Quick Start Guide

This quick start guide provides an overview of how to send a standard, nonintegrated email campaign through Pro2. If you're in a pinch and need to get an email out the door, everything you need to know (and not much more!) is below. 

Lists

Consider these your primary buckets (or as we like to say folders) that capture overarching permissions; Subscribed, Unsubscribed, or Hard Bounce. List answers the question “Did this contact give consent to receive this kind of content from our organization?”

If you find yourself thinking you should create a new list, STOP.

You probably don’t need to do that. Reach out to us and we’re happy to help guide you to determine if a new list makes sense. In 99% of situations, a tag is what you should be using. Most organizations have no more than four Lists in Pro2.

•  Marketing
•  Membership/Subscribers
•  Development
•  Customer Service

When we say List, we mean the List in Prospect2. When we say List Manager list, we mean a list in Tessitura. We try very hard to say “List in Pro2” or “List Manager list” instead of just “list” to help avoid confusion.

Tags

Tags are used to capture many things such as behavior, status, interest, single use for a segmentation, etc. Tags are like a label and should be your go to for segmentation, personalization, or even reporting in Pro2. You have our full permission to go tag crazy!

This article outlines details regarding List vs. Tags.

Naming conventions are important for tag maintenance and categorizing so you'll want to implement a solid naming convention for all of your tags, whether it's a status based tag, or single use. This way when you are viewing your tags, you know exactly what it is used for. When it comes to naming conventions, sometimes it's best to create an internal guide or spreadsheet so that everyone involved has a clear understanding on what to apply or what the tag is being used for. You are able to use special characters in whatever notation style makes the most sense to you.

Examples:

•  Behavioral/Status based
•  Membership status
•  Member level
•  Donor

Single use

•  Tess: MKTG 2022 Ticket Buyers
•  2022/07 Buy Tix Link Click

This is a helpful article that that gives additional information on Managing Tags with the Tag Manager.

CSV Imports:

•  Preparing your CSV file for import

Importing contacts from a CSV file

•  From the 'Contacts' screen, click the 'Import' button.
•  Click the 'Import from File' button.
•  A file browser will appear. Navigate to the file you wish to import and select it.
•  Your file will process, and you will be redirected to the import screen.
•  Map the columns in your file to fields in your account by clicking the dropdown for each field.
•  Click the Pro2 List that you want to add contacts to. Contacts can be subscribed to multiple Lists during an import, if needed.
•  Type the tag(s) you wish to apply to your imported contacts.
•  Under 'Import Options,' select the 'Import As Active Contact' option.
•  Select the 'Update Existing Contacts' box.
•  Click the "Import Now" button once you're done configuring settings.

The length of time it takes to import contacts will depend on the size of the CSV file.

As an example, if I’m sending a campaign to a group of active Ticket Purchasers with an upcoming pre-event reminder you’ll; select the correct CSV file that has been exported from Tessitura, map any pertinent custom fields, select a ‘Customer Service’ list to subscribe your Ticket Purchasers to, and apply a unique tag (EX: 20220719 Gala Pre-Event Reminder).

Segmenting your Send:

•  When you're at the 'List' stage of the campaign creation process, you'll be asked to select the list of contacts who should receive the campaign.
•  Once the list is selected, a new option will appear to 'Segment Selected Lists:'
•  If you already created a segment, click the 'Select a segment' dropdown and click the segment you wish to use.
•  To create a new segment from the List page of your campaign, select 'Create New Segment.'
•  A modal window will appear where you can create a new segment. Type the segment name into the field provided and click the 'Add Your First Condition"' button.
•  The segment builder will appear. Use this segment builder to create your segment. When you're done adding your conditions, click 'Done.'
•  The segment you created should be selected in the segment dropdown.
•  Click 'Next' in the upper right-hand corner to continue to the design step of the campaign creation process.

Click here to learn more about segmenting your sends.

Campaign Building and Sending

These articles will be helpful to have on hand as you're getting started.

•  Walkthrough of creating and sending an email campaign
•  Using the email designer to format a campaign

Content Manager

•  The maximum file size for an upload in the Content Manager is 10MB.
•  Supported file types for the Content Manager are jpg, png, gif, pdf.
•  Deleting a folder will delete the images in it.
•  Consider using image dimensions that match the image region in your template design. For example, if you have an image that is 1000px(+) wide, intended for a position in your email at 600px wide, you’ll want to scale the image down to a “true” 600px wide (W) before uploading it into Prospect2. Email clients, such as Outlook may stretch out the size of an email campaign if the original source image dimensions are 1000px wide or higher.

Click here to learn more about the Content Manager.

Required Campaign Tokens

•  List Sender
•  Unsubscribe

If you do not include both an unsubscribe and list sender token, an uneditable default footer will automatically be applied to your campaign.

List Sender

One of the below List Sender tokens, along with one of the below Unsubscribe tokens must be included in all email campaigns.

The List Sender tokens are generated from your Prospect2 Settings, located under "Addresses." If applicable, you can add multiple sender addresses, where you'll then have an option to select a mailing address as a default sender address for a specific list.

The List Sender token used will be referencing the default sender address for that particular list.

List Sender Info (multiple lines):
%SENDER-INFO%

This token adds the street address on multiple lines.

List Sender Info (single line):
%SENDER-INFO-SINGLELINE%

This token adds your sender address on a single line.

Unsubscribes

When a contact clicks unsubscribe, that action is immediate. You have the ability to create a new list specific unsubscribe landing page/redirect where you can confirm the unsubscribe action and also let your contacts know exactly what they're going to miss out on, while giving them an opportunity to resubscribe to one or more of your lists.

This article outlines some details around this; look under the section titled "Managing Unsubscribes via Lists."

Unsubscribe Link:
%UNSUBSCRIBELINK%

Usage in Standard Campaigns:

This token will unsubscribe the contact from the List that was selected at time of send. Contacts will only be unsubscribed from Lists that they were subscribed to at time of send. Meaning, if you use this token and only send the campaign to one List, the contact will be unsubscribed from just that one List. If you send a campaign to two Lists, and a contact is only subscribed to one out of the two send lists, the contact will only be unsubscribed from the send List they were already subscribed to. If they're subscribed to both, they will be unsubscribed from both.