Lists

Contact Lists and Addresses #

Create and Manage Lists #

The user can manage multiple distribution lists here.  

The current list is selected through the drop-down box found in the upper side of the window. Next to it, you can find 3 buttons that will let you create a new list ( Create New List), rename the current list (Rename Email List), delete it (Delete Email List) or refresh (Reload email list).

Recipient List Tab 

Add:- To add a single recipient to a chosen list at a time.

Enter the details in this Add New Address  and click Add Address to save the contact.

Import:- Opens the Import window for importing bulk contacts from local files. 

Edit :- To edit the existing contacts, click on the contact in the grid and click this option, you will get the Edit Address dialog box 

Edit the details you need and click the Save Changes button.

Delete:- You can delete either the whole contacts or only selected contacts by selecting Delete All or Delete Selected options respectively.

Duplicates:- You can delete the duplicate contacts from  either the whole list or only from selected contacts by selecting Kill Duplicates from whole list or Kill Duplicates From Selection options respectively.

Copy :-You can copy paste the selected contact in the grid using this option.

Subscribe:- You can subscribe either the whole contacts or only selected contacts by selecting Subscribe All or Subscribe Selected options respectively.

Unsubscribe:- You can unsubscribe either the whole contacts or only selected contacts by selecting Unsubscribe All or Unsubscribe Selected options respectively.

Enable :- You can enable either the whole contacts or only selected contacts by selecting Enable All or Enable Selected options respectively.

Disable:- You can enable either the whole contacts or only selected contacts by selecting Disable All or Disable Selected options respectively.

Notes:-Users can enter a short description for a chosen contact.

The remaining area of the window is dedicated to the address list of the selected distribution list.Each address shows: the subscription state (marked by the check box in Subscribed column), the activation state (marked by a checkbox), the contents of the 15 custom fields. 

During a send operation, the addresses marked as unsubscribed or inactive(or disabled) will be skipped. The send operation will therefore affect only those addresses that are currently both subscribed and enabled. 

View contacts #

Displays a distribution list in a grid page wise 

20 contacts will be displayed per page. You can navigate through the pages using the options,

  • Click the > button to go to the next page.
  • Click the < button to go to the next page.
  • Click the >| button to go to the last page.
  • Click the |< button to go to the first page.
  • No.of pages text box shows the total number of pages.

Black List #

A Blacklist is a filter that prevents certain email addresses or domains from receiving mails, independently from their subscription/activation state. 

After entering the black list click Save to save the data. For deleting one entry from black list , click on the entry and click the Delete button and confirm.

When you send a message to a given list, before each mail is actually sent, Software checks whether the recipient’s address or domain is included in the blacklist: if it is, the mail is skipped.

two different blacklists are provided:

  • Email ID(s) blacklist: enter here the e-mail addresses you don’t want any messages ever sent to.
  • Domain Name(s) blacklist: instead of single addresses, you can specify whole domains (a mail domain is the part that comes after the “@” sign in an email address: be careful not to include “www.” or any other third level domain name). When a domain is blacklisted, no address belonging to that domain will ever be sent a message.

You can enter items as free text; each row must contain one address / domain (no extra characters). 

Here is an example of a valid Email ID(s) blacklist:

[email protected]

a valid Domain Name(s) blacklist:

Gmail.com

Note : Black list should be used for “emergency” or special tasks only . When someone explicitly asks not to receive any message from you anymore, not even after a subscription Or when you want to make sure your competitors are not receiving newsletters from you.

Import List #

You can import data from an external source into the currently selected list. There are four accepted sources:

  • You can import data from a formatted text file (.csv, .txt, .xls or .xlsx), residing on the local machine or the local network, by selecting External file.  
  • You can import data from the Windows Clipboard (after having copied data from another software), by selecting From clipboard.
  • You can import data from Outlook Express Address Book, by selecting From Outlook.

The data loaded from external sources can be used for one of the following operations:

  • It can be added to the selected list by choosing the Add to the list and subscribe new addresses.
     
  • It can be removed from the selected list by choosing the Remove new address from the list option. All the addresses included in the data source will be removed, if present.
     
  • It can be unsubscribed from the list (without removing them and therefore preserving the data) by choosing the Unsubscribe new addresses option. This operation is similar to the one described above, but the addresses are not removed from the list, they simply get marked as unsubscribed. This method will let you to maintain the data in the list while avoiding including the addresses in mailing operations.

Importing from external source

  1. Select source as External File /Clipboard and click Next the following window appears.
  2. Browse and open the file that contains contacts from your computer system . Select the special character that separates the values in the file ( for example comma , if the source is a csv file) in the Delimiter dropdown. If the first row in the source file contains the column or field names then check the First row contains the field names option. If you need to import multiple fields other than email id from the source file , select Extract multiple fields from file containing multiple columns else select Extract only email id option. By choosing the Subscribe address already present in list option, if an address is already in the destination list, but not subscribed, new data won’t be imported but the address will be marked as subscribed. Click Next.
  1. If you have chosen to extract only email ids, all the email ids in the source file will be extracted and saved in the destination list you have selected, else you will get the window given below to map the fields in list to the fields in source file.

Click on the dropdown of each field and select the source file field that matches it. Once mapping is complete, click Next to import all the fields from the source file and to save it in the destination list.

Export List #

Export data from a distribution list to a .csv or .xls format file. After selecting the list to be exported, you can choose one of the available exporting methods:

  1. Export all addresses: all the addresses in the list will be exported.
     
  2. Export only subscribed addresses: only currently subscribed addresses will be exported from the selected list .
     
  3. Export only unsubscribed addresses: only currently unsubscribed addresses will be exported from the selected list .
     
  4. Export only disabled addresses: only currently disabled addresses will be exported. Using the advanced filtering options found in the Manage lists window, this method allows you to define selective and specific exports.

Clicking on the NEXT button will show a window, as shown below,

In this user has to  set the name of the exporting file(a .csv or .xls format file), the delimiter (the column separator character) and whether First row contains field names. Finally click on the Export button, the exporting process will start. All the specified data in the list will be saved in the chosen destination file in your local system.

Manage Subscription #

Users can manage subscriptions (and unsubscriptions) to distribution lists in two ways: web based subscription management and POP3 based subscription management. 

POP3 based subscription management:-Each campaign can be associated with a subscription managing  e-mail address: when a recipient clicks on subscribe link,  a message with “Subscribe” in the subject line is sent to this email address. If a recipient clicks on an unsubscribe link ,a message with “Unsubscribe” in the subject line is sent to this email address. Morphymail  downloads  messages from the POP3 account of this subscription managing email id, verifies the subject and updates the related distribution list:  if subject is “Subscribe”, the sender gets added to the list and if subject is “Unsubscribe” instead, the sender gets unsubscribed (if case he/she was previously subscribed).

Note: Default subject lines (“Subscribe” for subscriptions, and “Unsubscribe” for cancelations) can be changed while inserting the link.

Warning: The address chosen for managing subscriptions must allow POP3 messages downloading (the same protocol used by standard e-mail clients). It’s not possible to use addresses that can be only managed via the web (for instance the Hotmail services).

Managing subscriptions  is set by typing the correct parameters to access the POP3 account, just like in an email client software: besides the address (E-mail) you need to specify the receiving server (POP3 Server), the Port number (if no port is specified, default port 110 will be used), the Username and the Password. The SSL checkbox enables SSL communication, which may be needed by some pop3 servers (a typical example is Gmail’s server). In the Timeout field you can type the number of seconds of inactivity after which the connection will be closed. To verify the parameters just click on the Test connection  button (no message will be downloaded).

Select the list from the dropdown, select the type of pop3 from the Settings dropdown, enter subscription managing email id and its password and click Test connection. If you get a successful message, click Start to download  messages from the POP3 account of this subscription managing email id, verify the subject and update the related distribution list. Keep a copy of the messages on the server once downloaded allows the downloading  of  messages without deleting them from the server. The messages will then be available for future uses.

To insert an Unsubscribe or Subscribe link in your website or email message click the copy button in the SubscriptionLink section (shown below) and paste it in the HTML section in WYSIWYG Editor of compose message window.

Web based subscription management:- 

When a recipient clicks on a web based unsubscribe link, the recipient’s email id will be added to your web based unsubscription list. When you click on Remove all unsubscribers from all mailing lists, your web based unsubscription list will be referred and those email ids will be unsubscribed from all your distribution lists automatically.

Click on Add all subscribers to your mailing list to go to the CRM window and to collect website based subscriptions.

Manage Bounce Back #

Email messages are sent between mail servers using a procedure called Simple Mail Transfer Protocol (SMTP). If there’s an error during the transmission a delivery status notification (DSN), otherwise known as a “bounce message”, is returned to the sending server  to explain why the message wasn’t delivered.

A bounced email (or bounce-back) is one that never arrives in the recipient’s inbox and is sent back, or bounced back, to the sender with an error message that indicates to the sender that the email was never successfully transmitted. Typically, this happens when you send your mailings using Smtp servers: if an address is non-existent, Smtp server will accept the message anyway, but it will be bounced later.

There are two main types of bounce-backs:

  • Hard bounces: the e-mail could not be delivered due to a permanent error (i.e. non-existent address)
  • Soft bounces: A temporary condition exists causing the email delivery to fail (i.e. the recipient’s mail server is temporarily busy)

Morphymail can automatically recognize most bounced emails and unsubscribe or delete bounced addresses in the selected list. It is necessary to tell the program which address should be checked.

Which address should I enter?

Remember that email bounces are sent to the mailing’s sender address. Suppose you sent your campaign from “[email protected]” address. Bounce-backs will therefore be delivered to “[email protected]”, and this is the address you will have to configure in the Manage bounce backs section.

To manage bounce of a campaign, the sender address is set by typing the correct parameters to access its POP3 account, just like any email client software: besides the address (E-mail) you need to specify the receiving server (POP3 Server), the Port number (if no port is specified, default port 110 will be used), the Username and the Password. The SSL checkbox enables SSL communication, which may be needed by some pop3 servers (a typical example is Gmail’s server). In the Timeout field you can type the number of seconds of inactivity after which the connection will be closed. To verify the parameters just click on the Test connection  button (no message will be downloaded).

  Keep a copy of the messages on the server once downloaded allows the downloading  of  messages without deleting them from the server. The messages will then be available for future uses. If Delete bounced addresses is selected, bounced addresses will be deleted from the selected list. If Unsubscribe bounced addresses is selected, they will just be unsubscribed from the list.

By checking Process soft bounces, Process general bounces you can include soft and general bounces in the  process; otherwise only hard bounces will be processed. By clicking on the Start button, the  messages will be downloaded and the selected distribution list will be updated.

Manage Misc. Bounce #

Users can process other types of bounces here.

The bounces available here are,

  • Mail Block
  • Auto reply
  • Virus notification
  • Challenged
  • Address changed
  • Failure
  • Relayed

To manage miscellaneous bounces of a campaign, the sender address is set by typing the correct parameters to access its POP3 account, just like any email client software: besides the address (E-mail) you need to specify the receiving server (POP3 Server), the Port number (if no port is specified, default port 110 will be used), the Username and the Password. The SSL checkbox enables SSL communication, which may be needed by some pop3 servers (a typical example is Gmail’s server). In the Timeout field you can type the number of seconds of inactivity after which the connection will be closed. To verify the parameters just click on the Test connection  button (no message will be downloaded).

  Keep a copy of the messages on the server once downloaded allows the downloading  of  messages without deleting them from the server. The messages will then be available for future uses. If Delete bounced addresses is selected, bounced addresses will be deleted from the selected list. If Unsubscribe bounced addresses is selected, they will just be unsubscribed from the list.

After checking the type of  bounces you need to  process, click on the Start button, the  messages will be downloaded and the selected distribution list will be updated.

Verify Email List #

Validate the email addresses in your contact using  this  built-in email verifier module. It validates each contact by checking the syntax  and mx name.

Syntax:- A typical email address consists of three components

  1. Username:- The first part  is the  unique name called username.
  2. @ Symbol:- “@,” symbol is the second part of an email address.
  3. Domain :-The last part of an email address is the domain, which can consist of two parts: the mail server(eg:- gmail) and the top-level domain(eg:- .com).

If the email id is not in the form <username>@<domainname>, it is invalid.

MX record :- A mail exchanger record (MX record) specifies the mail server responsible for accepting email messages on behalf of a domain name. It is a resource record in the Domain Name System (DNS). The MX record for the domain of email id does not exist means DNS is not configured properly. Then the email id is invalid.

Select the distribution list to be verified from the grid and click Start.

 

The email ids are verified and all invalid email ids are removed from the list. Save the invalid addresses by clicking on Save invalid button and save the valid addresses by clicking on Save valid button 

CRM #

Users can Import contacts in their MySQL or MSSQL database to the chosen distribution list in the software. The steps are

  1. Connect to the database :- Select the type of database MySQL or MSSql.

Enter IP, DatabaseName, Username and Password, then click Connect

Choose Table to map section appears.

  1. Select the table, that contains the contact details, from the drop down in the  Choose Table to map section. Select the list and  Click Ok
  1. The fields in the distribution list and the chosen table appears as shown below
  1. Click on a field from the List fields and click > . The selected field appears in the right side box(the mapping box). Click on the same field in Table fields and click > . The selected field appears in the right side box(the mapping box). Likewise add all the fields you want.

Click Assign.

  1. Click Fetch Form data to the email list button to populate the chosen list with the contacts in the chosen table.

<  To remove a field from the mapping box.

To move the chosen field in the mapping box upward.

To move the chosen field in the mapping box downward. 

To clear all fields.  

Important : CRM option is meant for collecting the website form fill ups in your website. A website form is a medium that allows your visitors to get in contact with you and to send information, such as an order, a catalog request, or even a query, which is passed on to your database. 

A web form often acts as a communication bridge that allows a user to communicate with a company and vice versa. Illogical and inappropriate questions can hamper the company image quite easily. Use the Website Forms option provided by Morphymail to create sensible website forms for your website.

Process Unsubscriptions #

This is the web based unsubscription processing option.

When a recipient clicks on a web based unsubscribe link in the received email, the recipient’s email id will be added to your web based unsubscription list. To process these web based unsubscription,  click on Process Unsubscriptions, your web based unsubscription list will be referred and those email ids will be unsubscribed from all your distribution lists automatically. A progress bar appears at the bottom of Morphymail window as shown below to show the status of unsubscription process.

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