Email newsletter

The email newsletter feature allows custom branded email newsletters to be sent to a specific group of users or all users on the intranet. It can be used for company updates, team organization, new employee onboarding, compliance reminders, and more. The newsletter reaches employees in their email inboxes and directs them to the intranet by featuring and linking to intranet content.

The email newsletter is created from multiple posts, events, or other content that already exists on the intranet. 

Permissions

Permissions for who can create and edit email newsletters are the same as permissions for who can set up broadcasts. Permissions to create email newsletters can be given to super administrators, content administrators, or specific security groups or individuals.

These permissions are set on the Admin panel: Content section > Broadcast page. See the Permissions heading on Enable broadcasts to learn about granting permission for Broadcasts and email newsletters.

Create newsletter

The email newsletter builder makes it easy to pull intranet content together into a newsletter for employees. At any point in the process you can save your draft newsletter to keep working on it at a later time. Below is a basic workflow for creating a newsletter. Click on the links in the instructions to get more details about individual steps.

1. Click on your name or profile photo on the top right of any page.
2. In the menu that opens, click Broadcast center.
3. Click on the Email newsletter tab.
4. Click the +Create email newsletter button.
5. In the New email newsletter pop-up window that opens, give your email newsletter a name to differentiate it from other newsletters that will be created. The name will only display in the newsletter broadcast center. Click Save.
6. Apply a template or Add content blocks.
7. Set up content blocks with newsletter content.
8. Schedule when your newsletter will be sent.
9. Add newsletter recipients. (Make sure that the recipients that you send the newsletter to have view permission on the intranet content that you add to the newsletter.)
10. Preview your newsletter and send a test email to see what it will look like.
11. Click Send/Schedule.

Add content blocks

Ensure that the intranet content you have added to the email newsletter is viewable by the recipients of the newsletter. If a user receives a newsletter that includes content they don't have permission to view on the intranet, they will be able to see the content in the newsletter but when they click through to the intranet content they will not be able to view it.

1. Enter text for the email subject line in the Email subject field.
2. To start adding content, drag and drop content blocks from the left side into the body of the newsletter, or click the Apply template button to select a template pre-populated with content blocks. (To learn more, see Email newsletter content blocks and Email newsletter templates).
3. You can reorder, add or delete content blocks at anytime while creating the newsletter.

See Email newsletter content blocks for descriptions of the different content block types and set up instructions for each.

Reorder or delete content blocks

To reorder content blocks:

1. Hover over the block you want to move and click on the ... three dots on the right.
2. In the menu that appears, select Move up or Move down to change the order. 
3. Repeat to move a block farther.

To delete a content block:

1. Hover over the block you want to move and click on the ... three dots on the right.
2. Select Delete from the menu. Confirm the deletion for content blocks that may contain content by clicking Delete in the pop-up window.

Select newsletter font

The selected font applies to all text entered into the newsletter.

1. Click Font selector at the top left of the email body. 
2. In the Font Selector window that opens, click on the dropdown menu and select from the available fonts.

Add link to an image

Images in Multiple posts/Single post content blocks are automatically set up to link to the post or content they are connected to. If you want an Image or Banner image to link to something, you need to add the link.

1. Hover over the image you want to add a link to and click on the ... three dots on the right.
2. In the menu that opens, click Add link.
3. In the Add link window, click on a Recently viewed page, Paste a link in the field at the top, or start typing in it to search for intranet content, and click on the desired result.
4. Click Done.

To replace or remove a link from an image, hover over the image, click the ... three dots on the right, and select replace or remove link in the menu that opens.

Schedule newsletter

Newsletters can be sent immediately when the Send button is clicked, or scheduled for a future time and date.

1. Click the Schedule and Recipients tab at the top of the newsletter to choose when the email will send. 
2. By default, the radio button for Immediately is selected, and the email newsletter will be sent immediately on clicking Send. To send at a future date and time, select the radio button beside On. Then click in the date, time, and time zone fields and select when you want to send the newsletter from the date, time, and time zone pickers.

Add recipients

The newsletter can be sent to one or more individual users or security groups, or all registered users.

1. Click the Schedule and Recipients tab at the top of the newsletter to choose who the newsletter will be sent to. 
2. Click in the Search field under Recipients, and start typing the name of the user or security group that you want to receive the newsletter. 
3. Click on the name of the user or security group when it appears in the dropdown menu. 
4. Repeat to add more users or security groups. The total number of recipients will display below the field.

Preview

Click Preview to see what the newsletter will look like when users receive it by email. The preview newsletter will open in a pop-up window.

Send test email

Click Send test email to send a test copy of the newsletter to yourself or someone else. The email of the signed-in user will be the default email in the Send test email pop-up window. To send the test email to someone else, delete your email address, type the desired recipient's email in the box, and click Send.