Automated emails allow you to communicate with your patrons in response to actions and data in Tessitura. Use dynamic List Manager lists in Tessitura to define who should (and shouldn’t) receive your campaigns. In WordFly, create an automated campaign that will send personalized welcome emails, reminders, membership confirmations or expiration warnings and more.
Be sure to review the FAQs section in this support post for the most common questions/answers about automated campaigns in WordFly.
Topics covered in this article:
We've put together a few examples of Tessitura automated campaigns. Visit these support posts to learn more!
- Welcome emails
- Membership thank you email
- Abandoned cart emails
- Performance reminder emails
- Post-show follow up email
There are three parts to an automated campaign in WordFly:
- Who should receive the email?
- What will they receive?
- When should it be sent?
This post will illustrate these three steps by walking through the process of creating a Tessitura automated campaign in WordFly.
1. Go to Email > Create a campaign.
2. Under Settings, from the type dropdown, select Triggered.
3. Under the Email Template section, select the email design you would like to use or create a new one.
Add any personalization to your email design with data fields and dynamic tags. Learn more about data fields by reviewing this post.
4. Under the Recipients section, assign the list you will be using to the campaign.
What to expect when assigning your List Manager list:
- Note that you won’t be importing any subscribers just yet. Automated campaigns are designed to import subscribers at the time of sending. In this step you'll only be assigning the list that WordFly will use each time the campaign is scheduled to send.
- It is expected that the imported number will initially be 0 subscribers since the campaign hasn't imported any addresses yet.
- Only List Manager lists in Tessitura that are marked with the TMS checkbox can be used in WordFly. Select the Dynamic checkbox for the List Manager list for the list to update/generate with the latest subscribers at the time WordFly imports the list from Tessitura.
- Under the Select promotion attributes step be sure to select an appeal, media, and source group. These selections are required for email response data to update in Tessitura.
- Under the Map your fields step, be sure to map any data fields from your list to WordFly data fields. This step is required for personalization to work in your email design. For example, if you want performance date as a data field in your Template, you need to map performance date data fields during the map your fields step of the list assignment process.
- If you need to re-assign your list just select Change list settings.
5. Test your automated campaign.
Under the Testing tab, use Subscriber Preview to test a subset of your subscribers and to make sure you have all the correct personalized data pulling into the Template. Learn more
6. Under the Activation section, schedule your automated campaign for sending.
Activation options include:
- Select mailing frequency: This is where you tell WordFly how often to send the campaign. One time only; Once per month; Weekly; Daily; Hourly.
- Select start date and time: When should the campaign start sending? Now or in the future.
- Select end date and time: When should the campaign stop sending? At a specific time in the future or Never.
- Send to a subscriber: How often should the subscriber receive the email? One time only; Every time they meet the criteria; No more than once per week; No more than once per month.
- Select format: This is the format of your email. Should it send as text, HTML or Mutipart-MIME?
Learn more about email scheduling options.
7. Select Activate to schedule your automated campaign.
Once you select Activate your automated campaign will be scheduled to send. The campaign will only send to subscribers that meet the list criteria at the time of sending. Once the campaign sends it will be rescheduled to send again at the same time at the frequency you set it to send each time.
You can test your automated campaign lists to see if your list criteria in Tessitura is pulling the right subscribers. These pointers should help you iron out any kinks before activating the automated campaign.
- If you're primarily concerned with the list that gets generated then you can test your dynamic List Manager list in Test Tessitura to confirm that the correct subscribers are imported into the list. Run the list and output set in Tessitura using the List Manager > Results option or under Reports > Run List and Output set report. Check that the right subscribers and data are returning.
- In WordFly, go to the automated campaign's Testing tab and select Subscriber preview. You'll be able to see any personalization for subscribers that meet the criteria. Learn more
In WordFly, open your in progress automated campaign, click the Testing tab then select Subscriber Preview to test personalization in your email design. Before you start preview testing, make sure you have an email template and subscriber list assigned to the campaign.
What to expect when testing personalization with subscriber preview:
- Your list and output set will be run in Tessitura but promotion records won’t be created.
- The list is not imported. The data returned is only used for on-screen previewing. No subscribers will be imported.
- The preview only displays the first 5 subscribers from the list. Even after the list starts sending, the same first 5 subscribers will appear here. Use the search bar to find other subscribers that meet the list criteria. Tip: Search for @ to pull back all subscribers that meet the list criteria.
- The data is static once imported for preview. To pull updated data - for example, if your output set is updated or you re-map your list data fields - you must re-import for preview to pull the new data.
Follow these instructions to test your automated campaign personalization:
1. Open your automated campaign and click on the Testing tab.
2. Click on Subscriber Preview.
3. Click Add Subscribers.
4. Select Import Subscribers for Preview.
If your automated campaign didn't send to any subscribers there are a few things you can check to start troubleshooting.
- Check the Recipients tab to view the Subscriber Import Issues > Data Errors. Are there any data errors that point to integration, list, or data issues?
- Check the list manager list assigned for the campaign:
- Check to see if the list was generated in Tessitura and if it contains any subscribers. If no subscribers met the criteria or the list experienced a problem in Tessitura the automated campaign remains scheduled to send.
- Check the list properties in Tessitura to confirm both TMS and Dynamic are checked, and that the correct control group is selected.
- Check the output set assigned for the campaign:
- The output set must return valid data (email and any other data needed for personalization) in order for the list to return subscriber data. If the output set doesn't have any fields defined then the automated campaign will still run every day but when it runs the list in Tessitura the import to fail.
- Was the output set duplicated in Tessitura? Duplicated output sets may need criteria added again or re-defined.
- Check the output set properties in Tessitura to confirm TMS is checked, and that the correct control group is selected.
- If the issues still continues, email WordFly support to get help.
To stop or pause an automated campaign in WordFly, open the campaign and select the Activation tab then select Pause/Edit.
When the automated campaign is paused:
- The campaign will not send.
- You can click the Recipients tab and re-assign your list by selecting Change list settings.
- You can click the Template tab and assign a new email design by clicking Select a different template.
- You can click the Settings tab and update the subject line and other options for the automated campaign.
- To reactivate the automated campaign go back to the Activation tab and update your Start Date and Time settings then click Activate to resume sending. Note that the time setting will adjust by 5 minutes to set the time in the future, but this can be adjusted.
Follow these steps to pause/stop an automated campaign:
1. Go to your automated campaign and click on the Activation tab.
2. Scroll down to the end of the page and click Pause/Edit.
Why are there 0 subscribers after assigning my dynamic List Manager list?
It is expected to have 0 subscribers when you initially assign your list to your automated campaign. This step is a little different from a standard campaign in that you won’t be importing any subscribers just yet. Automated campaigns are designed to import subscribers at the time of sending.
Can I update the list assigned to my campaign?
Yes, you can go to the Recipients tab of the campaign to update the list assigned anytime, even when the campaign is running (not paused). Go to the Recipients tab and select Change list settings, then reassign your list. You must select Save/Continue after making the list assignment updates.
How can I update my email design when the automated campaign is running?
You can edit your email design any time by going to Emails > Email Templates. Make your edits and save. WordFly will always use the latest version of your email design without having to pause the automated campaign.
How can I check the list import and sending history when the automated campaign is running?
- You can see your sending history anytime under the Activation tab > Sending history.
- You can see your next scheduled deployment anytime under the Activation tab > Sent.
- You can review any import history under Recipients > List history.
Are sources generated with each list import?
Yes, every time WordFly fetches the list every subscriber who meets the list criteria will receive a promotion and source for the list import. If you selected “Only once” in WordFly and a subscriber met the list criteria every time the campaign ran, WordFly would only send the campaign to them once, but they would have a source code for every time the campaign runs. You may consider suppressing subscribers with previous promotions if you those subscribers won't be imported again, this is typical for a Welcome email series.
What should I know about a paused automated campaigns?
How long should an automated campaign run before ending it?
For long-running automated campaigns such as performance reminders and welcome emails we recommend starting a new campaign each year. Most organizations us either fiscal year or production season as start/end dates. This ensures your campaigns run efficiently and gives you the opportunity to review data year-over-year as automated campaign reporting is cumulative as one campaign.