MyEmma is an email marketing platform that is used for campus announcements. This system provides users with reporting on announcement performance and the ability for students to opt out of non-emergency communications. (A requirement for academic institutions.)
Access:
All current and future users of MyEmma will need to have the permissions manually added to their YCP account to allow for the use of the system. Once access is granted users can log in via a MyYCP Portal icon or the direct link for SSO into MyEmma.
System Structure:
MyEmma allows for the creation of Subaccounts in the system. These subaccounts allow for the separation of different YCP groups in the system. This also allows for recipients of campus announcement to opt-out of communications to specific groups but continue to receive communications from other groups.
When to Use:
Use MyEmma for distributing campus announcements via email to various groups of students and employees with York College.
Notes regarding targeting of communications:
- All Employees: THE FOUNTAIN is another viable option for communications to reach employees. If you have questions on submissions for THE FOUNTAIN, please contact the Communications Office.
- All Students: The YCP Mobile app is another method of reaching the general student population.
Plan for the Audience:
- Click on Audience
- Determine the most appropriate method to target your communication
- Groups: Static membership option. This is helpful if you have a specialized group that cannot easily be filtered via Segments or you are planning to complete a Main Merge. Remember that this is static and any new members to a group must be manually added.
- If no group current targets the audience you need, follow the next steps:
- Click "Create a group
- Enter a Name for your Group
- Create an Importable Excel File
- Have a single column consisting of the email addresses of your targeted group.
- Navigate to Imports on the left
- Click "Import Contacts"
- Click "Choose file" and add your recently created Importable Excel file
- Click Continue
- Ensure that Email is showing as the Contact field you are mapping to on the left.
- Click Continue
- Select your recently created new Group
- Click "Import" to complete the process.
- Segments: Dynamic membership option. This option will allow you to apply filters to select the final group that meets the criteria for your announcement. Any new users uploaded into MyEmma that meet the same criteria will be included as part of the segment.
- If no segment current targets the audience you need, follow the next steps:
- Click "Create a segment"
- Enter a Name for your segment
- Select the Contact Field(s) that you will use to filter out your group.
- If multiple filters are needed to select the correct targeted group, add additional filters as needed. If you need assistance in the filtering of the field, please contact the LTS Help Desk.
- Enter a Name for your segment
- Click Create a Segment
Create your Campaign:
- Click on “Create New Campaign”
- Select the “Regular Email” option
- Enter a Campaign Name
- Use the following format: <username> - <Subject Line of the Email>
- Click OK
- This will take you to the template selection screen
- MyEmma has a wide variety of template options, organized on the left, to customize your communication.
- In an effort to simplify the process, you can also use the YCP Template that can be found under Shared Templates.
- Select a Template
- Hover over your desired template to display the Start button
- Click Start
- This will take you to the Campaign Editing screen
- Make all necessary edits to your Announcement
- Once in the Editor, you will find that you have a lot of options at your fingertips to adjust the design of your announcement. You are welcome to make any adjustments that you feel will help your message reach campus.
- The following sections provide overarching details related to the Campaign Designer.
- Save your work
- Click Save frequently
- Need to pause and return to work on this later? Use the Save & Close option.
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- Adding a Photo
- Drag and drop the Image content block into the needed location. This cannot be inside another block type.
- Adding a File
- If you need to attach a file, remember that you must select text or add a button to your announcement. Then you can use the Link ability to select a file in your MyEmma documents.
Organization/Structure of the Campaign Design:
Under the Campaign Designer you will find that each communication is designed with a combination of horizontal rows, consisting of sections of content blocks and each content block has specific properties allowing to to fully customize any communication.
- Rows
- Click the "Rows" tab on the right
- Select the Row organization that you desire
- Click and drag from the right over to the desired location on the Campaign to the left.
- Once a Row is in place you can select it to enter the Row Properties
- Under the Row Properties you can make specific adjustments to the formatting of the row.
- Content Block
- Click the "Content" tab on the right
- Select the Content Block type that you desire
- Click and drag from the right over to the desired location on the Campaign to the left.
- Once a Content Block is in place you can select it to enter the Content Properties
- Under the Row Properties you can make specific adjustments to the formatting of the row.
- NOTE:
- Adding a Photo
- Drag and drop the Image content block into the needed location. This cannot be inside another block type. The image will then need to be uploaded to the image Library to be selected and applied to the Campaign.
- Adding a File
- If you need to attach a file, remember that you must select text or add a button to your announcement. Then you can use the Link ability to select a file in the Document Library.
Proof the Announcement:
- Once the Announcement is crafted you will want to proof
- Click Preview to proof your announcement.
- Check that all links and buttons are opening correctly.
- Check that all your content is displaying as you intended.
- The Opt-out section at the bottom cannot be removed.
- If you notice any problems Click Preview again to return to the editor.
- You can also use the "Send Test" button at the top to send a single communication to an email address you specify.
Send the Final Announcement:
- Once the message is ready, Click Review
- This will move you to the Review screen
- Choose the Send Time
- Send Now = Will send immediately to all recipients.
- Schedule for Later = Will allow you to send the announcement at a specific date and time of your choosing.
- Choose the Audience
- Click on Recipients
- This will display a multi-selectable dropdown menu. You can select the Group or Segment of your choosing.
- Remember to add 1-REQUIRED Group for all Campus Announcements
- If you wish to exclude specifc email addresses or certain groups or segments you can use the "Excluding anyone in" option.
- Enter the Subject
- Remember to include the subject line in your Campaign Name. (Excluding your username.) This will help you find the announcement in the future.
- Preheader Text = SKIP
- Review the From
- Each subaccount should auto-populate with the nae of the subaccount. However, if you are needing to send a communication to campus that will be representing a different organization or different contact email address, you can adjust both under this section.
- Check the Box for "add a Different Reply-to email address" if you wish to have an alternative reply-to email address. This will allow you to enter your Department's reply-to email address.
- Click the Review & send button to send the announcement.
MyEmma does not offer an option for deleting any information, either contacts, campaigns, segments or groups. Instead it offers an option for unwanted items to be archived. This allows for recovery of any accidentally archived items.
Under the Audience or Campaign areas you can select an item and a down arrow will appear on the right side. Click the arrow to display the available options. An Archive option will appear. Click this to remove the item and move it to the Archived folder.
If you need to restore an archived item click on the Subaccount setting on the right of the home page for the sub account. Then choose Archived items. Archived items are saved for approximately 18 Months. Any restored items will return the appropriate areas of the system.