statistics in CSV or XML format. This file can be opened and read using Excel and other programs.

Field

Title

Description

The title of the mailing

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Created

Mailing ID

The date that the mailing was created as an outmail record for sending

The outmail_.MessageID_ value

Total Recipients The total number of recipients

Success The number of successful recipients

Pending The pending number of recipients

Not Attempted The number of recipients not yet attempted

Active The number of recipients currently receiving mailing

Retry The number of recipients waiting for mailings who have already been tried but who did not receive due to a transient error

Temporary failures due to non-permanent SMTP or DNS failures Transient

Failure

Permanent

Failure

Expired

Paused

Permanent failures due to permanent SMTP or DNS failures, receipt of a bounce message, invalid email address or failure to retrieve the message body from the database

The expiration date to send the mailing was reached before all attempts were completed

The recipient was not sent to because the mailing was paused by an administrator

Mail Merge

Skipped

The recipient was not processed due to the skip command in mailmerge

Mail Merge

Abort

Total

Undelivered

Opens

The recipient was not sent to because the mailing was aborted during mail merging by the abort command

The total number of recipients who have been attempted but failed

The total number of times a message is opened

Unique Opens The total number of recipients tracked opening a message

Clickthroughs The total number of tracked clickthroughs for a message

Clickstreams The total number of tracked clickstreams for a message

URL All tracked URLs

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Reports: Mailings: View Mailing: Log

Log

The record of all the tasks ListManager has performed in sending out this message. You'll see the dates and times when the message was sent, along with the number of recipients sent to.

Reports: Mailing Reports: View Mailing: Mail Queue

Priority

The priority of this message.

The ID number ListManager has assigned this mailing.

Status

The status of this mailing:

New

The message has just started, and is being processed.

Pending

The message is currently being sent.

Retry

The message is waiting to be resent as a retry.

Done

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The message has completed sending.

List Name

The name of the list this message was sent to.

Date Created

The date this mailing was created.

Send Attempts Completed

The number of times this message was resent, and those sends were completed. If the message is new or pending, this value will be zero.

Reports: Tracking Statistics

Tracking statistics tell you how many people have opened your message, clicked on a tracked

URL, or who have gone from one of your mailings through to other pages on your Web site.

In order to have statistics about opens, you must set Track Opens to Yes in Mailings: New

Mailing: Tracking

. To have statistics about clickthroughs, you must insert clickable URLs while

making content.

If you want to track clickstreams, you'll need to create a Clickstream Tag , and put it on every

page you'd like to track on your Web site.

Tracking Summary

This page provides an overview of clickthroughs, opens and clickstreams.

Finding a Mailing

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To narrow the Tracking Summary Table down to specific mailings

2. Click the View List button for the List(s) box, and then click the site or list you want.

3. Click the Calendar Popup button for the From and then choose a start date.

4. Click the Calendar Popup button for the To box and then choose an end date.

Only messages delivered in the range you specified will be displayed.

5. Click the Go button.

The sort options are:

The ID number ListManager has assigned this mailing.

Mailing Name

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The name you have given this mailing. Click on the mailing name to be taken to the Reports:

Mailings: View Mailing screen, where you can view the mailing, the recipients, the log and

where it is in the queue.

Sent #

The number of recipients ListManager actually delivered messages to. Click on the number next

to a mailing in the Sent column. You will be taken to the Reports: Mailing Reports: View Mailing:

Recipients screen.

Open #

The number of unique recipients who opened the message using an email client which can read

HTML. If a recipient opened the message in two different clients, or with a client and a web browser, only one open will be registered.

If a clickthrough is registered for a recipient without a registered open (as occurs when HTML images are suppressed), an open is recorded for that recipient.

From this page, you may view a chart that shows opens over time. In addition, you may also create a segment of those who opened a message so you can target later mailings to those people.

Open %

The percentage of unique recipients who opened the message using an email client which can read HTML.

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clicking on the disk icon. This file will be in CSV format, which may be opened and read using

Excel and other programs.

From this page, you may view a chart that shows opens over time. In addition, you may also create a segment of those who opened a message so you can target later mailings to those people.

CT #

The number of unique recipients who clicked on at least one trackable URL (unique clickers).

This number may be greater than the number of opens if some recipients have HTML images disabled.

Click on the number to be taken to a page which will display the time the link was clicked, the email address and name of the recipient who clicked, and their TCP/IP address. For each click, you will also see the URL, URL Name and Group. You may download the list of those who clicked on a link by clicking on the disk icon. This file will be in CSV format, which may be opened and read using Excel and other programs.

From this page, you may view a chart that shows clickthroughs over time. In addition, you may also create a segment of those who clicked on links so you can target later mailings to those people.

CT %

The percentage of unique clickthrough hits versus recipients.

From this page, you may view a chart that shows clickthroughs over time. In addition, you may also create a segment of those who clicked on links so you can target later mailings to those people.

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CS #

The number of unique recipients who have visited at least one of your web pages. If you want to

track clickstreams, you'll need to create a Clickstream Tag , and put it on every page you'd like to

track on your Web site.

To view Offline events, click on the CS#. For more information on offline events, see Utilities:

Other: Offline Events .

If a recipient receives your message and goes to your Web site directly without clicking on a trackable URL, the clickstream may not be recorded (depending on the recipient's email client settings).

You may also create a segment of those who visited other pages on your Web site so you can target later mailings to those people.

CS %

The percentage of unique click stream hits versus recipients.

Created

The date the mailing was created.

Download as a File

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Click on the disk icon to download your tracking statistics in CSV format.

This file can be opened and read using Excel and other programs.

Opens

Charts of open rates, for individual mailings, lists, or all your lists. Includes charts on unique, total, aggregate and estimated opens.

Unique Opens

Represents the number of recipients who are known to have opened a message. Records the first open or clickthrough for a recipient, and disregards further opens.

Total Opens

Represents the total number of opens registered for a message. If a clickthrough is registered for a recipient, but no opens, a single open is recorded for that clickthrough.

Estimated Opens

Clickthroughs

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Charts of clickthrough rates, for individual mailings, lists, or all your lists. Includes charts on unique, total, aggregate and estimated clickthroughs.

Forwards

Charts of forwarding rates, for individual mailings, lists, or all your lists. Includes charts on most forwarded mailings, who forwarded them, and forwards over time. Note that forwarding

information is also displayed on the Member history page for each member.

1%.

Both the List Forwarding Details and the Mailing Forwarding Details can be downloaded as a CSV file for further analysis.

Unsubscribes

Chart of unsubscribes by mailing.

Mailing Summary

Chart over time total sent, opens and clickthroughs for a mailing you select.

Reports: Mailings: Sending Backlog Drilldown

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The Sending Backlog Drilldown page shows you a breakdown of the information from the

Sending Backlog graph on the Deliverability Dashboard .

How to get there:

In the Sending Backlog section of the Deliverability Dashbord, click view data.

To select a different MailStream

Click the MailStream drop-down list and then select the MailStream you want. The list contains all the MailStreams you have permission to view.

Column Descriptions

Domain: The name of the domain with pending recipients.

Total: The total number of pending recipients.

Complaints by Mailing

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This table displays spam complaints made about your mailings. If you have a whitelisting

agreement with an ISP and use ListManager's Autoresponder feature to handle complaints. See

Whitelist Complaint Handling for more details.

This information is a breakdown of the pie chart displayed in the Complaints by Domain section

of the Deliverability Dashboard .

How to get there from the Deliverability Dashboard:

In the Complaints by Domain section of the Deliverability Dashbord, click View This List's

Complaints.

Finding a Mailing

Twenty mailings for the list are displayed at a time. To view more, click Show more. Repeatedly clicking Show more will show greater numbers of mailings at a time.

Title

The title of the mailing. To view the Mailing Overview report for the mailing, click the title of the mailing.

# Complaints

The number of complaints for this mailing.

Domain Details and Member Details

Click the Domain Details link to view a page that lists the domain the complaint came from (if known) and the number of complaints for that domain.

To learn more about a member who lodged a complaint

1. On the Domain Details page, click the member details link for the member.

2. To view details about the member, click its view member link.

3. To view the member's complaint, click its view complaint link.

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NOTES



You can also go directly to member details from the main page of the Complaints by Mailing report.



You can change the sorting order of the mailings by clicking the up or down triangles next to Title or Complaints. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending

(z-a). Click Next to see the next twenty mailings, Previous to see the last twenty.

Reports: Mailing: MailStream Blockage Drilldown

NOTE In ListManager 10.2b and later, this section is called Mailstream Queue.

The Sending Backlog Drilldown page shows you a breakdown of the information from the

MailStream Blockage graph on the Deliverability Dashboard .

How to get there:

In the Sending Backlog section of the Deliverability Dashbord, click view data.

Column Descriptions

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MailStream: The name of the MailStream.

Total: The total number of pending recipients.

Members

Reports: Members

The Reports: Members page gives you both general and detailed information about your list's membership. You can learn about subscriber activity for the list—how many people have joined recently? Or for a certain time period?

You can also see what the total membership for your list is, and what their status is—are they receiving mail, or are they unsubscribed or on hold?

The Reports: Members page also display what kinds of members are on your list—are they receiving normal mail, or are they set to receive a digest or no mail? The member kind is important if your list is a discussion list.

You may also get a count of members by domain, and for major domains. Knowing that a large portion of your mailing is going to a particular domain may help you tailor your message for those recipients, or explain why mailings are slow to close out if a particular domain is having trouble that day.

Mail Formats show you a member's formatting preferences - text, HTML, or AOL - and whether a member has HTML reading capability. In order to have statistics about opens, you must set

Track Opens to Yes in Mailings: New Mailing: Tracking .

Member counts are displayed in two ways: as tables, or as charts. Most tables may be downloaded as CSV files, which may then be opened using applications such as Excel.

The reports are grouped as follows:

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Subscriber Activity

Shows a table of subscription information about your list.

Attribute Reports

Charts about member attributes that affect how or whether they are receiving your mailings.

All Lists Member Count

A chart of the distribution of members across all of your lists.

Domain Reports

Charts about how your membership is distributed across different domains.

Demographic Reports

Charts about demographic values that you have inserted into your members table.

Over-Time Reports

Subscription information about your list over time.

Statistical Integrity of Member Counts

It is important to keep in mind that the integrity of the statistics reported by ListManager is highly dependent on two things: 1) your list and server settings, and 2) administrator activity.

The aggressiveness of your purge settings can have an impact on the data reported. Consider a weekly mailing list where members are put on hold after two permanent failures, and are never

notified of their hold status. Also consider a " Purge Held " setting of five days. You look at your

Member Counts once a week.

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With this configuration in mind, it is conceivable that after a mailing, some percentage of members will be put on hold. Five days later, they will be purged. This all happens between the times you look at reports. In other words, many members have moved from normal status to held status, and have then been deleted. Thus, these purged members are not "new held" members nor are they "new unsubscribed" members when the next report is run—they have effectively disappeared. This will create an effect that the numbers from week to week "don't add up", which can be misleading.

This situation may be remedied by having less aggressive purge settings. Specifically, the purge held setting should be increased to something greater than the report frequency (for weekly reports then, you would want to increase the "purge held" setting to something greater than seven days, thereby preventing members from being put on hold and subsequently deleted prior to the next time you view reports.)

Another situation that leads to the numbers appearing to not add up is administrator activity.

Specifically, if an administrator deletes members either using the web interface or via email commands, those members have moved from normal status to a status that is not monitored by the reporting (deleted). In both cases, the illusion is that "normal" members have disappeared.

Please keep that in mind when you are analyzing your figures.

Reports: Members: Subscriber Activity

The Reports: Members: Subscriber Activity page shows a table of subscription information about your list for the past week by default. To change the length of time for the report or the totals, select the From and To dates and click Go. This will adjust the period (date range) seen and the total for the period.

Note that the statistics on this page are affected by how long you keep data. See Reports:

Members for more information.

About Week Start and End Dates

The report uses the following rules for week start and end dates:

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

All weeks start on Sunday and end on Saturday.



Week Of shows a Saturday date.



If a week is split between two months, there will be two shorter weeks - one in the first month and one in the second month - to ensure that the month totals remain accurate.

Subscriber Activity Table

Date

The date or range of dates for the subscription information in this row.

New Members

The number of new subscriptions for the period specified in Date. Click on a number to view the

new members for a particular time period. From that page, you can create a segment of those

members, or download the list of new members as a CSV file by clicking on the file icon.

The number of members in this segment might be fewer than is displayed, because the segment will pull only normal members who are set to Date Joined in the date range AND who have a

Membership status of normal, unsubscribed, held,needs-hello,needs-goodbye,or expired. The members whose status is unsubscribed or held will also show up in the Unsubscribed or Bad

Addresses columns on the dates that they were unsubscribed or held.

If there is no data for all columns in a row for a particular date, no data is shown for that date.

Unsubscribes

The number of members who unsubscribed during the period specified by Date. Click on a number to view the unsubscribed members for a particular time period. From that page, you can download the list of unsubscribed members as a CSV file by clicking on the file icon.

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If there is no data for all columns in a row for a particular date, no data is shown for that date.

Bad Addresses

The number of members who received a permanent failure message and were put on hold

during the period specified by Date. See Utilities: List Settings: Automatic Maintenance: Error

Mail Handling for more information about bad addresses.

Click on a number to view the held members for a particular time period. From that page, you can download the list of held members as a CSV file by clicking on the file icon.

If there is no data for all columns in a row for a particular date, no data is shown for that date.

Net Change

The change in subscriber activity for that date. For instance, if one new member was added, and one unsubscribe, then the net change would be "0".

Total for Period

The total for the period for each column will be displayed. To adjust the length of the period, select the From and To dates and click Go.

Grand Totals

The totals for all periods covered by the date range for each column.

Attribute Reports

How or whether members receive email from your list depends on their member status or kind.

If you are detecting HTML capability, you may also know what kind of email format they are capable of reading. The reports in this section show charts and tables about these member attributes.

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Status

A member's status determines whether a member receives mail sent to the list, or if they are unsubscribed or otherwise prevented from receiving normal mail.

The statuses available are:

Normal

Normal members, who will receive normal mailings to the entire list if their membership kind is set to receive mail.

Confirm

Members who have not yet confirmed their membership. These members will not receive mail until they have done so.

Expired

Members whose memberships have expired. These members will not receive mail until their expiration date is advanced to a future date, or erased from their membership record.

Held

Members who are on hold due to bad email addresses. These members were put on hold because they were undeliverable for the number of times and length of time you specified in your list settings. These members will not receive mail unless they or you change their subscription back to normal.

Private

Members who have not yet been approved by an administrator to join a private list. These members will not receive mail until an administrator has approved them.

Referred

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Members who have been referred to join the list by a friend, but who have not yet joined.

Unsub

Members who have unsubscribed from your list. These members will not be delivered to unless they resubscribe to your list.

Kind

The kind of mail the member has selected to receive from the list. Generally, membership kind is relevant to discussion lists only. The kinds of memberships available are:

Mail

Members who receive messages as they are contributed.

Digest

Members who receive one daily message, with all the contributions for that day.

Mimedigest

Members who receive one daily message, with all the contributions for that day, in MIME format. The formatting of the messages will be preserved.

Index

Members who receive one daily message with only the subject lines for that day.

Nomail

Members who receive no mail from this mailing list.

Email Format

The mail format have members been detected to be able to read: Text, AOL or HTML.

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In order to have information about text versus HTML, you must set Detect HTML Capability to

Yes in Mailings: New Mailing: Tracking . Otherwise, all members will be text or AOL.

Note that ListManager will not automatically send members email in the format they have been detected to receive. To do so, you must create segments based on email format, and then send mailings with that type of content to each segment.

The formats available are:

Text Message Count

The number of non-AOL recipients who have not been detected opening a message with HTML.

AOL Count

The number of recipients who are AOL customers. AOL users who use AOL 5.0 or earlier cannot receive standard HTML messages.

HTML Detected Count

The number of recipients who have been detected to be able to read HTML, and are not AOL members.

All Lists Member Count

This chart displays how members are distributed between your lists. It shows the number of members defined in all lists on the server, and is useful for determining the required license level. To upgrade your license, please contact [email protected]

This chart only displays values for lists that have more than 10 members. If you have many lists, those with fewer members may not be displayed.

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Domain Reports

Domains Charts

These charts display information about members according to their domain. A domain is everything after the @ sign in an email address (e.g., aol.com). They show how your membership breaks down according to domain, as well as those domains which have more members bouncing, held, unsubscribing or not confirming.

Knowing that a large portion of your mailing is going to a particular domain may help you tailor your message for those recipients, or explain why mailings are slow to close out if a particular domain is having trouble that day.

Checking permanent failures or held members by domain can help you see if a particular ISP is blocking your mail. To confirm, you should have detailed delivery reports mailed to you. Enable

these reports by going to Utilities: List Settings: Basic Information: Reports .

Domain Table

The domain table displays all members by domain.

Count

The number or members on this list which have email addresses with this domain name:

Domain Name

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Displays the member domain names. Clicking on the domain name takes you to the "Members in a domain" table, where members are listed individually, and their join date, email address,

and name can be seen. Clicking the member email address here takes you to the Members:

History page for that member.

Domains Failing

Displays the domains that we are currently having trouble sending mail to, sorted by importance. These are domains that are resulting in rejection messages when mailed to. Note that, depending on the number of recipients in the mailing, this table may be slow to generate.

From the drop-down menu, select the desired mailing. Click "refresh" to view the current failures for each domain name.

Domain Name

Displays the member domain names. Clicking on the domain name takes you to the Rejection

Messages page, where any rejection messages sent back from that domain name and saved, will

be displayed.

Score

The domains are sorted by score (highest to lowest) by default. This score number is achieved by assigning more weight (a higher number) to those domains that have a higher number of recipients. For example, if there are two recipients at example.com and both fail, that is a 100% failure, but has only failed for two potential recipients. This will receive a lower score than if you have 10,000 recipients at aol.com, and 5% of those fail, because this is more damaging and indicates a higher failure overall.

Total

Displays the total number of messages sent to each domain.

Failures

Displays the number of failed messages for each domain. This will be a subset of the total number sent.

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% Fail

Displays the % of messages sent to each domain that failed. This is the percentage of failed to total messages attempted.

Domains Potentially Blocking

This table displays domains with more than 90% failures, sorted by number of attempted recipients. If a domain is failing more than 90% of the time, there is a high probability that it is blocking your mail. If a domain is blocking you, it may be worth investigating, for instance if a domain has listed you as a spammer. Note that, depending on the number of recipients in the mailing, this table may be slow to generate.

From the drop-down menu, select the desired mailing. Click "refresh" to view the current failures for each domain name.

Domain Name

Displays the member domain names. Clicking on the domain name takes you to the Rejection

Messages page, where any rejection messages sent back from that domain name and saved, will

be displayed.

Total

Displays the number of messages sent to each domain.

Failures

Displays the number of failures (transient and permanent) for each domain.

Demographic Reports

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These charts display members according to additional demographic information you may have about them.

Additional demographic fields may be added to the ListManager members table, either directly

in the database or by using the tools in Utilities: Administration: Server: Database .

Once you have added additional fields, you will need to define them in Utilities: Administration:

Server: Database: Demographic Definitions for them to be available when you view these

reports.

Over-Time Reports

These charts give information about your membership statistics over time—for example, subscribes, unsubscribes, confirmed, or on hold.

These charts can give you general trends about your list's membership. For example, you may find that your rate of unsubscribes peaks after a particular kind of mailing, and so may decide that it's not worth doing that kind of mailing if it means you will be sacrificing so many members.

You may also find studying confirmation rates over time useful, so you may tailor your

confirmation document to encourage more people to confirm joining your list.

Email addresses go bad and are put on hold as a matter of course in running an email list.

However, if you find that a large number of email addresses go on hold all at once in these charts, you may investigate ISP or network problems.

Complaints by Mailing

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This table displays spam complaints made about your mailings. If you have a whitelisting

agreement with an ISP and use ListManager's Autoresponder feature to handle complaints. See

Whitelist Complaint Handling for more details.

This information is a breakdown of the pie chart displayed in the Complaints by Domain section

of the Deliverability Dashboard .

How to get there from the Deliverability Dashboard:

In the Complaints by Domain section of the Deliverability Dashbord, click View This List's

Complaints.

Finding a Mailing

Twenty mailings for the list are displayed at a time. To view more, click Show more. Repeatedly clicking Show more will show greater numbers of mailings at a time.

Title

The title of the mailing. To view the Mailing Overview report for the mailing, click the title of the mailing.

# Complaints

The number of complaints for this mailing.

Domain Details and Member Details

Click the Domain Details link to view a page that lists the domain the complaint came from (if known) and the number of complaints for that domain.

To learn more about a member who lodged a complaint

1. On the Domain Details page, click the member details link for the member.

2. To view details about the member, click its view member link.

3. To view the member's complaint, click its view complaint link.

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NOTES



You can also go directly to member details from the main page of the Complaints by Mailing report.



(z-a). Click Next to see the next twenty mailings, Previous to see the last twenty.

Server Performance

Reports: Server Performance

These charts display how quickly your ListManager server is delivering mail, and how successfully mail is reaching subscribers. Delivery speed statistics are saved by ListManager every minute, and are saved indefinitely.

Activity is summed by one minute intervals. The charts show how fast ListManager would be sending mail if the number of messages sent in a particular second was sustained for a minute.

For example, if ListManager actually sent 100 messages in a particular second, the chart would show that you had achieved a delivery speed of 6000 messages per minute.

Note that this information is only available to those logged in as server administrators. List and site administrators will not be able to see mail speed information.

All Mailings in Queue Statistics Table

Displays information about all the mailings in queue on this server. For details on this table, see

Reports: Mailings: Mailings in Queue Statistics Table .

Charts

See the various charts on server sending speed, send success and failures, simultaneous sends, and kilobytes sent.

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The "Server sending speed" charts report instantaneous rates of successful, failed, and total mail sending, extrapolated to per hour rates. If ListManager is being run as a cluster , you will be prompted to select whether you'd like to view the results for the node, cluster, node versus cluster or all nodes.

Incoming

View various charts about the status of mail being received by ListManager. These charts show

the results of SPF authentication, if enabled.

Blacklists

Server admins have the option to check whether the ListManager IP addresses are blacklisted.

For more information on these reports, see Reports: Blacklists .

Reports: Blacklists

The Blacklist option is only visible for server administrators. The purpose of this feature is to make sure that your TCP/IP address or hosting name has not been blacklisted by any blacklisting or banning services before you send out your mailings. These services are trying to reduce

"spam" email, and will not allow any mail to be delivered from TCP/IP addresses that have been blacklisted in the past. This feature takes you directly to their Web sites, where you can verify that your TCP/IP address or hosting name has not been blacklisted.

You can see which TCP/IP address you are currently sending mail from by looking in Server

Settings. For more information on this, see Utilities: Administration: Server: Server Settings:

Network Settings: Deliver Email .

The blacklists you may check here are:

- 'DNS Stuff' 150+ TCP/IP Blacklists

- OpenRBL Universal TCP/IP Blacklist

- Sam Spade

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- SpamCop

- Usenet Groups TCP/IP Check (for newsgroups)

- Usenet Groups Hostname Check (for newsgroups)

This menu is dynamic, so if additional blacklisting or banning services become available, these will be added to ListManager as necessary. Once you are on the banning service's Web site, your

TCP/IP address will automatically be entered for you, and you check to see if it has been banned by anyone.

If you need further assistance or information regarding Blacklists, please click on the "Lyris offers a consulting service" link on the Blacklist menu page, where you can contact Lyris Technologies directly for further information about our services.

Web Site

Reports: Purchases

These charts display information about mailing recipients who purchase . If you want to track visits, you'll need to create a Purchase Tag , and put it on every page you'd like to track on your

Web site.

Purchase Tracking is a feature of ListManager Enterprise, and is unavailable for standard or Pro

ListManager. Contact your account representative at [email protected]

if you'd like to upgrade to

ListManager Enterprise.

The following types of purchase reports are available:

Number of purchases

The number of purchases made by your subscribers. These statistics may be viewed per mailing, over time, cumulatively, by join date and by demographic field.

Purchase percentage rate

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The percentage of purchases made by your subscribers. You may view buyers as a percentage of your total membership, those who open, click a link in a mailing and visit your Web site.

Units sold at each purchase price

Charts analyzing at what purchase price you've made the most sales. These statistics may be viewed per mailing, per list, per demographic, and in a particular price range.

Total revenue for each purchase price

Charts displaying the amount of revenue gained at each purchase price. These statistics are displayed per mailing, per list, over time and by members' join dates.

Total revenue

Charts displaying the total amount of revenue gained by mailing, over time and by demographic.

Total revenue by product/SKU

Charts displaying total revenue or units sold by product or SKU.

Interest

Reports: Interest

These charts display information about mailing recipients who show interest in your Web site by visiting particular pages. If you want to track interest, you'll need to create an Interest Tag , and put it on every page you'd like to track on your Web site.

Interest Tracking is a feature of ListManager Pro and Enterprise, and is unavailable for standard

ListManager. Contact your account representative at [email protected]

if you'd like to upgrade to

ListManager Enterprise.

Interest reports are grouped as follows:

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Number of members at Each Interest Stage

The number of members at each interest stage. Displays statistics about how members are converted into warm or hot leads, and the number of members at each interest stage based on mailing or by list.

Total Interest Points

Total interest points generated per mailing, list, or over time.

Total interest events

The number of interest events triggered, by mailing, per list and over time.

Shopping cart abandonment rate

The number and percentage of members who used shopping cart, but never purchased.

Hot leads

Members who have shown a particularly high amount of interest, but who have not yet purchased. Hot leads are divided by those who have high interest points, those who have achieved a high interest stage, or who have gone through a number of purchase events without actually purchasing.

Time to sale

The average length of time a particular list or mailing takes to get members to purchase. Also, statistics about how membership duration, or how long a member has been on your list, affects sales.

Time to interest

The average length of time a member is on your list before showing interest by visiting your

Web site.

Length of sales cycle

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The average length of time a member is on your list, opens a mailing, clicks on a link, or shows interest before purchasing.

Surveys

Reports: Surveys

Survey results can be viewed and analyzed here. In order for survey results to appear here, the survey form itself must be created, and then be taken by at least one member. To learn how to

create survey forms, see Utilities: Web Forms: Surveys .

Finding Survey Results

Twenty surveys for the list are displayed. To view more, click Show more. Repeatedly clicking

Show more will show greater numbers of surveys at a time. Click Next to see the next twenty,

Previous to see the last twenty.

You may change the sorting order of the surveys by clicking the up or down triangles next to

Title, Description, Date Updated, and Responses. By clicking the top arrow, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). The sort categories are:

Survey Title

Displays the survey title, which is the "Internal survey name" entered when creating the survey

form. Clicking the survey title takes you to the Reports: Surveys: Results page.

Survey Description

Displays the survey description, which is the "Survey name to display" entered when creating the survey form.

Date Updated

Displays the last date and time when a response was submitted for the survey.

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Responses

Displays the current number of responses to the survey. Clicking on the number of responses

takes you to the Reports: Surveys: Responses Table , displaying the individual responses to the

survey. From here, the Reports: Surveys: Response page can be accessed by clicking the date or

the view link for each response.

Viewing or Editing Existing Surveys

To view survey results, click on the survey title or click "view" next to the desired survey title.

You will be taken to the Reports: Surveys: Results page, where survey results can be seen and

analyzed.

Deleting Survey Responses

Click Delete next to the survey responses you'd like to remove. ListManager will ask you if you're sure before deleting the survey.

Download as a File

Click on the disk icon to download your survey responses in CSV format, which can be read by a program such as Excel.

Reports: Surveys: Survey Results

View results for each individual survey, including the responses.

Survey Name

Displays the "internal survey name", which is entered when the survey form itself is created.

Clicking the name itself takes you to the Utilities: Web Forms: Surveys: Edit Survey page, where

the survey form can be edited.

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Description

Displays the "survey name to display", which is entered when the survey form itself is created.

Responses

Displays the number of responses to the survey. Click the number of responses to see Reports:

Surveys: Responses Table

page, and "Show Details" to view the All Answers in Survey page,

including the date the responses were submitted, and the IP address they were submitted from.

Dates

Displays the dates and times during which survey responses were received. Clicking the dates will take you to the "Number of survey answers over time" chart, where the total number of survey answers for one survey, over time, are displayed.

Used in mailings

Displays the name of the mailing(s) in which this survey was used. Clicking on the mailing name

takes you to the Reports: Mailings: Mailing Statistics page, where details about the mailing can

be viewed, and various mailing charts easily accessed.

Filter Responses

Determine which responses will be displayed below. If you select an option from the drop-down menu, click the refresh button to view the new filtered responses. The filter response options are "Show All", to view all responses; per mailing, to view responses for a particular mailing; for list members; and for non-members who may have taken the survey.

The list member options will depend on your access level. Server administrators will be able to filter responses for all lists, site administrators for the site list(s) that they administer, and list administrators only for the individual list(s) administered by them.

Survey Questions and Answers

Displays the survey questions and response totals. This will display the number of responses to the survey (not the number of questions answered). For example, if there were 4 users who took the survey, and out of these 4, only 3 answered this particular question, it will display:

ListManager User Guide | 603 | October 2013

3 responses, 1 skipped, 75% responding.

Click the "Answer detail" link to go to the Reports: Surveys: Answers to a Single Question page,

to see answer details for each question, including the date the answer was submitted, the answer itself, and the TCP/IP number from where it was submitted.

Click "Chart" to see the "Survey answers to a question" chart, which displays the total number of survey responses for each possible answer to this survey question.

Reports: Surveys: All Answers in Survey

All the answers to one particular survey can be seen and analyzed here. This will include all answers submitted by all respondents, for all questions, for the selected survey.

Finding Survey Answers

Twenty answers to the survey are displayed. To view more than, click Show more. Repeatedly clicking Show more will show greater numbers of answers at a time. Click Next to see the next twenty, Previous to see the last twenty.

You may change the sorting order of the answers by clicking the up or down triangles next to

Date, ID, Question, Answer, and Responding IP. By clicking the top arrow, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). The sort categories are:

Date

Displays the date on which the answer was submitted. Clicking on the date takes you to the

Reports: Surveys: Response page, for more details about this particular answer.

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Question

Displays the question which was asked on the survey.

Answer

Displays the respondents answer choice for the question. If more than one answer to a question was submitted for questions allowing more than one response, all answers will be displayed, each as a separate entry.

Responding IP

Displays the TCP/IP address of the respondent who answered the question.

Download as a File

Click on the disk icon to download your survey responses in CSV format, which can be read by a program such as Excel.

Reports: Surveys: Answers to a Single Question

Displays all the answers to one particular survey question. This is helpful to analyze trends for

each question. This page is displayed by clicking "Answer detail" on the Reports: Surveys: Survey

Results page.

Finding Answers

Twenty answers to the question are displayed. To view more, click Show more. Repeatedly clicking Show more will show greater numbers of answers at a time. Click Next to see the next twenty, Previous to see the last twenty.

You may change the sorting order of the surveys by clicking the up or down triangles next to

Date, Answer, and TCP/IP. By clicking the top arrow, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). The sort categories are:

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Date

Displays the date on which the answer was submitted. Clicking on the date link or "view" takes

you to the Reports: Surveys: Response page, where further detail about the response and the

member can be accessed.

Answer

Displays the response to the question, submitted on that date.

TCP/IP

Displays the TCP/IP number of the respondent who answered this question.

Download as a File

Click on the disk icon to download the answers in CSV format, which can be read by a program such as Excel.

Reports: Surveys: Response

Displays all the individual survey responses for each survey.

Survey Name

Displays the "internal survey name", which is entered when the survey form itself is created.

Clicking the name itself takes you to the Utilities: Web Forms: Surveys: Edit Survey page, where

the survey form can be edited.

Description

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Displays the "survey name to display", which is entered when the survey form itself is created.

Date

Displays the date and time of the response.

TCP/IP Address

Displays the TCP/IP address from which the response was generated.

Member

Displays the email address of the member who provided this survey response. Clicking the

member name takes you to the Members: History page, where the member's current

information and history can be accessed.

Mailing

Displays the name of the mailing(s) in which this survey was used. Clicking on the mailing name

takes you to the Reports: Mailings: Mailing Statistics page, where details about the mailing can

be viewed, and various mailing charts easily accessed.

Survey Answers

Displays the survey questions and this member's individual response to these questions. Also displayed is the question orientation, vertical, horizontal, or menu. This is determined when the

survey form is created. For more information on this, see Utilities: Web Forms: Surveys .

Reports: Surveys: Responses Matrix

This page displays survey questions and the answers provided by respondents.

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To view fewer or more respondents

Click Show fewer or Show more.

To go to the next screen or a previous screen

Click Previous or Next.

To search for an email address

1. In the upper right corner, click the Search icon.

2. In the window that appears, type some or all of the text to search for. When you are finished, click Search.

To download the list in CSV format

1. Click the disk icon in the upper right corner of the screen.

2. Click Save.

Depending on browser settings, you may be prompted to save, or the list might open up in a browser and you can save from there.

Sales Cycle Map

Reports: Sales Cycle Map

The Sales Cycle Map displays an arrangement of key charts and reports based on the normal flow of the sales cycle. These are arranged into Awareness Reports, Interest Reports, and

Action Reports:

To view the Sales Cycle Map

In the left Navigation bar, go to Reports : All Reports : Sales Cycle Map.

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Awareness Reports

Easy access to Delivery and Member reports.

Interest Reports

Easy access to Tracking, Interest analysis, and Time-to-interest reports.

Action Reports

Easy access to Purchase analysis reports, Shopping cart analysis reports, Time-to-Sale reports, and Web site analysis reports.

Maps

Reports: Maps

Clicking on map displays a complete index of all the available charts and reports in an outline form.

Custom Charts

Reports: Custom Charts

ListManager includes a wide variety of charts. If there is a particular chart that you'd like to see that is not included as a default, you may create it in Reports: Custom Charts.

Customer Charts allow you to:

-Select the type of chart you want - pie chart, bar chart, line chart, high/low, etc.

-Select the metrics you'd like to combine - opens as compared to purchases over time, for example.

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-Specify the start and stop date for each metric and for the chart as a whole.

-Specify how you'd like to group data—by time interval or by percentage of the data.

-Determine chart labels and background color.

All of your custom charts are displayed in the Reports: Charts page. Click create new chart to create a new custom chart.

Reports: Charts: Essentials

Your Description

Your description of this chart.

Displayed Title

The title displayed on your chart.

Chart Type

The type of chart you'd like to create. Note that not all chart types make sense for all kinds of data. For example, transient or permanent failure data over time would not display properly for a pie chart. The options are:

3D Pie Chart

3D Bar Chart

3D Line Chart

3D High/Low/Close

3D Area Chart

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Plain Line Chart

Plain Area Chart

Plain Bar Chart

Plain High/Low/Close

Metrics to Chart

What statistics should be included in this chart. Click on Add to add metrics to this chart.

Reports: Charts: Advanced

Y Axis Label

The label for the Y axis.

Background Color

The chart's background color. By default, the color will be white. Enter the HTML code (e.g.,

FFFFFF) to change the background color.

Associated With

What list or site this chart is associated with, or whether this chart should be available to all on the server. By default, the chart is associated with the list in which it has been created. You may opt to have the chart associated with a different list, an entire site or an entire server.

Date Created

The date the chart was created.

Date Last Modified

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The date the chart was last modified.

Reports: Charts: Add Metric

The Add Metric page allows you to select what metric you would like to include in your chart.

You must first select the metric group in the drop-down box before selecting a particular metric.

The metric groups are:

Clickstream - Recipients who visited particular pages on your Web site.

Clickthrough - Mailing recipients who clicked on links in your mailings.

Forwards - Mailing recipients who forwarded your mailings.

Interest - Interest levels of recipients who visited particular pages on your Web site.

Mailings - Delivery success, failure and related statistics.

Members - Membership data; what kinds of members are on your list(s).

Misc - SQL query charts; only server admins can add metric here, anyone can run it.

Opens - Recipients who opened a particular mailing.

Purchases - Recipients who purchased after receiving a mailing.

Server Performance - Information about how ListManager is running.

Once you have selected a metric, you will be taken to a second page which will ask additional information about charting the particular kind of metric you have selected.

Draw

Select whether to show the Data line, or the Trend line for this metric.

End Date

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The ending date for this chart, in YYYY/MM/DD format. Leave blank for today's date.

List

The list to track this metric for.

Number of Days

The number of days to chart. The default is Forever, or all the data available.

Mailing

The events that resulted from the mailing selected here. If you would like to compare events from multiple mailings, you must add each as an additional metric to your chart.

Maximum Interest Stage

The maximum Interest Stage to display. For example, you may want to only display results with an Interest Stage under 90.

Maximum Value for Demographic Field

(Purchases metric only) Display members with this maximum value for the demographic field you select. For example, you may want to only display results for those whose "Children" field is less than 5.

Member Demographic

(Member metric only) Chart members with information for the demographic field you select here. Only demographic fields in the ListManager members_ table will be available for charting.

Minimum Count

The minimum amount of data to be displayed in your chart. For example, you may want to only display clickthroughs if they are over a certain number.

Minimum Interest Stage

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The minimum Interest Stage to display. For example, you may want to only display results with an Interest Stage over 50.

Minimum Value for Demographic Field

(Purchases metric only) Chart members with the minimum value for the demographic field you select. For example, you may want to only display results for those whose "Children" field is greater than 1.

Minimum # of Bounces

(Member metric only) The minimum number of permanent failures to display for this chart.

Performance Metric Type

(Server Performance metric only) The type of server performance data to display for this chart.

SQL Query

(Misc metric only), and only available to server admins. Enter a valid SQL query; an example for the LABEL/COUNT metric would be:

SELECT Domain_, count(*) as Count_ FROM members_ WHERE List_='listmanager-discuss'

GROUP BY Domain_ ORDER BY Count_ DESC which displays the number of members per domain.

NOTE It is recommended that before you paste your SQL statement into this box, that the

statement be tested in the Run your own SQL Query page, to see if there is an error in the

statement. If a faulty statement was entered, this will show you the error, which may be helpful in revising the statement. If a faulty statement is entered in the chart SQL query, you will see the chart displayed as "Sorry, there is no data to chart."

Web Page Name

The name of the web page for this Action Tag.

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Reports: Charts: Chart

The Chart tab shows you what your chart looks like with the parameters you have established for the chart. Editing the parameters on the other tabs can change the chart.

Reports: Charts: Table

This tab displays your results in tabular format based on the parameters you have established for the chart. Editing the parameters on the other tabs can change this table.

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UTILITIES

Utilities -- Overview

Utilities allow you to configure and manage your list, site or server, depending on your permissions. You may also create members, automated messages, web forms, and more.

List Settings

Your lists are created with appropriate settings for the kind of list you selected. If you'd like to

fine tune your list, adjust the settings in Utilities: List Settings .

Web Forms

Web Forms is where subscribe forms ,

unsubscribe forms ,

member profile forms

, and referral forms are created and edited. These allow users to join lists, update their profiles, and refer

their friends.

Automated Messages

Automated messages include document content and document associations, which are email messages which are sent out in response to subscriber actions, such as joining a list, confirming their membership, writing to an autoresponder address. These documents typically have information about your list, your organization, etc. In order to have these documents sent out

automatically, you must create them first in Utilities: Automated Messages: Document

Associations . Automated messages also includes autoresponders, which are email addresses

which reply with a specified document. If you are sending announcements or one-way mailings,

It's useful to put an autoresponder in the From: field of your message with instructions on how to unsubscribe. Match phrases allow you to automate actions when a specific text string is seen in an incoming email. They edit or reject messages with certain text in them according to your rules.

Administration

Manage your server, site, lists, or topics from Utilities: Administration . You may also create

other administrators here, and manage your database. In addition, permission groups can be

created from here.

Login Status

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Log out of ListManager or login as a different user, switch to a different list, and edit your server administrator account (must have server administrator access).

Other

Utilities: Other allows you to create Action Tags, including clickstream, interest or Purchase Tags,

and insert them in the HTML of your Web site so you can track visitors. Create a signup page for your list using the Signup Form, and edit clickthrough URL descriptions. Learn more about

ListManager and Lyris Technologies by clicking Utilities: Other: About.

List Settings

Utilities: List Settings

Mailing lists are a set of email addresses who receive electronic mail as a group. Depending on what the goal of the group is, the features needed for the mailing list to work effectively will differ. For instance, a different set of features is needed if the group wishes to discuss an issue to come to a consensus, as opposed to a group who all receive announcements of new classical music recordings.

List settings govern how your list works. When you create your list, the type of list you selected determined the settings for your list. These settings are appropriate for most lists like yours, but you may want to fine-tune these settings.

Basic Information

The basics for your list:

-Specify the topic and description for your list.

-Specify what kinds of email delivery and subscription reports you'd like to have emailed to you.

-Specify whether or not you'd like to save archives and recipient information , or whether the list

should allow postings through other ListManager lists.

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-Set whether or not you'd like to set open tracking and HTML detection as defaults .

Disable the list , or set a maximum number of members.

New Subscriber Policy

Control how people join your list:

-Specify whether new subscribers must confirm their memberships by responding to a

confirmation message, or confirm when they unsubscribe.

-Determine how secure your list is—can anyone join? Do they require a password, or is it

private? Or can members only be added by an administrator? Can people subscribe by email, or only through the ListManager web interface?

-Specify who can or cannot join your list.

Email Submitted Content

Control what mailings look like when sent via email to the list. These settings are not in effect when sending through the ListManager administration web interface in most cases.

-Specify what text wrapping should come at the beginning and end of every message sent via

email to the list.

-Determine what security should be in place for email posting. Specify whether messages can be

sent via email, and who can send to the list.

-Specify whether approval is required for email submitted messages.

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-Specify what additions

and revisions to the header should be made, such as the default From:,

To: and Reply To: headers.

Web Created Content

Control the default settings for content and mailings created through the ListManager administrator's web interface.

Automatic Maintenance

Keeps your server running smoothly by removing bad email addresses:

-Specify when members should be held (no longer delivered to) due to delivery problems.

-Specify how frequently to purge inactive members from the database.

-Specify how long to keep message archives .

NOTE: This setting does not apply to transactional messages .

Users' Web Interface

Determine how you'd like your list to work if list members access it through the ListManager web interface:

-Specify message reading settings: who can see the list's messages, and what methods they may

use.

-Specify new membership requirements if subscribing through the ListManager web interface.

-Provide information about your list in the ListManager web interface.

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Discussion Group Features

Determine settings primarily used in discussion groups (those where recipients can also send messages to the list):

-Specify how the message looks : whether or not to prepend the list's name to the Subject: line,

or whether postings can be anonymous

-Specify message wrapping for digests .

-Specify posting security : who can write to the list, and who can see the list of members.

-Specify automatic reasons to reject messages .

For Programmers

Allows programmers additional control over what messages should look like.

-Specify who is allowed to include scripting in messages, including mail merge and conditional

text.

-Specify programming extensions to be run before and after messages.

Map of All Settings

A site index of all the list settings.

Basic Information

Utilities: List Settings: Basic Information

Utilities: List Settings: Basic Information contains the most fundamental settings for your list. In this section, you may:

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-Specify the topic and description for your list.

-Specify what kinds of email delivery and subscription reports you'd like to have emailed to you.

-Specify whether or not you'd like to save archives and recipient information , or whether the list

should allow postings through other ListManager lists.

-Set whether or not you'd like set open tracking and HTML detection as defaults .

Disable the list , or set a maximum number of members.

Utilities: List Settings: Basic Information: Basics

List Name

The name of the mailing list. This name is the official Mailing List Name - it is what both administrators and users will see in correspondence to the list. It also defines the email address for list mail. For example, if the name is jazz-discuss and the Site's host name is

minerva.example.com, the mailing list's email address will be [email protected]

Rename List

Clicking this button makes the list name editable. Enter the new list name and description, and click Save. Available for site and server administrators only.

NOTE: Renaming a list may take a long time, depending on the number of members, documents, segments, archives etc. that need to be renamed in order to remain associated with this list.

Renaming a list may slow mailings currently being processed.

List Description

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(required) A very short description of the mailing list, which may be visible to users. Do not use any commas or "<" or ">" characters in your description.

When email goes out from the list, this description can be in the email message. For example, if the Description is Jazz Discussion, the Reply-To: field for the mailing list email address will be:

Reply-To: Jazz Discussion <[email protected]>

Mail stream

To select a mail stream

Click the Mail stream drop-down list, and then choose the mail stream you want.

NOTE If you change the mail stream, currently active mailings for the list are not affected.

Mail streams overview

Create a new mail stream

Utilities: List Settings: Basic Information: Reports

Subscription Reports

You may have ListManager send list administrators a regular email report on how your list membership has changed. These reports include the following information for the period specified: confirmed and unconfirmed new members, unsubscribed members, and held members.

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By default, no subscription reports are emailed to you. You may have a report sent daily, weekly or monthly. You may choose more than one report if you like, which allows you to receive reports at any interval you wish.

You also have the option of receiving short, normal or detailed reports. The short report does not list a day if there is no pertinent information for that day. The detailed report includes members’ email addresses.

For example, here is a sample "normal" report:

Grand total members by type for 'list2'

- Normal members: 3

- Unsubscribed members: 2

For dates from 1999.08.13 to 1999.08.19 members by type for 'list2'

- New normal members: 1

- New unsubscribed members: 1

------------------------------------------------

Members by type for list2 for dates from 1999.08.13 to 1999.08.19

---

1 members who subscribed:

1999.08.13

1999.08.14

1999.08.15

1999.08.16

1999.08.17

1999.08.18 * 1

1999.08.19

---

1 members who unsubscribed:

1999.08.13

1999.08.14

1999.08.15

1999.08.16

1999.08.17

1999.08.18

1999.08.19 * 1

Notice that there are several dates that do not have any data. When you opt for the "short" report, this section looks more like:

Grand total members by type for 'list2'

- Normal members: 3

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- Unsubscribed members: 2

For dates from 1999.08.13 to 1999.08.19 members by type for 'list2'

- New normal members: 1

- New unsubscribed members: 1

------------------------------------------------

Members by type for list2 for dates from 1999.08.13 to 1999.08.19

---

1 members who subscribed:

1999.08.18: 1

---

1 members who unsubscribed:

1999.08.19: 1

When you opt for the "detail" report, the report has an additional section at the end of the general data section. This additional section includes the email addresses associated with the data points present in the general data section. An example of the detail report:

Grand total members by type for 'list2'

- Normal members: 3

- Unsubscribed members: 2

For dates from 1999.08.13 to 1999.08.19 members by type for 'list2'

- New normal members: 1

- New unsubscribed members: 1

------------------------------------------------

Members by type for list2 for dates from 1999.08.13 to 1999.08.19

---

1 members who subscribed:

1999.08.13

1999.08.14

1999.08.15

1999.08.16

1999.08.17

1999.08.18 * 1

1999.08.19

Email address detail:

1999.08.18 1 [email protected] (Tile Vince)

---

1 members who unsubscribed:

1999.08.13

1999.08.14

1999.08.15

1999.08.16

1999.08.17

1999.08.18

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1999.08.19 * 1

Email address detail:

1999.08.19 1 [email protected] (Vince Redmood) [joined 1999.08.19, member for 0 days]

Subscription reports are an easy way to keep track of those who have subscribed and unsubscribed recently. These are very useful in maintaining external databases or tracking the growth of your list.

Delivery Reports

ListManager can send the list administrators of a mailing list regular progress reports on how each mailing is progressing. The Delivery Report indicates when the message was attempted, how many members received it and when the next retry is scheduled for the remaining members. It is a snapshot of the progress of the mailing.

You may also opt to receive a detailed SMTP report addendum to the delivery report, which includes the reason ListManager couldn't send mail to each undeliverable member. This SMTP report is an HTML report.

You have the option of setting Delivery Reports to go out at these intervals:



Do not email delivery reports to list admins (default)



Report after one (1) hour



Report after four (4) hours



Report after twelve (12) hours



Report after twenty-four (24) hours



Report after forty-eight (48) hours



Report after thirty days.

Note that multiple delivery report times can be selected by holding the Ctrl key.

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The delivery reports go to all the members of a list who are set to "receive admin mail".

Here is an example of a delivery report:

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Recipients with "transient" problems may yet be delivered to in a retry unless all delivery attempts have been completed. If a recipient's mailserver replies with a 500 or higher response, it is considered currently unreachable and will not be retried in this send.

Utilities: List Settings: Basic Information: Enable Features

Archive Messages

Determines whether messages sent through this list will be available in the list's message archives. Archiving is necessary to read and search messages posted through ListManager

through the Discussion Forum Interface ,

RSS

or NNTP . Digest and index editions of the list's

postings also depend on there being archives for at least one day.

Not saving archives conserves disk space.

If you want your users to be able to receive digest or index editions, but do not want to keep archives, set the Save Archives setting to "Yes..." and set the Archive Days setting to "1" in

Utilities: List Settings: Automatic Maintenance: Purging Archives .

Note: Changing the Save Archives setting from "Yes" to "No" will REMOVE already existing archives (gathered until that moment) once the scheduled task "Remove Archives" is activated (usually overnight, but settings may vary). There is no way to retrieve lost archives

after the "Remove Archives" task executes; archives will be deleted permanently.

Recipient Logging Level

Transaction logs are created at the individual recipient level. Set the desired level of detail for the transaction logs from the drop-down menu. The choices are:



No logs - creates no transaction log for recipient information. This is the default setting.

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

Non SMTP errors - Shows error information, but does not include SMTP information.



All errors - displays detailed information about all errors, including the errors which may have occurred when communicating with the mail server (SMTP errors). Given sufficient server resources, this setting is recommended.



Errors and Successes - Displays detailed information about every transaction, creating a full log for both errors and non-errors. This option may consume significant server space, since it will log information for each recipient.

The default setting is "All errors." Creating a full log can hinder performance, as these logs can become large files, particularly for large lists with many members.

If the Bounce handling setting in Utilities: Administration: Server: Server Settings: Automatic

Maintenance: Error Mail is set to "Yes, process all bounce reports in memory (faster)", then the

following message will be visible below the recipient logging level:

Note: the server setting for Bounce Handling is set to process bounces in memory. Therefore, bounce information will not be available in the recipient logs.

The bounce handling link will take you to the Utilities: Administration: Server: Server Settings:

Automatic Maintenance: Error Mail page, where the setting can be adjusted if necessary.

Enable This List as a Child List

This setting determines if this mailing list will accept messages submitted directly from another mailing list.

This option is used to create parent/child mailing lists, where sending mail to a parent list automatically sends to a child mailing list.

A typical scenario for setting up parent/child list is if you have multiple announcement lists and they are related in this way. For example, these lists could be in a parent/child relationship:

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sports-announcements soccer-announcements tennis-announcements

If lists are set up in a parent-child relationship, messages you send to "sports-announcements" can be sent to members of "soccer-announcements" and "tennis-announcements" automatically. Or, you may just want to send to "tennis-announcements" and not to any other list.

Here are the instructions for setting up a parent/child list. Please follow these directions carefully, as the relationship is a little difficult to grasp:

1. First, create your parent and child lists as you would create any ordinary lists (you will later

establish the parent-child relation between them). You should not use message wrapping in any

list that will act as a parent, as these header/footers will be reproduced when the messages are posted to the children.

2. For each child list, go to Utilities: List Settings: Basic Information: Enable Features, and set

Enable This List as a Child List to Yes.

3. For each child list, go to Utilities: List Settings: Discussion Group Features: Message Rejection

Rules: Same Message Rules and set Allow Duplicate Posting to No, Duplicate Postings Should Be

Rejected.

4. For each child list, go to Utilities: List Settings: Discussion Group Features: Message Rejection

Rules: Same Message Rules and set Allow Cross-Posting to Yes, Cross-Posted Messages Will be

Allowed.

5. For each child list, go to Utilities: List Settings: Discussion Group Features: Message Rejection

Rules: Same Message Rules and set Cross-Posting and Duplicates to Make Sure that Multiple

Copies of Cross-Postings are Removed.

6. For each child list, go to Utilities: List Settings: Basic Information: Enable Features and set

Archive Messages to Yes, save and archive messages sent on this mailing list.

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7. Decide who should be able to post to your mailing lists and make them a member of all the lists (parents and children) that their message should be distributable to. A person has to be a member of the parent and all its children in order for the message to be distributed. You should also set the security permissions for this person so that their post goes through the security tests you decide. For instance, you may want to allow any post from the person to automatically be approved, in which case making this member a list admin on the lists is best.

8. In each list that is to serve as a parent list, subscribe the child list's posting address as a member of the parent list. For example, you would create two members in "sportsannouncements", with the email addresses "[email protected]" and

"[email protected]". Child lists can also act as parents to other lists, so you can nest the parent/child relationship as deeply as you like.

If you have configured the lists to reject cross-posted duplicates, you will prevent members of multiple child lists from getting many copies when a message is sent via the parent list.

Default Segment

Select the default segment mailings should go to when administrators create new mailings through the administrative interface. By default, mailings will go to the entire list.

Some administrators may wish to specify a segment with administrators only as a safety measure so that if the sender neglects to specify the correct segment the mailing does not go to the entire list.

Sending to segments is a pro level feature. If you would like to send to segments, please contact your account representative at [email protected].

Enable DomainKey Signatures

You can enable DomainKeys at the list level, and specify whether this setting acts in conjunction with the site level setting or independent of it.

Domainkeys FAQ

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Setting up and using Domainkeys

Use the site setting for this list:

Uses DomainKeys, or not, depending on the "yes" or "no" setting you chose in the Utilities

> Administration > Sites > New/Edit Site > DomainKeys tab (i.e., the site level setting).

Use the site setting for this list, but do not add Sender Header if signing : Uses the settings you chose in the DomainKeys tab, but does not include a Sender heading regardless of site/domain matching (see the note below).

Yes, enable for this list: Uses DomainKeys regardless of the "yes" or "no" setting you chose in the Utilities > Administration > Sites > New/Edit Site > DomainKeys tab (i.e., the site level setting).

Yes, enable for this list, but do not add Sender Header if signing: Uses DomainKeys regardless of the "yes" or "no" setting you chose in the Utilities > Administration > Sites > New/Edit Site

> DomainKeys tab. Does not include a Sender heading regardless of site/domain matching (see the note below).

No, disable for this list : Does not use DomainKeys regardless of the "yes" or "no" setting you chose in the Utilities > Administration > Sites > New/Edit Site > DomainKeys tab.

DKIM/DomainKeys Settings

There are three list-level DKIM/DomainKeys settings:

DKIM signing

DomainKey signing

Third Party DomainKey signing

Learn more about these settings

DomainKeys FAQ

Setting Up and Using DKIM/DomainKeys

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Default Recency Limit

ListManager allows you to exclude those who have received a certain amount of mail recently from receiving more mailings. By default, ListManager will send to everyone regardless of how much mail they have received recently.

Setting a recency limit for the list allows you to prevent recipients from mailings if they have received the amount of mail you specify here from any list on the server. In other words, mailings from any list "count" towards the tally of mailings to a particular address.

For example, if [email protected] received four messages in the past week from list_a, and there is a recency limit on list_b to purge recipients who have received more than three mailings in the past seven days, [email protected] will not receive the mailing to list_b, even though the messages [email protected] received were from a different list.

By default, no recency limit is set. To set or edit your recency limit, click edit recency. You will be

taken to Utilities: List Settings: Basic Information: Choose Recency . To remove a previously set

recency setting, click clear recency.

This limit may be overridden on the recipients tab when creating mailings.

Default with Open Tracking

This option determines whether the list will provide open tracking by default or not. This is enabled by default for marketing list types, for other list types it can be set here to "yes" or

"no".

Note that this feature is for reporting of email opens; if this is set to "no", it will appear as though there were no opens, which is most likely not a realistic number.

Opens cannot be tracked for recipients who cannot see HTML; however, if a clickthrough is registered for a recipient for whom there has been no opens, an open is registered for that recipient.

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Default with HTML Detection

This option determines whether the list will detect HTML by default or not, that is, whether or not recipients can read and/or send HTML. This is enabled by default for marketing list types, for other list types it can be set here to "yes" or "no".

This is a reporting feature, and if set to "no", it will appear as though no recipients can detect

HTML, which may not be a realistic number.

Warn Sender if No Recipients Found

ListManager can inform the administrator sending a mailing that no recipients were found, and thus no mailing sent. It is possible that no mailing may be sent if it is queued for a segment without recipients, or to a segment or list that has already received an identical message and thus duplicate messages for these recipients have been automatically purged.

When set to "yes", this option informs the sender via email if a mailing was not sent because no recipients were found to receive the message. Set to "no" if you do not want senders to be informed.

List Level Settings for DKIM/DomainKeys

DKIM/DomainKeys is set up in ListManager at both the Site and List level. All Lists default to using the site-level DKIM/DomainKeys settings; as soon as the Site level DomainKeys settings are in place, every list under that Site will begin to use digital signing if it has been turned on at the site level. If not, none of the Lists will use signing until their DKIM/DomainKeys settings are changed. The Selector and Private Key must be populated at the Site level for any

DKIM/DomainKeys activity to take place. If these fields are not populated, the List level setting for DKIM/DomainKeys will be disabled. If the List level settings for DKIM/DomainKeys are set and then disabled, the List will continue to attempt to use DKIM/DomainKeys signing even with invalid or missing Selectors or Private Keys.

To choose DKIM/DomainKeys settings at the list level

1. In the left Navigation bar, go to Utilities : List Settings: Basic Information.

2. Click the Enable Features tab.

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3. Click the DKIM signing drop-down list, and then choose one of the available options:

Site DKIM signing default will be used

Uses DKIM, or not, based the default setting you chose in the Site's DKIM/DomainKeys tab.

In the above example, site-level DKIM signing is set to On, so signing for the list will also be on.

DKIM signing for the list is on, regardless of the setting at the site level.

Off

DKIM signing for the list is off, regardless of the setting at the site level.

4. Click the DomainKey signing drop-down list, and then choose one of the available options.

They are similar to the options described in step 3 for DKIM signing.

5. To enable third-party DomainKey signing, click the Third Party DomainKey signing drop-down list and then choose On.

6. When you are finished, click theSave button.

Choose Recency to Purge By

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ListManager allows you to exclude those who have received a certain amount of mail recently from receiving more mail. By default, ListManager will send to everyone regardless of how much mail they have received recently. Setting a recency limit for the list allows you to prevent members from receiving email if they have received the amount of mail from any list on the server in the number of preceeding days that you specify here.

You may override these settings on a per-mailing basis on the Mailings: New Mailings:

Recipients tab.

Note that by default recency is disabled for all mailings by default. You must set "Enable recency" for one of the types of mailings in order to limit receipt of mail.

Purge email addresses who have received

Specify whether to exclude those who have received more than, fewer than or exactlythe number of email messages specified in this number of mailings.

this number of mailings

in this past number of days

Specify the number of days to check for the number of mailings specified.

When a recency limit is specified, ListManager will add an X-LYRIS-Recency header to the mailing that will limit who receives the mailing when actually sent. Example:

X-LYRIS-Recency: match=m,msgs=3,days=7

This sample header limits those who receive more (m) than 3 mailings in the past 7 days. Match options in the header are (f)ewer, (e)qual, or (m)ore than the number of mailings specified.

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Enable for email-submitted content?

Specifies whether recency rules should be automatically applied to mailings received via email or submitted through the discussion forum interface, versus mailings created through the admin interface. Set to "no" by default.

Enable for web-submitted content?

Specifies whether recency rules should be automatically applied to mailings created through the admin web interface. Set to "no" by default.

Enable for triggered mailings?

Specifies whether recency rules should be automatically applied to triggered mailings, versus mailings created through the admin interface. Set to "no" by default.

Enable for sequential mailings?

Specifies whether recency rules should be automatically applied to sequential mailings, versus mailings created through the admin interface. Set to "no" by default.

Utilities: List Settings: Basic Information: Limits

Disable This List

This option allows a site or server administrator to prevent mailings from a list. By default, it is set to No, meaning the list functions normally.

The disabled list will accept subscribe and unsubscribe requests, but no new mailings will be distributed to the mailing list. The ability to disable a list is only available and visible to site or server administrators.

Max # of Members

This option allows a site or server administrator to set an absolute limit on the number of members who can subscribe to a mailing list. When the maximum number is reached, the list itself will still allow mailings to be sent, but no new members will be allowed to join via subscription through email or a web form.

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This feature is only available and visible to site and server admins.

If you have limited the membership size of a list, ListManager will send you a message if you are approaching the member limit. While ListManager is processing your add request, it also checks to see how close you are to your member limit. If your add request brings your list to within 5% of the limit, ListManager will inform you in the email notification you receive.

Below is an example of what ListManager sends you when your member list is approaching its limit:

Note: This list is close to its maximum subscriber limit, with only 5 new subscriber positions available.

Please note that this limit only applies for subscriptions received through ListManager. If members are directly added to the SQL Server database, this member limit logic is ignored.

Max Referrals Per Day

The maximum number of referrals a member can make per day. Some members may abuse the referral feature by inviting people in order to harass them. Specifying a maximum number of referrals a member can make per day limits the damage from such people.

New Subscriber Policy

Utilities: List Settings: New Subscriber Policy

Utilities: List Settings: New Subscriber Policy settings control how people join your list. You may:

-Specify whether new subscribers must confirm their memberships by responding to a

confirmation message, or confirm when they unsubscribe.

-Determine how secure your list is--can anyone join? Do they require a password, or is it

private? Or can members only be added by an administrator? Can people subscribe by email, or only through the ListManager web interface?

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-Specify who can or cannot join your list.

Utilities: List Settings: New Subscriber Policy: Confirmation

Confirm Subscribes

Defines whether new members receive a confirmation request when joining the mailing list. The confirmation request will be an email message telling the person that they have requested to join this mailing list, and that the person will have to respond to the confirmation message in order to become a full member. The new member's status will be set to confirm until the confirmation response is received, and the person will not receive mail from the mailing list until the confirmation is received.

The reply-to email address given in the subscription confirmation request message will be a unique address for that member. You may want to include this address in the body of a customized confirm document you send out. Thus, the reply-to address is constructed by using the following text: lyris-confirm-%%memberidchar%%@yourdomain.com

This failsafe confirm address allows a member to reply to a single confirmation request and confirm their membership for all their lists. The contents of the reply is irrelevant, so long as it is addressed to the confirm address.

If a member visits your Web site and signs up for four of your lists, you can have ListManager send the new member a single confirmation message for all four lists by using the "oneconfirm" option of the "add" command. When the member replies to this one confirmation request message, the reply will go to the failsafe confirmation address. When ListManager receives mail at this address, ListManager will confirm all outstanding confirmation requests for that member.

Prospective members cannot confirm to some lists but not others.

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Confirmation serves several purposes. It is quite common for people to mistype their email address when subscribing to a mailing list using the web interface. Without confirmation,

ListManager would waste effort trying to send mail to this incorrect address.

Another need for confirmation is to counter a common form of electronic harassment. The harasser will sign someone they wish to harm to many mailing lists (perhaps several hundred), and that person will then be flooded with unwanted electronic mail. If that person's email server is not perfectly configured, the email server may crash, or prohibit other people sharing the email server from receiving their email. At the very least, it will use bandwidth and other resources.

The Confirmation feature blocks this form of electronic harassment. If the harasser subscribes someone to 100 ListManager mailing lists (all with Confirm set to Yes), the person will receive

100 confirmation messages but no further messages. If the person does not respond to the subscription confirmation messages (as they should not), the memberships will not be activated.

We highly recommend that all Open mailing lists use the Confirm feature as this form of

electronic harassment is quite common and is very bothersome to the victim.

Confirm Unsubscribes

This setting determines whether email requests to unsubscribe are immediately acted upon by

ListManager, or whether it will send a request to the member asking them to confirm that they want to unsubscribe from the list.

The three options for Confirming Unsubscribes are to confirm only questionable unsubscribes, to confirm all unsubscribes, and to never confirm unsubscribes (the default setting).

For announcement lists we strongly recommend that you use the default setting, and that you do not use the setting that requires confirmation of all unsubscribes. Announcement list members will tend to find this extra step frustrating, and may accuse you of being a spammer.

If an unsubscribe confirmation email message is sent, the message will tell the person to reply to the given message, if they want to be unsubscribed, or to ignore the message if they do not want to unsubscribe. Once a person responds to the confirming email to confirm leaving the list,

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they will receive the ListManager default goodbye message. Members who confirm their unsubscribes will not receive any Goodbye document you specify for the list.

One reason to confirm unsubscribes is that people are sometimes nasty and will try to unsubscribe people that they do not like. They can do this by forging an unsubscribe request and sending it on behalf of that person.

Another reason to confirm unsubscribes is when you are using the "failsafe unsubscribe"

%%email.unsub%% address in your message. This mechanism places the recipient's email address and unsubscribe email address at the bottom of their message. If someone forwards this message to another, that person could unsubscribe the subscriber by following the unsubscribe instructions in the message.

Because most lists are not subject to this problem, the default is to never confirm unsubscribes.

If you are concerned about people unsubscribing others, use the setting that confirms only questionable unsubscribes. With this setting, only when a unsubscribe request comes from an address different from that subscribed to the list will the member receive a confirmation request.

Utilities: List Settings: New Subscriber Policy: Security

Security

Defines how secure the list is to new subscriptions. The possible choices are:

Open

Anyone can join (no approval needed).

Private

The administrator must approve new members.

Password

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New members need to know the password to join.

Closed

Only an administrator can add new members.

An Open mailing list allows anyone who finds this mailing list can join, either by email or by using the web interface. After joining (and possibly confirming the membership), this person will have full member status.

A Private mailing list prevents anyone from finding the mailing list from joining immediately.

When they attempt to join, (either by email or using the web interface) a List Administrator will have to approve their request to join before the person becomes a member. List Administrators

who have their settings defined to receive Admin Mail will receive an email notice when a

person requests to join a Private mailing list. When the list admin receives a request to join a private list and the request was done by email, the notification email message that ListManager sends out also includes the original requestor's email message, which can be helpful determining if the person should be allowed onto the list.

If the admin changes the potential member's status from Needs Approval to Normal through the web interface (not via email), the new member will not receive a Hello message unless the status is changed to Needs Hello.

A Password protected mailing list allows anyone who finds this mailing list can join (either by email or using the ListManager web interface) and will be automatically approved only if they know the password. If they do not know the password, they will be automatically rejected. The password is defined in a field further down this page. For subscription requests that arrive via email, the password is entered at the end of the subscription request, as in:

subscribe jazz-discuss open-sesame

A Closed mailing list is one in which non-members are not able to apply for membership. If a request for membership arrives by email, it will be automatically denied. On the ListManager web interface, the Subscribe button will not be a choice. New members to a Closed mailing list must be added by the List Administrator.

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You can change the Security status of a mailing list at any time. For instance, you can start out as an Open mailing list (so that anyone can join) and then become a Private mailing list (so that new members must be approved by a List Administrator).

Password

If the list Security (above) is set to Password, this field defines the password required for new members to join the mailing list.

Allow Joining by Email

This setting determines whether subscription requests by email will be accepted. By default, members can join a mailing list using the ListManager web interface or by sending a "subscribe" email command to ListManager.

If you want to require people to join using the ListManager web interface, you can change this setting so those requests to join by email are rejected. Note that disallowing joining by email may disable some web based subscription methods that depend on email to submit a request to join.

Email Submitted Content

Utilities: List Settings: Email Submitted Content

Utilities: List Settings: Email Submitted Content controls what messages look like when sent via email to the list. These settings are not in effect when sending through the ListManager administrator's web interface in most cases. To configure the defaults for mailings created

through the administrator's web interface, see Utilities: List Settings: Web Created Content .

-Specify what text wrapping should come at the beginning and end of every message sent via

email to the list, and optionally through the web interface..

-Determine what security should be in place for email posting. Specify whether messages can be

sent via email, and who can send to the list.

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-Specify whether approval is required for email submitted messages.

-Specify what additions

and revisions to the header should be made, such as the default From:,

To: and Reply To: headers.

Utilities: List Settings: Email Submitted Content: Message Wrapping

This text will be prepended or appended to the email message body when the message is sent to the list via email only. These settings are not in effect when sending through the ListManager

administration web interface unless they have been enabled in Utilities: List Settings: Web

Created Content .

Different headers and footers may be added to digests in Utilities: List Settings: Discussion

Group Features: Message Look .

In addition, site or server admins may add message wrapping to messages in Utilities:

Administration: Sites: Edit Site: Message Wrapping

and Utilities: Administration: Server: Server

Settings: Advanced: Message Wrapping .

Text Header

If specified, adds this text to the top of every text message body received via email and optionally through the web interface.

Text Footer

If specified, appends this text to the bottom of every text message body received via email and optionally through the web interface. When you create a mailing list, ListManager defaults to putting a footer at the bottom of every message which tells the recipient what email address they are subscribed with, and how to unsubscribe.

The text of the default text footer is:

---

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You are currently subscribed to %%list.name%% as: %%emailaddr%%.

To unsubscribe click here: %%url.unsub%% or send a blank email to %%email.unsub%%

This footer uses the mail merge fields to allow failsafe unsubscribing.

You can change this footer to be anything you like, or remove it completely.

HTML Header

If specified, adds this text to the top of every HTML message body received via email and optionally through the web interface. It should be formatted in HTML to display properly.

HTML Footer

If specified, appends this HTML to the bottom of every text message body received via email and optionally through the web interface. When you create a mailing list, ListManager defaults to putting a footer at the bottom of every message which tells the recipient what email address they are subscribed with, and how to unsubscribe.

The text of the default HTML footer is:

<html><p>---<p>You are currently subscribed to %%list.name%% as:

<a href="mailto:%%emailaddr%%">%%emailaddr%%</a>.<p>To unsubscribe click here:

<a href="%%url.unsub%%">%%url.unsub%%</a><p>

(It may be necessary to cut and paste the above URL if the line is broken)

<p>or send a blank email to <a href="mailto:%%email.unsub%%">%%email.unsub%%</a></html>

You can change this footer to be anything you like, or remove it completely.

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Utilities: List Settings: Email Submitted Content: Security

Reject Email Submissions

This setting determines whether all submissions sent via email should be automatically rejected.

By default, your list is set to allow submissions by email. If you change Reject Email Submissions to "Yes", then any email that is sent to the list will automatically be rejected. Only postings made through the ListManager web interface or via a script will be allowed.

Email can fairly easily be "spoofed"; that is, someone can make the email appear to be from someone it isn't from. Thus, email is not a very secure mechanism for authenticating users.

Someone malicious can configure their email program to be someone else and send messages as if they were that person.

In most mailing list situations, users behave ethically, and do not impersonate others, so the risk of abuse is minimal.

However, you may have a need to have as much security as possible so that there is very little risk of improper email getting posted to your list. In such a case, you might want to disallow all postings over email. Only postings through the web interface or postings made with a script will be allowed. Note: These postings will be subject to normal security settings, such as moderation, match phrases, etc.

Only Admins Can Send

When set to Yes, only List Administrators are allowed to contribute messages to the mailing list.

Any member who attempts to contribute a message will have their contribution automatically rejected. The Admin Send feature is useful for announcement or email marketing type mailing lists, where a select group is allowed to post to the list, but where all other members should not be allowed to post to the list.

By default, this setting is set to Yes (only admins can send) for Email Marketing and

Announcement lists created through Utilities: Administration: Lists: New List .

Require Password in Body

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This option determines whether lists postings contributed by email require senders to include their personal passwords in the following format:

PASSWORD:your_password

"PASSWORD" must be capitalized, and there may be no spaces.

For example, if you are posting to a list that requires the password in the body, and your password is "sw33t", you would include the following in your messages:

PASSWORD:sw33t

Your password will be automatically removed before your message is distributed so others won't see it.

Passwords will only be required for members who have passwords. If certain members do not have passwords, this option will not have any affect on their ability to post messages to the list.

If you want all members to have passwords, and for their passwords to be required in all list postings, you should also set "Require Password" to be true. "Require Password in Body" (as

distinct from "Password Required") requires that all members have passwords. See Utilities: List

Settings: Users' Web Interface: New Subscriber Requirements for more information.

Including a password in an email message is inherently insecure. If you are concerned about password security, do not require a password in the body of the message.

Utilities: List Settings: Email Submitted Content: Approval

Is List Moderated

Defines whether message contributions sent via email will be automatically approved, or if they need to be approved by a list administrator. All messages sent through the ListManager

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administrator web interface require approval. Messages sent by those who are not allowed to post to the list will be automatically rejected.

The options are:

Not Moderated

Messages never need approval.

Moderated

Messages always need approval.

Number Moderated

New members need to have a number of messages approved before they may post without approval.

A Not Moderated list allows all message contributions from those allowed to post to be automatically approved and be automatically distributed to the mailing list. This setting provides

little security unless you use require a password in the body; see Utilities: List Settings: Email

Submitted Content: Security for more information about this setting.

A Moderated list will hold all message contributions until they are approved or rejected by a List

Administrator, or until the time set by Release Moderated Messages elapses. We recommend all messages be moderated if List or Server Scripting/Merge is set to Full Scripting/Merge in

Utilities: List Settings: For Programmers .

A Number Moderated list holds the first few message contributions of members for approval, like a Moderated list. Thereafter, they will be able to contribute messages without needing approval. The number of approvals new members need is set by the next field, Approve # for

Number Moderated.

If the Moderated setting is changed to Number Moderated after the list is created and people have joined, only the members who join after the change will be Number Moderated. The preexisting members will be considered as having passed their initial approval requirements. If the

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Moderated setting is changed from Number Moderated to another setting, the new setting will apply and members who still had a number of messages to be approved will instead be held to the new Moderated setting.

List Administrators who have their settings defined to receive Admin Mail will receive an email notice when a message has been contributed and needs approval. The List Administrator will

then use either Mailings: Need Approval or email commands to approve or reject the message

contributions. Or, if the mailing list is set to automatically Release Moderated Messages, the List

Administrator does not need to do anything for moderated messages to be approved: the messages will be automatically approved after the release period has passed.

By default, this setting is set to Moderated for all lists except for unmoderated discussion lists.

Approve # for Number Moderated

If Is List Moderated is Number Moderated, this setting defines the number of message contributions that new members need to have approved before they can contribute without being held for approval. If the Moderated setting is not set for Number Moderated, this field has no effect.

Automatically Release Unmoderated Messages

Defines the amount of time that should elapse before messages held for approval are automatically approved if the list's Is List Moderated setting is set to Moderated or Number

Moderated.

For example, if the release period is set to "The Same Day", messages held and waiting for approval will be automatically approved at midnight, the day of their contribution. The release feature allows list administrators to do nothing in the normal course of running their mailing lists. The list administrator will receive a copy of the message to be approved via email and if the message is acceptable, the List Administrator does nothing and the message is approved that night. On the other hand, if the message is not acceptable, the list administrator has until midnight to reject the message.

If the list administrator does not wish to use a release period, they can set it to Approval is

Always Needed, which is the default for all lists.

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NOTE: Messages pending approval or automatic approval will be viewable in Mailings: Approval, not Mailings: Scheduled.

Automatically Release Messages At

If a moderated message is set to automatically release after a certain number of days, this setting determines the default time at which it will be released.

For example, if you set the time to 10 a.m., and Release Moderated Messages to "the same day", then ListManager will set all moderated messages submitted to this list to automatically approve at the next time Pam occurs. If you submit a message at 11 a.m. it will be set to automatically approve the next day at 10 a.m. If you submit the message at 9 a.m. it will automatically approve an hour later, at 10 a.m.

Utilities: List Settings: Email Submitted Content: Email Header

Change Date to Send Date

When a message is sent to a moderated mailing list, the Date: header of that message is set by the email program of the person sending the message.

However, if the message is approved at a later date, it is often best to have the Date: header of the message reflect the date when the message was sent by ListManager, rather than the authored date.

This setting sets the default for moderated messages to automatically rewrite moderated date headers. You can still choose to rewrite (or not) the date headers of individual moderated

messages by using Mailings: Need Approval: Edit Mailing: Schedule .

Add List Help Headers

This option determines whether helpful information is inserted into the headers of the messages ListManager sends.

These header lines tell people how to subscribe, unsubscribe, get help and contact the owner of the mailing list.

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These header lines are now an official Internet standard. ListManager complies with the standard document, titled The Use of URLs as Meta-Syntax for Core Mail List Commands and their Transport through Message Header Fields and available at http://www.isi.edu/in-notes/rfc2369.txt

A number of email programs recognize the headers and assist users in subscribing, unsubscribing, or obtaining help. As of November 1, 1997, Claris Emailer, Qualcomm Eudora and

Pegasus Mail directly support or plan to directly support these headers. Even when a mail program does not directly support the headers, they are still useful. Most email programs allow the user to optionally view all headers, and thus they can see this additional, helpful information.

If you decide to include the List-Help headers, these three header will be added to your outgoing mail:

List-Subscribe: <mailto:[email protected]>

List-Owner: <mailto:[email protected]>

X-List-Host: kuno.yourcompany.com

Note: Most email programs do not show the mail headers, so for most lists, it makes sense to include the headers, as they do no harm.

If you choose to not include the List-Help headers, only the List-Unsubscribe header will be included. This header is included by default, because it is the most useful header. If you want to

remove the List-Unsubscribe header, specify it as a header to be removed. See Utilities: List

Settings: Sending to Your List: Header Rewrites .

Unlike other settings in Email Submitted Content, any changes you make to Add List Help

Headers will also appear in mailings created through the ListManager web interface.

Note: If headers or footers are defined at multiple levels, i.e. server, site, or list,

eachheader/footer will be added; one will not overwrite the other.

Rewrite Message ID Header

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This option informs ListManager to leave the Message-ID header alone and instead use X-Lyris-

Message-Id for that purpose.

The Message-ID syntax is rewritten by ListManager to put the recipient email address in it, for easier human reading of permanent failures.

Some users object to ListManager rewriting the Message-ID to be unique for each member, so this option allows you to disable this feature.

Unlike other settings in Email Submitted Content, any changes you make to Rewrite Message ID

Header will also appear in mailings created through the ListManager web interface.

Append to SMTP Header

The message header is the part of the message that describes who the message is from, who it is addressed to, how the message should be displayed, and so forth. ListManager creates the correct header for your message automatically.

The optional text you specify will be appended to the end of the message header. A message header text has the form of Key: Value.

If you would like ListManager to include a Precedence: Bulk header, you must include it here.

If you want to add text to the header that is not a standard email header, you should prefix your key name with X- so that it does not interfere with normal operation of electronic mail. For example:

Unlike other settings in Email Submitted Content, any changes you make to Append to SMTP

Header will also appear in mailings created through the ListManager web interface.

NOTE: If headers or footers are defined at multiple levels, i.e. server, site, or list,

eachheader/footer will be added; one will not overwrite the other.

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Utilities: List Settings: Email Submitted Content: Header Rewrites

From:

If defined, replaces the From: in mailings distributed to the list when the mailing has been submitted via email. If blank, the From: is the email address and name of the author of the message. In some cases, you may want to obscure the email address of the author of the message and replace it with something else.

In some cases, you may want to obscure the email address of the administrator who created the mailing and replace that address with another. For instance, if several people in the sales department of your organization can contribute announcements, you may want the From: to say sales@your-company… rather than the email address of the actual author. Doing so protects the original author's identity and prevents list members from contacting the author directly.

You may also use the email address of the list, if you like.

Note: This field must be a valid email address. If you do not specify a valid email address for this field, you will likely have problems when you try to mail. Some sites will refuse your mail, while others will show strange information in the From: field on the messages they receive.

Examples of valid values for this field include: [email protected]

Bob Smith <[email protected]> [email protected] (Bob Smith)

"Bob Smith" <[email protected]>

"listname" <[email protected]>

The default when creating content or mailings is the email address of the administrator

currently logged in. To change this default, modify Default To in Utilities: List Settings: Web

Created Content .

Reply To:

If defined, replaces the Reply To: which the ListManager normally places in outgoing mailing list mail and replaces it with the contents of this field. If blank, the email address of the list is used.

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Enter "author" to use the email address of the message's author, or "nochange" to use the value of the header as received.

The default setting depends on the type of list you created when using Utilities: Administration:

Lists: New List to create a new list. For discussion lists, Reply To: is blank. The email address of

the list is used, so that recipients of mail from a mailing list can reply back to the mailing list.

For Email Marketing and Announcement lists, the Reply To: is set to "nochange" which uses the value as received. When using the administrator web interface to create a message, there will be no Reply To: with this setting. If you would like to have a different Reply To: than the From:, specify it here.

If you are using email to send messages to an Email Marketing or Announcement list, it may be

useful to change this address to an in-house email address, an autoresponder , or to the

unsubscribe mail merge tag %%email.unsub%% so recipients can unsubscribe easily if they try to respond to the message.

Examples of valid values for this field include: [email protected]

Bob Smith <[email protected]> [email protected] (Bob Smith)

"Bob Smith" <[email protected]> author nochange

If you enter an invalid email address in the Reply-To: field, some mail systems may either refuse your email address or rewrite the header in unexpected ways.

To:

If specified, this address will be the To: message header on mail that is distributed to the mailing list. If blank, the email address of the list will be entered. Enter "nochange" to use the value of the To: header as received.

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The default setting depends on the type of list you created when using Utilities: Administration:

Lists: New List to create a new list.

For Email Marketing and Announcement lists, the To: is a mail merge tag which merges in the name and email address of the recipient.

For discussion lists, To: is blank, and ListManager sets the To: header to be: "List Description

<list-email-address>" as in "Jazz Discussion List <[email protected]>".

If you enter a value for this field which is not an email address, the mail received from

ListManager may be rejected or the To: may be rewritten to something odd, depending on what the receiving email system is programmed to do with invalid email addresses.

Examples of valid values for this field include: [email protected]

Jazz Discussion List <[email protected]> [email protected] (Jazz Discussion List)

"Jazz Discussion List" <[email protected]>

%%nameemail%%

%%emailaddr%%

If you want to have the To: header be the email address of each recipient, you can use the mail merge feature to accomplish this. In the To: field, enter %%emailaddr%% for the email address only, or %%nameemail%% for both name and email address.

If you wanted to have a combination description/email address, you could make the To: field be:

"Jazz Discussion List <%%emailaddr%%>"

Remove Headers

This option allows you to explicitly remove any mail headers from mail being distributed to the mailing list. You can also remove headers that are inserted by ListManager.

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If headers or footers are defined at multiple levels, i.e. server, site, or list, each header/footer will be added; one will not overwrite the other. Therefore, to remove headers or footers, you must remove them at each level in order to remove them completely.

If you want to remove multiple headers, you can as many as you like, by separating each header to remove with a carriage return. For example:

Precedence

Organization

Comments

X-Lyris-MessageID

It will search in a case-insensitive manner for the headers you specify. If any of the headers you specify to remove are found, they are automatically removed.

Web Created Content

Utilities: List Settings: Web Created Content

Utilities: List Settings: Web Created Content specifies default headers for content and mailings created through the ListManager administrator's web interface. These settings do not affect

mailings sent to the list via email; see Utilities: List Settings: Email Submitted Content to

configure these defaults.

You can also choose a default setting for the Track All URLs feature on this page.

Default From

By default, the Default From: email address for web created content and mailings is set to

"login", which uses the name and email address of the current administrator logged into the list, formatted as follows:

"Admin Name" <[email protected]>

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If blank, the From: address is left blank, and must be filled in every time content or a new mailing is created.

You may also use the email address of the list in this field, if you like.

Examples of valid values for this field include: [email protected]

Bob Smith <[email protected]> [email protected] (Bob Smith)

"Bob Smith" <[email protected]>

"listname" <[email protected]

Note that by default there is no Reply To: header for web created content. If you would like to

have a Reply To: header, specify it in Utilities: List Settings: Email Submitted Content: Header

Rewrites .

Default To

If specified, this address will be the default To: message header for web created content or mailings. If blank, an email address or appropriate mail merge tag must be entered each time when creating content or a mailing.

Examples of valid values for this field include:

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[email protected]

Jazz Discussion List <[email protected]> [email protected] (Jazz Discussion List)

"Jazz Discussion List" <[email protected]>

%%nameemail%%

%%emailaddr%%

Default Subject

If specified, this text will be the default Subject: message header for web created content or mailings. If blank, a subject must be entered each time when creating content or a mailing.

Insert Headers and Footers

Specifies if headers and footers and other message wrapping should be added to web created

content automatically. By default, ListManager does not add the email headers and footers to your content. However, you may specify that the headers and footers normally applied to emailsubmitted content also be automatically included as part of web created content.

The list level headers and footers are in Utilities: List Settings: Email Submitted Content:

Message Wrapping

; the site level headers and footers are in Utilities: Administration: Sites:

New/Edit Site: Message Wrapping

; and the server level headers and footers are in Utilities:

Administration: Server: Server Settings: Advanced: Message Wrapping .

The options are:

Never Insert Headers and Footers for Web Created Content

Headers and footers will not be added to web created content automatically; all unsubscribe and other information must be added manually to mailings.

Automatically Insert Headers and Footers

Headers and footers will be added automatically to every mailing sent. The headers and footers will not be visible or editable, but will be included when the message is sent.

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Insert Headers and Footers Into New Content and Mailings

Headers and footers will be included in new content and mailings, but may be edited. The mailing content should be inserted between the preexisting headers and footers.

NOTE: If a content type will not be used (e.g., a plain-text message, without an HTML message body), the headers and footers should be deleted from the unused message body.

Default with automatically tracking all URLs

This is the default setting for the Track All URLs feature available for mailings. When set to Yes,

URLs in the mailing are automatically made clickthrough tracking URLs. You can override this setting on a per-mailing basis.

Automatic Maintenance

Utilities: List Settings: Automatic Maintenance

These settings keep your server running smoothly by automatically removing bad email addresses. They also determine how long to keep inactive members and archives.

-Specify when members should be held (no longer delivered to) due to delivery problems.

-Specify how frequently to purge inactive members from the database.

-Specify how long to keep message archives .

Utilities: List Settings: Automatic Maintenance: Error Mail

ListManager by default handles all error mail, including bounces (transient and permanent failures). However, the error mail settings must be correct for your list in order for it to function properly.

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By default, ListManager will try to send a message three times—one initial send, and two retries. If a mail server reports that an address is permanently non-deliverable, ListManager will only attempt to deliver to it once for that mailing. This kind of bounce is a permanent failure. A message that is undeliverable for other reasons (e.g., mailbox is full or mail server does not respond) is a transient failure. If an address is undeliverable for the initial send and all the retries, it is considered to have bounced once.

Even if a mail server initially accepts the message and later determines that the user does not exist, ListManager will be able to record that address as having bounced. In this situation, the receiving mail server will reply to ListManager with error mail. This error mail will go to the bounce email address and will contain the user’s unique member ID number, so ListManager will be able to track it back to the particular address unable to accept mail. This kind of bounce will not appear in delivery reports, as the mailserver initially reported that it accepted the message. Many large ISPs (e.g., AOL) accept all mail and bounce back undeliverables later.

Hold Users

This option determines whether members who bounce a great deal of mail have their membership automatically "held" by ListManager so it does not continue to send mail to them.

By default, this setting is set to Yes. It is recommended that you retain this setting so

ListManager holds users who bounce email.

When people's email addresses go bad (for instance, they change to another Internet Service

Provider), each email message sent to their old address bounces back to ListManager. By default, ListManager will analyze the failures and determine who is causing them. If a member's email address appears to be invalid for several days in a row (based on your Bounce limit setting, see below), ListManager automatically disables their membership so that ListManager no longer sends them mail.

In most situations, automatic holding of users is a desired feature. In some situations, such as with internal mailing lists, where email address problems can be temporary (or must be repaired by a email system administrator) you can disable this feature. ListManager will then never put a membership on "hold".

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When a user is placed on hold, ListManager can send the user an email message indicating that this has occurred as well as a copy of the most recent error message ListManager received from this user. This notification message, if the user receives it, can be very helpful to the user in determining why their email was being rejected by their mail system, and allows them to

"unhold" their membership.

Bounce Limit

Determines the number of consecutive failed deliveries an address may have before being set to

"held" status. Note that these failed deliveries may be days, weeks, or months apart, so long as they are consecutive (i.e., no successful deliveries between them). A successful delivery "resets" the count for an address, so addresses with intermittent delivery problems are not removed.

The default setting is two (2) bounces for announcement and email marketing lists, and five (5) bounces for discussion lists. If set to one (1), addresses that bounce will be put on hold after only one permanent delivery failure.

When analyzing the failed deliveries, ListManager counts only one bounce per day, per member, so an email address does not typically go on hold due to delivery problems on a single day.

The lower the number, the more quickly bad email addresses will be set to held—and the greater chance that someone with transient server problems will be inadvertently held. If you want your members to be placed on hold if they bounce any messages at all, you can set this number to 1. Setting Bounce Limit to 1 is strongly recommended if you are using old data with many bad email addresses.

We recommend the following settings:

Frequency Bounce Limit

Daily 5

Biweekly 3

Weekly 3

Bimonthly 2

Monthly 2

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Note that failed send attempts are recorded in the lyrCompletedRecips table: a total of the number of bounces for an address is no longer contained in the members_ table.

Redirect All Bounces to Email Address

If blank, ListManager handles all bounced mail for you. If you don't want ListManager to handle your bounce mail, specify an email address to where all error mail should go.

This option is provided for advanced users, and it should be left blank unless you are prepared to handle the bounce mail at another address.

Any email address you specify here will replace the Mail From: header in your outgoing mail message. Normally, the mail transaction Mail From: address is the error handler of the server, and error mail is defined by Internet standards as going to this address.

If you change this setting ListManager will no longer receive error mail and will no longer be able to automatically process bounces, error messages, bad deliveries, etc.

It is STRONGLY recommended that you do not modify this setting.

Notifying Users of Their Held Status

When a member bounces too much email, their status can be changed to "held". That means their email address has been declared as "invalid" or "inoperational" and they no longer receive list postings.

ListManager has the capability to send a notification message to people on hold, to tell them about their status and give them the option of un-holding themselves. A member can unhold themselves by sending email to "unhold@…" at your ListManager hostname (e.g., [email protected]).

If you choose to "never notify" the member will receive no notification, ever. Thus, they will not have a real opportunity to "unhold" their membership.

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Although it is possible to inform users that their membership is on hold because of bounces, it is not recommended; since the address is bouncing mail, a hold notification would likely bounce as well. Notifying users of their held status can greatly slow down the performance of your

ListManager server.

Notify How Often

This setting determines the frequency at which ListManager notifies held members. You can choose to never notify held members, notify them every night, every few days or whatever interval you choose. This setting should be a number lower than that used for Notify for How

Many Days, or members will never receive a held notification.

By default, your list is set to not notify held members.

Notify for How Many Days

This setting determines for how many days a member who has been placed on hold should receive a notification message. This setting does not directly correlate with how many notifications the member will get; it only means that the member will receive notifications for a specific duration.

By default, your list is set to never notify held members.

Thus, you can determine how many notifications someone will get if you divide the Notify for

How Many Days value by the Notify How Often value, and drop the remainder. For example, if your "Held Notify Days" is set to 11 and your "Held Notify Interval" is set to two, you would divide 11 by two, and drop the remainder. These settings result in five notifications.

Utilities: List Settings: Automatic Maintenance: Purging Inactive Members

These settings determine how frequently inactive members are purged from your database. By default, they are never purged. If you would like to conserve space in your database, you may change these settings.

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Purge Held

This setting determines how long someone who has had their membership placed on "hold" should remain until they are permanently erased from the system.

Purge Unconfirmed

This setting determines how long someone who has asked to subscribe to the mailing list, but never "confirmed" their membership should remain in the system until they are permanently erased from the system.

This setting only applies if the mailing list is set to require confirmation from new members. See

Utilities: List Settings: New Subscriber Policy: Confirmation .

NOTE: If ListManager is unable to deliver a confirmation email message due to a permanent delivery problem (receiving mail server gives a 500 error), the member will be immediately deleted.

Purge Unapproved

This setting determines how long someone who has applied for membership but not been approved by an administrator should remain until they are permanently erased from the system.

This setting only applies if the mailing list has its security set to "private", so that new

memberships require administrator approval. See Utilities: List Settings: New Subscriber Policy:

Security .

Purge Expired

This setting determines how long someone who has had their membership expire should remain until they are permanently erased from the system.

This setting only applies if an expiration date is set on memberships, so that memberships expire after a certain number of days. Otherwise, memberships never expire.

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Purge Unsubscribed

This setting determines how long an unsubscribed member should remain in the database before they are permanently deleted. Keeping unsubscribed members allows you to get accurate reports of your membership.

Remove Old Referred Members

This setting determines how long referred members are saved before being purged. Referred members are those that have been invited to join your list using the referral tracking feature, but who have not joined the list. Removing referred members does not prevent them from joining the list later; however, it is likely that referred members will be less likely to act on an invitation days or weeks after receiving it. This information should be kept as long as necessary for reporting purposes.

Utilities: List Settings: Automatic Maintenance: Purging Archives

NOTE: Purging Archives settings do not apply to transactional messages .

Keep Archived Messages for How Many Days

This setting determines how long archived messages will be saved. Saving a message in the archives allows it to be read at a later date.

By default, your list is set to 0 (zero), or to keep archives indefinitely. If you set the list to not keep archives, no archives will ever be saved. This is the opposite of setting the list to 0 (zero).

Not saving archives conserves disk space.

Note: If you disable archive saving completely, users will no longer be able to receive digest versions of the mailing list, and duplicate messages will not be removed.

If you want your users to be able to receive digests, but do not want to keep archives, set the

Archive Messages to Enable Merge Mailings setting to "Yes," and set Keep Archived Messages

for How Many Days to "1". See Utilities: List Settings: Basic Information: Enable Features to save

archives.

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Keep How Many Messages Archived

This setting determines how many messages from the list will be saved in the archives. For example, a setting of 10 means that the previous 10 messages will be saved in the archives. Any old messages beyond the most recent 10 messages would be automatically removed.

Keep Mailing and Clickthrough Data for How Many Days

This setting determines how long outgoing mailing campaigns to your list are saved. Granular per-member delivery and clickthrough data is only available for saved mailings. If you will need to refer to this data in the future, increase this setting

This setting plays an important role in controlling the growth rate of your database.

Note that server performance may decline if you keep mailing and clickthrough data for a very long time for many of your lists.

When choosing a setting, you should consider how far back you plan on targeting mailings based on receipt of previous mailings or on clicks and opens . If you do not plan on targeting members using these metrics it may be wise to cap your database growth rate by selecting a value such as one year, also keeping in mind that the longer certain metric data is kept the less relevant it may become to you based on your individual business goals. By default, Listmanager does not purge aggregated statistical data on mailing and click/open trends so that information will still be available to you under the reporting section of Listmanager to help you guide your mailing campaign decisions.

It is important to be aware that large databases can become difficult to back up and restore in case of an emergency, which can increase your downtime in the event of a systems failure.

Large databases are also difficult to move between servers, making upgrades more painful.

We recommend keeping an eye on your database growth rate based on your sending volume. If you are a high volume sender mailing to millions of recipients per month you will have a high

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growth rate, but if you are low volume your database will grow at a slower pace. If you are a systems administrator you may wish to monitor your database using tools of your choice and encourage list administrators to cap mailing data collection based on what you are comfortable supporting. If you are a list administrator noticing declined systems performance, you may want to make your systems administrator aware so that a database size policy can be implemented.

Discussion Forum Interface

Utilities: List Settings: Discussion Forum Interface

These settings determine how members interact with the ListManager discussion forum interface, and what kind of information they can get about your list.

-Specify message reading settings: who can see the list's messages, and what methods they may

use.

-Specify new subscriber requirements if subscribing through the ListManager discussion forum

interface.

-Provide information about your list in the ListManager discussion forum interface.

Utilities: List Settings: Discussion Forum Interface: Message Reading

List Visibility

Defines whether or not this list is accessible in the ListManager discussion forum interface. The options are:

List is Visible (default)

The list is visible in the discussion forum interface if a user clicks "All Forums."

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List is Hidden but Accessible if the List Name is Known

The list is invisible in the discussion forum interface if a user clicks "All Forums", but may be accessed directly via URL. Example: http://lists.example.com/read/?forum=hidden

List is Inaccessible

The list is not accessible in the discussion forum interface by users.

A hidden or inaccessible mailing list does not appear in the discussion forum interface menus and does not appear in the "lists" email command.

Allow Visitors to Read Archives

Defines whether to allow visitors to visit your mailing list and read your archives. Allowing visitors means that the discussion forum interface will allow non-members to read and search the past mailings on your list. They will also be able to get information about your mailing list. A visitor cannot contribute to a mailing list, and cannot receive mailing list contributions via email.

By default, this feature is set to "No."

Allowing visitors is often a good way for prospective members to get a taste of what a mailing list is about. They will be able to read past postings to see if the mailing list interests them. If it does, they can apply for membership.

Allowing visitors is also useful for specialized mailing lists, where the information is not confidential, but you do not want just anyone joining. For example, a mailing list discussing

Internal Telecommunications standards would want outsiders to be able to read the discussion but, you may want the mailing list to be Private, so that only members of the standards

committee can belong to the group. See Utilities: List Settings: New Subscriber Policy: Security

for more information on making a private list.

Enable Archive Searching

This option determines whether archived messages are full text indexed and thus textsearchable. By default, this feature is set to Yes.

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If you do fully allow text indexing of the archives, members are able to perform very fast word searches of the archives of your mailing list. However, the full text index does consume a great deal of space and may not be applicable to all mailing lists.

If enabled, ListManager removes all the punctuation and numbers, and creates an index based on the remaining individual words. Numbers are not indexed.

A word is anything over 3 characters and up to 30 characters.

ListManager does not index HTML code or attachments. If a message is received in multipart, only the text is indexed. If a message is received with only HTML, the HTML is converted to text and then indexed.

Indexing does not slow down other ListManager processes because it has the lowest priority.

Anything else ListManager needs to do, like sending messages, gets done first, interrupting the message indexing. When the ListManager server is completely idle and has nothing else to do, the indexing resumes.

Make Available as a Newsgroup?

This setting determines whether this mailing list will be available as a newsgroup. By default this setting is set to No.

ListManager is capable of feeding your mailing list as a secure, private newsgroup.

If your users have Netscape or Internet Explorer 4 (or newer) they can access the newsgroup with the URL news://server-name/listname. Alternatively, they can get a list of mailing lists and choose the lists they want to use by going to news://server-name. The "server-name" is the

Internet machine name of the machine running ListManager, typically the same machine name users receive email from.

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If your users do not have Netscape or Internet Explorer 4 (or newer) they can access your group by defining your ListManager as their default Newsgroup server. For example, Forte "Agent" and

Internet Explorer 3 use this method.

Note: ListManager implements all the same security for newsgroups as apply to mailing lists.

Thus, if your list is set to "allow visitors", then non-members will be able to read your newsgroup without joining. If your list is set to not allow visitors, only members will be allowed to read.

If a user is using Netscape and they try to access a group which does not allow visitors, Netscape will automatically prompt the user for their name (which is their email address) and their password (if they have one). ListManager will then determine if they are a valid user and if they are allowed to read the group. If they are not, they will not get any further access to the group.

If they are, ListManager will determine for which groups this name/password combination is valid and allow them access to these groups. If they try to access a group they are not authenticated for, Netscape will again prompt them for a name and password.

Most news browsers do not ask for a name or password as needed, but rather ask for this information as part of the static configuration of the news browser. Agent and Internet Explorer work this way. If they are using one of these browsers, they will need to enter their email address as their newsgroup name and their list password into their news browser, which will allow them access.

One problem with these browsers is that if the user has different passwords on different lists,

ListManager will only let the user into the lists for which their name/password combination is valid. Netscape is the only browser we know of which will ask for name/passwords as needed.

We recommend that most users use Netscape for accessing ListManager newsgroups, as this is currently the only Newsgroup browser that supports the latest security, multi-server and full text searching features in the NNTP protocol.

ListManager also allows posting via a news browser. Postings via news browsers are treated exactly as if they came in via email. They are subject to all the same moderation, membership and security requirements that normal email is subject to. If a posting via a news browser is rejected, the poster will receive notification of this via an email message.

ListManager also supports Newsgroup full text searching. At current time, only Netscape supports this feature. To use it, right-click on the newsgroup name, and choose "search". You will be able to build a complex boolean search with multiple terms and NOT terms as well.

ListManager will execute your search extremely quickly, thanks to its full text index.

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NOTE ListManager includes a demonstration version of the newsgroups support. Long messages will be truncated and each message viewed through the Newsgroups interface will have a disclaimer footer appended to it. If you decide that you want to have the full ListManager newsgroups support, you can upgrade to include this feature. Contact your sales representative at [email protected] for more information.

Utilities: List Settings: Discussion Forum Interface: New Subscriber Requirements

Restrict Member Options

This setting determines whether your members are allowed to set various membership options, such as whether or not they'd like to receive the messages in digest form.

By default, lists created as email marketing or announcement lists are set to be restricted, and discussion lists are not.

On an email marketing or announcement list, these member options often do not apply. For instance, if you are sending out one announcement per week, it does not make sense for members to be able to set their membership to receive a daily digest.

In such a case, you may want to disable the member's ability to set their own options. The options will no longer appear in the ListManager discussion forum interface for joining and

"your settings", and email commands to set them will be rejected.

Ask Subscribers for Name

When a member joins using the ListManager discussion forum interface, ListManager can ask the person for their name. This option allows you to require a name, to make the name optional, or to not ask for their name at all. By default, this setting is set to "Ask for name when joining, but make it optional".

Note: If joining by email is allowed, this setting has no impact, because there is no way to require a name if people can join by email. If you want to always have member names, you

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should also set your mailing list to not allow joining by email, so that people must use the

ListManager web interface to join. See Utilities: List Settings: New Subscriber Policy: Security .

Note that if the name field is blank on a web subscription, but reply to a confirmation message,

ListManager will automatically use the name in the From: field (if available), or from an email posting to the list. This will not overwrite any preexisting names.

Require Password

When a member joins using the ListManager discussion forum interface, ListManager can ask the person to pick a personal password. A personal password is useful for mailing lists where security is important. If no password is defined for a user, then other people can enter the discussion forum interface as that person by typing in their email address. Requiring each user to have a personal password adds considerable security to your mailing list.

This option allows you to require a password, to make the password optional or to not ask for a password at all.

By default, this option is set to "Do not ask for password at all".

If you allow joining by email and you set Require Password to "yes", ListManager will generate a random numeric password for members who subscribe by email and send it.

Information About Your List

Utilities: List Settings: Discussion Forum Interface: Information About Your List: General

Topic

Defines the topic for this mailing list.

Allow Info

Defines whether non-members should be able to view general information about this mailing list, such as who the administrator is, what the description is, etc.

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Global

Defines whether the existence of this list should known to the outside world. Setting Global to

Yes means that when and if Lyris creates a global directory of mailing lists, your list will be included in that directory.

Utilities: List Settings: Discussion Forum Interface: Information About Your List: About this List

Long List Description

Reference to a document that describes this mailing list. This description will be displayed in the

discussion forum interface's About tab. You may select from any document you create. See

Utilities: Automated Messages: Document Content for more information about automated

message documents.

Comments On This List

Reference to a document with comments about this mailing list. These comments will be

displayed in the discussion forum interface's About tab.

Keywords To Describe This List

Words that describe this mailing list. If several words are specified, separate each one with a

comma. These words will be displayed in the discussion forum interface's About tab.

URL to GIF/JPEG List Logo

The URL to a web-ready graphic to be displayed in the discussion forum interface for this mailing list. Since this interface uses white as a background color for all the web pages, it is a good idea to make your graphic look good on a white background. This URL can be a local path (off of your web server's document root), such as /graphics/jazzdisc.gif or a full URL, as in http://www.company.com/graphics/jazzdisc.gif.

If you specify a full URL, the graphic does not need to reside on the same web server as the

ListManager discussion forum interface. This is convenient, because it means that you can update the logo graphic without having access to the hard drive on the machine running

ListManager.

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This logo will be displayed in the discussion forum interface's About tab.

Utilities: List Settings: Discussion Forum Interface: Information About Your List: Contact Info

List Contact

Reference to a person who is the administrative contact for this mailing list. Choosing a person as a list contact of a mailing list does not give the person any security privileges; it is for informational purposes only. This information will be displayed in the discussion forum

interface's About tab.

List Sponsor

Reference to a document describing the organization sponsoring this mailing list. See Utilities:

List Documents for more information about documents. This information will be displayed in the

discussion forum interface's About tab.

List URL

A URL to a Web site for this mailing list. For example, if a Web site called Jazz discussion homepage exists, you might enter the URL: http://www.jazz-discuss.com/. This information will

be displayed in the discussion forum interface's About tab.

Utilities: List Settings: Discussion Forum Interface: Information About Your List: Language

The Language settings are informational only, and do not affect how your mailings are sent.

Language #1

The primary language used in messages on this mailing list.

Language #2

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The secondary language used in messages on this mailing list (Can be the same choice as the primary language).

Discussion Group Features

Utilities: List Settings: Discussion Group Features

These features are generally used only for discussion groups—lists where list members respond back and forth to each other's messages.

-Specify how the message looks : whether or not to prepend the list's name to the Subject: line,

or whether postings can be anonymous

-Specify message wrapping for digests .

-Specify posting security : who can write to the list, and who can see the list of members.

-Specify automatic reasons to reject messages .

Utilities: List Settings: Discussion Group Features: Message Look

List Subject

Defines whether the name of this mailing list should be prepended to the Subject: line of mailing list mail. This feature helps list members identify email as coming from your mailing list, and may help their email program filter and organize email better.

For example, if the original subject is:

Subject: new album from Betsy Smith

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The new subject is:

Subject: [jazz-discuss] new album from Betsy Smith

By default, the subject line is untouched.

Make Postings Anonymous

Some kinds of mailing lists benefit from allowing people to be anonymous when they post. For example, an employee suggestion discussion might need to be anonymous, as might a psychological support group.

ListManager supports anonymous mailing lists by removing all identifying marks from the headers of the messages distributed to the mailing list. The From: defaults to "Anonymous" and can be set to something else if desired.

If a list is moderated, the moderator will see the real author of the message before approving it, and it will "anonymize" when distributed.

Of course, this feature cannot read the message so, if the message contents contain something that identifies the person, ListManager cannot do anything about that. Thus, people should remember to not include their personal mail footers when posting to an anonymous mailing list.

Prepend to Beginning of Every Digest

If specified, appends this text to the beginning of every nightly digest and index message from this list.

Append to End of Every Digest

If specified, appends this text to the end of every nightly digest and index message from this list.

By default, when you create a mailing list, this footer is added:

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---

You are currently subscribed to %%list.name%% as: %%emailaddr%%.

To unsubscribe click here: %%url.unsub%% or send a blank email to %%email.unsub%%

This footer uses the mail merge fields to allow failsafe unsubscribing.

Of course, you can change this footer to be anything you like, or remove it completely.

Utilities: List Settings: Discussion Group Features: Security

Reject Posts From Non-members

This setting indicates that people who are not members of this mailing list will be allowed to post.

The default setting is "Yes," which means that if someone tries to contribute a message to this mailing list and their name or email address is not listed as a member of the list, their message will automatically be rejected.

A setting of "No" means that the person's contribution will not be rejected. However, if the list is moderated in some way (either full or number moderation) their message will require moderator approval. For example, if your list is set to number moderate, so that new members need their first message approved, any message coming from a non-member will be treated as if a new member posted it and will require moderator approval.

Allowing non-members to post and not having moderation means that anyone can send email to your list address, and it will be distributed to your members.

NOTE If Reject posts from non-members is set to Yes, and a non-member attempts to post a message, the post is not accepted and ListManager does not send a return message stating that the post failed. This is done in order to prevent responses to potential spam.

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Security of Member List

By default, the listing of members of a mailing list is considered confidential and is only available to the list administrator. This option also allows you to make the listing of members available to

members of the mailing list or to anyone. The "review" email command is used to obtain a

member listing by email.

Utilities: List Settings: Discussion Group Features: Message Rejection Rules

Utilities: List Settings: Discussion Group Features: Message Rejection Rules: Blanks

Allow Blank Subject

Allow messages to be posted which have a blank subject.

By default, ListManager will not allow messages which have a blank subject to be posted to a mailing list.

Related to this, some email programs place a carriage return in the Subject, which is highly nonstandard and causes ListManager to sometimes think the subject is blank. ListManager removes the carriage return in the Subject line to make the message conform better with standards.

Allow Blank Body

Allow messages to be posted which have a blank body.

By default, ListManager will not allow messages with a blank body to be posted to the mailing list. However, allowing blank bodies can be useful if you use your list to post flash messages, where the only text is in the subject.

NOTE You can choose yes for both Allow blank subject and Allow blank body. However, if one of these (subject or body) is blank, the other cannot be. If you attempt to send a message where both are blank, you will receive an error message.

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Utilities: List Settings: Discussion Group Features: Message Rejection Rules: Same Message

Rules

NOTE: NOTE Identical messages sent to multiple segments or lists by the administrator through the administrative web interface are always allowed. However, members will only receive one copy of the message if Cross-Postings and Duplicates is set to "Make Sure That Multiple Copies of Cross-postings Are Removed."

Allow Duplicate Postings

A duplicate posting occurs when one person attempts to post a seemingly identical message to the same mailing list or segment more than once in one day.

ListManager looks at the entire message body to determine if a posting appears to be a duplicate.

Note that if duplicate postings are sent in multipart-alternative format, the content of the message may be the same but the boundaries may differ, causing a seemingly duplicate posting to be sent.

Normally, duplicate postings are the result of the author not being careful and sending the same message twice, or of some Internet mail error where the same message is delivered twice.

By default, ListManager rejects duplicate postings to all lists and segments via email.

NOTE: NOTE This setting only applies to messages received via email or posted through the discussion forum interface. Duplicate postings by an administrator through the web interface are always allowed.

Normally you will want to leave this default setting as it is since there usually is no good reason why your list members would want to receive the same message twice. Also, this feature is quite effective as a mail-loop prevention technique, when people attach a misbehaving "automatic email answering" program to their email address.

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Allow Cross-Posting?

This setting determines if messages that are cross-posted are rejected by ListManager or if they are allowed onto the list.

A cross-posted message is a single message sent to more than one mailing list or segment on a server. For example, in the To: field of an email message, the author can list several mailing lists and thus deliver the same message to several lists.

NOTE: NOTE Messages will be compared with others posted to the list in the past 24 hours.

Older postings will not be considered.

By default, email marketing and announcement will allow cross-posting, but discussion lists will not. If Allow Cross-posting? is set to No, ListManager will catch a cross-posted message, see that it has already been posted to another list and reject any further attempts to post the identical message. If the message is modified slightly in some way (i.e., an extra space, a carriage return, an extra sentence, etc.) it will not be considered a cross-posting. Note that Archives must be kept for at least one day for cross-posted messages to be removed.

In general, cross-posting to mailing lists is considered bad Internet etiquette and, occasionally, it is a method used by spammers to disseminate inappropriate email. However, there are many circumstances where it is appropriate. For instance, if there are two mailing lists or segments that deal with related topics, and messages appropriate to both groups are written, the author may want the message to be distributed to both mailing lists.

NOTE: NOTE This setting only applies to messages received via email or posted through the discussion forum interface. Cross-posting is always allowed by the administrator through the administrative web interface.

Cross-Postings and Duplicates

If cross-posting is allowed, this setting determines what members of multiple lists or subsets will receive. Note that Archives must be kept for at least one day for cross-posted duplicates to be removed.

By default, members will not receive duplicate cross-posted messages.

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For example, if a message is posted to two lists or segments and one person (one email address) is a member of both those lists or segments, the person will receive one copy of the posting, because the setting is "Make Sure that Multiple Copies of Cross-Postings are Removed."

NOTE If you have a parent/child list relationship and you also want to have cross-posting enabled and no duplicates sent to members, you need to allow for Cross Posting under

Utilities>List Settings>Basic Information>Enable Features along with "Make Sure that Multiple

Copies of Cross-Posting are Removed" chosen. But you also should not put child list members in the parent list. Only the child-list-posting address should then be added to the parent list members, so as to avoid multiple copies being sent to child-list members.

However, there may be situations where you would like people to receive copies as posted to the lists or segments. If that is the case, change this setting to "Cross-Posted Copies Should be

Sent to Recipients as Listed."

An example will help clarify how this feature works. Say you have several announcement lists where you post articles about various topics. You have lists named "computers", "cooking",

"gardening" and "sports". People join the various lists that they are interested in. Some people join just one list, while others might join several lists.

Now, say that you have an announcement about a "video game for playing soccer" and you feel that it is appropriate for both the "computers" list and the "sports" list.

If you post your message to both "sports" and "computers" (i.e., you are "cross-posting" your announcement) people who are members of these two groups will receive your announcement.

If you are set to "Cross-Posted Copies Should be Sent to Recipients as Listed", then someone who is a member of both "sports" and "computers" will receive two copies of your message, one from each mailing list.

If you are set to "Make Sure That Multiple Copies of Cross-postings Are Removed", then someone who is a member of both "sports" and "computers" will only receive one copy of your message. They will receive the message from the first group you sent the message to. Thus, if

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you posted your message To: "soccer, computers" then the "soccer" messages are distributed first and that is where the person will get their message from.

This feature is particularly useful with announcement lists where you want to split your lists into various topics, but you have messages that apply to several topics. With other list managers, people would receive multiple copies. With ListManager, the duplicate messages are removed and people receive only one copy.

This feature works the same way when sending to multiple segments. For example, let's say you'd like to make an announcement to all administrators on your server. When selecting recipients for a mailing, you may select the administrators segment for each list. If your lists are set to "Make Sure That Multiple Copies of Cross-postings Are Removed", your administrators will receive only one announcement, regardless of how many lists they are members of.

Utilities: List Settings: Discussion Group Features: Message Rejection Rules: Etiquette

Max Quoting Allowed

This option limits the number of continuously quoted lines in a message. The default, 0, allows unlimited quoting. Quoted lines are identified as beginning with the > character. Messages over these limits are rejected, with an explanatory message.

Note: This applies to continuous quoted lines, not to the total amount of quoted lines in the message. Messages that use a different quoting character (such as :) will not be rejected if they exceed the Max Quoting Allowed.

Daily Message Limit

Defines the total number of messages that can be distributed to the mailing list in one day.

This feature is generally used as a last resort to prevent mail loops from going out of control. A mail loop occurs when mail sent to the mailing list members encounters a badly configured email server, and the email server sends a message back to the mailing list.

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ListManager has many features to prevent mail loops from happening, so the Daily Message

Limit will, in practice, never become an issue. However, if, for some reason, a message loop were to occur, the Daily Message Limit would shut off the mail loop after a certain limit.

Note: ListManager automatically blocks duplicate posts for discussion lists, and unless this feature is explicitly disabled, it is very effective at stopping mail loops before they occur.

Message Size Limit

Defines the maximum size of messages that may be contributed to the mailing lists. Any contributed message over this size will be automatically rejected.

Sometimes mailing list members will try to send a large attachment to a mailing list (such as a sound file), and most mailing list members do not want to receive this size of a file from the mailing list. This feature will block excessively large messages from being sent.

List administrators are not restricted by this message size limit—their messages can be of any size.

Max Posts Per Member

This setting places a limit on the number of posts that a single member is allowed to send to this mailing list in a one-day period. If the member goes over this limit, they will be rejected and notified that they need to wait until the next day. By default, this setting is "0", meaning unlimited posts.

This feature is useful if someone is dominating the list, or is clogging it up with "me, too" responses.

For Programmers

Utilities: List Settings: For Programmers

These settings allow programmers additional control over what messages should look like.

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-Specify who is allowed to include scripting in messages, including mail merge and conditional

text.

-Specify programming extensions to be run before and after messages.

Utilities: List Settings: For Programmers: Email Scripting

Enable Scripting

This setting determines how merging and scripts are handled in the body of the message. The settings are:

Administrators Only

When this is set, only administrators are allowed to use scripts or mail merge tags delimited by

%% symbols. For anybody else, they will pass through and not be interpreted.

Any Member

When this is set, any member of a list can post scripts or mail merge tags delimited by %% symbols. If the list is set to allow non-members to post, then they will have the same capabilities as a member in this regard.

Disable

Nobody can post scripts or mail merge tags delimited by %% symbols. Scripts or tags in list headers or footers will still be evaluated.

Note that there is also a server wide Scripting Feature Level which regulates what kinds of

scripting and mail merge are available here, unless the level has been set higher for this particular list by the server administrator in the Server scripting limit override setting, available on this tab.

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For example, if Scripting Level is set to No Scripting/Merge, administrators would not be able to do full scripting, even if this setting was Administrators Only unless the server administrator enabled full scripting for this particular list.

Scripting Level

This setting determines what level of scripting will be available for the selected list.

The options are:

No Advanced Scripting

Disables all advanced scripting. Merging based on the standard ListManager tables is allowed; user-defined fields are not. This is the default setting for discussion lists.

Safe Scripting/Merge

Allows only 'safe' advanced scripting. File system, SQL and other potentially harmful access is not allowed. Safe scripting is always permitted for "hello" messages so that tags that notify users about the need for a password (i.e., %%url.resetpassword_mri%% and

%%url.resetpassword%%) function properly.

Full Scripting/Merge

Allows the complete Tcl Interpreter, including file system, SQL, and other access. Important: if you allow full scripting/merge, we recommend that the list be configured to moderate all incoming messages. Otherwise, certain Tcl procedures such as "redirect" could be misused. See

ListManager Tcl Procedures for more information about the "redirect" command. This is the

default for announcement and email marketing lists.

Safe and Full Scripting/Merge are only available if you are running ListManager Pro or

Enterprise.

The level of scripting you select should be determined by the type of list you're using, and who is likely to post to it. For example, discussion lists are unlikely to need the advanced scripting features, so scripting should be disabled with this setting (the default for these lists). Even the

'safe' level would likely be unnecessary for this type of list. Note that the server Scripting

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Feature Level overrides the list level if the setting here is more restrictive than the setting for

the list.

Server scripting limit override

Allows the server administrator to override the server scripting feature level on a list by list basis. This setting is only visible to server administrators. By default, it is set to Don't override

config server setting. The server administrator may change the setting per list to No Advanced

Scripting, Safe Scripting/Merge or Full Scripting/Merge.

Initialization Script

If specified, the script that will be called when a Tcl interpreter is created for a mailing.

These scripts are useful for setting up proxy settings for httpget or setting global variables.

These scripts are called in the order Server, Site, and List when a Tcl interpreter is created for a mailing. If no interpreter is required for the mailing, these scripts will not be run.

If your message requires these scripts to be run and you are not using TclMerge in your message

(i.e., no Tcl scripting is used in your message), you may add the following to your message to cause the interpreter to be instantiated.

%%init ; return "%%

To set a proxy server, the following lines may be added: package require http 2.3 http::config -proxyhost yourproxyhostname -proxyport yourproxyportnumber

Utilities: List Settings: For Programmers: Extensions to Run

Before Posting

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This setting allows you extend the ListManager posting processing with your own program.

When a message comes in for distribution on this mailing list, your program will first be run and your program can do any processing it wishes on the message. If your program wants to stop processing of the message or stop the message from being posted, it can delete it.

After Posting

This setting allows you extend the list posting processing with your own program. When a message comes in for distribution on this mailing list, your program will run at the very end after the message has been distributed.

Before Subscribing

This setting allows you to extend the subscribe process by running your own program before the subscription is accepted by the server. Whenever a subscribe request comes into this list, this program will be run. For example, your program may have a database of acceptable users and you may want to look up each subscribe request to make sure they are in the database.

After Subscribing

This setting allows you to extend the subscribe process by running your own program after a subscribe request has been processed by the server. For example, your script may want to update your external database, so it can keep your ListManager db and your external db in sync.

Before Unsubscribing

This setting allows you to extend the unsubscribe process by running your own program before an unsubscribe request has been processed by the server.

After Unsubscribing

This setting allows you to extend the unsubscribe process by running your own program after an unsubscribe request has been processed by the server. For example, your script may then update your external database so that your ListManager db and your external db are in sync.

Utilities: Other: SOAP API

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The SOAP API in ListManager works by fetching URLs in the ListManager web interface from within your program.

For example, if you use your web browser to go to http://localhost/utilities/other/api/test and click "submit" you will see the phrase "Test succeeded!".

Instead of using a web browser, you will want to use small programming scripts to fetch URLs that do actions you desire.

Examples in various programming languages

Below is source code for fetching the test URL in the ListManager web interface. These examples show how easy it is to have ListManager perform an action for you.

Linux Command Line curl -u admin:lyris http://localhost/utilities/other/api/test_do or

GET http://admin:listmanager@localhost/utilities/other/api/test_do

Microsoft ASP

<% Response.Buffer = True

Dim objXMLHTTP, xml

Set xml = Server.CreateObject("Microsoft.XMLHTTP") xml.Open "GET", "http://admin:listmanager@localhost/utilities/other/api/test_do",

False xml.Send "

Response.Write xml.responseText

Set xml = Nothing %>

PHP

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<?php

function urlget ($url) {

$f_page = @fopen ($url, "r");

if ($f_page) {

$page_contents = fread ($f_page, 10240);

fclose ($f_page);

return ($page_contents);

};

return ";

};

print urlget("http://admin:listmanager@localhost/utilities/other/api/test_do");

Python import urllib f = urllib.urlopen("http://admin:listmanager@localhost/utilities/other/api/test_do") print f.read()

How to find API functions

In order to make it easy for you to find and understand every Programming API function in

ListManager, we have organized all the functions into menus, and each function has a very simple HTML form demonstrating what kind of information the function needs, and how that function works.

Passing Parameters

API functions can all be passed parameters in the URL, with the standard GET format (ie, setting=value on the URL) or alternatively, for larger amounts of data, all functions accept their parameters through the HTTP-POST standard (ie, as form POST variables).

Return Values

Most Programming API functions return just one value. In those cases the value is returned as raw text, as the HTML results of the URL.

If an error occurs and the API function cannot work, a text message is returned in this format:

<ERROR>sorry, an error occurred</ERROR>

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Some API functions need to return a list of value, such as the function for "On what lists is a given email address?". In those cases a list of items is returned in this format:

<ITEM>first list item</ITEM>

<ITEM>second list item</ITEM>

<ITEM>third list item</ITEM>

If an API function needs to return a key/value array, such as the function for "Get all attributes of a member", then the results are returned in this format:

<KEY>first key</KEY><VALUE>first value</VALUE>

<KEY>second key</KEY><VALUE>second value</VALUE>

<KEY>third key</KEY><VALUE>third value</VALUE>

Security

The same security which the web interface enforces applies to the programming API as well.

Thus, as a list administrator, you are allowed to access to all the member functions that you normally have access to in the GUI. If you try to work on a member from a list you don't have access to, an error will occur. Some API sections, such as the Server Config, SQL and List sections, require Server Administrator security rights.

All API functions are protected by an HTTP login. Whatever program you use to fetch URLs will need to pass a valid name and password when fetching the API URL (all the examples above do so). For example, in Perl this is accomplished with the command:

$req->authorization_basic('admin', 'lyris'); while in many other languages this is simply accomplished by adding username:password to the

URL, like so: http://username:password@hostname/utilities/other/api/test_do

If you are an administrator of a shared server, note that your list administrators do have access to a smaller set of the programming API, which includes most of the members API, so that they can program direct subscription management scripts.

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Performance

The speed of most API functions is fast enough for most applications.

However, if you have bulk operations you need to accomplish, such as importing a member list, you should work directly with the SQL database that ListManager is using.

Web Forms

Utilities: Web Forms

Web forms include a variety of forms commonly used in ListManager.

Various types of forms can be created, including Subscribe Forms ,

. In addition, templates for these forms can be

created and saved for later use.

For Subscribe and Unsubscribe forms, only the HTML required for the form is created here. This is then inserted (copy-pasted) into your desired web page. The HTML is dynamically created here, but cannot be saved or edited.

Member Profile, Survey, and Referral Forms can be edited, copied, deleted, and reused. They

can be inserted into your mailing content with the Content: Insert URL function.

New Subscribe Form

Utilities: Web Forms: New Subscribe Form Overview

ListManager makes it easy for you to sign up new members. First, use the New Subscribe Form pages to create subscribe and unsubscribe forms. Edit the HTML generated if you wish. Then, copy the HTML into a page on your Web site, and visitors will be able to sign up for your lists.

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Learn more

Utilities: Web Forms: New Subscribe Form

This page helps you to create a subscription form. Once you are done creating your form, view the HTML and copy it into the web page you'd like to have a subscribe form. For a step-by-step

guide to making your subscription form, see Utilities: Web Forms: New Subscribe Form .

NOTE: If you have changed the name of the server admin to be something other than Admin, this form will not work properly.

Subscribe forms only show the lists that a specific list administrator has rights to.

NOTE: Your web forms won't work if the host name assigned to ListManager is incorrect. If your

form isn't working properly, check the URL to Web Interface in Utilities: Administration: Sites .

If you are not already on the New Subscribe Form page: In the left Navigation bar, select

Utilities: Web Forms: New Subscribe Form .

Ask subscribers for name/Require password

Select whether you'd like your form to ask for the subscriber's name and a password, and whether these will be required or optional. The defaults you see for the subscribe form are set

in Utilities: List Settings: Discussion Forum Interface: New Subscriber Requirements .

IMPORTANT As of version 9.2, ListManager started inserting code for password validation into your subscribe form. Any subscribe forms created with ListManager 9.1 or earlier will no longer function. You must update your subscribe form(s) using ListManager 9.2 or later.

Confirmation

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Select whether or not you'd like your subscribers to confirm their membership, or what kind of welcome message they should receive. The options are:

Send One Confirmation Message

One confirmation message will be sent, even if the subscriber subscribes to many lists. The confirmation sent will be from the first list the member subscribed to. By replying to the confirmation message, subscribers will become normal members of all lists to which they have subscribed, and receive a hello message from each. It is strongly recommended you confirm all new memberships to prevent malicious people from signing up others to your lists.

Do Not Confirm and Send Only One Hello

The subscriber will not be confirmed. A single hello message welcoming subscribers will be sent from the first list subscribed to.

Do Not Confirm and Send a Hello Message for Each List

The subscriber will not be confirmed. A hello message welcoming subscribers will be sent from every list subscribed to.

Do Not Confirm and Do Not Send a Hello Message

The subscriber will not be confirmed, and no hello message welcoming the subscriber will be sent.

Destination URL (optional)

The URL subscribers will be taken to after filling out your form. If no URL is specified, they will be taken to a generic page thanking them for subscribing.

NOTE: Be sure to type the full path. For example, if you want to direct members to the Lyris web site, type:

http://www.lyris.com

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If you leave out the http:// and only type www.lyris.com, ListManager inserts a path to a subscribe subfolder, so the full URL ends up being this:

http://<servername>/subscribe/www.lyris.com

Append subscribe information to destination URL

Set if you'd like to append subscribe information along with the URL when the form is passed along. This information includes the name and email address of the subscriber as well as the list name(s) and any demographic data that may be captured.

Show Confirming Web Page

If set to "yes", users will see a ListManager confirmation page after subscribing, informing them that they have successfully subscribed, or if they need to confirm their membership. They will then be taken immediately to the destination URL page if one is set above, otherwise they are taken to a generic "thank you for subscribing" page.

If set to "no", the confirmation page will not appear, and the user will be taken directly to the destination URL page (or generic page).

The default for this is set to "yes", and it is recommended that this confirming page be visible

(leave set to "yes").

NOTE: If no Destination URL is defined, and Show confirming web page is set to "no", then when the subscriber submits the form, it will not redirect anywhere; the subscribe form page will just be refreshed. It is advisable to either set the confirmation page to "yes", enter a destination URL, or both.

Lists

Select the Lists that subscribers can join. By default, only the list you are logged into will be

displayed. To select more lists, click choose lists. You will be taken to Utilities: Web Forms: New

Subscribe Form: Choose Lists . You will only be able to see lists that you are able to access with

your administrative rights.

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Demographics

By default, no demographic data will be added. To add fields for users to fill in with demographic

information, click choose demographics. You will be taken to Utilities: Web Forms: New

Subscribe Form: Choose Demographic Fields .

NOTE: If you request a date field, the user must enter it in one of the following formats: yyyymmdd yyyymmddhhmm yyyymmdd hh:mm yyyy/mm/dd hh:mm:ss

Preview of your form

The subscribe form you've created will be displayed here. When it looks right, click get HTML.

You will be taken to a page which displays the HTML for your form. Copy it and paste it into the

HTML for the page you'd like to have your subscription form.

Utilities: Web Forms: New Subscribe Form: Choose Lists

This page displays the lists that are available to you. The list you are logged into is displayed as the chosen list. To select other lists, click on them under Available Lists and click the > button to move them to the Chosen Lists. Only the lists that the specific list administrator has rights to will be shown here. To deselect a list, click on the list name and click the < button to move them to

Available Lists. You may use the Ctrl key to select multiple lists at a time.

Utilities: Web Forms: New Subscribe Form: Choose Demographic Fields

This page displays the demographic fields that are available to you in your Members table. To select demographic fields to include in your form, click on them under Available Demographics, and click the > button to move them to the Chosen Demographics. To deselect a demographic field, click on the list name and click the < button to move them to Available Lists. You may use the Ctrl key to select multiple fields at a time.

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New Unsubscribe Form

Utilities: Web Forms: New Unsubscribe Form

This page helps you to create an unsubscribe form. Once you are done creating your form, view the HTML and copy it into the web page you'd like to have a subscribe form. For an overview of

unsubscribe forms, see Utilities: Web Forms: New Subscribe Form Overview .

Unsubscribe forms only show the lists that a specific list administrator has rights to.

NOTES



If you have changed the name of the server admin to be something other than

Admin, this form will not work properly.



Your web forms won't work if the host name assigned to ListManager is incorrect.

If your form isn't working properly, check the URL to Web Interface in Utilities:

Administration: Sites .

Email Notification

If set to yes, those who unsubscribe will receive an email notifying them whether or not they have unsubscribed successfully. If set to "no", they will not receive this notification. You may

customize the goodbye message by creating a goodbye document in Content and then selecting

it in Utilities: Automated Messages: Document Associations .

Confirm

If set to "yes", those who unsubscribe will be taken to a web page which will ask them if they are sure that they want to unsubscribe. Otherwise, they will be unsubscribed immediately without confirmation.

Lists

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Select the Lists that subscribers can leave. By default, a member will be unsubscribed from the

current list. To select another or multiple lists, click choose lists. You will be taken to Utilities:

Web Forms: New Unsubscribe Form: Choose Specific Lists to Unsubscribe . You will only be able

to see lists that you are able to access with your administrative rights.

(Optional) Destination URL

The URL members will be taken to after filling out your unsubscribe form or clicking on the unsubscribe URL. If no URL is specified, they will be taken to a generic page telling them they have unsubscribed.

NOTE Be sure to type the full path. For example, if you want to direct members to the Lyris web site, type:

http://www.lyris.com

If you leave out the http:// and only type www.lyris.com, ListManager inserts a path to a subscribe subfolder, so the full URL ends up being this:

http://<servername>/subscribe/www.lyris.com

Append unsubscribe information to the destination URL

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w = Show page asking unsubscribers to confirm before completing unsubscribe a = Append unsubscribe information to destination URL. Options are (T)rue or (F)alse.

Show confirming web page

If set to "yes", users will see a quick confirmation page after unsubscribing, informing them that they have successfully unsubscribed. They will then be taken immediately to the destination URL page if one is set above, otherwise they are taken to a generic "thank you for unsubscribing" page.

If set to "no", the confirmation page will not appear, and the user will be taken directly to the destination URL page (or generic page).

The default for this is set to "yes", and it is recommended that this confirming page be visible

(leave set to "yes").

Note that if no Destination URL is defined, and Show confirming web page is set to "no", then when the user saves the unsubscribe form, it will not redirect anywhere; the unsubscribe form page will just be refreshed. It is advisable to either set the confirmation page to "yes", enter a destination URL, or both.

Your Unsubscribe URL

This page can also generate an unsubscribe URL that you can put in your ListManager mailings.

Each member receives a unique unsubscribe URL (using their member ID and a checksum character), so members can unsubscribe successfully even if they forward their email to a different account. The checksum character is a security precaution that prevents others from inadvertently or maliciously unsubscribing others by changing the member ID.

Based on the other settings you've selected on this page, you can opt to have members taken to a confirm dialog that will ask them if they are sure they want to unsubscribe, and/or have them sent an email notification that they have been unsubscribed.

Preview of your Form

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The unsubscribe form you've created will be displayed here. When it looks right, click get HTML.

You will be taken to a page which displays the HTML for your form. Copy it and paste it into the

HTML for the web page you'd like to have your unsubscribe form.

Utilities: Web Forms: New Unsubscribe Form: Choose Specific Lists to Unsubscribe

This page displays the lists that are available to you. Only the lists which are available to the specific list administrator will be displayed here. To select specific lists, click on them under

Available Lists and click the > button to move them to the Chosen Lists. To deselect a list, click on the list and click the < button to move them to Available Lists. You may use the Ctrl key to select multiple lists at a time.

Member Profile Forms

Utilities: Web Forms: Member Profile Forms

Member profile forms allow list members to see and edit what information ListManager is using for them: the email address, lists subscribed to, and any additional demographic information.

They may be used instead of an unsubscribe form or unsubscribe link to allow members to opt out of lists selectively. They are also useful as a way for members to change their email address or other demographic information stored in ListManager.

NOTE: the HTML for the form may not be embedded in your website; it must be served from the

ListManager web server. However, you may edit the HTML of the form to match the look and feel of your website.

Once you have created a member profile form in ListManager, you may link to it, either in your mailings or using a link on your website.

To create a link to your member profile form

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1. In the left Navigation bar, click Content, and then click New Content.

2. Select either the Text or HTML tabs.

3. Click Insert URL.

4. Select the Profiletab.

5. Select the HTML Profile Form you'd like to use.

6. Click insert.

The URL that is generated may also be inserted into a form on your website. Here is a sample of the code. Note that the values to pass below are from the URL generated. For example, if the

URL generated from the wizard is http://yourserver.example.com/subscribe/profile?f=4257&id=%%memberidchar%%, enter the number "4257" for name="f". Example:

<b>Edit your member profile</b><p>

Email Address: <input class="forminput" value=" type="text" size="20" name="email"><P>

</form>

NOTE: Your web forms won't work if the host name assigned to ListManager is incorrect. If your

form isn't working properly, check the URL to Web Interface in Utilities: Administration: Sites .

Finding Member Profile Forms

From the drop-down menu, select List, Site, or Server member profile forms. Note that the options available here will depend on the access level of the logged in user. Server administrators can see server, site, and list member profile forms. Site administrators can see site and list member profile forms. List administrators can see member profile forms for the lists administered by them.

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Twenty member profiles for the list are displayed. To view more, click Show more. Repeatedly clicking Show more will show greater numbers of profile forms at a time. Click Next to see the twenty ten profiles, Previous to see the last twenty.

You may change the sorting order of the profile forms by clicking the up or down triangles next to Name and Description. By clicking the top arrow, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a).

Viewing or Editing Existing Member Profile Forms

To view a member profile, click on the profile form title. You will be taken to the Edit Member

Profile Form screen, where you can preview, edit, and save the member profile.

Copying Member Profile Forms

Click Copy next to the profile form you'd like to copy. ListManager will show you the old title and description, and will ask for the new title and description. To copy this member profile form to another list, select another list from the "New list" drop-down menu. In this way, the profile form can be copied and applied to multiple lists. Note that this option is not available for site or server level forms, only list level forms.

Click copy to save the copied profile form. It will then appear on the main member profile list.

Deleting Member Profile Forms

Click Delete next to the profile form you'd like to remove. ListManager will ask you if you're sure before deleting the form.

Download as a File

Click the disk icon to download the list of forms in CSV format.

Utilities: Web Forms: Member Profile Forms: New Member Profile Form: Profile

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Title

Enter a descriptive Title for your member profile. This will not be seen on the Web site when the form is inserted. A title is required in order to save the member profile form.

Description

Enter a relevant Description for your member profile. The description in this field will not be seen on the Web site when the form is inserted. A description is required in order to save the member profile form.

To create a title other than "Your subscription profile" for the form, you will need to edit the

HTML directly.

Form Fields

Name

Select the Name option for the member profile form. A name can either not be asked for at all, or optionally asked for. There is no option to force a user to enter a name.

Password

Select if you would like to ask for or not ask for a Password to access the member profile form.

The password will not be displayed when you enter it. If a user is a member of one or more lists requiring a password, the system will not allow this user to access the member profile form unless a valid password is entered. Note that once the member profile form is accessed (using the correct password, if any), then the user is allowed to change the password. In this case, ALL the passwords on the lists that are checked on the profile will be updated to the new password, thus making all checked lists have a consistent password. If the current setting requires a password, it cannot be set to a blank (nonexistent) password. The default option here is Do not

ask for a password.

Display list description

If set to "yes", the list description as well as the list name will be displayed on the profile form. If

set to "no", only the list name will be displayed. To view and edit list descriptions, see Utilities:

List Settings: Basic Information . The default for this is set to "no".

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For example, if the list name is "Example List", and the description is "Example Customers Only":

"no" (do not display list description), will display:

Example List on the member profile form.

"yes" (display list description) will display:

Example List : Example Customers Only

Lists

Select the Lists that subscribers can update a member profile for. By default, only the list you are logged into will be displayed. To select more lists, click choose lists. You will be taken to

Utilities: Web Forms: Member Profile Forms: Choose Lists . You will only be able to see lists that

you are able to access with your administrative rights.

Demographics

By default, no demographic data will be added. To add fields for users to fill in with demographic

information, click choose demographics. You will be taken to Utilities: Web Forms: Member

Profile Forms: Choose Demographic Fields .

Utilities: Web Forms: Member Profile Forms: New Member Profile Form: Advanced

Applies To

Select the list, site, or server setting that this member profile form Applies to; the level set here determines the access level required to edit the member profile. Because server administrators can set who has the ability to change these forms, the options available here depend on your

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access level. Server administrators can edit the server, sites, and lists. Site administrators can edit sites and lists, and list administrators only edit the lists accessible to them.

Destination URL (Optional)

After clicking Save Changes on the profile form, the user will be taken to the URL specified here.

If no URL is specified, they will be taken to a generic page thanking them for entering a member profile.

NOTE Be sure to type the full path. For example, if you want to direct members to the Lyris web site, type:

http://www.lyris.com

If you leave out the http:// and only type www.lyris.com, ListManager inserts a path to a subscribe subfolder, so the full URL ends up being this:

http://<servername>/subscribe/www.lyris.com

Show confirming web page

If set to "yes," users will see a quick confirmation page after creating or editing the member profile, informing them that they were successful. They will then be taken immediately to the destination URL page if one is set above, otherwise they are taken to a generic "thank you" page.

If set to "no," the confirmation page will not appear, and the user will be taken directly to the destination URL page (or generic page).

The default for this is set to "yes," and it is recommended that this confirming page be visible

(leave set to "yes").

Note that if no destination URL is defined, and Show confirming web page is set to "no", then when the user saves the member profile, it will not redirect anywhere; the member profile page will just be refreshed. It is advisable to either set the confirmation page to "yes", enter a destination URL, or both.

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Utilities: Web Forms: Member Profile Forms: New Member Profile Form: Preview

Preview of your form

The member profile form you've created will be displayed here. When it looks right, click Save.

Note that the title displayed here will be "Your subscription profile", and not the actual title of the survey, which needs to be edited in the HTML itself.

Once the member profile is saved, you will be taken to a page which displays the HTML for your form. Make any necessary changes to the HTML, and then copy and paste this HTML onto the web page where you would like to have your member profile form.

Utilities: Web Forms: Member Profile Forms: Choose Lists

This page displays the lists that are available to you. The list you are logged into is displayed as the chosen list. To select other lists, click on them under Available Lists and click on the > button to move them to the Chosen Lists. Only the lists that the specific list administrator has rights to will be shown here. To deselect a list, click on it and click on the < button to move them to

Available Lists. You may use the Ctrl key to select multiple lists at a time.

Utilities: Web Forms: Member Profile Forms: Choose Demographic Fields

This page displays the demographic fields that are available to you in your Members table. To select demographic fields to include in your form, click on them under Available Demographics, and click on the > button to move them to the Chosen Demographics. To deselect a demographic field, click on it and click on the < button to move them to Available Lists. You may use the Ctrl key to select multiple fields at a time.

Utilities: Web Forms: Member Profile Forms: Edit Member Profile Form

Title

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Edit the profile form Title. The title entered here will not be displayed on the Web site containing the profile form.

Description

Edit the profile form Description. The description entered here will not be displayed on the Web site containing the profile form.

Applies To

Select the list, site, or server that this member profile form Applies to. Because server administrators can set who has the ability to change these forms, the options available here depend on your access level. Server administrators can edit member profile forms for the server, sites, and lists. Site administrators can edit member profile forms for sites and lists, and list administrators can only edit the member profile forms for lists accessible to them.

HTML

Displays the HTML originally created for the member profile form. Any changes to the HTML can be made here directly, and once the form is saved, it can then be repasted into your Web site.

Preview button

Displays what the Member Profile form will look like on your Web site.

Survey Forms

Utilities: Web Forms: Surveys

ListManager's surveys are a great way to engage and interact with your readers. ListManager includes an easy survey form builder to create a questionnaire that asks for single, multiple or

open-ended responses. A link to the survey can be included in your mailing to track list

members' responses, or you may post the form on your website.

After conducting the survey, view and analyze the results in Reports: Surveys. These results may be published on your website if desired, or shown to survey takers after completing the

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questionnaire. You may see the overall results for the survey, or view responses for individual

members.

After using a survey, you can segment on the response. ListManager's dynamic segment clause

wizard allows you to target those who respond to a particular question in a specified way, or those who don't respond at all.

The first step in creating and using surveys in ListManager is to create a survey form in Utilities:

Web Forms: Surveys. Then, link to this form when building content by clicking insert url and selecting the Survey tab.

To track the responses of list members, you must link to ListManager's survey form in your mailing. You may also insert the HTML of the form generated here in your web site to track responses from web site visitors.

The survey form ListManager generates may be edited to match the look and feel of your email publication or website.

You may edit the HTML header and footer (the HTML before and after the actual questions) on

the Utilities: Web Forms: Surveys: New/Edit Survey: Advanced tab. You may also edit the actual

survey questions in Utilities: Web Forms: Surveys: New/Edit Survey: Basics.

You may edit the HTML source directly by clicking

Edit Source

, but once you edit the source

directly, you may not use ListManager's survey form builder to edit the questions further.

NOTE: NOTE Your web forms won't work if the host name assigned to ListManager is incorrect.

If your form isn't working properly, check the URL to Web Interface in Utilities: Administration:

Sites .

Creating and Using Surveys

To include a link to a survey in your mailing, you’ll first need to make a survey form:

1. In the left Navigation bar, click Utilities, point to Web Forms, and then click Surveys.

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2. Click create new.

3. Give your survey an Internal survey name and Survey name to display.

4. Click add+next to Questions to ask to add a multiple choice or text entry question.

5. Click previewto see what your form will look like.

6. Save your survey form. You may edit the HTML of your form once it’s been created by navigating to Utilities: Web Forms: Surveys, and selecting the form.

Once you’ve created a survey, insert a link to it in your Content:

1. In the left Navigation bar, click Content, and then click New Content.

2. Select the HTML tab.

3. Click insert url.

4. Select the Surveytab.

5. Select the survey you’d like recipients to answer in the drop down box.

6. Enter the text you’d like recipients to click on to take the survey.

7. Click insert.

8. Continue to create your Content as usual.

A link to your survey will be inserted into your Content. After you’ve mailed your content, and at least one recipient has taken the survey, you can see the results in Reports: Surveys.

Finding Survey Forms

From the drop-down menu, select List, Site, or Server survey forms. Note that the options available here will depend on the access level of the logged in user. Server administrators can see server, site, and list survey forms. Site administrators can see site and list survey forms. List administrators can see survey forms for the lists administered by them. The list or site to which the survey applies is displayed next to the survey form description.

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Twenty survey forms for the list are displayed. To view more, click Show more. Repeatedly clicking Show more will show greater numbers of survey forms at a time. Click Next to see the next twenty, Previous to see the last twenty.

You may change the sorting order of the survey forms by clicking the up or down triangles next to Title and Description. By clicking the top arrow, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a).

Viewing or Editing Existing Survey Forms

To view a survey form, click on the survey form title. You will be taken to the Utilities: Web

Forms: Surveys: Edit Survey page, where you can preview or edit the survey form.

Copying Survey Forms

Click Copy next to the survey form you'd like to copy. ListManager will show you the old title and description, and will ask for the new title and description. To copy this survey form to another list, select another list from the "New list" drop-down menu. In this way, the survey form can be copied and applied to multiple lists. Note that this option is not available for site or server level forms, only list level forms.

Click Copy to save the copied survey form. It will then appear on the main survey list.

Deleting Survey Forms

Click Delete next to the survey form you'd like to remove. ListManager will ask you if you're sure before deleting the form.

Creating New Surveys

To create a new survey, click the create new button. This will take you to the Utilities: Web

Forms: Surveys: New Survey: Basics page.

Download as a File

Click on the disk icon to download your list of survey forms in CSV format.

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Utilities: Web Forms: Surveys: New Survey: Basics

Internal survey name

Enter the internal survey name of the survey form, for reference or descriptive purposes only.

This name will not be seen on the Web site when the form is inserted. An internal survey name is required in order to save the survey form.

Survey name to display

Enter the display name for the survey, which will be seen on the web form by survey takers. A survey name to display is required to save the survey form.

Survey Questions

Questions to ask

Displays the number of questions in the survey, and description of each, including the responses

and the question orientation. Click add to be taken to the Utilities: Web Forms: Surveys: New

Survey: Add Survey Question page, where you may create a new question to be added to the

survey.

The buttons next to the questions perform the following functions:

up - moves the question one position up in the order that it will appear on the survey form. For example, clicking "up" next to question #2 will move that question up one position to become question #1.

down - moves the question one position down in the order that it will appear on the survey form. For example, clicking "down" next to question #1 will move that question down one position to become question #2.

Remove - deletes the question from the survey.

Edit - takes you to the Edit Survey Question Parameters page, where you can make changes to

the question itself.

Preview

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See what the survey looks like. If you'd like to change the questions, create or edit them from the Basics page. If you'd like to change the HTML header and footer, edit them on the Advanced tab. If you'd like to change the HTML source, click edit source. Note that once you edit the source, you may not edit the questions using ListManager's survey form wizard.

edit source

Edit the source HTML of the survey directly. Note that once you edit the source, you may not

edit the questions using ListManager's survey form builder.

Save

Save the survey, and return to the main Utilities: Surveys menu.

Cancel

Cancel any changes made, and return to the main Utilities: Surveys menu.

Utilities: Web Forms: Surveys: New Survey: Advanced

Applies to

Select the list, site, or server setting that this survey form applies to; the level set here determines the access level required to edit the survey form. Server administrators can edit server, sites, and list surveys. Site administrators can edit sites and lists, and list administrators only edit the lists accessible to them.

Destination URL (optional)

After clicking Save on the survey form, the respondent will be taken to the URL specified here. If no URL is specified, respondents will be taken to a generic ListManager page thanking them for taking the survey.

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NOTE Be sure to type the full path. For example, if you want to direct members to the Lyris web site, type:

http://www.lyris.com

If you leave out the http:// and only type www.lyris.com, ListManager inserts a path to a subscribe subfolder, so the full URL ends up being this:

http://<servername>/subscribe/www.lyris.com

Show confirming web page

If set to yes (the default), respondents will see a quick ListManager confirmation page after taking the survey, informing them that they successfully completed the survey. They will then be taken immediately to the destination URL page if one is set; otherwise they are taken to a generic ListManager "thank you" page.

If set to no, the confirmation page will not appear, and the user will be taken directly to the destination URL page (or generic page).

Note that if no destination URL is defined, and Show confirming web page is set to no, then when the user saves the survey, it will not redirect anywhere; the member profile page will just be refreshed. It is advisable to either set the confirmation page to yes", enter a destination URL, or both.

Show chart of results

Specifies whether users should see the current results of the survey after successfully completing it. If a destination URL is specified, survey takers will be taken to that page after clicking ok on the results page.

The default for this setting is "no", meaning survey takers will not be shown a chart of the survey's results before being taken to a confirming web page or destination URL.

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Prevent duplicate survey fillout by TCP/IP

Determines whether duplicate responses will be allowed for the survey coming from the same

IP address. This may be important in order to not have survey results skewed due to multiple responses from one IP address, which may throw off the statistical outcome of the survey. To allow duplicate responses, set to "yes". To disallow them, set to "no".

The default for this setting is "no".

Prevent duplicate survey fillout by member ID

Determines whether duplicate responses will be allowed for the survey coming from the same member ID. This may be important in order to not have survey results skewed due to multiple responses from one member, which may throw off the statistical outcome of the survey. To allow duplicate responses, set to "yes". To disallow them, set to "no".

The default for this setting is "yes".

Number Questions

Select "yes" if you would like the questions in your survey to be answered, and "no" if they are to be listed without numbers. The default setting for this is "no".

The default for this setting is "no".

Header

Displays the HTML that is displayed before the survey questions. You may edit the HTML here and still be able to edit the survey questions. If you edit the source directly, you will no longer be able to edit the survey questions using ListManager's Add/Edit Survey Question wizard.

Footer

Displays the HTML that is displayed after the survey questions. You may edit the HTML here and still be able to edit the survey questions. If you edit the source directly, you will no longer be able to edit the survey questions using ListManager's Add/Edit Survey Question wizard.

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Preview

See what the survey looks like. If you'd like to change the questions, create or edit them from the Basics page. If you'd like to change the HTML header and footer, edit them on the Advanced tab. If you'd like to change the HTML source, click edit source. Note that once you edit the source, you may not edit the questions using ListManager's survey form wizard.

Edit source

Edit the source HTML of the survey directly. Note that once you edit the source, you may not

edit the questions using ListManager's survey form builder.

Save

Save the survey, and return to the main Utilities: Surveys menu.

Cancel

Cancel any changes made, and return to the main Utilities: Surveys menu.

Utilities: Web Forms: Surveys: New Survey: Preview

Preview of Your Form

The survey form you've created will be displayed here. When it looks right, click Save.

Once the survey form is saved, you will be taken to a page which displays the HTML for your survey. Make any necessary changes, and then copy and paste this HTML onto the web page where you would like to have your survey form.

Utilities: Web Forms: Surveys: New Survey: Add Survey Question

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There are two types of survey questions which can be added to your survey form; multiplechoice and text entry. Click Select next to the desired question type. This takes you to the

Utilities: Web Forms: Surveys: New Survey: Survey Question Parameters page, where the

questions themselves are entered.

Multiple choice questions can have as many choices as necessary, and can be arranged vertically or horizontally. Answers can be required or not required, and can be set to allow multiple answers. In addition, an "other" field can be created for survey takers to enter an option that may not be available in the multiple choice options.

Text entry questions allow a survey taker to fill in a text response to a question. The answer can be required or not required.

Utilities: Web Forms: Surveys: New Survey: Survey Question Parameters

The descriptions here are both for creating new survey questions and for editing existing survey questions.

Multiple Choice Questions

One-line Description

Enter the description for the question itself. For example:

What is your favorite color?

Multiple choices, one on each line

Enter the possible choices for the survey question entered above, one on each line. They will automatically be separated as individual responses. For example:

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red blue green yellow orange purple other

Optional Help Text

This is optional, and is intended to help the survey taker understand the question or add more detail to the question itself. This will appear immediately below the question on the survey form. For example:

If your favorite color does not appear here, please select "other" and enter below.

Answer Required?

Determines whether or not this answer will be required or not required in order to submit the survey. Requiring it will force the survey taker to respond.

How many answers?

Determines if the question should be answered by one answer only or if multiple answers will be allowed. This will depend on the nature of the question. In the above example, if it is assumed that an individual can have only one favorite color, then it should be set to one answer

only. In other cases, multiple answers may be appropriate; for instance, in a question type where the survey taker selects the countries they have travelled to.

Question orientation

Select the orientation of the physical appearance of the multiple choice answers. If vertical, the answers will be bulleted, one on top of the other:

red

blue

green

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yellow

orange

purple

other

If horizontal, they will appear next to each other:

red blue green yellow orange purple other

If the menu option is selected, potential answers will appear in a drop-down menu, where the survey taker can scroll up and down to select the correct answer.

Optional fill-in "other" label

This text will appear before the blank field allowed to describe the "other" option. If this is left blank, there will be no "other" field associated with this question. If only one answer is acceptable for the question, then one of the answers must be selected, or the "other" radio button must be selected and the text entered. If more than one answer is allowed, the "other" answer can be one of the answers. In this example, an appropriate title might be:

Other favorite color

Text Entry Questions

One-line description

Enter the description for the question itself. For example:

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Describe your position at your company.

Optional Help Text

Please include your job title, how long you have held this position, and a brief description of your duties and responsibilities, as well as any other relevant information.

Answer required?

Determines whether or not this answer will be required or not required in order to submit the survey. Requiring it will force the survey taker to respond.

Utilities: Web Forms: Surveys: Edit Source

Important note: Once you have made changes to the survey's source directly, you may no longer use the survey form builder to edit your survey; all future changes must be made by editing the source directly.

Internal survey name

Displays the Internal survey name of the survey, for reference or descriptive purposes only.

Survey name to display

Displays the display name for the survey, which will be seen by survey takers.

Applies to

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Select the list, site, or server that this survey form applies to. Because server administrators can set who has the ability to change these forms, the options available here depend on your access level. Server administrators can edit survey forms for the server, sites, and lists. Site administrators can edit survey forms for sites and lists, and list administrators can only edit the survey forms for lists accessible to them.

HTML

Displays the HTML originally created for the survey form. Any changes to the HTML can be made here directly, and once the form is saved, it can then be repasted into your Web site.

You should make sure that your questions are exactly as they want them to be before editing the HTML. If you change the HTML directly, you will no longer be able to edit the survey's questions through ListManager's survey form builder.

You may edit the HTML header and footer (the page content that is displayed before and after

the actual survey questions) on the New/Edit Survey: Advanced tab.

Preview button

Displays what the survey form will look like when email recipients click through to it or if you insert it into your Web site.

Referral Forms

Utilities: Web Forms: Referral Forms

Referrals allow your list members to invite their friends to join your list. You may track how many friends were referred by list members, how many opened or clicked on a tracking link in the invitation, and how many ultimately joined the list. For details on how the referral feature works, see Referral Tracking .

How Do Referral Forms Work?

Referral forms are part of a three-step process, which works as follows:

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1. You send out a mailing to your list with a referral link asking members to invite their friends to join the list.

2. List members click on the link, and enter the email addresses of those they'd like to invite, and an optional message for them.

3. The invited members receive an email message telling them how to join the list. If they follow the instructions in the invitation, they become a list member.

To use the referral feature, you must first create an invitation—a message that will be sent to those referred telling them how to join the list. This can be accomplished easily using the

Invitation Template in Content , which can be customized to fit your needs. Next, you must

create a referral form , the web page members are taken to when they want to invite a friend to

join the list. Finally, you must insert a referral link into your mailing (or into the mailing content).

NOTE: Your web forms won't work if the host name assigned to ListManager is incorrect. If your

form isn't working properly, check the URL to Web Interface in Utilities: Administration: Sites .

Referral Form Main Page

Finding Referral Forms

From the drop-down menu, select List, Site, or Server referral forms. Note that the options available here will depend on the access level of the logged in user. Server administrators can see server, site, and list referral forms. Site administrators can see site and list referral forms.

List administrators can see referral forms for the lists administered by them.

Twenty referral forms for the list are displayed. To view more, click Show more. Repeatedly clicking Show more will show greater numbers of referral forms at a time. Click Next to see the next twenty, Previous to see the last twenty.

You may change the sorting order of the referral forms by clicking the up or down triangles next to Name and Description. By clicking the top arrow, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a).

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Viewing or Editing Existing Referral Forms

To view a referral form, click on the title. You will be taken to the Edit Referral Form screen,

where you can preview, edit, and save the form.

Copying Referral Forms

Click Copy next to the referral form you'd like to copy. ListManager will show you the old title and description, and will ask for the new title and description. To copy this referral form to another list, select another list from the New list drop-down menu. In this way, the referral form can be copied and applied to multiple lists. Note that this option is not available for site or server level forms, only list level forms.

Click copy to save the copied profile form. It will then appear on the main member profile list.

Deleting Referral Forms

Click Delete next to the referral form you'd like to remove. ListManager will ask you if you're sure before deleting the form.

Using Referral Forms

There is a three-step process to do this:

1. Create an Invitation

The invitation is sent to those who are invited to join your list by your members. Referrers can optionally add their own message (if your referral form allows it). Note that you can include clickthrough links in the invitation message. For details on how to create the invitation, see

Content: New Content from Template .

2. Create a Referral Form

The referral form is a web page where your list members will enter in the email addresses of people they would like to invite to join your list. Only members can refer others to join a list. To

learn how to create a referral form, see Utilities: Web Forms: Referral Forms: New Referral Form

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and to learn how to create one from a template, see Utilities: Web Forms: Referral Forms:

Referral Form From Template .

3. Create a Referral Link

In order for your members to be able to invite friends to join your list, you must insert a referral link into your mailing. This is done in Content, by clicking the Insert URL button on either the

Text Message or HTML Message tabs. To learn how to do this, see Content: Insert URL:

Referrals .

Utilities: Web Forms: Referral Forms: New Referral Form

Title

Enter a descriptive Title for your referral form. A title is required in order to save the referral form.

Description

Enter a relevant Description for your referral form. A description is required in order to save the referral form.

Applies To

Select the list, site, or server setting that this referral form Applies to; the level set here determines the access level required to edit the referral form. Server administrators can edit the server, site, and list referral forms. Site administrators can edit sites and lists, and list administrators only edit the lists accessible to them.

HTML

Enter the HTML for the referral form. If you are using a template to create the referral form, the

HTML will automatically be inserted here when the template is selected. For more information

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on creating referral form templates, see Utilities: Web Forms: Web Form Templates: New

Referral Form Template .

A standard example of HTML for a referral form is:

<html>

<head>

<title>Refer a Friend</title>

</head>

<tr>

<td>

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<a target="home_page" href="http://www.lyris.com/products/listmanager/" title="Go to the

Lyris ListManager home page"><img alt="Go to the ListManager home page" src="/img/english/button_listmanager_homepage.gif" align="left" border="0"></a>

</td>

</tr><tr>

<table>

<tr>

 <br>

<b>You can invite your friends to join this list by filling out the form below.<br>

We'll send them some information about the list and a sample issue!</b>

</font>

</td>

<tr>

<td>

<font face="verdana, arial" size="-2">Your email:</font><br>

<input type="text" name="SenderEmailAddr" size="30" MAXLENGTH="100"

VALUE="[mf_html::quoteFormValue $SenderEmailAddr]">

</td><td>

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<input type="text" name="SenderFullName" size="30" MAXLENGTH="100"

VALUE="[mf_html::quoteFormValue $SenderFullName]">

</td>

</tr><tr>

</tr><tr>

<td><font face="verdana, arial" size="-2">Email:</font></td>

</tr><tr>

<font face="verdana, arial" size="-2">Friend #1</font>

</td>

</tr><tr>

<font face="verdana, arial" size="-2">Friend #2</font>

</td>

</tr><tr>

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<font face="verdana, arial" size="-2">Friend #3</font>

</td>

</tr><tr>

</tr><tr>

<font face="verdana, arial" size="-2">Message subject:</font><br>

<input type="text" name="SenderSubject" size="66" MAXLENGTH="200"

VALUE="[mf_html::quoteFormValue $SenderSubject]">

</td>

</tr><tr>

</tr><tr>

<font face="verdana, arial" size="-2">Your message:</font><br>

<textarea name="SenderMessage" cols="50" rows="4">[mf_html::quoteFormValue

$SenderMessage]</textarea>

</tr><tr>

<input type="checkbox" name="SendCopyToReferrer" VALUE="T"[if {

$SendCopyToReferrer=="T"} { return " CHECKED" } else { return "" }]>Send me a copy of this message

</font>

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</table>

</td>

</tr>

</table>

</form>

</td>

</tr><tr>

</tr><tr>

</tr>

</center>

</body>

</html>

Utilities: Web Forms: Referral Forms: Referral Form From Template

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Referral form templates can be created and saved, and then used to create a referral form. To

see how to create referral form templates, see Utilities: Web Forms: Web Form Templates: New

Referral Form Template .

Once the template is created, it will appear on the Choose a Template drop-down menu.

ListManager includes a default referral form template, which can be edited or used as is. Select the template from the drop-down menu and click OK. This inserts the HTML from the template into the referral form you are creating.

Utilities: Web Forms: Referral Forms: Edit Referral Form

Title

Edit the referral form Title. The title entered here will not be displayed on the Web site containing the profile form.

Description

Edit the profile form Description. The description entered here will not be displayed on the Web site containing the profile form.

Applies To

Select the list, site, or server that this member profile form Applies to. Because server administrators can set who has the ability to change these forms, the options available here depend on your access level. Server administrators can edit the referral forms for server, sites, and lists. Site administrators can edit referral forms for sites and lists, and list administrators only edit referral forms for the lists accessible to them.

HTML

Displays the HTML originally created for the referral form. Any changes to the HTML can be made here directly, and once the form is saved, it can then be repasted into your Web site.

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Preview

Displays what the Referral form will look like on your Web site.

Web Form Templates

Utilities: Web Forms: Templates: Referral Form Templates

Referral form templates allow you to create and save templates for a referral form, which you may want to use repeatedly. Once these are created here, they appear as options in the drop-

down menu when creating a referral form from a template .

Note that referral form templates, which are web forms, should not be confused with content templates.

Referral Form Template Main Page

Finding Referral Form Templates

From the drop-down menu, select List, Site, or Server referral form templates. Note that the options available here will depend on the access level of the logged in user. Server administrators can see server, site, and list referral form templates. Site administrators can see site and list referral form templates. List administrators can see referral form templates for the lists administered by them.

Twenty referral form templates for the list are displayed. To view more, click Show more.

Repeatedly clicking Show more will show greater numbers of referral form templates at a time.

Click Nextto see the next twenty, Previous to see the last twenty.

You may change the sorting order of the referral form templates by clicking the up or down triangles next to Name and Description. By clicking the top arrow, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a).

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Viewing or Editing Referral Form Templates

To view a referral form template, click on the title. You will be taken to the Edit Referral Form

Template screen, where you can preview, edit, and save the template.

Copying Referral Form Templates

Click Copy next to the referral form template you'd like to copy. ListManager will show you the old title and description, and will ask for the new title and description. To copy this referral form template to another list, select another list from the "New list" drop-down menu. In this way, the referral form template can be copied and applied to multiple lists. Note that this option is not available for site or server level forms, only list level forms.

Click copy to save the copied template. It will then appear on the main referral form template list.

Deleting Referral Form Templates

Click Delete next to the template you'd like to remove. ListManager will ask you if you're sure before deleting the form.

Utilities: Web Forms: Templates: Edit Referral Form Template

Referral form templates allow you to create and save templates for a referral form, which you may want to use repeatedly. Once these are created here, they appear as options in the drop-

down menu when creating a referral form from a template.

Note that referral form templates, which are web forms, should not be confused with content templates.

Title

Edit the referral form template Title.

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Description

Edit the referral form template Description.

Applies To

Select the list, site, or server that this template Applies to. Because server administrators can set who has the ability to change these templates, the options available here depend on your access level. Server administrators can edit the templates for server, sites, and lists. Site administrators can edit the templates for sites and lists, and list administrators only edit templates for the lists accessible to them.

HTML

Displays the HTML originally created for the referral form. Any changes to the HTML can be made here directly.

Preview

Displays what the Referral form will look like on your Web site.

Automated Messages

Utilities: Automated Messages

ListManager sends automated messages in response to email messages it receives or in response to user actions, such as joining or leaving a list. It may also send automated messages when someone writes to an autoresponder email address, or when a word or phrase in a message is a match phrase.

You may create and assign custom content for the following types of automated messages:

Confirm

Notification that a prospective member must confirm a request to join the list.

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Delivery report

Delivery status notification optionally sent to administrators.

Held

Notification that a member's email address is held due to too many successive undeliverable messages.

Hello

Notification that a member has successfully joined a list.

Goodbye

Notification that a member has been unsubscribed from a list.

Private-notification

Notification that a request to join a list is pending approval by an administrator.

Unsubscribe Confirmation

Notification that an unsubscribing member must confirm that request to be removed from a list.

Reset Password

Message with instructions on how to reset a lost password.

Private-approved

Message letting subscriber to a private list know the membership has been approved.

Duplicate Post

Informs poster the message has been rejected as it is a duplicate.

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To customize an automated message, first create document content . Document content is

exactly like mailing content, but is available to be assigned for automated messages. We recommend you create your document content from a template, and then edit it.

Once you have created document content, you may associate the document with one of the

above types of automated messages. ListManager will use its own default document for these messages if none is specified.

Autoresponders

An autoresponder can reply with the document content of your choice when someone sends a

message to the ListManageremail address you designate. ListManager can also notify specified email addresses when the autoresponder has been triggered. Autoresponders may be used for automated replies, price sheets, white papers, etc.

Match Phrases (formally Action Phrases)

Match phrases trigger various actions based on some text appearing in a message. If the

specified "match" is made, the offending text may be changed or deleted, or the entire message may be blocked, and the sender be notified. Or, an administrator may be notified that the match phrase has been triggered. Match phrases may be used to look for offensive language in messages, among other uses.

Document Content

Utilities: Automated Messages: Document Content

Document Content is a specialized type of content that can be sent when users perform certain

actions. Once you have created document content, you must associate that content with a user

action (such as joining or leaving a list) in order to have the content sent out automatically.

Document content, like regular content, may be HTML, text, both HTML and text, and include attachments.

ListManager User Guide | 734 | October 2013

By specifying whether a document is a List, Site, or Server document, you control the administrative level that is able to edit the content.

Creating document content is very similar to creating mailing content, with templates available to assist with the proper mail merge codes and standard phrasing. The templates available are:

confirm

Notification that a prospective member must confirm a request to join the list. Note that a confirm-type document should have %%url.confirm%% or %%email.confirm%% so users can confirm their memberships.

held

Notification that a member is on hold due to successive undeliverable messages.

hello

Notification that a member has successfully joined a list.

goodbye

Notification that a member has been unsubscribed from a list.

private-notification

Notification that a request to join a list is pending approval by an administrator.

unsub-confirm

Notification that an unsubscribing member must confirm that request to be removed from a list.

reset-password

Message with instructions on how to reset a lost password.

ListManager User Guide | 735 | October 2013

unsub-confirm

Message asking the recipient to confirm unsubscribing.

reset-password-mri

Message with instructions on how to reset a lost password for list members using the discussion forum interface.

join-private-approved-response

Notification that a request to join a private list has been approved.

post-failed-duplicate

Notification that an attempt to post a message has failed because it was detected to be a duplicate.

These templates are the same as the default messages ListManager sends if no document associations are made.

Documents are also used for list informational

purposes, and for making autoresponders and

match phrases .

Finding Documents

Twenty documents for the list you are currently logged into are displayed at one time. To view more, click Show more. Repeatedly clicking Show more will show greater numbers of documents at a time.

You may change the sorting order of the content by clicking the up or down triangles next to

Message Type, Document Title, and Default. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click Next to see the next twenty content units, Previous to see the last twenty. Click on the drop-down box to see the documents for other lists, and the site or server if you have administration privileges to do so.

ListManager User Guide | 736 | October 2013

Content Name

The name of document this is (confirm, goodbye, held, hello, private; see below for details on these). To edit a document content, click on the message type link.

Description

The description of the document content. What you see here is what is entered in the

Description field when creating a new content.

Viewing or Editing Existing Document Content

Click on the content name to see a detailed description. The document content can be edited

from here as well. See Content: All Content: Edit Content for more information.

Deleting Document Content

Click Delete next to the document you'd like to delete. ListManager will ask you if you're sure before deleting the document content.

Creating New Document Content

Creating a new document content is the same as creating any other type of content for a

mailing. Click create new to be taken to Content: New Content .

Document Associations

Utilities: Automated Messages: Document Associations

Document Associations are used to associate a document created in Document Content with a

message type, language, and list. These are messages sent to users in response to certain actions, such as joining a list which results in a "hello" message, or leaving a list which results in a "goodbye" message.

To create a new document association, see Utilities: Document Associations: New Document

Association .

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In addition to associating a document with a particular message type for a list, the same association can be made for the current site or the entire server, depending on your admin privileges. Associations made at site and server levels are inherited by the lists and sites under them unless overridden by an association at a lower level. For example, a site administrator can associate a hello document for all lists under that site, but a list administrator can override that association at the list level.

Document Association Types

Duplicate List Posting Rejection Document

Confirm

Notification that a prospective member must confirm a request to join the list.

Delivery report

Delivery status notification optionally sent to administrators.

Goodbye

Notification that a member has been unsubscribed from a list.

Held

Notification that a member's email address is held due to too many successive undeliverable messages.

Hello

Notification that a member has successfully joined a list.

Private-notification

ListManager User Guide | 738 | October 2013

Notification that a request to join a list is pending approval by an administrator.

Reset Password

Message with instructions on how to reset a lost password.

Reset Password from Discussion Forum Interface

Unsubscribe Confirmation

Notification that an unsubscribing member must confirm that request to be removed from a list.

Message sent when a private list subscription is approved by an admin

Finding Document Associations

Twenty message types for the list you are currently logged into are displayed at one time. To view more, click Show more. Repeatedly clicking Show more will show greater numbers of message types at a time.

You may change the sorting order of the associations by clicking the up or down triangles next to Message Type, Document Title, and Default. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click Next to see the next twenty content units, Previous to see the last twenty. Click on the drop-down box to see the documents for other lists, and the site or server if you have administration privileges to do so.

Message Type

The type of document association this is (confirm, goodbye, held, hello, private; see below for details on these). To edit a document association, click on the message type link.

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Document Title

The actual name of the document, as set in the Contents "Content Name" field.

Is Default?

Displays whether or not this is the default document association for each type. The yes/no default setting is on the Edit Document Associations page. Note that you can have multiple document associations set up for different languages, but if it is set as default = Yes, then this will be the default for all languages.

Viewing or Editing An Existing Document Association

To view a message, click on the message type link. Here you can:



Change the message type (i.e. list goodbye document or list confirm document)



Find the actual document in the Document drop-down menu. The documents you

see here must be created in Document Contents .



Set the document association as a default. If set to "yes", this document association will apply to all languages at the specified list, site, or server level. So for instance, if the server has documents defined for English, French, or Spanish, but the site has a default document specified, all lists under that site will use the default document regardless of their language setting.

Deleting a Document Association

Click Delete next to the document you'd like to delete. ListManager will ask you if you're sure before deleting the document.

Creating a New Document Association

Click create new to be taken to Utilities: Document Associations: New Document Association .

ListManager User Guide | 740 | October 2013

Utilities: Automated Messages: Document Associations: New Document Association

Applies To

The list, site or server this document can be used for. The document can apply to a single list, all lists on the site, or all lists on the server.

Language

Set the language in which the content will be associated with the message.

Message Type

Select the type of message from the drop-down menu. The following options are available:

Duplicate List Posting Rejection Document

Confirm

Notification that a prospective member must confirm a request to join the list.

Delivery report

Delivery status notification optionally sent to administrators.

Goodbye

Notification that a member has been unsubscribed from a list.

Held

Notification that a member's email address is held due to too many successive undeliverable messages.

ListManager User Guide | 741 | October 2013

Hello

Notification that a member has successfully joined a list.

Private-notification

Notification that a request to join a list is pending approval by an administrator.

Reset Password

Message with instructions on how to reset a lost password.

Reset Password from MRI

Unsubscribe Confirmation

Notification that an unsubscribing member must confirm that request to be removed from a list.

Message sent when a private list subscription is approved by an admin

Document

Select the actual document to include in the message. The documents you see here must be

created first in Document Content , by selecting List, Site, or Server documents. Note that when

creating a server document association, list and site level documents will not be available. If you'd like to use a list level document as the server default, copy the desired content and specify it as a server-level document.

Is Default?

Set whether or not this document association is going to be a default for that type.

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Utilities: Document Association: Sample Documents

Sample "Hello" Document

The following document is an example of an extensive "hello" document that you might want mailed to new members of your discussion mailing list. The document for an announcement or email marketing list would be much shorter. ListManager provides a "hello" template that you may use when creating your own welcome message.

Note: Please note that all list document messages will appear as coming "FROM: Lyris

ListManager". To override this and change this to another FROM: designation, you can change

the headers in the Content Advanced tab.

This is a real document, used by the "Rhapsody" mailing list. It is reprinted here by permission of the author, Vince Sabio.

********************************************************************

* PLEASE SAVE THIS WELCOME MESSAGE! *

********************************************************************

Welcome to the Rhapsody Discussion List ...

The purpose of this list is to provide an open forum for the posting and discussion of news and information relating to the Rhapsody operating system. That means that ANYTHING Rhapsody related is fair game. However, if you have something that is not somehow related to Rhapsody -- for example, Apple's stock increased by two points -- it would be better to post it to one of the more general Macintoshrelated forums; subscription information for two of them is provided below.

Commercial announcements are allowed and encouraged, but please follow the guidelines listed in the Posting section of the Rhapsody Discussion List FAQ (see item 6 below), or on the web at <http://user.icx.net/~bgiles/rhapsody/posting.html>.

This list is hosted on a Lyris ListManager mailing ListManager, provided to us by ListManager

ListManager User Guide | 743 | October 2013

Corp. As such, we are guests on this server, and a level of decorum commensurate with our status as guests will be enforced on this list. Please keep discussion civil and constructive, and take heated discussions and non-constructive comments off the list. Failure to do so will result in the subscribers' posting privileges being revoked by the listmoms for a "cooling off period."

The listmoms for the Rhapsody Discussion List are:

Bruce Giles <[email protected]>

Randy Meadows <[email protected]>

Vince Sabio <[email protected]> (list owner)

To send a message to all three listmoms at once, use the address <[email protected]>.

Please feel free to contact any of us with questions regarding the Rhapsody Discussion List or if you experience any problems with the server.

Just so that you have all the commands neatly contained in one place, here is just about everything you will need to know. Note that the list is running on a Lyris ListManager; this is a very new (and VERY NICE!) server, so be aware that the commands might be different from those that you are used to using on other list managers. (For more information on Lyris ListManager, see

<http://www.lyris.com/>.)

1. First of all, almost everything that you might need to do on the server is most easily and effectively performed via its web interface at <http://clio.lyris.net/rhapsody/>.

2. In case you do not have Web access, here are some key commands; in all cases, the default server address is <[email protected]>. Other addresses are shown where appropriate.

Note: Commands may be placed in either the subject line or in the body of the message:

SUBSCRIBING: subscribe rhapsody your_name join rhapsody your_name alternate address: [email protected]

UNSUBSCRIBING: unsubscribe rhapsody leave rhapsody alternate address: [email protected]

SETTING MEMBERSHIP TO DIGEST MODE: set rhapsody digest

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SETTING MEMBERSHIP TO INDEX MODE: set rhapsody index

SETTING MEMBERSHIP TO DISCUSSION MODE: set rhapsody mail

TEMPORARILY SUSPENDING MAIL FROM THE LIST: set rhapsody nomail

RESUMING MAIL FROM THE LIST: (command depends on your preferred mode) set rhapsody mail set rhapsody digest set rhapsody index

ACKNOWLEDGMENT: set rhapsody ack

(sends you a confirmation message when your posts are distributed) set rhapsody noack

(no confirmation message when posts are distributed)

RECEIVING COPIES OF YOUR OWN POSTS: set rhapsody repro

(receive copies of your own posts) set rhapsody norepro

(do not receive copies of your own posts)

SETTING YOUR PASSWORD: set rhapsody pw=mypassword

(where "mypassword" is the password you wish to set)

DETERMINING YOUR MEMBERSHIP SETTINGS: query rhapsody

RETRIEVING THE CURRENT VERSION OF THIS DOCUMENT: get rhapsody hello

MORE INFORMATION ON LYRIS LISTMANAGER'S COMMANDS: help

RETRIEVING THE CURRENT LIST FAQ:

Send a blank email message to: [email protected]

RETRIEVING THE CURRENT LIST OF RHAPSODY RESOURCES:

Send a blank email message to:

ListManager User Guide | 745 | October 2013

[email protected]

RETRIEVING THE CURRENT LIST OF RHAPSODY QUESTIONS AND ANSWERS:

Send a blank email message to: [email protected]

POSTING TO THE LIST: You must be a subscriber to post messages. Sending mail to this address will distribute it to all the members of the mailing list: [email protected]

3. CHANGING YOUR SETTINGS/ADDRESS VIA THE WEB INTERFACE: To do this, go to

<http://clio.lyris.net/rhapsody/> and click the link in the "Change Your Settings" section. You'll need to enter your email address and password (if you chose one) to continue.

(If you've forgotten your password, you can type in your email address in the field at the bottom of the page and click "Get password" to request Lyris ListManager to email your password to you.)

At the following page, you can read messages, post a message, adjust your settings, or unsubscribe. From the settings page you can change your status (MAIL, DIGEST, INDEX, or

NOMAIL), choose whether or not to see your own messages, or choose whether or not you want to receive a separate acknowledgement via email when one of your messages is posted to the list. You can also change your email address if you need to. When you change your settings, make sure you click the Save button at the bottom of the page.

4. RDL Web site: The Rhapsody Discussion List has a Web site at

<http://user.icx.net/~bgiles/rhapsody/>. The Web site includes all the information in this document, PLUS a list of common questions and answers, and a list of Rhapsody resources, both on and off the Internet.

Please visit the site and let us know what you want to see there.

5. OBTAINING THE FAQ AND OTHER DOCUMENTS: You can receive the current version of the

Rhapsody Discussion List FAQ by email at any time by sending an email message to <[email protected]>. The subject line and body text of your message are ignored. Simply sending a blank message to this address is sufficient.

You can receive a current list of Rhapsody resources by sending a blank email message to

<[email protected]>.

You can receive a current list of Rhapsody questions and answers by sending a blank email message to <[email protected]>.

ListManager User Guide | 746 | October 2013

6. BOUNCED MAIL: One of the key features of Lyris ListManager is its ability to handle mail bounces transparently to the list owner; as such, bounced mail will be handled primarily by the

Lyris ListManager.

7. POSTS/REPLIES FROM DIGEST USERS: You *must* change the Subject: line when replying to a digest; all posts with "RHAPSODY DIGEST" in the

Subject: line will be rejected by the server (you will receive a "rejection letter" when this happens).

PROBLEMS: If you have ANY problems related to the Rhapsody Discussion List, *please* do not post them to the list. Listmoms (list managers) are at your disposal for this very purpose; please avail yourself of the resource:

Bruce Giles <[email protected]>

Randy Meadows <[email protected]>

Vince Sabio <[email protected]> (list owner)

To send a message to all three listmoms at once, use the address <[email protected]>.

If you have any questions about the list or the Lyris ListManager, feel free to contact any or all of us. (NOTE: I currently manage five mailing lists; please be sure to state in your message which list you are referring/subscribed to. Thanks!)

Once again, welcome to the Rhapsody Discussion List.

- Vince Sabio

Rhapsody List Owner [email protected]

OTHER LISTS:

As I mentioned earlier, here are two very good Macintosh-related mailing lists:

Mac-L: Macintosh News and Information

Format: Open subscription/open discussion

Server: [email protected]

In body: subscribe Mac-L your_name

MacMarines: A Macintosh advocacy/activist group

Format: Open subscription/moderated/very little discussion

Server: [email protected]

In body: join macmarines your_email_address

ListManager User Guide | 747 | October 2013

DISCLAIMER:

The Rhapsody Discussion List is not associated with Apple Computer Corporation or its affiliates.

The list is an independent open forum for news, information, and discussion relating to the

Rhapsody operating system. The server and resources for the Rhapsody Discussion List are provided by Acme Corp, Ltd., which also has no association with Apple Computer Corp.

Sample "Confirm" Document

Here is a sample "confirm" document that uses mail merge codes to put the correct information in. You might want to create a server-level confirm document with this text in it, so that all lists can use this same confirm document and ListManager will automatically substitute the correct information in.

Note: Please note that all list document messages will appear as coming "FROM: Lyris

ListManager". To override this and change this to another FROM: designation, you can change

the headers in the Content Advanced tab.

ListManager provides a "confirm" template that you may use when creating your own confirmation message. Note that a confirm-type document should have %%url.confirm%% or

%%email.confirm%% so users may confirm their memberships.

Subject: Your confirmation is needed

Welcome! Your confirmation is needed for the following lists:

%%whatlistsunconfirmed%%

By clicking on this link, you will confirm yourself for all of these lists at once!

%%url.confirm%%

Or, send a message to

%%email.confirm%%

Or, unsubscribe immediately by sending an email message to %%email.unsub%%

ListManager User Guide | 748 | October 2013

Autoresponders

Utilities: Automated Messages: Autoresponders

An autoresponder is a ListManager email address that sends a specified document to the

sender.

For instance, you can set up a "[email protected]" autoresponder that sends a price list to anyone who sends an email to [email protected].

An autoresponder with information on how to unsubscribe or get in touch with someone at your organization is useful to have in the From: field of your content.

An autoresponder may also be used to automatically process complaints sent to you by an email

provider.

Finding an Autoresponder

Twenty autoresponders are shown at a time. To view more, click Show more. Repeatedly clicking Show more will show greater numbers of autoresponders at a time.

You may change the sorting order of the autoresponders by clicking the up or down triangles next to Email or Title. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click Next to see the next twenty autoresponders, Previousto see the last twenty.

Email

The email address prefix for this autoresponder.

ListManager User Guide | 749 | October 2013

Title

The title of this autoresponder.

Click on the drop-down box to select a different list's autoresponders, or to view all autoresponders for the server.

Viewing or Editing an Autoresponder

To view an autoresponder, click on the autoresponder's email prefix. You will be taken to the

Utilities: Autoresponders: Edit Autoresponder page, where you can view or edit the

autoresponder.

Copying an Autoresponder

Click Copy next to the autoresponder you'd like to copy.

Deleting an Autoresponder

Click Delete next to the autoresponder you'd like to delete. ListManager will ask you if you're sure before deleting the autoresponder.

Creating An Autoresponder

Click create new autoresponder to be taken to the Utilities: Autoresponders: New

Autoresponder page.

Download as a File

Click on the disk icon to download your list of autoresponders in CSV format.

Custom Handling of Complaint Mails

Users can override the default behavior of the complaint handlers. If the appropriate entry is

added to the tclCustom.tcl

file (which is sourced by ListManager on startup if the file exists) in

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Tcl library directory (tclweb\lib\lm on Windows, tclweb/lib/lm under Linux), a new process for handling complaint mails can be created. You may wish to create a replacement or additional process for complaint handling, to take care of tasks like unsubscribing the complainer on all lists on the server (or site), writing complainers to an external table, etc.

To make sure that the custom handler is used, here is how to set up the autoresponder:

1) Go to Utilities : Automated Messages : Autoresponders

2) Click Create New Autoresponder.

3) On the Essentials Tab, create an Email address prefix for your complaint handler (e.g., abuse).

4) On the Advanced Tab, select Complaints for the "Special Mail Handling" dropdown, and your complaint handler (e.g., NewComplaintHandler using the example below) for the "Run Tcl

Extension" dropdown.

5) Click the Save button to put the new handler into production.

Here's an example of what the tclCustom.tcl file should look like:

#########################################################################

# file tclCustom.tcl

# establish the special handler Tcl namespaces namespace eval ::tclextensions:: {} namespace eval ::tclextensions::autoresponder:: {}

# Any procedure that starts with ::tclextensions::autoresponder:: will show up in the "Run Tcl

Extension" dropdown

# but the name must NOT start with _extract

# Arguments

# MemberID - the MemberID_ value of the user from the members_ table

# MailingID - the MessageID_ value of the incoming message in the inmail_ table

# ListID - the ListID_ value from the lists_ table that the complaining member is on

# ComplaintMessageID - the MessageID_ value from the outmail_ table for the posting that the user is complaining about

# UserNameLC - the local name (part to the left of the @ in the email address) for the complaining user

# Domain - the ISP/domain name part of the email address of the complaining user

# RcptTo - the destination address that the complaint was sent to (which is the auto-responder's email address)

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# Return value

# 0 - This extension replaces the default complaint processing

# 1 - This extension is used in conjunction with the default complaint process (but precedes it)

# proc ::tclextensions::autoresponder::NewComplaintHandler {MemberID MailingID ListID

ComplaintMessageID UserNameLC Domain RcptTo} {

# Write the complaining user out to a file set fd [open "C:\\complaints.txt" a] if {$fd == ""} {

# can't open file, just continue processing return 1

} set callinfo "MemberID - $MemberID\nMailingID - $MailingID\nListID -

$ListID\nComplaintMessageID - $ComplaintMessageID

UserNameLC - $UserNameLC\nDomain - $Domain\nRcptTo - $RcptTo\n"

# write parameters out to the file, catch and ignore errors catch {puts $fd $callinfo} catch {close $fd}

# allow default processing to occur return 1

}

New/Edit Autoresponder

Utilities: Automated Messages: Autoresponders: New/Edit Autoresponder: Essentials

The Edit Autoresponder pages are identical to the New Autoresponder pages.

Email Address Prefix

The email address that the autoresponder will respond to. If you enter "sales," any mail sent to

"sales@…" on this ListManager server will trigger the autoresponder. You cannot have duplicate autoresponder email addresses on the ListManager server, nor can you have an autoresponder address which is the same as a list address.

Do not enter an @ sign or a hostname; that will be filled in automatically by ListManager.

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When ListManager replies to an auto-responder request, the From: and Reply-To: of the document sent back is the address of the auto-responder itself.

Document Title

The name of the document you'd like to have sent automatically when someone writes to the autoresponder address. If you don't see the name of the document you want, or if you'd like to

create a new one, click on Create Document to be taken to Utilities: List Document: New List

Document .

Utilities: Automated Messages: Autoresponders: New/Edit Autoresponder: Advanced

Notify Email Address

If filled in, this email address will receive a notification when this match phrase is triggered. The notification will include the full document text of the email message sent to trigger the autoresponder.

You may have multiple addresses notified by separating them with commas. Example: [email protected], [email protected]

Applies To

Select the desired list, site, or server from the drop-down menu. Server-wide autoresponders can only be created or edited by server administrators. Autoresponders for sites can only be created or edited by site administrators, and list administrators can create and edit autoresponders for only the lists accessible to them.

Special Mail Handling

To make this a Complaint autoresponder, select Complaints.

Learn more about complaint autoresponders .

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Run Tcl extension

Runs the specified Tcl extension on the message. This option is only available to server administrators. By selecting "whitelist-complaint-handler", messages sent to this autoresponder address will:



Automatically delete any active mailings for the member



Unsubscribe the member



Ban that member from the list, so the member may not be readded



Log the complaint, viewable in Reports: Members: Member Complaints and recorded in the lyrMemberComplaintLog table.

To use this feature, you must have an agreement with an ISP to send complaints to the email

address you specify for this autoresponder. See Whitelist Complaint Handling for more

information.

Utilities: Automated Messages: Autoresponders: New/Edit Autoresponder: For Programmers

Run a Program Before

This setting allows you extend the auto-responder command processing with your own program. When the auto-responder is triggered, your program will first be run and then your program can do any processing it wishes on the message. If your program wants to stop processing of the message, it can delete it.

Run a Program After

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Match Phrases

Utilities: Automated Messages: Match Phrases

Match phrases are a feature in ListManager that allow you to trigger various actions based on some text appearing in a message. You can look for a trigger phrase in the body of a message, in the headers, in the Subject:, the From:, etc.

Match phrases permit several kinds of security restrictions to be placed on postings. For example, you can use a match phrase to refuse if a message if particular text either does or does not appear in a specific place in the message.

A few examples will help to clarify this:

Suppose that everyone in your company uses the Eudora Email program, which, incidentally inserts a "X-Mailer: Eudora" header in every message it sends. You can put a match phrase that automatically rejects any message not created with Eudora. Then, to hide the fact that "X-

Mailer: Eudora" might be the trigger phrase, have the ListManager match phrase change the message to say "X-Mailer: Windows Eudora," so that it no longer matches.

This use of the match phrase feature allows you to reject all messages that do not have some secret phrase in them. If you want, you can create multiple match phrases to add several layers of checks. This sort of checking is very useful with announcement lists.

Match phrases also have the capability of sending a document back, so you can inform the attempted sender that their message was refused. You also have the option being notified when a match phrase is triggered. This lets you monitor attempts to "hack" your system.

Another example: Suppose that you maintain a mailing list to discuss Apple computers and you are not interested in discussing Unix. You can set a match phrase to refuse any message that mentions "Unix". People often use this feature to bar inappropriate language on their discussion lists.

Match phrases are not restricted to postings. For example, they can also be put on an autoresponder. You could put your price list on an auto-responder, but require a password to get it.

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If the password is not in the email message, the match phrase triggers and sends a refusal message. If the password is present, the match phrase does not trigger and the price list is sent.

Some people use match phrases to disable ListManager server commands or to be notified of things that are suspicious. For example, some mailing list owners have had their lists "hacked" when they were using other list managers and like to be told if someone is trying to snoop through their list. Thus, they disallow the "review" command (which already does not provide the member list) and set themselves to be notified of any attempts to use this command.

Yet another use of match phrases is to only allow postings from certain domains -- for example, only people whose email addresses have the text "@yourcompany.com" in their From: address are allowed through.

Note that ListManager's header rewrites are performed before messages are processed by match phrases.

Match phrase checking is not performed on some addresses, such as listname-owner addresses.

Finding a Match Phrase

Twenty match phrases are shown at a time. To view more, click Show more. Repeatedly clicking

Show more will show greater numbers of match phrases at a time.

You may change the sorting order of the match phrases by clicking the up or down triangles next to Phrase, Title, or Reject. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click Next to see the next twenty autoresponders, Previous to see the last twenty.

Phrase

The phrase name that triggers this match phrase to respond (either accept or reject the message).

Title

The title of the response document (if any) associated with the match phrase.

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Reject

Displays whether or not ListManager is to reject (yes) or accept (no) a message containing the match phrase.

Click on the drop-down box to select a different list's match phrases, or to view all match phrases for the server.

Viewing or Editing a Match Phrase

To view a match phrase, click on the match phrase name. You will be taken to the Utilities:

Automated Messages: Match Phrases: New Match Phrase: Essentials page, where you can view

or edit the match phrase.

Title

Displays the name of the response document associated with the match phrase. When creating match phrases, you can set if a response document is sent to the sender, whether the message is accepted or rejected. If no document is associated with the match phrase, it will say "(none)".

To associate a particular document from Document Content with a match phrase(s), see

Utilities: Automated Messages: New Match Phrase: Essentials .

Reject

Displays whether or not ListManager will reject (yes) or accept (no) messages containing this match phrase.

Copying a Match Phrase

Click Copy next to the match phrase you'd like to copy.

Deleting a Match Phrase

Click Delete next to the match phrase you'd like to delete. ListManager will ask you if you're sure before deleting the match phrase.

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Creating a Match Phrase

Click create new match phrase to be taken to the Utilities: Automated Messages: Match

Phrases: New Match Phrase: Essentials page.

Download as a File

Click on the disk icon to download your list of match phrases in CSV format.

Utilities: Automated Messages: Match Phrases: New/Edit Match Phrase: Essentials

Search Phrases

Determines the word or phrase that will trigger the action set below. For example, if the phrase were "make money fast," a message which used this phrase would trigger this action. Instead of their message going to the mailing list, the sender would receive a document via email. This is an effective way to block unwanted topics on your mailing list.

You can have several phrases, any of which will cause this action, by entering several phrases in the field. The phrases must be entered one on each line, for example: viagra make money fast

For power users, match phrases support regular expression for matching text. To specify that a given match phrase text is a regular expression you surround the text with / characters, as in:

/regexp/ (Note: Regular expressions are a sophisticated mathematical description for text matching patterns).

Reject this Message

Set whether or not the message will be rejected based on the inclusion of a match phrase entered above. If set to "Yes," the message will be rejected, and can be done with or without a response document; if set to "No," the message will be accepted, with or without a response document. The default is set to "Yes".

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Response Documents

Determines what response, if any, when this match phrase is triggered. The default is set to

"(none)".

If you select a document from the drop-down menu, this document will be sent to the person who sent the message. Note that for documents to appear in this drop-down menu, they must

first be created in Utilities: Automated Messages: Document Content .

If you choose "(none)" then no document will be mailed back and the email message that caused the "match phrase hit" will be accepted or rejected based on the above setting (without sending a document back to the sender). You can use this "(none)" match phrase response to stop mail loops or to blacklist people that you don't want accessing your server.

To summarize, when a match phrase is found, there are four options, based on the above

settings:

1. Reject the message with no response document (reject = yes, response document = none )

2. Reject the message with a response document (reject = yes, response document = any from the list)

3. Accept the message with no response document (reject = no, response document = none)

4. Accept the message with a response document (reject = no, response document = any from the list)

Utilities: Automated Messages: Match Phrases: New/Edit Match Phrase: Advanced

Rule

Determines the portion of the incoming email message that will be checked for the match phrase. The entire message, or some subset of it (the first line, the From: line, etc.).

Notify Email Addresses

If filled in, these email addresses will receive a notification when this match phrase is triggered.

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The notification will include the full document text that caused the match phrase to trigger. If you want to specify several email addresses to be notified, put each address on a separate line: [email protected] [email protected]

Replace With

Replace any matched text with this text.

(Note: This feature does not work with regular expressions as match phrases.)

This option is extremely useful for announcement lists, as it can be used to provide transparent posting security, so that only you are allowed to send to your mailing list, with 100% security. No one else is able to and you do not have to do anything special once it is set up.

For example, you can create a match phrase which refuses any postings that do not have your signature line in them and changes your signature in a subtle way, perhaps changing a comma to a semicolon, so that the match phrase which allows posts is no longer present.

Or, if you are using a particular version of a mail program, which adds its own header to every message (example: "X-Mailer: MS Mail 3.412") you can set your list up to refuse any message that doesn't have a particular characteristic.

Another use is to require a certain password to be included in every posting, and all postings without that password are rejected.

If you do not use the "Replace With" feature, then the key phrase, which allowed the message to go through, is visible in your postings. Thus, it is possible that someone would take your example message, change a few things, and attempt to forge the message as if it came from you. Because the key phrase is visible in the posted message, someone can exploit this. This is unlikely, but it is possible.

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There are some malfunctioning mail server programs which take locally undeliverable mail and return it in such a way that it looks exactly like the original post. ListManager almost always catches this problem (because they have headers in them that ListManager added to catch this) but, the same technique is possible by someone who is dishonest.

The "Replace With" feature allows you to change (or erase) the key phrase which allowed your message to be posted. Say, for example, that you set your match phrase to refuse all postings that do not contain "X-Mailer: MS Mail 3.412" in their header. Messages that are accepted should change this key phrase to have a slight difference, say: "X-Mailer: MS Mail 3.413". There is no way for others to know that the "2" changed to a "3," and hence no way for them to bypass your security.

Other headers can be used as well. For example, have the match phrase be a particular

"Received" header, which indicates from where the message came from. Set your match phrase to look for a Received: header that only your internal network would generate. Set your match phrase to refuse messages, which do not have this, Received: line, and then slightly alter the

Received: line so that others do not know what the key is to get in.

This feature can also be used to implement password based posting, which means any contribution that does not have the posting password is refused. For example, set your match phrase to refuse any posting which does not contain the word "open sesame," then set the match phrase to Replace With a space (" ") thus, erasing the password.

Applies To

Determines in which cases ListManager will check for this Match Phrase.

The choices are:

Mailing List

Applies to the mailing list that is selected.

All Mailing Lists on This Site

Applies to all lists on the site. Available only if you are creating a match phrase as a site admin.

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All Mailing Lists on This Server

Applies to all lists on this server. Available only if you are creating a match phrase as a server admin.

Mail Sent to the Listmanager@ Command Address

Applies only to mail sent to the listmanager@ address for this server. Normally, Match Phrases are applied to the mail sent to a mailing list. With the "listmanager@" setting, mail sent to the

ListManager Address is checked for match phrases. This lets you add additional commands to the ones that ListManager normally understands. For instance, if you want to offer an application form for joining a mailing list, you could create a match phrase for "get application" which responds by sending back the application form.

Admin Access Level

Select the desired list, site, or server from the drop-down menu. Server-wide match phrases can only be created or edited by server administrators. Match phrases for sites can only be created or edited by site administrators, and list administrators can only create and edit match phrases for the lists accessible to them.

Utilities: Automated Messages: Match Phrases: New/Edit Match Phrase: For Programmers

Run Program Before

This setting allows you to extend the match phrase command processing with your own program. When the match phrase is triggered, your program will first be run and then your program can do any processing it wishes on the message. If your program wants to stop processing of the message, it can delete it.

Run Program After

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Administration

Utilities: Administration

This menu allows you to administer your lists, topics, sites and server. You may also create new administrators.

Administrators

Create or edit List ,

Site

and Server

administrators for ListManager, and permission groups for

various accessibility levels.

Lists

Create or delete lists . Available to site or server administrators only.

Server

Edit server wide settings that affect sending and delivery for all lists.

Sites

Create and edit sites . Only server administrators can create sites.

Topics

Create and edit topics .

Billing

Admins

Utilities: Administration: Administrators

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This page allows you to manage administrators at all levels according to your administrative privileges.

ListManager allows full delegation of rights and responsibilities to others, so that administrators only have control over what is appropriate for them to control. The three kinds of administrators are:

List Administrators

Typically, someone (or several people) on each mailing list act as the administrator of the mailing list. They can add and remove members of the group, approve moderated messages, and other things which concern regular mailing list maintenance. A list administrator can only make other list administrators.

Site Administrators

A site administrator typically doesn't deal with the day-to-day workings of a mailing list. Instead, the site administrator can create and remove mailing lists, create documents, create autoresponders and other functions that affect the site as a whole. A site administrator is also entitled to act as the list administrator of any mailing list in their site, and may make other site administrators or list administrators.

Site administrators are often unaware of other sites on the server, nor are they aware of mailing lists belonging to these other sites.

Server Administrators

The server administrator controls how the server runs. The server administrator can create sites, and has control over things that affect all the sites and lists on their server. A server administrator can access all Site and List administration menus, and may make other administrators at any level.

NOTE: Each administrator should have a unique login. Shared logins may cause web interface conflicts.

Permission Groups

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List Administrators

Utilities: Administration: Administrators: List Administrators

A list administrator is a list member with additional administrative rights. To be a list administrator, a member must have a name and password specified, and the setting Is List

Admin? must be set to "yes."

A table of the list's administrators is displayed here. If you have access to other lists on the server, the administrators for those lists will be displayed here as well.

Finding Administrators

Twenty list administrators are displayed at one time. To view more, click Show more.

Repeatedly clicking Show more will show greater numbers of administrators at a time.

You may change the sorting order of the administrators by clicking the up or down triangles next to Email and Name. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click on next to see the next twenty administrators, previous to see the last twenty.

Viewing or Editing An Existing Administrator

To view an administrator, click on the admin's email address. You will be taken to the Members:

View Members: Edit Member screen, where you can view or edit the administrator.

Copying an Administrator

Click Copy next to the administrator you'd like to copy. ListManager will show you the old name and email address, and will ask you the new name and email address you'd like. The member created will have all of the settings of the old member, including the password.

Deleting an Administrator

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Click Delete next to the administrator you'd like to delete. ListManager will ask you if you're sure before deleting the administrator.

Creating a New Administrator

Click create new Administrator to be taken to Members: View Members: New List Admin, which

is identical to Members: Add Members: Add Member except the settings are appropriate for a

list admin and you will be prompted for a password on the Basics tab.

Note that if an address is currently a member on the list as a non-administrator, you will not be able to create them as an administrator here. Instead, you will need to find the member in

Members: View Members and change the settings.

Download as a File

Click on the disk icon to download your list of admins in CSV format.

Site Administrators

Utilities: Administration: Administrator Accounts: Site Administrators

Finding Site Administrators

Twenty site administrators are displayed at one time. To view more, click Show more.

Repeatedly clicking Show more will show greater numbers of administrators at a time.

You may change the sorting order of the administrators by clicking the up or down triangles next to Email and Name. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click Next to see the next twenty administrators, Previous to see the last twenty.

Viewing or Editing An Existing Administrator

To view an administrator, click on the admin's name.

Copying an Administrator

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Click Copy next to the administrator you'd like to copy. ListManager will show you the old name and email address, and will ask you the new name and email address you'd like. The administrator created will have all of the settings of the old administrator, including the password.

Deleting an Administrator

Click Delete next to the administrator you'd like to delete. ListManager will ask you if you're sure before deleting the administrator.

Creating a New Administrator

Click create new administrator. You will be taken to Utilities: Administration: Administrator

Accounts: Site Administrator: New Site Administrator .

Download as a File

Click on the disk icon to download your list of admins in CSV format.

Utilities: Administration: Administrators: Site Administrator: New Site Administrator:

Essentials

Name

Required. The name of this administrator.

Email Address

Required. The email address of this administrator.

New/Verify Password

Required. The password for this administrator, masked and encrypted. To change the password, it must be entered twice to verify it has been entered correctly.

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If the email address has multiple accounts on the server, you will be prompted to select which accounts to apply the new password to.

Sites

The sites accessible to this administrator. Click on Choose Sites to select or deselect sites for this

administrator. You will be taken to Utilities: Administration: Administrator Accounts: Site

Administrator: Choose Sites .

Permission Group

Select the URL page permission group for this site administrator from the drop-down menu. This enables administrators to either allow or deny access to specific URLs within ListManager. To allow this administrator access to all URLs, select "Allow all". In order for permission groups to

appear here, they must first be created in Utilities: Administration: Administrators: Permission

Groups . ListManager includes some default permission groups which will be listed here as well.

The default setting is "Allow all".

Enable WYSIWYG Editor

By default the HTML editor is available to administrators in Content and Mailings. Some

administrators may prefer to have the HTML editor always disabled, especially if they are always using their own HTML, which may be munged by ListManager's included HTML editor.

Note that if an administrator is both a list and site or server administrator, the site or server admin setting for Enable WYSIWYG Editor will override the list administrator setting.

Utilities: Administration: Administrators: Site Administrator: Choose Sites

This page displays the sites that are available to you. By default, the current site will be selected for this administrator. To select specific sites, click on them under Available Sites and click on the >> button to move them to the Chosen Sites. To deselect a site, click on it and click on the << button to move them to Available Sites. You may use the Ctrl key to select multiple sites at a time.

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Utilities: Administration: Administrators: Site Administrator: New Site Administrator: Contact

Info

This page is for informational purposes only.

Telephone Number

The telephone number of the administrator.

Fax Number

The fax number of the administrator.

Postal Address

The postal address of the administrator.

Utilities: Administration: Administrators: Site Administrator: New Site Administrator: Personal

Info

This page is for informational purposes only.

Language

The administrator's primary language.

Comment

Any additional comments about the administrator.

Server Administrators

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Utilities: Administration: Administrators: Server Administrators

Server Administrators are the most powerful administrators in ListManager. They have access to all lists and sites, and may modify server settings. They may also make changes to the database through ListManager, and see reports about server performance.

Finding Server Administrators

Twenty server administrators are displayed at one time. To view more, click Show more.

Repeatedly clicking Show more will show greater numbers of administrators at a time.

You may change the sorting order of the administrators by clicking the up or down triangles next to Email and Name. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click Next to see the next twenty administrators, Previousto see the last twenty.

Viewing or Editing An Existing Administrator

To view an administrator, click on the admin's name.

Copying an Administrator

Click Copy next to the administrator you'd like to copy. ListManager will show you the old name and email address, and will ask you the new name and email address you'd like. The administrator created will have all of the settings of the old administrator, including the password.

Deleting an Administrator

Click Delete next to the administrator you'd like to delete. ListManager will ask you if you're sure before deleting the administrator.

Creating a New Administrator

Click ceate new administrator. You will be taken to Utilities: Administration: Administration

Accounts: Server Administrators: New Server Administrator .

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Download as a File

Click on the disk icon to download your list of admins in CSV format.

Utilities: Administration: Administrators: Server Administrators: New Server Administrator:

Essentials

Name

Required. The name of this administrator. It is not recommended that you change the name of the "Admin" server administrator to another name, because it will cause problems with any subscribe forms you create.

Email Address

Required. The email address of this administrator.

New/Verify Password

Required. The password for this administrator, masked and encrypted. To change the password, it must be entered twice to verify it has been entered correctly.

If the email address has multiple accounts on the server, you will be prompted to select which accounts to apply the new password to.

Permission Group

Select the URL page permission group for this server administrator from the drop-down menu.

This enables administrators to either allow or deny access to specific URLs within ListManager.

To allow this administrator access to all URLs, select "Allow all". In order for permission groups

to appear here, they must first be created in Utilities: Administration: Administrators:

Permission Groups . ListManager includes some default permission groups which will be listed

here as well.

The default setting is "Allow all".

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Enable WYSIWYG Editor

By default the HTML editor is available to administrators in Content and Mailings. Some

administrators may prefer to have the HTML editor always disabled, especially if they are always using their own HTML, which may be munged by ListManager's included HTML editor.

Note that if an administrator is both a list and site or server administrator, the site or server admin setting for Enable WYSIWYG Editor will override the list administrator setting.

Utilities: Administration: Administrators: Server Administrators: New Server Administrator:

Contact Info

This page is for informational purposes only.

Telephone Number

The telephone number of the administrator.

Fax Number

The fax number of the administrator.

Postal Address

The postal address of the administrator.

Utilities: Administration: Administrators: Server Administrators: New Server Administrator:

Personal Info

This page is for informational purposes only.

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Language

The administrator's primary language.

Comment

Any additional comments about the administrator.

Permission Groups

Utilities: Administration: Administrators: Permission Groups

The default list, site and server administration levels are all many ListManager users need.

However, some require more granular administration capabilities, such as the ability to restrict some admins to only creating content, or only viewing reports.

Permission groups allow customizable access to ListManager's administrative interface by allowing or denying administrators access to particular ListManager interface URLs. ListManager includes several permission groups, which may be edited.

Once a permission group has been created, administrators can then be assigned to it in Utilities:

Administration: Administrators.

Administrators assigned to a permission group will be able to access those ListManager administrator interface pages permitted to the group. Attempts to access restricted page will display a message saying the administrator does not have permission to access that particular page.

Permission Groups is an Enterprise level feature. To upgrade your license, please contact your

Lyris sales representative at [email protected]

Permission Group Features and Limitations

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To prevent administrators from being inadvertently locked out of ListManager, the ListManager homepage and the login page are always accessible to all administrators, regardless of any rules created to deny access to these URLs.



This feature has no effect on email commands. To block all email commands by a

user, ban their email address to the listmanager@ address with a match phrase .



The "admin" user (the login name "admin") is unaffected by any permission group setting. This limitation prevents you from accidentally locking yourself out of your own server; admin will always have access to everything.



All admins created or edited will, by default, have the same permission group applied to the current logged in administrator. Therefore, when an administrator with a particular set of access rules is logged in, any new administrators created at that time will have the same rules applied to them by default.



If a user name/password allows access to multiple lists, the permission group assigned to the user for this list will be used.



Permission groups do not apply to the discussion forum interface .

Finding Permission Groups

Twenty permission groups are displayed at one time. To view more, click Show more.

Repeatedly clicking Show more will show greater numbers of groups at a time.

You may change the sorting order of the permission groups by clicking the up or down triangles next to Group and Description. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click Next to see the next twenty permission groups, Previous to see the last twenty.

ListManager includes several default permission groups:



Approve Mailings (users are only allowed to approve mailings)



Create Content (users are only allowed to create content)



Create Mailings (users are allowed to create mailings, but cannot schedule or send them, or use utility functions)

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

No Server Administration (users are blocked from the server administration pages)



No Utilities (users are blocked from using the utilities section)



No Web Interface Access (users are not allowed to use the web interface, and can only access the homepage, the login page, and the discussion forum interface. In addition they can use email commands, which are not affected by permissions groups.)



Read Only Observer (users who cannot add, delete, or change any data)



Reports Only (users are only allowed to view reports)

Viewing Or Editing An Existing Permission Group

To view the rules set for a particular permission group, click on the group name. This takes you

to the Utilities: Administration: Administrators: Permission Groups: Permission Rules page,

where all the rules for this group are displayed.

Renaming Permission Groups

Click "rename" next to the desired group to change the name of the group. This takes you to the

Utilities: Administration: Administrators: Permission Groups: Rename Permission Group page.

The description can be edited here as well.

Copying Permission Groups

Click Copy next to the permission group you'd like to copy. ListManager will show you the old name, and will ask you for the new name. The default copy name is the original permission group name with "-copy" added to the end. The permission group created will have all of the settings and rules of the old group.

Deleting Permission Groups

Click Delete next to the permission group you'd like to delete. All the rules for the group will also be displayed and deleted. ListManager will ask you if you're sure before deleting the group.

Creating a New Permission Group

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Click on create new group. You will be taken to the Utilities: Administration: Administrators:

Permission Groups: New Permission Group page.

Download as a File

Click on the disk icon to download your list of permission groups in CSV format.

Utilities: Administration: Administrators: Permission Groups: New Permission Group

To learn how permission groups work, see Utilities: Administration: Administrators: Permission

Groups .

Once you have created a new permission group, you will be taken to the Utilities:

Administration: Administrators: Permission Groups main page. From this page, you may select the permission group you have created and add, edit or delete permission rules for it.

Permission Group Name

Enter a name for the new permission group. This can include any alphanumeric characters, including spaces, and can be up to 50 characters in length.

Description

Enter a relevant description for the permission group. This can include any alphanumeric characters, including spaces, and can be up to 100 characters in length. Make sure the description is helpful in your understanding of what this permission group will allow and disallow. For instance, "users are blocked from the server administration page".

Utilities: Administration: Administrators: Permission Groups: Rename Permission Group

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To learn how permission groups work, see Utilities: Administration: Administrators: Permission

Groups .

Permission Group Name

Enter a new descriptive name for the permission group. The current name will be displayed in this field and should be replaced. This can include any alphanumeric characters, including spaces, and can be up to 50 characters in length.

Description

Enter a new description for the group. The current description will be displayed in this field and should be replaced. This can include any alphanumeric characters, including spaces, and can be up to 100 characters in length. Make sure the description is helpful in your understanding of what this permission group will allow and disallow.

Once the group has been renamed, click Save to save the renamed group.

Utilities: Administration: Administrators: Permission Groups: Permission Rules

Permission groups enable administrators to create rules which either allow or deny users access

to particular URLs within ListManager. If a page in ListManager contains a word or location which has been set to "deny" access, the user will not be able to access that particular URL.

There are several default groups included, which can be edited. New groups can be created to customize the accessibility you would like to give your users. These rules work like firewall rules; if no permission rule matches, the default is to accept the user and allow access. If users are denied, a message informing them that they do not have permission to access that particular page will be displayed.

There is no limit to the number of rules which can be set for any group. The permission is either set to allow or deny access to a particular URL or to all URLs with a specific word, and the order

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in which ListManager reads these permission levels can be determined by moving the individual

rules up or down in the hierarchy. These rules are then applied to list ,

site

, or server

administrators as they are created.

Finding Permission Rules

Twenty permission rules are displayed at one time. To view more, click Show more. Repeatedly clicking Show more will show greater numbers of rules at a time. The permission rules will be listed in order, from lowest to highest. This table cannot be sorted, since the order in which they appear is relevant to their functionality.

Viewing Or Editing An Existing Permission Rule

To view a permission rule, click on the group name. This will take you to the Utilities:

Administration: Administrators: Permission Groups: Edit Permission Rule page, where the rule

can be edited. Note that you will not be able to edit your own permissions.

Copying Permission Groups

Click Copy next to the permission rule you'd like to copy. ListManager will show you the old description, and will ask you for the new description. The default copy name is the original permission rule name with "-copy"added to the end. The permission rule created will have all of the settings of the old rule.

Deleting Permission Rules

Click Delete next to the permission rule you'd like to delete. ListManager will ask you if you're sure before deleting the permission rule.

Moving Rule Hierarchy Up

Click "up" next to the rule you want to shift one level up. This moves it one level up and changes the order number. For example, if you have two rules, with order 1 and 2, and you click "up" next to rule 2, it will reverse the order:

Rule A Order 1

Rule B Order 2 (move up)

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becomes:

Rule B Order 1

Rule A Order 2

Moving Rule Hierarchy Down

Click "down" next to the rule you want to shift one level down. This moves it down onelevel and changes the order number. For example, if you have two rules, with order 1 and 2, and you click

"down" next to rule 1, it will reverse the order:

Rule A Order 1 (move down)

Rule B Order 2

becomes:

Rule B Order 1

Rule A Order 2

Creating a New Permission Rule

Click the add rule button. You will be taken to the Utilities: Administration: Administrators:

Permission Groups: Permission Rules: Add Permission Rule page. Here, a new rule and the

corresponding order can be created for this permission group.

Download as a File

Click on the disk icon to download your list of permission rules in CSV format.

Utilities: Administration: Administrators: Permission Groups: Add Permission Rule

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To learn how permission groups work, see Utilities: Administration: Administrators: Permission

Groups .

Action

Select Allow or Deny from the drop-down menu. Allow will enable the user assigned to this group to access the URL entered below, and Deny will not.

URL Pattern

Enter the URL pattern or word for which the user will be allowed or denied access to. This is what ListManager will search for in the URL of every page that this user tries to log into.

Examples:

1. Choose Deny from the drop-down menu, and enter "CSV" in the URL Pattern field:

CSV

This user will not be allowed to download any CSV files in ListManager. Every time the user tries to download a file and ListManager tries to go to the URL containing the word "csv", it will deny permission and display a message informing the user that they do not have permission to access this. If it is set to "Allow", the user will seamlessly access the CSV page.

2. Choose Allow from the drop-down menu, and enter

/utilities/administrators/ in the URL Pattern field. This user will be allowed access to the Administration section of

Utilities.

NOTE: Do not use the full path. Omit http://yourserver.

Description

Enter a relevant description for this rule. It can be up to 100 alphanumeric characters in length.

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Rule Order

Enter the rule order to be applied for this rule. ListManager will read them from lowest to highest, starting with rule 1. If there are skipped numbers, it will also read in order. For instance, if there is a rule 1 and a rule 3, it will obey them in that order. If you try to enter a rule with an existing order number, it will automatically create it with the next order number available. The default order number will be the next available one, so if you have rules 1-5 set, the default number will be 6.

Utilities: Administration: Administrators: Permission Groups: Edit Permission Rule

To learn how permission groups work, see Utilities: Administration: Administrators: Permission

Groups .

Action

Select Allow or Deny from the drop-down menu. Allow will enable the user assigned to this group to access the URL entered below, and Deny will not.

URL Pattern

Enter the URL pattern or word for which the user will be allowed or denied access to. This is what ListManager will search for in the URL of every page that this user tries to log into.

Examples:

1. Choose Deny from the drop-down menu, and enter "CSV" in the URL Pattern field:

CSV

This user will not be allowed to download any CSV files in ListManager. Every time the user tries to download a file and ListManager tries to go to the URL containing the word "csv", it will deny permission and display a message informing the user that they do not have permission to access this. If it is set to Allow, the user will seamlessly access the CSV page.

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2. Choose Allow from the drop-down menu, and enter

/utilities/administrators/ in the URL Pattern field. This user will be allowed access to the Administration section of

Utilities.

Description

Enter a relevant description for this rule. It can be up to 100 alphanumeric characters in length.

Rule Order

Lists

Utilities: Administration: Lists

This page allows you to select a list to edit or create a new one. To edit your list's settings, in the left Navigation bar, click Utilities, point to Administration, and then click Lists.

You can view the different lists designated to each site by selecting the correct site from the

"Site" drop-down listbox. Then only the lists for that site will be displayed below.

Finding a List

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Twenty lists are shown at a time. To view more, click Show more. Repeatedly clicking Show

more will show greater numbers of administrators at a time.

You may change the sorting order of the lists by clicking the up or down triangles next to Name or Description. By clicking the top triangle, the sort order will be ascending (a-z); clicking the bottom arrow makes the sort order descending (z-a). Click Next to see the next twenty lists,

Previous to see the last twenty.

Viewing or Editing a List

To view a list, click on the name next to the list you'd like to view. You will be taken to the

Utilities: List Settings page, where you can view or edit the list.

Copying a List

Click Copy next to the list you'd like to copy. ListManager will show you the old name and description for the list, and ask you for a new name and description. It will also ask if it should copy all the old list's administrators to the new one, and if it should copy all the members from the old list to the new one.

Deleting a List

Click Delete next to the list you'd like to delete. ListManager will ask you if you're sure before deleting the list. If that list is sending a mailing, the currently active recipients will be sent to before the list is deleted.

Note that you cannot delete the list you are currently logged into. Log in to a different list to

delete the list you're currently logged into.

Creating a List

Click create new list to be taken to the Utilities: Administration: Lists: New List page.

Download as a File

Click on the disk icon to download your list of lists in CSV format.

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Utilities: Administration: Lists: New List

This page allows you to create a list quickly and easily with the settings appropriate for your

type of list. You can always edit the settings later in the Utilities: List Settings menu.

Purpose of List

The purpose of list determines what the default settings Select the type of list you want to create. This selection will have a significant impact on your default list settings. The list types are:

Email Marketing

(Email sent from one person to many, with marketing features)

All list settings will be appropriate for a list intended for email marketing. The list will be configured so only administrators may send email to the list. If members reply to the message, their responses will go to the message’s author. This type of list is not available as a Newsgroup

by default; in order to make this available for newsgroups, it needs to be enabled in Utilities: List

Settings: Discussion Forum Interface: Message Reading . Here, in the discussion forum interface,

visitors cannot read archives if they log into the interface.

Open and Clickthrough tracking is on by default for all new mailings sent from an email marketing list.

Full personalization of messages (conditional content, mail merge) is possible because full scripting

is enabled for administrators. The list will accept messages from other lists as a child list .

Mailing and clickthrough data will be kept forever.

Messages sent to the list must be approved before they will be sent. The list settings may be

changed later in the Utilities: List Settings menu.

The list settings may be changed later in the Utilities: List Settings menu.

Announcements

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(Email sent from one person to many)

All list settings will be appropriate for a one-way announcement list. The list will be configured so only administrators may send email to the list. If members reply to the message, their responses will go to the message’s author. This type of list is not available as a Newsgroup by

default; in order to make this available for newsgroups, it needs to be enabled in Utilities: List

Settings: Discussion Forum Interface: Message Reading . Here, in the discussion forum interface,

visitors cannot read archives if they log into the interface.

Open and Clickthrough tracking is off by default for all new mailings sent from an announcement list.

Messages can be personalized because safe scripting is enabled for administrators. The list will

not accept messages from other lists as a child list .

Mailing and clickthrough data will be kept for

35 days.

Messages sent to the list must be approved before they will be sent. The list settings may be

changed later in the Utilities: List Settings menu.

Discussion (moderated)

(Email sent to and from many people, moderated)

All list settings will be appropriate for a moderated discussion list. The list will be configured so that all list members may send email to the list. If members reply to the message, their responses will go to the list. Messages sent to the list must be moderated by an administrator.

Mailing and clickthrough data will be kept for 5 days.

Unlike email marketing and announcement lists, discussion lists are available as a Newsgroup by default, and in this type of list, visitors are allowed to read archives from the list in the discussion forum interface. For discussion lists, advanced scripting/merge is off by default, so content cannot be personalized the way it is for email marketing and announcement lists. To

turn it on, it must be enabled in Utilities: List Settings: For Programmers: Email Scripting .

Open and Clickthrough tracking is off by default for all new mailings sent from a discussion list.

This type of list is not automatically enabled as a child list, meaning it will not accept postings from other lists.

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The list settings may be changed later in the Utilities: List Settings menu. Once a list has been

created, the

Discussion (unmoderated)

(Email sent to and from many people, unmoderated)

These function exactly like moderated discussion lists, with the exception that no moderation is required. Note that lists without moderation may be subject to spamming and flame wars, and are only recommended for small, self-controlled lists.

All list settings will be appropriate for an unmoderated discussion list. The list will be configured so that all list members may send email to the list. If members reply to the message, their responses will go to the list. No messages sent to the list will be moderated, unless sent by an

administrator using the ListManager web interface. Mailing and clickthrough data will be kept

for 5 days.

turn it on, it must be enabled in Utilities: List Settings: For Programmers: Email Scripting .

Open and Clickthrough tracking is off by default for all new mailings sent from a discussion list.

This type of list is not automatically enabled as a child list, meaning it will not accept postings from other lists.

The list settings may be changed later in the Utilities: List Settings menu.

List Name

Required. Single word name for this mailing list (for example, "jazztalk"). Since this name will determine the list's email address (e.g.,"[email protected]"), we recommend you limit it to fewer than 15 characters. Select the list name carefully—once configured, it cannot be

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changed! Use only lower-case alphanumeric characters (a-z, 0-9), hyphens (-),or underscores ( _

). Do not use spaces.

List Description

Required. A very short description of the mailing list. This description will be visible to users.

Also, when email goes out from the group, this description will be in the email message. Do not use any commas or "<" or ">" characters in your description.

For example, if the Description is Jazz Discussion, the Reply-To: field for mailing list email will be:

Reply-To: Jazz Discussion <[email protected]>

Admin Name

Required. The name of the administrator for this list. (Can be changed later in Members: Edit

Member .)

Admin Email Address

Required. The email address of the administrator for this list. (Can be changed later in Members:

Edit Member .)

Admin Password

Required. The password of the administrator for this list. (Can be changed later in Members:

Edit Member .)

Mail stream

To select a mail stream

Click the Mail stream drop-down list, and then choose the mail stream you want.

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Mail streams overview

Create a new mail stream

Recency limit

This setting excludes those who have received a certain amount of mail recently from receiving more mail. By default, ListManager will send to everyone regardless of how much mail they have received recently. Setting a recency limit for the list allows you to prevent members from receiving email if they have received the amount of mail in the number of preceding days that you specify here.

By default, no recency limit is set. To set or edit your recency limit, click edit recency. You will be

taken to Utilities: List Settings: Basic Information: Choose Recency . To remove a previously set

recency setting, click clear recency.

Note that a recency limit will not be available for your first list.

Server

Utilities: Administration: Server

The Server Administrator has control over all the sites and all the mailing lists on that machine.

Therefore, the settings in this section affect all sites and all lists on one server. To affect things

that are specific to a single site or a single mailing list, you would use the commands in Utilities:

Administration: Sites

or Utilities: Administration: Lists sections. As a server administrator, you

automatically have security clearance in those sections.

Server Settings

Modify essential server settings.

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Server Dashboard

Start and stop services across all nodes.

Operational Statistics

View statistics about ListManager's general functioning, your license capabilities, and mailing statistics.

Server Log

View or delete information about your server's activities.

Database

Administer the ListManager database.

Debug Log

Diagnose and see any problems associated with the log files created by ListManager.

Web Access Log

View log entries containing web access information.

Internationalization and Localization

Configure the character sets you use to write messages and other languages, and change the

ListManager interface into other languages.

DNS Diagnostic Tool

Check how ListManager resolves a domain.

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Server Dashboard--Overview

The Server Dashboard gives you the ability to monitor and configure a server and individual nodes in a clustered server.

TIP: For more information about nodes and clusters, see Clustering ListManager .

The Server Dashboard shows all nodes and services, the status of each one, and the alerts that help you identify potential problems.

List of all services

The Live column for each service shows the current state of the service. Services that must always be running on every node, such as DNS Resolver, show only the Live column. Services that you can turn on/off show an additional column, DB. The DB column specifies the service startup option. For example, in the illustration above, the API DB checkbox in not selected. This means that the API service will not run when the server starts.

If a service has multiple options that you can turn on/off individually, such as the Mail Send service, the Server Dashboard shows a Live and DB column for each option, for example Test

Priority.

List of all nodes

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Click the name of a node to see all services and the current state of each service. For more information, see Utilities: Debug Facilities: Services .

TIP: For more information about nodes, see Clustering ListManager .

Edit startup options

Select this checkbox to specify the service startup options. When you select this option, you can edit the settings in the DB column.

Hide MailSend options

Select this checkbox to hide the Test Priority and TM columns of the Mail Send service. You might want to do this to save screen space.

Status of all services

Indicates the status of the service:

—the service is running.

—in the Live column, indicates that the service is not running. In the DB column, indicates that the service will run when the server starts.

—applies to services that can run on only one node. Indicates that the service is activated on the node.

—applies to services that must always be running on every node. Click this button to restart the service.

—a service that must be running is down. Point at this icon to see the warning message.

Refresh

Click this button to update the Server Dashboard.

Save

Click this button to save your settings.

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Display alerts for following node(s)

Specifies the nodes for which to display alerts:

Hide Alerts—does not show alerts for any nodes.

All nodes—shows alerts for all nodes.

<Node name>—shows alerts only for the selected nodes.

Show alerts

The types of alerts to show: red and yellow, only red, or only yellow.

To show alerts, you must enable them on the Utilities: Administration: Server: Server Settings:

Alert Settings page.

Link to Alert Settings page

Gives you the ability to change the server alert settings. For information about setting alerts, see

Utilities: Administration: Server: Server Settings: Alert Settings .

Alert log

Shows the history of alerts that the server creates when resource levels exceed your configured thresholds.

To show alerts, you must enable them on the Utilities: Administration: Server: Server Settings:

Alert Settings page.

Severity—the severity of the alert, green, yellow or red

Green alerts indicate that a yellow or red alert has been corrected and does not exist anymore.

Yellow alerts indicate a warning. Red alerts indicate a potentially critical server condition that might required action.

Start time—the time when the alert was raised

Alert duration—the length of time that the condition has existed

Node name—the name of the node where the condition exists

Alert—the description of the condition

In addition to the description, the Alert column shows the alert id in the following format:

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The condition codes are:

SDN—ServiceDown. A service should be running but has exited prematurely.

SBY—ServiceBusy. A service is running but has been unavailable for longer than the threshold time.SCD—ServiceCrashed. A service has exited abnormally (crashed).

SDD—ServiceDowngraded. A service is running and available, but has lost some of its service threads. This condition indicates that the service might be in imminent danger of going down.

DBC—DBConnection. Database connection usage has risen to the threshold values.

LRQ—LongRunningQuery. A SQL query is taking longer to execute than the threshold time.

Long-running queries can impede other server activity.

Using the Server Dashboard

The Server Dashboard gives you the ability to monitor and configure a server and individual

nodes in a clustered server. For an overview of the Server Dashboard, see Server Dashboard--

Overview .

TIP: For more information about nodes and clusters, see Clustering ListManager .

To start a service

1. Click in the Live column.

A confirmation message opens.

2. Click OK.

The service is started.

To stop a service

1. Click in the Live column.

A confirmation message opens.

2. Click OK.

The service is stopped.

To activate a service that can run on only one node

1. Click of the service on the node you want.

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A confirmation message opens.

2. Click OK.

The service is activated on the selected node and de-activates it on all other nodes.

To restart a service that must always be running on every node

1. Click .

A confirmation message opens.

2. Click OK.

The service is restarted.

To change startup options for a service

1. Select the Edit startup options checkbox.

The checkboxes in the DB column are enabled.

2. Do one of the following:

• If you want the service to run when the server starts, select in the DB column.

• If you do not want the service to run when the server starts, select in the DB column.

Server Settings

Utilities: Administration: Server: Server Settings

This section stores several settings that apply to the entire server, such as your ListManager

Serial number.

Basic Settings

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Your serial code, and admin email address.

Machine Settings

Network Settings

TCP/IP settings and ports for sending and receiving email.

DNS Bypass

Domain Connection Limits

Create, edit, and delete domain connection limits.

Alert Settings

Manage alert settings. For more information, see

Security

User feature limits, bans of particular addresses, and GUI host configuration.

Create Segments

- All administrators may create both simple and advanced segments.There is no limit or restrictions for creating segments.

- List administrators may create simple segments only.Additionally, list administrators can only create simple segments for lists to which they have access.

- Only server administrators may create segments.

Delete Segments

- All administrators may create both simple and advanced segments.

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- List administrators may create simple segments only. Additionally, list administrators can delete segments to which they have access (which is actually the list related to that segment )

- Only to server administrators may delete segments.

Automatic Maintenance

Error mail handling, statistic logging intervals, purging data and mail loop protection.

Scheduled Tasks

Advanced

Message and digest wrapping for the entire server, and tools for programmers.

Map of all Settings

Basic Settings

Utilities: Administration: Server: Server Settings: Basic Settings: Basic Settings

Admin email address

This field should contain the email address of the administrator of this server. ListManager uses this email address to send critical information messages to. For example, if a mail loop is detected, ListManager will automatically end the loop, and notify the email address given here of the loop that occurred.

Forwarding orders

Forwarding orders allow ListManager to receive email for a given email address, and forward that email to another email address. For example, you might want to define an "administrator"

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(or "admin") email address on your server and have it forwarded to your personal email address.

You can define as many forwarding orders as you like, each one separated by a carriage return.

Each forwarding order has two parts: the first part is the email address you want ListManager to match on (the address on the ListManager) and the second part (separated by a space) is the email address to forward email to.

Here is an example of two forwarding orders that forward mail from "admin" and

"administrator" on a server named "server5.example.com": [email protected] [email protected] [email protected] [email protected]

You can specify multiple people to forward to, by separating each destination email address with a comma. One use of this feature might be to make a "cross-posting" address for multiple lists. Mail sent to this address could automatically be forwarded to several mailing lists. Another use of this feature is if there are several administrators who should receive the same email.

Here is an example: [email protected] [email protected],[email protected]

When forwarding to multiple recipients, be sure to separate each recipient address with a single comma, with no spaces between each email address; otherwise your forwarding order will not work.

Rewrite incoming "From:" header

Optionally rewrite incoming From: mail addresses using these rules.

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This feature is useful when your users have slightly varying email addresses. For instance, a user's email address might sometimes say "[email protected]" and other times say

"[email protected]". This feature lets you rewrite an email address so that it becomes something else.

To create an incoming "From" header rewrite rule, specify the string to search for, a space, and then the replacement string. The process is a simple search and replace in the "From" header. If the first string is found, then it is replaced with the second string.

You can specify as many rewrites as you like, each on a separate line.

Example:

@mail.example.com @example.com

In this case, the email address [email protected] will be rewritten to [email protected].

The incoming mail rewrites only apply mail coming into (being delivered to) ListManager.

Outgoing mail addresses are not affected.

Rewrite incoming "To:" header

Optionally rewrite incoming To: mail addresses using these rules.

This feature is useful for creating aliases. For instance, you may want people to be able to send mail to "listservices@…" and have it delivered to ListManager as "listmanager@…."

To create an incoming "To" header rewrite rule, specify the string to search for, a space, and then the replacement string. The process is a simple search and replace in the "To" header. If the first string is found, then it is replaced with the second string.

You can specify as many rewrites as you like, each on a separate line.

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Example: listservices@ listmanager@

In this case, the email address [email protected] will be rewritten to [email protected].

The incoming mail To: rewrites only apply mail coming into (being delivered to) ListManager.

Outgoing mail addresses are not affected.

Remove command email addresses

This option allows you to prevent ListManager from listening for command email addresses you specify.

By default, ListManager accepts email for a variety of command addresses, such as "subscribelistname@…" "help@…" "info@…" and many others. To prevent ListManager from responding to these addresses, list them here, one per line.

See Command Email Addresses for a complete list of all ListManager command addresses. Note

that if you are using a Rebrandable server, the rebrand email address is also a command email

address.

Enter the command address only, not the server domain name, one per line.

Examples: subscribe-jazztalk help info

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Utilities: Administration: Server: Server Settings: Basic Settings: Interface Messages

Home Page Notice

When specified, this text will be displayed at the top of the ListManager home page. If

ListManager is clustered, all nodes will display this text.

The home page notice may be used to alert users of changes or planned system downtime.

You may enter the text in HTML. Or, check the box at the bottom of the field to have

ListManager convert the text into HTML.

Note: Home Page Notice is unavailable in Version 9.

Server Unavailable Notice

This text will be displayed if ListManager is unavailable but the ListManager web server is running. By default, the message displayed is as follows:

<p><b><font size="5">Server Unavailable</font></b></p>

<p>Could not log you in because the ListManager server could not be reached.</p><BR>

This server unavailable notice only applies for this ListManager node or machine.

You may enter the text in HTML. Or, check the box at the bottom of the field to have

ListManager convert the text into HTML.

If ListManager is unavailable and you would like to change this notice, you may edit the text directly in ~/tclweb/bin/serverdown.txt.

Utilities: Administration: Server: Server Settings: Basic Settings: Time Zones

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On the Time Zone page, you can choose the time zone that you are sending mail from. This ensures that the time applied to your mailings is always correct, even if the clock shifts to accommodate Daylight Savings Time.

To choose a time zone

1. Click the Time Zone box.

2. Do one of the following:



Choose the preset that applies to your time zone. For example, if you are located in California, choose (GMT-08:00) Pacific (US, Canada, Mexico).



If one of the presets does not suit your need, choose Custom Definition.

To set up a Custom Definition

1. In the Time Zone box, choose Custom Definition.

2. In the Offset from GMT box, type an offset.

GMT stands for "Greenwich Mean Time." Greenwich, England is the location of the Prime

Meridian (longitude: 0); the world's 24 time zones are all determined by their relationship to the

Prime Meridian. The Eastern Standard Time zone has a GMT offset of five (i.e., it is five time zones west of GMT), so its offset would be -0500. The Pacific Standard Time zone is three time zones further west, so its GMT offset would be -0800.

3. If your time zone observes Daylight Saving (Summer) Time, click Yes next to Daylight Saving

(Summer) Time Observed? Otherwise, click No.

4. In the DST Start Rule and DST End Rule sections, choose the correct rules for your time zone.

DST (Daylight Savings Time) rules vary depending on which time zone you are in. Arizona, for example, does not observe Daylight Savings Time so it has no rules. For most other U.S. locations, the latest rules were established by the Energy Policy Act of 2005. The Act states that

DST now begins at 2 a.m. on the second Sunday of March and ends at 2 a.m. on the first Sunday in November.

5. When you are finished, click Save.

Machine/Node Settings

Utilities: Administration: Server: Server Settings: Machine/Node Settings: Basics

Serial number

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When you test or purchase ListManager, you receive a serial number from your account representative. Your serial number will be registered at Lyris Technologies when this page is

saved, and your ListManager server capabilities will be updated with a new activation code. If

you have a firewall, you may need to manually receive and enter an activation code.

If you do not have a serial number (or if your serial code has expired), and if your configuration requires one, your ListManager server will be disabled. Subscribes and unsubscribes will proceed normally, but you will not be able to post mailings to your list(s).

For more information about your ListManager license and serial code, see Your ListManager

Serial Number .

Utilities: Administration: Server: Server Settings: Machine/Node Settings: Limits

Maximum megabits

The average maximum megabits per second (Mbps) ListManager should use. By default, this setting is "0", meaning use as much bandwidth as necessary.

In some circumstances, ListManager may use all of your bandwidth, limiting other web applications. If you have bandwidth limitations and would like to prevent ListManager from using all of your bandwidth, enter the amount of bandwidth (in Mbps) it should be allowed to use on average.

Note that this feature regulates the average bandwidth used by the server. If you are sending out very large messages, ListManager will send each one as quickly as possible, but then will be idle for a period so that its average bandwidth is what is set here. If you must eliminate large bandwidth spikes as well as regulate your average bandwidth usage, you should consider a hardware solution (a managed switch with rate-limiting).

Maximum messages per hour

The number of messages your license permits you to send per hour. By default, ListManager will be set to use the maximum number of messages per hour permitted by your license. This setting allows you to lower the maximum number of messages per hour ListManager will send.

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Contact your account representative at 800-768-2929 or at [email protected]

for more information about increasing the maximum number of messages per hour.

Maximum simultaneous sends

Controls the number of simultaneous email messages ("sends") that can be sent at once. By default, ListManager will be set to use the maximum simultaneous sends for your license.

In general, the maximum allowed by your license will be sufficient. However, if you are finding that your bandwidth or firewall is being overtaxed by ListManager, you may want to set

Maximum simultaneous sends lower.

If you are running a site that has a very large number of one-off messages, such as autoresponders, or many subscriptions, you may want to increase the number. Contact your account representative at 800-768-2929 or at [email protected]

for more information about increasing your maximum simultaneous sends.

Maximum CPU bound threads

Configures the number of threads ListManager is capable of using for DomainKeys signing in the

background.

Utilities: Administration: Server: Server Settings: Machine/Node Settings: IP Addresses

Machine/Node IP addresses

By default, ListManager will listen for connections on all TCP/IP addresses on the machine it is running on.

If you would like to limit ListManager to only some of your TCP/IP addresses, you may specify them here. If you have changed the IP addresses for this ListManager node, add and delete them here.

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When ListManager starts up, it will check your configured Tcl port (default is 2021) for each of the TCP/IP addresses it listens to, to determine if another program is currently using that port and TCP/IP address combination. Two programs cannot both listen to the same TCP/IP address and port. If there is a conflict, ListManager will inform you of the problem.

If ListManager is configured on the site or server level to use IP addresses that are not listed here, you will be warned when saving this page.

One reason to use the Machine IP addresses feature is if you want to have ListManager coexist with a mail server also running on your machine. If your mail server can be made to only listen to a specific TCP/IP address, then you can have ListManager listen to the other address(es), and the two programs can coexist on your machine.

TCLPORT IP addresses

Specifies which address(es) ListManager will use for the ListManager web server (HTTP-LM). By default, ListManager will only listen to the loopback address (127.0.0.1). You may specify that

ListManager accept connections on other IP addresses here. If you need to have other servers be able to connect to ListManager for scripting, you will need to specify the machine's IP address here.

By default, no TCLPORT IP addresses are selected. Be sure to select one or more IP addresses to connect to ListManager via TCLPORT from a remote server.

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To select a TCLPORT IP address

1. Highlight the address in the TCLPORT IP addresses: window.

2. Click Save.

3. ListManager must be stopped and restarted to activate this change.

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DNS IP Addresses

Specifies which address ListManager will use for UDP DNS lookups. By default, ListManager will use any IP address for DNS. If you must limit which IP address ListManager should use for DNS lookups, specify it here.

Global Ban Server IP Address

ListManager may download server-level member bans from a ListManager server that is being used as the central global ban server. This setting allows you to specify which local IP address

ListManager should use to communicate with the global ban server. The setting that specifies the remote IP address of the global ban server this ListManager should connect to for global

bans is Utilities: Administration: Server: Server Settings: Advanced: Global Bans .

Node Override HELO text

Normally, the HELO portion of an SMTP transaction is determined by one of the following:



ListManager uses the Internet host name for a site; if it is unable to do so, it

performs a reverse lookup on the first TCP/IP address of the machine it is running on.



You can create a HELO string of your own choice on the Network Settings : Deliver

Email page.

If you are clustering ListManager, either of the above will result in all your nodes generating the same HELO text. To choose unique HELO text for a node, type the text you want in the Node

Override HELO text box. As the name implies, this will override the other HELO text settings in

ListManager.

Example: lists.example.com

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Changing the HELO text is extremely useful if you are behind a firewall and machines on the

Internet cannot resolve the hostname your machine uses.

Utilities: Administration: Server: Server Settings: Machine Settings: Database Timeouts

If your database is exceptionally large, you may experience performance issues. In extreme cases, the web server can lock up waiting for a database connection due to long running database queries. To prevent this, you can specify database timeouts on the Database Timeouts page in ListManager. Recommended values are listed in the table below; you can fine-tune as necessary.

You can also set timeout values in the lmcfg.txt file.

Name Description

Default Pool

Recommended

Value

Pool timeouts not defined by any other timeout type -1

(disabled)

Default Command Command timeouts not defined by any other timeout type

List Posting

3600

(2 hours)

Task that handles the processing of an incoming mailing. 3600

Nightly Jobs

Incremental

ListManager User Guide

Used for nightly jobs.

(2 hours)

3600

(2 hours)

Update summary statistics for only those mailings that 600

| 807 | October 2013

Update have changes since the previous update

Timeout to get a TCL port command connection

(10 minutes)

TCL Port Pool

TCL Port Command - Timeout when TCL port command takes too long

- Used for GUI (web server) transactions (HTTP GETs and

REQUESTs)

(1 minute)

Master Thread

Pool

Timeout to get a master thread command connection 1

(1 second)

Master Thread

Command

- Timeout when Master thread command takes too long 1

(1 second)

- Used to accept incoming socket connections

Network Settings

Utilities: Administration: Server: Server Settings: Network Settings: Receive Email

Forward mail IP address

Optionally forward non-ListManager mail to another SMTP server.

This setting allows ListManager to coexist with another SMTP server on the same machine and

IP address.

For instance, if the machine you want to run ListManager on has a mail server running on it (i.e.

Sendmail or Post.Office) and you want this machine to continue running a mail server, this setting will allow ListManager to coexist with your mail server.

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Mail sending and receiving from both ListManager and your regular mail server is unaffected. In this way, both ListManager and your mail server can coexist on the same machine.

For this setting, specify the TCP/IP address of the receiving mail server.

For example: "127.0.0.1" forwards non-ListManager mail to an SMTP server running on the same machine.

NOTE: Because ListManager blindly forwards all non-ListManager mail to the mail server listed here, the receiving email server should have rules so it does not automatically trust any mail received from ListManager. Otherwise, the receiving mail server could become an open relay.

ListManager by itself cannot be an open relay.

See Mail Server Coexistence for more information.

Forward mail port

Specifies the port ListManager should forward non-ListManager mail. "25" is the standard SMTP port; if ListManager is coexisting on the same IP address as another mail server, you will need to configure that mail server to listen to another port (e.g., 26). You may then specify the port number here.

Utilities: Administration: Server: Server Settings: Network Settings: Deliver Email

Retry Timing

Sets how many times this server will retry sending failed messages, and the interval in minutes between these retries. Unless explicitly set, the default retry times are "30,720," meaning the first retry will occur 30 minutes after the first attempt, the second retry after 12 hours, and that a total of 2 retries will be attempted. Retry intervals should be separated by commas:

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30,60,90

Each interval measures the time, in minutes, between the previous try and the next try. The smallest acceptable retry interval is six minutes and the largest acceptable retry interval is 1440 minutes (24 hours). Retry intervals which are not within the acceptable range will be ignored.

For example, if you have one retry of three minutes, no retries will be attempted.

For example, if you want to establish a retry schedule of 30 minutes, two hours, eight hours, and

24 hours, you would enter the following values:

30,120,480,1440

Please note that the retry interval is measured in relation to the time of the last retry, not the time the message was originally sent.

For most lists, two retries are more than enough. If you are running ListManager for the first time with lists that have many bad email addresses, you may want to have only one retry to make delivery quicker. Once members with bad email addresses have been put on hold and

purged (based on your settings in Utilities: List Settings: Automatic Maintenance: Error Mail ),

your mailing speeds will increase and you may reset the retry timing to less aggressive settings.

This field is limited to one hundred characters for every database except Oracle.

Fallback HELO text

Specifies the string ListManager uses in the HELO portion of the SMTP transaction if ListManager is unable to construct a HELO text from site or DNS information. Normally, ListManager uses the

Internet host name for a site to determine the HELO text. If it is unable to do so, ListManager

performs a reverse lookup on the first TCP/IP address of the machine it is running on to determine the HELO string. To have ListManager use a different HELO string, specify it here.

Example:

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lists.example.com

Changing the HELO text is extremely useful if you are behind a firewall and machines on the

Internet cannot resolve the hostname your machine uses.

Configure Relay Hosts

Relay all outbound mail through this mail host rather than doing regular direct delivery.

Lyris strongly recommends that you not use a relay host, because ListManager has been optimized to send mail directly to the Internet. Using a relay host may delay mail delivery, and result in inaccurate delivery reports. Some bounced mail may also be returned to the relay host instead of ListManager, preventing ListManager from handling error mail correctly.

However, some environments need outbound mail to be relayed through a specific host. For instance, your organization might employ a TCP/IP firewall that prevents ListManager from directly delivering mail. In such a case, each application behind the firewall must use a relay host to communicate with the outside.

If the specified relay host(s) listed are unavailable, ListManager will consider the failed delivery attempts as transient failures and will attempt retries according to the retry timing specified above.

NOTE If one or more relay hosts are defined, domain connection limits have no effect

Utilities: Administration: Server: Server Settings: Network Settings: Relay Hosts

You can specify as many relay hosts as you like. Each entry must be separated by a carriage return. If you specify multiple relay hosts ListManager will automatically distribute the mail relay load between them. If you need to send a great deal of mail through a relay host setup, we recommend that you specify several relay hosts.

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If the relay host is defined but unresponsive when ListManager is started or after changing this setting, you will see a warning on the console and ListManager will be unable to deliver mail.

Host IP address

The IP address of the relay host. A mail server must be listening on the IP address you specify.

Port

The port of the relay host receiving SMTP connections.

Maximum connections

The maximum number of connections to be made to this relay host. This setting may be used to prevent the relay host from being overwhelmed with ListManager connections.

NOTE If one or more relay hosts are defined, domain connection limits have no effect

Utilities: Administration: Server: Server Settings: Network Settings: Relay Hosts: New

Host IP address

The IP address of the relay host. A mail server must be listening on the IP address you specify.

Port

The port of the relay host receiving SMTP connections.

Maximum connections

The maximum number of connections to be made to this relay host. This setting may be used to prevent the relay host from being overwhelmed with ListManager connections.

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NOTE If one or more relay hosts are defined, domain connection limits have no effect

Utilities: Administration: Server: Server Settings: Network Settings: Ports

Incoming SMTP port

This setting defines the TCP/IP port ListManager listens on for incoming mail. By default, this setting uses port 25, the Internet standard for receiving SMTP mail.

In some situations, you may want to move the ListManager SMTP service to another port. For example, you may have antivirus gateway software listening on port 25. In such a case, you will need to configure your mail system so that the mail that ListManager should get is forwarded on to ListManager at its port. For instance, you might create an alias (a DNS CNAME) for

ListManager mail, and inform your mail system that mail addressed to this alias should be passed on to ListManager on this port assignment.

Note: If you change this port number, and don't work out an alternate way for ListManager to get its mail, ListManager will no longer be able to receive mail, and any mail sent to it from the outside will not reach it.

Note: If no site is configured in ListManager, ListManager will listen to ALL IP addresses on port

25.

Newsgroup port

Specifies the port to be used by the newsgroup server built into ListManager. Most newsgroup browsers expect a news server to be on port 119, so you should only change this port if you understand the implications: all newsgroup browsers using your server will have to explicitly ask for the port you re-assign your server to.

DNS port

Specifies the port to be used by ListManager's DNS engine. By default, all DNS lookups will be performed on port 53, the Internet standard for DNS lookups.

In some situations, you may want to specify that ListManager use a different port for DNS lookups. That port number may be specified here.

TCLPORT port

Specifies the port used by the ListManager web server to communicate with ListManager. By default, it uses port 2021 as its port. Only change this port number if you have a TCP/IP port

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conflict with another service. This is also the port used by remote servers to connect and execute Tcl commands.

If you change the HTTP-LM port number, you will also need to change the server port setting in the ListManager Web Interface's tclhttpd.rc file.

TCLPORT password

(required) The password that you want the ListManager Command Protocol to use. The server uses port 2021 to communicate with the web interface and with other programs. Access to the

Command Protocol is password protected, so that outsiders cannot affect your server. The default password is "TCLPORTPasswd". You may want to change this password to give you a greater level of security.

However, if you do change this password, immediately after changing it the web interface will no longer work. This is because the web interface configuration file tclhttpd.rc will still have the old password, and will no longer be able to access the Command Protocol of your ListManager.

So, immediately after making a change to the Tclport Password and saving the change, you will need to edit the tclhttpd.rc file that is found in your ListManager/tclweb/lib directory. You will want to change the line Config tclport_password {TCLPORTPasswd} to reflect the new password that you have set.

NOTES



If you do not change your Tclport Password, you are still well protected by the

Tclport Hosts setting available at Utilities: Administration: Server: Server Settings:

Security: GUI Hosts .



The Tclport password is not encrypted, as it is in tclhttpd.rc in plain-text.

Utilities: Administration: Server: Server Settings: Network Settings: DNS

NOTE: ListManager includes its own DNS resolver, and does not require another. We STRONGLY recommend that you use ListManager's DNS resolver. ListManager's DNS resolver has been optimized for fast email delivery. However, if you would like to use your own DNS server, you may specify its IP address here, and whether you would like to always use it, or only in the event

ListManager's DNS resolver fails.

DNS Server IP Address

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The IP address of the DNS server ListMa-ager should use. By default, this setting is blank, meaning ListManager uses its own DNS resolver.

Use Only for Fallback

This setting allows the DNS server specified above to be used only if the ListManager DNS resolver fails. Set to "yes" by default.

NOTE: To make changes in these settings take effect, you must restart ListManager.

DNS Bypass

Utilities: Administration: Server: Server Settings: DNS Bypass

ListManager features an integrated DNS engine, so you do not need to set up, configure, or maintain a separate DNS server. Instead of using a separate process or DNS server to resolve hostnames, ListManager will use its own DNS resolver.

By default, you will see the root name servers used by ListManager for DNS resolution on this page. If you remove these servers, ListManager will not work properly.

DNS Bypass allows you to specify that ListManager use a particular TCP/IP address for a domain.

If you are running ListManager behind a firewall or in a DMZ, you may need it to use a particular

TCP/IP address to route internal mail for your domain. Otherwise, ListManager will use the external DNS information for sending mail to your domain, which can cause problems with some firewalls. Instead of delivering to the internal IP address, ListManager will use the external DNS information for your domain, requiring the mail to go out through the firewall and then back in again. Some firewalls will refuse this kind of traffic, so you will need to use DNS Bypass to have

ListManager route mail correctly inside your firewall.

If you must create a DNS Bypass and you have multiple hostnames for a single domain, you will either need to create a DNS Bypass for each hostname and IP address, or designate that

ListManager use a particular name server for a domain.

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For example, let's say you have the domain example.com, which has two mail servers: mx1.example.com, and mx2.example.com. You also have an internal DNS server for example.com, ns.example.com. You can either create 2 mx DNS bypasses, one instructing

ListManager to use mx1.example.com and one telling it to use mx2.example.com for the example.com domain. Or, you could create an NS DNS bypass that instructs ListManager to use ns.example.com for all DNS lookups for example.com. Note that in this example ns.example.com

MUST have entries for example.com.

The hostname for each IP address must be unique; for example, you should not have both mx1.example.com and mx2.example.com point to the same IP address.

Finding a DNS Bypass

Twenty DNS bypasses are shown at a time. You may change the sorting order of the bypasses by clicking the up or down triangles. By clicking the top triangle, the sort order will be ascending (az); clicking the bottom arrow makes the sort order descending (z-a). Click Next to see the next twenty DNS Bypass entries, Previous to see the last twenty.

Domain

The domain for this DNS bypass entry, e.g. example.com.

Hostname

The hostname for this DNS bypass entry, e.g. mx1.example.com.

Type

The type of DNS entry: NS or MX.

Address

The TCP/IP address for this domain.

Viewing or Editing a DNS Bypass

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To view a DNS bypass, click on the DNS bypass entry's domain. You will be taken to the Utilities:

Administration: Server: Server Settings: DNS Bypass Edit page, where you can view or edit the

DNS bypass.

Deleting a DNS Bypass

Click Delete next to the DNS bypass you'd like to delete. ListManager will ask you if you're sure before deleting the DNS bypass. You must restart ListManager for this change to take effect.

Creating A DNS Bypass

Click create new DNS bypass to be taken to the Utilities: Administration: Server: Server Settings:

New DNS Bypass page. Or, select Copy next to a DNS bypass entry you'd like to copy.

Download as a File

Click on the disk icon to download your list of DNS bypasses in CSV format.

Utilities: Administration: Server: Server Settings: DNS Bypass: New DNS Bypass

Domain

The domain name for this DNS bypass. Example: example.com

Hostname

The hostname for this DNS bypass. If there are multiple hostnames for this domain, create a separate DNS bypass entry for each one. Specify only one hostname per DNS bypass. Example: mx1.example.com

Type

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The type of entry. The choices are:

NS - a name server

MX - a mail server

Address

The TCP/IP address ListManager should use for this domain. This IP address should be unique for the hostname above. Specify only one IP address per DNS bypass. Example:

192.168.0.1

Utilities: Administration: Server: Server Settings: Alert Settings

Use the Alert Settings page to configure alert notifications for the following conditions:

ServiceDown (SDN)—a service should be running but has exited prematurely.

ServiceBusy (SBY)—a service is running but has been unavailable for longer than the threshold time.

ServiceCrashed (SCD)—a service has exited abnormally (crashed).

ServiceDowngraded (SDD)—a service is running and available, but has lost some of its service threads. This condition indicates that the service might be in imminent danger of going down.

DBConnection (DBC)—database connection usage has risen to the threshold values.

Each running LM is configured with a fixed pool of connections to the database. If all connections are in use, server activity ceases until some connections become available.

LongRunningQuery (LRQ)—a SQL query is taking longer to execute than the threshold time.

Long running queries can impede other server activity.

Alert severity

For each condition, the alert severities are:

Green—indicates that a yellow or red alert has been corrected and does not exist anymore.

Yellow—indicates a warning.

Red—indicates a potentially critical server condition that might required action.

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To enable alerts

You must enable alerts for each condition you want to track. When you enable alerts for a condition, alerts can be logged in the server log file and email notifications can be sent when a condition occurs. The Server Dashboard automatically displays all enabled alerts.

1. Select the Alert enabled checkbox for each condition you want to track.

2. If enabling alerts for ServiceBusy and LongRunningQuery, or DBConnection:

1. In Yellow alert threshold, specify the threshold for the yellow alert.

2. In Red alert threshold, specify the threshold for the red alert.

NOTE: For ServiceBusy and LongRunningQuery, specify the thresholds in seconds. For

DBConnection, specify the thresholds in the number connections.

To log alerts

To log alerts in the server log file and to the console (if running from a console):

1. Make sure the Alert enabled checkbox is selected for each condition you want to log.

2. For each condition, select the Log message on green alert, Log message on yellow alert, and/or Log message on red alert checkbox.

To send alert messages

1. Make sure the Alert enabled checkbox is selected for each condition you want to track.

2. For each condition, select the Send message on green alert, Send message on yellow alert, and/or Send message on red alert checkbox.

3. In Alert recipients, type the email addresses to which messages should be sent. Separate multiple addresses by commas.

4. Optionally, to specify how often alert messages should be sent, specify the interval in

Message sending interval in seconds.

5. Optionally, to limit the number of messages sent for each condition, specify the number of messages in Maximum number of messages sent.

Green alerts will be sent even if the maximum number of messages sent is exceeded.

Domain Connection Limits

Utilities: Administration: Server: Server Settings: Domain Connection Limits

By default ListManager will only open 10 connections to any given TCP/IP address. Opening more connections than this is not recommended because the receiving mail server may get overloaded and think that it is under attack, as occurs with a denial-of-service attack. However, some mail servers have instituted anti-spam measures that trigger warnings at even less

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connection limits, such as 2. So it may be useful, on a case-by-case basis, to be able to change how many connections ListManager opens to a given host.

This feature allows the number of connections to a specific domain to be configured. By default there are no domains listed, so the default of 10 connections per IP address is used. If you add, for example, an entry of bellsouth.net, "2", then any connections that go to a bellsouth.net computer will only open as many as two connections. Computer names 'above' the specified domain will also respect these limits, so in this example, a host of albert.bellsouth.net will also be limited to two connections. The minimum setting allowed is one connection per domain.

ListManager uses a technology called "connection reuse" that allows it to reuse a network connection, rather than disconnecting and re-connecting for each message sent. This technology allows a large amount of mail to be delivered efficiently without requiring a large number of connections. Thus, ListManager may be more efficient in sending mail with ten connections than other programs would be with 100 connections. This is also why we recommend that you do not increase the number of allowed connections per IP address to more than 10 unless you are certain the mail server can handle this load and will not ban you for overloading their system.

To create a new domain limit

Click the create new limit button:

Domain

Enter the domain name for which you would like to set a limit.

For example: aol.com

Simultaneous Connections

Enter the connection limit desired. Note that when entering domain limits, only integers can be entered. You can enter a minimum limit of 1 and a maximum of 100. Note: If you intend to use a setting higher than 10, first ensure that the mail server can handle the load.

This setting works in conjunction with DNS Bypass settings, in case any high volume providers

force high volume email via a separate server.

Messages Per Connection

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Determines how many messages can be sent on a single connection.

Connections Per Hour

Determines how many connections you can make per hour.

Example:

You choose the following settings;

Simultaneous Connections: 1

Messages Per Connection: 100

Connections Per Hour: 12 (this determines that a new connection will be made every five minutes)

1. ListManager opens a connection and sends 100 messages, then closes the connection.

2. At Minute # 5, the connection reopens, ListManager sends another 100 messages, and then the connection closes.

3. At Minute # 10, the connection reopens, ListManager sends another 100 messages, and then the connection closes.

This cycle repeats until all messages have been sent.

Note: These amounts are approximate. The exact number of messages sent may vary depending on several factors, including the response of the mail server.

Notes



If you leave the Messages Per Connections and Connections Per Hour settings blank, the amounts for these settings default to "unlimited."



All settings are per IP address of a destination mail server. If a company has more than one mail server (for example, Yahoo has eight), your sending speed increases accordingly.

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

If you use a relay host, all settings on this page are ignored and mail is sent based on the Maximum Connections settings on this page:

Utilities: Administration: Server: Server Settings: Network Settings: Relay Hosts



If one or more relay servers are defined, domain connection limits have no effect