Users who want to create emails and send or schedule emails must be designated as a standard user or an organization administrator. Additional settings define what access and permissions a user has, such as:
- Create email
- Create quick compose email
- Create locked email
- Send email
Tip: If a standard user can't view an email, double check that the user has access to the folder in question and make sure that Create locked email is enabled under User Permissions.
There are also a few areas where a Campaign administrator can make changes that impact all email.
Modify the general disclaimer for all email
The general disclaimer is intended for use in the email body, typically the footer. Don't apply the disclaimer personalization strings in the subject line because the subject line won't properly populate.
To edit the general disclaimer, the administrator can complete the following steps.
- Select Settings > Administration > Organization settings.
- Select Mailings Settings > Edit.
- Enter your disclaimer text. Note the section for the HTML and text disclaimer.
- Select Disclaimer Required to Send to force everyone in the organization to include the disclaimer in their emails before allows the emails to be sent.
- Save your changes.
- You can add the disclaimer to a template. In either the HTML or text email bodies, use
%%GENERAL_DISCLAIMER%%from the personalization picker to apply the disclaimer appropriate to that email body. You don't need to specify the
TEXT_personalization string that is in Settings. However, if you want to explicitly apply the text disclaimer in the HTML body, you can use
%%TEXT_GENERAL_DISCLAIMER%%to pull the information from the Text Disclaimer in Settings.
Set the tracking pixel location
The location of the tracking pixel, used for tracking emails, must be set the administrator.
- Go to Email settings for your organization.
- Click Edit.
- In Tracking Image for Opens, select the location for the tracking pixel.
- Save your changes.
Blind carbon copy (BCC)
The blind carbon copy (BCC) feature sends an exact copy, including rendered personalization and dynamic content, of every email that you deploy to a designated email address. This feature is ideal for clients who are legally or contractually bound to retain an exact copy of every email that they send to contacts. BCC also applies to program emails and automated message groups. There is a cost for this feature.
Before you can use BCC, you must complete the following steps:
- Contact support to enable the BCC feature for your organization.
- Set up an email account and address where the blind carbon copies are sent.
After support enables BCC for your organization, you must configure your organizational settings to designate an email address to receive the copied emails.
Enable and configure BCC in your organization
You must enter an email address in the organization settings to be able to add a custom email address for BCC in the database settings.
- Go to Settings > Administration > Organization settings. Expand Mailing settings.
- Click Edit.
- Enter the email address that is designated to receive blind copies. If an email address is not selected at the contact source level, all BCC emails are sent to this address.
- Select Enable Default BCC Email Address. This default setting applies to new databases.You need to configure Contact Source settings to use a different BCC email address.
- Click Save.
After BCC is enabled, the Maximum Soft Bounce Retries setting is disabled. If you attempt to enter a value greater than 0 in this field, you receive an error message.
Enable BCC on a list
You can enable BCC on a list to send an exact copy of every email that is deployed from that database to an email address that you specify for any list.
- In your list, go to Settings.
- In the Blind Carbon Copy (BCC) Preferences section, select one of the following settings:
- Off: BCC is disabled for this list.
- On: use org email address: BCC is enabled and uses the default email address that is designated in your organizational settings.
- On: use Custom Email address: Specify an email address that overrides the default org email address.
- Click Save.
Special considerations for BCC emails
- BCC messages are not archived. However, it is important to maintain that account so the email does not bounce. We suggest that you devise a process to manage and maintain your BCC messages and use that as the best archive.
- All email behaviors, including opens, clickthroughs, and behavior criteria that are used in queries, are tracked the same way that the original email is tracked. Avoid opening or clicking within the BCC email so reporting results are not skewed and inaccurate.
- For testing purposes, you can use BCC for a test list send. However, if you want to test an email without using BCC, perform a quick test or use a test list that isn't enabled for BCC.
- You can see the original recipient's email address in the To field in the BCC inbox. Go into the BCC inbox and select the email. In the To field, use the search tools to find the original recipient's email address. For example, to search Gmail to find an email address, search for the specific email by subject line, From field, or To field. You can see the From address only in the inbox.
- Mail throttling does not count against BCC-enabled sends. Mail throttling applies to recipient sends and does not include the blind copies in its count. Use mail throttling with BCC to avoid email reputation issues or overwhelming your BCC inbox. For example, you deploy an email to 100,000 contacts, but set throttling to 5,000 an hour. Your email is sent to 5000 recipients and 5000 copies to your designated BCC email address, totaling 10,000 contacts an hour. Counts only the original 5000 messages, not the 5000 BCC messages.
Ensure test sends don't go to spam
B2B domains typically have stronger filtering rules by using in-house firewalls, spam filters, rules, and policies. They might also use third-party filtering solutions, like MessagesLabs or Ironport, so the business can protect itself, the infrastructure, and employees by rejecting suspicious messages.
Your organization/recipients can do the following to ensure delivery of your test emails to their inbox:
- If you use a filtering service, ask your IT administrator to contact the filtering solution company to whitelist your company's equipment, software, and tools that are used for security/firewall/spam filters, rules, and policies.
- The IT administrator should also do the same locally to ensure delivery, as the company might run their own filtering on top of the filtering solution from an external provider. This practice is common in financial institutions.
- VMTA NAME
These settings are in Settings > Org Admin > Organizational Settings > VMTA Servers. You can see the servers that are used for sending.
- IP Address
You can take the VMTA server name and use any tools on the web to find out the IP address.
- From Address
You used this address when you created your emails and entered the address into the From and Reply To fields. For example, if you use
email@example.com, add this address to your contact list/safe senders list.
- VMTA NAME
Warning: If you see the error that the number of recipients in the selected contact source exceeds the maximum allowed for test mailings this indicates that the organization setting for the maximum number of recipients for a test mailing is lower than the number of recipients in your test list.To resolve this issue, in Organization settings > Mailing settings, the administrator needs to increase the number of recipients for the test list.