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JSOM Newsletters – Detailed Procedure for Web

Introduction

This document is a companion to the JSOM Newsletters – Sending Process document, and it serves as a guide for JSOM Web Services staff who create the HTML email document and landing page for each newsletter.

Detailed Process

Step 1

Step 1 of the JSOM Newsletters – Sending Process concerns the newsletter Content Owner and JSOM Communications. JSOM Web Services is not involved until Step 2 when JSOM Communications makes the JIRA ticket to create the newsletter.

Step 2 – the Very Long Step

To the person responsible for the newsletter (Web Content Writer, SEO Specialist): assign the JIRA ticket for creating the newsletter to yourself. CC the Web Services Manager to the ticket by opening the ticket, clicking edit just below the ticket title, typing the name in the CC field, and clicking “Update.”

Leave a comment for the Web Services Manager to create the newsletter landing page in CMS and the HTML page that will comprise the email body.

  • The landing page has a url like this: https://jindal.utdallas.edu/newsletters/jindal-school-now/2020-01/.
  • The email page will be the same, with “newsletter.html” added at the end: https://jindal.utdallas.edu/newsletters/jindal-school-now/2020-01/newsletter.html.

Write the meta description for the landing page.

The Sending Process says we send a test email within 3 business days, so it is important to work efficiently on both the landing page and the email page. Work with a student worker to get both pages done on time.

Important notes on Step 2

Both Templates:

  • Because we use copy/paste to maintain both templates, check that all <alt> attributes are updated.

Email Template:

  • Only the Web Services Director and Manager have access to the server for uploading the HTML email document. Work on it and test it locally, and send the entire document to the appropriate person for uploading as needed.
  • The email template is made of many nested table elements. Attention to detail is important to preventing HTML errors.
  • Images in the email template should be either 140 x 170 pixels or 236 x 170 pixels. Note that for 236 pixels wide images:
    • The parent <td> element needs the attribute width=”236”
    • The image caption (if present, immediately after the <img> tag) needs this CSS added to the end of the style attribute: max-width:236px;width:236px;
  • The last story of each section needs an orange line below it, which is achieved by adding the attribute style=”border-bottom:1px dotted #ffb612; padding-bottom:5px;” to the element <td class="w580" width="580">.
  • Certain characters in HTML emails need to be changed to HTML entities:
    • ‘ – &lsquo;
    • ’ – &rsquo;
    • “ – &ldquo;
    • ” – &rdquo;
    • & – &amp;
    • Be sure to use a plain “-“ (next to the “0” key) and not an n-dash or m-dash, including in the subject field

Landing Page:

  • The heading for each story on the landing page needs a unique id. This id is how we link from the email page directly to a particular story on the landing page.

Carefully review the student worker’s work, and consult the Web Services Manager with any questions. When the landing page is ready for review from JSOM Communications, leave a comment in the JIRA to ask JSOM Communications to review the landing page while we build the email page and provide the dev link. Expect a JIRA comment in reply with needed revisions on the landing page.

Similarly, you may work with a student worker to prepare the email template. Have them work on the HTML document locally, review their work, and send the finished HTML file to the Web Services Manager to upload to the web.

When the HTML template is ready to test, use the Email-o-matic tool to send a test to yourself before you send it to anyone else. If it looks okay, send a test to the JSOM Newsletter Test List som-newsletter-test@lists.utdallas.edu and ask the Web Services Director to release the email to recipients.

  • Each email has a document with sending requirements, so use that as a guide to populate the form fields on the Email-o-matic tool. The document is in the Newsletter Resources folder in the Web Services shared drive.
  • The Email-o-matic tool requires you to upload the HTML document in order to send, so be sure you are uploading the latest version reflecting any changes.

Finally, use the Data List Request Form to request that UTD Development prepare the list of current alumni who need to receive the newsletter. Look in the Newsletter Resources folder in the shared Web_Services folder for archived copies of old data list requests and for instructions on who needs to receive each email. Remember that the Data List Request Form is only for JSOM alumni. JSOM Web Services sends to all other recipients.

  • The form asks for a due date and requests 2 weeks’ notice. Request the target date for 3-5 days from the current date and leave a comment that says our timeline is shorter because we’re preparing the email and only need the recipients.

Step 3

The Step 2 test goes to users in UTD Communications, JSOM Communications, and JSOM Web Services. UTD Communications will suggest revisions. Make sure that JSOM Communications approves which of those revisions you should make. In other words, only make changes if given by JSOM Communications.

Some of this correspondence will occur via email instead of JIRA comments, so be sure to reply via email when you make updates so that all parties are aware.

Once that round of revisions is complete, use the Email-o-matic tool to send another test to the Content Owner and to JSOM Communications. UTD Communications only needs the Step 2 test. (Remember it’s good practice to send a test to yourself before each test you send to others.)

Step 4

Once all Step 3 revisions are made, contact UTD Development (currently, george.irwin@utdallas.edu) and ask him to please send a NetCommunity test of the newsletter, providing him with a link to the most current updated email template.

  • Remember that UTD Development sends only to alumni, and we send to all other recipients.
  • Make sure that UTD Development has the latest version of the HTML for the email page.

When you receive his test, reply to all necessary parties (UTD Development, JSOM Communications, Content Owner, Web Services Manager) with any feedback or to say that everything looks good.

Step 5

Ask for final approval from the Content Owner and from JSOM Communications. Once approval is given by both parties, coordinate with UTD Development on what time/date they plan to send. At that determined time, use the Email-o-matic tool tool to send the final email to all non-alumni recipients, following the instructions in the process document for that particular email in the Newsletter Resources folder in the Web Services shared drive.

  • The recipient is jsom@utdallas.edu, and all other lists and subscribers go in the BCC field, comma-separated with no spaces or returns.
  • It’s a good idea to add your personal email address to the end of the BCC list, to ensure that all recipients got the email.
  • Ask the Web Services Director to release the newsletter to SYMPA lists.

Once the email is sent, resolve/close the JIRA ticket and send the parties a quick email to confirm that you have sent the newsletter, and thank everyone for their help.

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