Knowledgebase

4.4-Schedule an Email Campaign

Schedule an Email Campaign

Integration of the several tailored features helps even a non-technical person to explore number of variation and schedule an email campaign for the optimum results. Reach “Schedule an email Campaign” under “My Campaigns” in the left side navigational menu. The process of scheduling an email campaign takes more than one steps to complete, and the round boxes filled with blue color indicate which step you are in. Following article discusses each step separately illustrated with screen shots. 

1st Step: Setting up Basic Details

Figure#4.4.1: Setup Campaign Schedule Details

Basic Details of Campaign

a) Schedule Label

The schedule label is different from the campaign name that you have provided during the process of creating the content for new email campaign. The email campaign name helps to identify particular email campaign among the existing email campaigns, while the campaign schedule label is something that distinguishes the particular campaign, among the list of scheduled emails in the queue.

This name appears in the table of “View Scheduled Campaign” under the column of“Label”. And the “Campaign Name” appears on “View all Campaigns” table to identify the campaign. So don’t get confused, fill in the field with appropriate schedule label and move forward.

b) Select Between Subscriber List or Segment 

Formerly Mumara only offered the ability to select email list for scheduling and sending email campaigns, and the only way of sending email campaign to segments, was to either copy/move segment to another list within the application, or export and import them to a list.

But during the recent product upgrades, "Mumara Segments" was injected with new functionality. Segmented records now can directly be saved and can be selected during the process of scheduling an email campaign. So this particular option lets you select between currently available subscriber lists and saved segments.

Following images illustrate how currently available lists appear upon selection of "Subscriber List(s)" option and how saved segments appear if segments are selected to schedule an email campaign. 

Figure#4.4.2: Selecting List(s) to Send/Schedule Campaign

Selecting Lists

Figure#4.4.3: Selecting Segments(s) Send/Schedule Campaign

Selecting Segments

Custom Selection

Setup more custom options for the subscribers to receive the newly scheduled campaign, the custom selection allows setting up custom criteria for the specific number of subscribers in the selected list(s) to receive the email  campaign. Click “Show Options” to use the options discussed below.

Note:Custom Selection option will not be available if you have selected to schedule this campaign for segment(s). Custom Selection will only be available for subscriber lists.

1) Subscriber Name

A dropdown opens up with numbers of options to select the subscribers from the selected list(s). Using the dropdown, you can setup this new campaign only for the subscribers saved with or without first name, last name, or both together. Keep the dropdown at “All” if you don’t want the dropdown options to affect your selection.

2) Email Contains

Schedule this campaign only for the subscribers in the selected list whose emails contain some common attributes, like name part before @ or domain name after @. For example, schedule this email campaign only for the subscribers having Yahoo as their domain.

3) Email Doesn’t Contain

It follows the same process as described above for the email contains, with the only different that it helps to schedule campaign only for the subscribers whose email doesn’t contain some common attribute. For example, type @yahoo.com in the field and schedule this campaign for all the subscribers other than the subscribers with Yahoo.com as their domain.

4) Status 

This filter has already been elaborated in the article Mumara Segments, here are the details.

Table#4.4.1: Schedule for Opened Only, or Unopened Contacts Only

All

Schedule this email campaign for all the subscribers in the selected list(s), without being selective for opened or unopened. Keep the dropdown option at “All”

Opened Only

Opened in the selected email list(s) will only be selected to receive this email campaign.

Unopened Only

This will filter and send the email campaign to only the unopened subscribers within the selected list(s).

5) Opener's Country

Filter opens by their country 

6) Filter Opens Between Specific Date&Time

Use "Start Date&Time" and "End Date&Time" fields to separate out records between specific date. Following image demonstrates that filter is set to segment opens between 02/01/16 (12:00 AM) to 04/01/16 (12:00 AM). 

Figure#4.4.4: Between Specific Dates

Filter between Dates

7) Status 

Table#4.4.1: Schedule for Opened Only, or Unopened Contacts Only

All

Schedule this email campaign for all the subscribers in the selected list(s), without being selective for clicked or unclicked. Keep the dropdown option at “All”

Opened Only

Send this email campaign to the contacts that are still categorized as unclicked within selected list(s).

Unopened Only

Send this email campaign to the contacts that are still categorized as unclicked within selected list(s).

8) Clicker’s Country

Filter clicks by their country 

9) Filter Clicks Between Specific Date&Time

Use "Start Date&Time" and "End Date&Time" fields to separate out records between specific date. Above figure#4.4.4 demonstrates that filter is set to segment opens between 02/01/16 (12:00 AM) to 04/01/16 (12:00 AM), same is the process for clicks. 

2nd Step: Selecting Campaign Type

Mumara offers a variety of campaign types to select one according to your unique requirement. All the three types are entirely different from one another, read the following passage to know more about the types, and the variation you can employ while scheduling an email campaign of each type.  

Figure#4.4.5: Three Campaign Types

Campaign Types

1) Custom Campaign

It can also be categorized as general purpose campaign, a general purpose campaign can be a “Monthly Newsletter Campaign, or can also be a promotional campaign to all existing subscribers. You’ll be provided the “Custom Campaign” option selected by default, and underneath the selection, you’ll be offered the list of email campaigns you have created earlier using “Create an Email Campaign” page. Select the campaign by ticking the checkbox and proceed.
More than one campaign under one “Schedule Label” is also a valid selection, if the email campaigns are categorized with campaign groups, all campaigns under one group can be selected by select the Group Name. 
Scheduling a custom campaign is the flexible process and you can apply number of custom sending patterns. All these sending variations are discussed subsequently under the article “Sending Variations”.

2) AdKnowledge Campaigns

During past few years, AdKnowledge has overwhelmingly performed well. Especially “AdStation” the email advertising channel of ADK has been continuously enjoying a good reputation in the email advertising space. It is important for a person, who holds a publisher account with ADK, to maneuver the ADK campaigns in a proper way to achieve favorable results, but is it too easy? Not really, without having a good sending infrastructure, you’ll not be able to send with optimum delivery rates.
Mumara is all set for the publishers who want to take full advantage of the email data they have, it does not only enable to automate the whole process of scheduling the AdKnowledge campaigns, but also provides complete delivery reports and stats to analyze and improve.
Selection of “AdKnowledge” as campaign type will enable you to select one of the email campaigns, setup by AdKnowledge against your campaign ID. Rest of the process of scheduling the email campaign will remain the same.  Select the campaign ID at this step of the process.

3) Split Test Campaign

You can try different versions of your email campaign with the help of sending split test campaign. It helps to evaluate the best subject line, days in the week, time in the day to schedule an email campaign for the best results. But before you select split test as campaign type, you need to setup some of the instances of split tests using “Create Split Tests” page.

More on “Creating Split Tests

If you already have created the split tests to setup a campaign for, go for “Split Test Campaign” as type of campaign you want to schedule and select one of the split tests, from the list of existing split tests available. 

After you complete the 2nd step of selecting the email campaign type, move to the third step by clicking “Next”.

3rd Step: SMTP and Domain Selection

You have now reached to the third step of scheduling an email campaign by completing the first two successfully. The 3rd step belongs to selecting the SMTP and the sending domain.

a) SMTP Selection

Select by ticking the checkboxes with the list of SMTP accounts you already have configured. Mumara offers ability to setup your system with multiple SMTPs, and if you are using PowerMTA Server, process is completely automated using PowerMTA Configuration Addon of Mumara.

Select one or multiple SMTPs to rotate the SMTPs and eventually the IP(s) behind the selected SMTPs. The process of multiple selection and rotation is supported by Multi SMTP/MTA addon.

b) SMTP Sequence

How do you want to sequence selected SMTP(s)? Application offers two options. Once you select your preferred option for the SMTP sequence, application will then behave according to your preference. The two available options are.

1) Batches-(Persistent SMTP Connection)

If selected, application will divide the number of emails to send on the number of selected SMTPs, to create sending batches. The maximum size of a batch can be 500 emails per SMTP. Let's take a look at the following example to understand it more closely.

Note-Batch sending is convenient and fast, as once the connection with one SMTP account is established, it doesn't close, until the SMTP account completes its batch size. This way, a good number of emails are sent before switching to the new SMTP account.

Example- If the selected campaign has scheduled for 5000 subscribers, and 4 SMTPs are being selected to complete the sending process. Application automatically will conclude that the sending amount is larger than the maximum batch size a SMTP account can send, therefore, each one of the 4 SMTP accounts will start sending maximum batch of 500 emails. 

Example- If the selected campaign has less amount of subscribers, like 300, and 2 SMTPs are being given this task to complete sending process for these 300 emails. For this case, the sending amount is less than the maximum batch size, one SMTP account can send, therefore, it will divide the number of subscribers by the number on the SMTPs(300/2), and will conclude that each one of the 2 selected SMTP accounts will be sending in equal batch size of 150 emails.

2) Loop

Select this option if you want sending to be performed within a cyclic loop.The following example will further help to understand loop operation.

Example- If the selected campaign has scheduled for 500 subscribers, and 5 SMTP accounts are being selected to complete the sending process. 1st email will be sent from 1st SMTP account, and to send the 2nd application will select the second SMTP account in the sequence, the process continues. Cycle repeats from the 6th subscriber, and until the campaign finishes sending to 500 contacts, it keeps the same behavior of rotating the SMTP accounts within a loop for sending.

Note:The loop sending switches the SMTP accounts too frequently that it prolongs the sending process. But it is an helpful options in few cases, like, when you are warming up your new IPs, you may need to select this sending pattern, in order to avoid bulk sending behavior from one IP.

 Figure#4.4.5: Selecting SMTP Account(s) and SMTP Sequence

SMTP Sequence
The topic of selecting more than one SMTP accounts is discussed under “Sending Variation

b) Domain Masking Options

Mumara lets you setup as many domains for masking as you want, no matter they are hosted remotely or on the local server(Primary Installation Server). You’ll be able to find satisfactory details on the terms like “Domain Masking”, “Remotely Hosted Domains” and “Primary/Local Domain” during the discussion of the feature, setting up domains for masking in the article “Domain Masking”.

However for this very field, during the 3rd step of campaign scheduling, you’ll be offered three options to select one. Details of the available options for sending domains are as below.

1) Don’t Mask Domain

If selected, masking will not effect your sending, and your emails will be sent using the primary installation domain. You will have this option selected as default, so if you don't want to mask the primary domain, move forward with this option selected. 

As this is default selection and if you keep this option selected, it will let you to move forward without setting anything advance.

2) Use the Domain Setup in SMTP

Choosing this option will automatically get the sending domain from the SMTP account you just have selected. The system will mask the current/primary installation domain with the domain you have selected while the creation of the SMTP account.

However it is not necessary to provide a masking domain to create SMTP account. For the better understanding of the selection of a masking domain to work with a SMTP account, read the article“Setup SMTP Account” .

3) Custom Domain Selection

Custom selection is the third option offered to select the sending domain. But before you are about to use this option, make sure that you have setup one or more domains for masking the domain of current installation/ primary domain. Once you have setup one or more domains there for masking, the list of available masked domains will automatically start appearing for the selection.
You have the ability to select more than one domain by ticking the boxes, see the following Figure#4.4.6. And to know more about multiple domain selection, reach “Sending Variations

Figure#4.4.6: Selecting Sending Domains (Primary/SMTP or Masked)

Select Sending Domains

After the selection of the SMTP account and appropriate option for sending domain, move to the next step.

4th Step: Sending Settings and Preferences 

After you have completed the first three steps, the fourth step will let you set the sending preferences. The first among the settings is “Send Campaign” . This offers you the ability to select one of the options from the following two.

1) Send Now

Selection of this option will immediately start sending the email campaign that you have just setup by completing the previous three steps. Once you setup the other related preference on this very page and click “Submit”, the sending starts right away, without having to wait for the next interval of cron. 

2) Send Later

Send later is the second option next to “Send Campaign” and upon selection of this option, another option to select Date and Time will appear below. Selection of this option will enable you to schedule your email campaign to send in the later date and time.

(Sending Time)

Once you click the second option to send the campaign later at particular date and time, the calendar for the selection of date and time will appear below. Choose the desired month, day and year using the calendar. You can also insert the date and time manually in the respective boxes.

Note: Enable your server for Cron support, in order to perform scheduled tasks with preset intervals of cron.

More on “Cron Settings” 

a) Threads

Select the number of threads you want to use while sending of the email campaign. Make sure that you have subscribed to the multithreading module and have applied to your preferred setting for "Multithreading". You can select the same number of threads you have proposed while applying the general settings for "Multi-Threading", or you can select differently than what you have proposed in the general settings. Learn more about multithreading by clicking the link below.

More on "Multi-Threading"

Note: The option to perform parallel sending activity (Multithreading) is currently avaiable for "General Email Campaign" and also for "AdKnowledge Campaign". 

b) Unsubscribe Link

It is highly recommended practice to always add an unsubscribe link within your email email body, Mumara well recognizes the importance of this unsubscribe link, to provide your subscriber with a chance to unsubscribe from the mailing list, instead of hitting your email as spam as having an only option to get rid of further emailing.

You are being given with an option to add an unsubscribe link when creating the content of the email campaign using "Custom Variable" option. Adding Unsubscribe link during the creation of email campaign will give you the ability to adjust it anywhere in the content of your campaign. 

However, this option while scheduling an email campaign would add the unsubscribe link towards to bottom of your email campaign. By default the button appears in blue color, and keeping it at the default position will automatically add an unsubscribe link towards the bottom of your campaign.

Work this button towards left, if you already have added an unsubscribe link and want to skip this option. Figure#4.4.7 shows that the button is set not to add unsubscribe link.

c) Track Opens

Selecting this option as yes will automatically add the tracking link (Pixel) to determine your recipient's interest and creating logged event of opened emails. By default, it is set to track the opens of the particular email campaign that you are scheduling right now. If you don't want to track the opens, slide the button towards left side, just as you do in case you don't want to add an "Unsubscribe Link"

d) Track Clicks 

It will automatically update the hyperlinks in your email campaign to track the clicker's activity log. When the recipient clicks the link in your email campaign, it promptly stays on tracking domain URL, before the recipient lands and view actual destination link within the email campaign. During this precise stay, Mumara records the clicker's activity log. By default, it is set to track the clicks of the particular email campaign that you are scheduling right now. If you don't want to track the clicks, slide the button towards left side.

e) Sender Information

Sender information is the set of information that will go along with the email campaign, which you have scheduled to send. Mumara offers more than one options to select this information, before you finalize the scheduling of the email campaign. The sender information comprises of the following.

Table#4.4.3: Sender Information Details

From Name

Provide the name of the person/company, who is sending this email message, the name will appear in from field of the recipient’s email client.

From Email

Email of the person/company who is sending the email message. It helps recipients to recognize the sender of the email.

Bounce Email

Email address/ account to which you want the bounced emails to be sent.

Reply To Email

It informs the recipient that in case of replying to the message. Reply will be sent to that “Reply to” email.

You will be able to view the following three options to obtain the sender information, right under “Unsubscribe Link” at the bottom of the fourth and final step “Settings” of “Schedule Email Campaign” page. Here are the details of the three options.

1) From List

Selection of this option means that the system will get the sender information such as From Name (List Owner Name), From Email (List Owner Email), Reply to Email and email address to collect Bounces, from the selected list(s). Each subscriber list across the application has this sender information batch saved, and on selection of the option to send “From List”, the information will automatically be taken from the sender information batch saved in subscriber list. Figure#4.4.7shows this option selected.

Note: In case of the selection of multiple lists, the information will be taken from the list to which the system is sending the email campaign at that particular time. Read more on “Sending Variations” to know more about the selection of multiple lists.

Additional From Name Field

An additional field will appear below once you select “From List”. The field enables to provide separate “From Name” in the field other than the “From Name” that you already have provided during the creation of the selected list. If you use this additional from name field, this from name will replace the name setup and saved in the sender information batch of the list. Rest of the information such as “Reply Email” or Bounce Email will remain the same as saved with the list.

However, if you don’t want to use the additional from name field and want your email to be sent out using the from name setup in the sender information batch of your list, then tick the checkbox underneath the additional from name field, to make this field irrelevant. In the following Figure#4.4.7this option is being deactivated. 

2) From SMTP

The second option next to “From List” is intended to select the sender ID batch that you have created while setting up the selected SMTP account(s).  Selection of this option will enable the application to automatically get the required sender information from the select SMTP account, and send this campaign using the set of information saved in particular SMTP account.

If you have selected to send campaign from multiple SMTP account, for example 5 SMTP accounts. And the selected list has 20,000 records (Subscribers), the system will automatically divide the number of records/ subscriber (20,000) on number of SMTP accounts (5). After the division, each batch (4,000) of subscribers will receive campaign using a separate SMTP from the 5 available SMTP accounts. And the sender info for each batch will be taken from its respective SMTP account. 

Additional From Name Field

An additional field will appear below once you select “From List”. The field enables to provide separate “From Name” in the field other than the “From Name” that you already have provided during the creation of the selected list. If you use this additional from name field, this from name will replace the name setup and saved in the sender information batch of the list. Rest of the information such as “Reply Email” or Bounce Email will remain the same as saved with the list.

However, if you don’t want to use the additional from name field and want your email to be sent out using the from name setup in the sender information batch of your list, then tick the checkbox underneath the additional from name field, to make this field irrelevant. In the following Figure#4.4.7this option is being deactivated. 

3) Custom Sender Information

If you opt to provide “Custom” sender information, the following fields will appear on your screen to provide relevant details to move forward.

Extension-Table#4.4.1:“Custom” Sender Information Details

From Name

Name of the person/company who has sent the email. The name will appear in the form field of your recipient’s email client.

From Email

Email of the person/company who has sent the email. It helps recipients to recognize the sender of the email.

Bounce Email

Email address/ account to which you want the bounced emails to be sent.

Reply To Email

It tells the recipient that in case of replying to the message. Reply will be sent to that “Reply to” email.

The selection of the “Custom” sender information ensures that no sender information has been obtained from list or SMTP, and the particular email campaign is to be sent using the custom sender details.

f) Notification Email

Put forward an email in this field to notify the sender/scheduler when the scheduled activity is successfully completed (Scheduled Campaign Sent Successfully).  

Figure#4.4.7: Sending Preferences

Sending Preferences

Complete the process of Scheduling by Pressing "Submit".