Clarification
If you are preparing a newsletter for the first time, be sure to read Plan and Deliver Newsletters first.
Process
Step 1
The newsletter owner delivers content—including landing page and email page in approved template—to JSOM Communications in accordance with the JSOM newsletter timetable. JSOM Communications edits the content and sends Word documents (with images embedded) to UTD Communications news editors’ team [newseditors@lists.utdallas.edu, Robert Tracy, Marc Johnson].
Both parties work to finalize the edited content. The time it takes for UTD Communications editors to return edited content depends on the number of words, but it usually takes a minimum of 5 business days.
Step 2
Using the finalized content from Step 1, JSOM Communications creates a Atlas ticket for JSOM Web Services to create the newsletter landing page and email page. JSOM Web Services completes design and development, sends the links to JSOM Communications for review, then sends a test to the JSOM Newsletter Test List within 3 business days.
Test email subject example: “[JSOM Step 2 TEST] IECG Newsletter – June 2017 (Click “Read more” to review landing page).”
JSOM Web Services submits the Mass Email Request Form to UTD Web Services team and the Mass Email (Non-Invitation) Requests to DevAR.
Step 3
Based on the test email from Step 2, JSOM Communications and JSOM Web Services work together to make final content and style changes to the landing page and email page. JSOM Web Services sends test email to JSOM content owners.
Step 4
JSOM Web Services requests DevAR Communications to send a test email to the JSOM Newsletter Test List through NetCommunity and deliver the finalized newsletter to the alumni list pulled at Step 2. This process takes 1-2 business days.
Step 5
JSOM Web Services sends the newsletter to appropriate SYMPA lists and other requested recipients.
Summary
# of Edits – 2
1 by JSOM Communications and UTD Communications, 1 by JSOM Communications and JSOM Web Services
# of Tests – 3
2 by JSOM Web Services (1 to som-newsletter-test@lists.utdallas.edu, 1 to JSOM Content Owners), 1 by UTD Development
# of Sends – 2
1 by JSOM Web Services, 1 by UTD Development
JSOM Newsletter Test List
som-newsletter-test@lists.utdallas.edu
Recipients
- Diane McNulty
- Jimmie Marhkam
- Joe Wilson
- Christy Glaze
- Jill Blevins
- Pedro Morales
- Kelley Atwood
- Robert Tracy
- Marc Johnson
- Stephen Fontenot
Timeframe
The overall sending process will take up to 10-12 business days depending on the length of the newsletter, number of content edits and user interface edits.