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b/docs/en/modules/admin/pages/features/social_features/newsletters.adoc index 46fb7fec80..44275af471 100644 --- a/docs/en/modules/admin/pages/features/social_features/newsletters.adoc +++ b/docs/en/modules/admin/pages/features/social_features/newsletters.adoc @@ -1,75 +1,60 @@ = Newsletters -Newsletters are emails sent to the organization's participants with the news. They are -sent to participants that have checked the "Receive an occasional newsletter -with relevant information" when the participant signed up or after in their account. +== Understand the basics -image::newsletter_contact_permission.png[Contact permission in participant registration] +Newsletters may be sent out to inform participants of the latest news on the platform: launch of a new consultation, warning +before a closing date for votes, announcement of a result, monitoring of projects in progress, etc. +The newsletter is sent to any user of the site who has ticked the "Receive an occasional newsletter with relevant information" +box when they created their account, or later in their xref:admin:features/participant_actions/my_account.adoc[account] settings. -image::newsletter_participant_notifications_settings.png[Contact permission in participant account] +image::newsletters/newsletter_contact_permission.png[Contact permission in participant registration] + +image::newsletters/newsletter_participant_notifications_settings.png[Contact permission in participant account] Some examples of when you can and should sent a newsletter are: * When a new process could be interesting for all the citizens in a city, for instance a Participatory Budgeting process. * When there are the results published for a given process. -* When an assembly has a important point for discussion. +* When an assembly has a important topic to discuss. * When there's a new voting planned. -* When there's a new conference published - -To create a new newsletter, as an administrator you need to: - -. Go to newsletter menu -. Click in the button "New newsletter" -. Select the template that you want to use -. Fill the form with the newsletter contents -. Preview the newsletter -. Select recipients to deliver -. Deliver the newsletter +* When there's a new conference published. +* Etc. -== 1. Go to newsletter menu +== Configuration -It's on the main sidebar of the admin panel. +To access the Newsletters panel, go in the administration panel and click the "Newsletters" item in the administration navigation bar. -image::newsletter_menu.png[Newsletter admin menu] +image::newsletters/newsletter_menu.png[Newsletter admin menu] -== 2. Click in the button "New newsletter" +There, you see the list of newsletters already sent from this instance. If it's a new instance, you shouldn't see any newsletter in the +list. -In this page you'll have a list of all the sent newsletters, along with the status -(if it was sent already or not) and how many participants have received it. +image::newsletters/newsletter_list.png[Newsletter list] -image::newsletter_list.png[Newsletter list] +== Create a newsletter -In the secondary sidebar or in the top of the list you have the button for "New -newsletter". +To start creating a newsletter, click the "New newsletter" button at the top right of the page. -== 3. Select template of new newsletter +=== Select a template -Depending on what you want to sent, if it's just a quick update or if it's something -a little more elaborated (with an image and a button), then you can choose for -which kind of template you want to use: +First, you are asked to select a newsletter template, depending on what you want to send. +Two templates are displayed, with a preview for each one to help you decide on the best format for the content you want to communicate. -* Basic (only text) -* Text, image and Call to Action button +* Basic (only text): recommended for short updates +* Image, text and Call To Action button: recommended for more elaborated contents -image::newsletter_templates.png[Newsletter new templates selection] +image::newsletters/newsletter_templates.png[Newsletter new templates selection] -== 2. Fill the form with the newsletter contents +Click the "Use this template" button below the template you want to use. -Depending in which template you've choosen, you have two different forms for -filling: +=== Write the newsletter -=== Basic (only text) newsletter form +Depending in which template you've chosen, you have to fill a form with different fields. -image::newsletter_new_basic.png[Newsletter new template basic form] +NOTE: You can use "%\{name}" anywhere in the body or subject to be automatically replaced by the participant's name. -image::newsletter_new_basic_example.png[Newsletter new template basic form filled] - -[NOTE] -==== -You can use "%\{name}" anywhere in the body or subject and it will be -replaced by the recipient's name. -==== +image::newsletters/newsletter_new_basic.png[Newsletter new template basic form] .New Newsletter "basic (only text)" form |=== @@ -80,14 +65,11 @@ replaced by the recipient's name. |Subject of the email. |Body -| +|Optional |Body of the email. |=== -=== Text, image and Call to Action button newsletter form - -image::newsletter_new_cta01.png[Newsletter new template text, image and CTA form 1] -image::newsletter_new_cta02.png[Newsletter new template text, image and CTA form 2] +image::newsletters/newsletter_new_cta.png[Newsletter new template Image, text and CTA form] .New Newsletter "Image, text and Call To Action button" form |=== @@ -98,67 +80,109 @@ image::newsletter_new_cta02.png[Newsletter new template text, image and CTA form |Subject of the email. |Introduction -| -|Body of the email. +|Optional +|Introduction of the email, displayed before the CTA button. |Call To Action button text -| -|What will the button say. For instance, it could be "Participate" +|Optional +|The CTA button text. |Call To Action button URL -| -|Where will the button link to. For instance, it could be the complete URL of a participatory process. +|Optional +|Where the CTA link redirects. |Body -| -|Body of the email. +|Optional +|Body of the email, displayed after the CTA button. |Main image -| -|Guidance for image: Preferrably a landscape image that does not have any text. The service crops the image. Allowed file extensions: jpg jpeg gif png bmp ico +|Optional +|Guidance for image: Preferably a landscape image that does not have any text. The service crops the image. +Allowed file extensions: jpg jpeg png webp |=== +Once you wrote the newsletter, click the "Save and preview" button. + +=== Preview the newsletter + +The preview page allows you to review the look and content of the newsletter before sending it. +Until you send the newsletter, you can edit it and review its preview anytime you want. -== 3. Preview the newsletter +image::newsletters/newsletter_preview_basic_example.png[Newsletter new template basic form preview] -After you've filled the contents of the newsletter, you can preview it. Until you've -sent it you can go back and edit it anytime you want. +=== Send a test email -image::newsletter_preview_basic_example.png[Newsletter new template basic form preview] +If you want to review the newsletter directly in your mailbox, click the "Send me a test email" button at the top right of the page. +You receive the newsletter directly at the email address registered for your participant account. -== 4. Select recipients to deliver +=== Select recipients to deliver -If you want to only communicate about a given space, one useful way of doing this -is through the "Select recipients to deliver". Here you can choose between: +If you want to only communicate about a given space or neighborhood, you can choose the which participants you're sending the newsletter to. +To do so, click the "Select recipients to deliver" button. -* Sending the newsletter to all confirmed users -* Sending the newsletter to all confirmed users that have participated in any of -the selected participatory spaces in the list -* Sending the newsletter to all confirmed users that have followed any of -the selected participatory spaces in the list -* Sending the newsletter to all the participants that have selected an scope in -their "My interests" settings in their account. +NOTE: If you dont' want to send your newsletter to a specific segment, select "Send to all users" -It's important to note that even if a participant has confirmed their account and -is following the space, the system will not send them a newsletter email if they -haven't activated the "I want to receive newsletters". +There, you can choose between sending the newsletter to: -image::newsletter_select_recipients.png[Newsletter select recipients] +* All confirmed users +* All confirmed users that have participated in any of the selected participatory spaces in the list +* All confirmed users that have followed any of the selected participatory spaces in the list +* All the participants that have selected an scope in their "My interests" settings in their account. + +NOTE: Even if a participant has a confirmed account and is following a space, the system don't send them a newsletter email if they +haven't accepted it in their xref:admin:features/participant_actions/my_account#_notifications_settings.adoc[notifications] settings. + +image::newsletters/newsletter_select_recipients.png[Newsletter select recipients] If you select the "Sent do participants" or "Send to followers" of a given space, -then you can choose which spaces are relevant: +then you can choose which spaces are relevant. + +image::newsletters/newsletter_select_recipients_spaces.png[Newsletter select recipients spaces] -image::newsletter_select_recipients_spaces.png[Newsletter select recipients spaces] +=== Deliver the newsletter -== 5. Deliver the newsletter +Finally if you click in the "Deliver newsletter" button, the newsletter is sent to all the selected recipients. +Before sending it, a pop-up appears to make sure you reviewed everything and are ready to send it. -Finally if you click in the "Deliver newsletter" button, the newsletter will be -sent to all the selected recipients. +image::newsletters/newsletter_deliver_modal.png[Newsletter deliver modal] -[NOTE] -==== -Once a newsletter was sent it can't be undone nor edited. If you have multiple -languages active, be careful with reviewing all the languages well before sending. -==== +NOTE: Once a newsletter is sent it can't be undone nor edited. If you have multiple languages active, +be careful with reviewing all the languages well before sending. +== Manage newsletters + +You can find all the newsletters on the newsletter page, with: + +* *Subject*: subject of the newsletter, redirects to the newsletter preview. +* *Created at*: date of the newsletter creation. +* *Sent at*: date of the newsletter sending. +* *Sent to*: the segment the newsletter was sent to. +* *Progress*: the number of participants to whom the newsletter was sent, upon the total number of recipients. + +=== Actions + +|=== +|Icon |Name |Definition |Condition + +|image:icons/edit.png[Edit newsletter] +|Edit +|To edit the newsletter. +|Newsletter not sent. + +|image:icons/share.png[Send test email] +|Send me a test email +|To send a test email to the administrator email address. +|Always. + +|image:icons/preview.png[Preview newsletter] +|Preview +|To preview the newsletter +|Always. + +|image:icons/delete.png[Delete] +|Delete +|To delete the newsletter. +|Newsletter not sent. + +|===