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New User Guide - Getting Started with WordFly

We’re happy you’re here! This article is designed to turn you into a WordFly Email Pro in the shortest time possible. We'll give short explanations and then link off to articles to give you more step-by-step details. Use this as your all-up training guide and let us know if you have any questions along the way by emailing our team.


Topics covered in this article:

Introduction to WordFly

Finding your way around - quick tour of WordFly

Key terms to know

Setting up your Account in WordFly

Sending a Campaign in WordFly

Managing Subscribers

Exploring Reporting in WordFly

Tessitura Integration with WordFly

Centaman Integration with WordFly

  

Introduction to WordFly


WordFly is a web-based application that works in most web browsers, to make sure WordFly works properly in your browser, you should enable cookies, pop-ups, and JavaScript. Learn more: How do I set up my browser for WordFly?

When you create an account with us, you agree to WordFly's Acceptable Use Policy. All our users must comply with anti-spam regulations both in the US and to any countries where your subscribers reside. We've put together an article that lists email marketing best practices and rules to help you meet compliance regulations.

Our full feature list can be found here: WordFly Features. Visit our knowledge base section to find helpful articles about everything WordFly has to offer.
 

 

Finding your way around - quick tour of WordFly

 

We've created a helpful tour in WordFly. Login to your account and select the WordFly icon from the footer section to open the site menu. Select Welcome from the menu. Then select Take a Quick Tour. This will give you a high-level overview of all the sections of WordFly and what you can do in each section.

 

 

Key terms to know

 

Here's a quick reference to some terms you'll see throughout WordFly.

Email Campaign: When you send/deploy an email with WordFly, we call it a campaign. A campaign is made up of your email template, a subscriber list and settings.

  • Settings: From Name, From Address, Subject line, A/B testing options
  • Email Template: What are you sending? HTML/Text email
  • Subscriber list: Who are you sending to?

Email Template: The email template is the designed and personalized email  that gets sent to a subscriber in your Campaign. Use WordFly's responsive email designer—Modern Editor—to build beautiful fluid emails for every screen.

Starter Emails: You can make any Modern Editor email into a starter email template which puts the email into the starter carousel when you create a new email template. This is a great way to set up reusable templates for your users (or users can just duplicate templates under Email > Email Templates).

Media Library: Host any images or downloadable files you use in your emails in the Media library.

Labels: Create and apply labels to your Campaigns, Templates and Subscriber lists for easy filtering and organization.

Data Fields: Data fields in WordFly allow you to add First Name, Last Name and other personalization inside your email template. A data field is essentially the field column header in your spreadsheet. Data fields tell WordFly which data you’re importing with your subscriber list.

Dynamic Tags: Create if/then conditional statements using Dynamic Tags. Use basic or advanced dynamic tags to personalize your subject lines, email content, and links.

 

Let's start setting up your Account, move onto the next section in this article for more!

 

 

Setting up your Account in WordFly

 

In WordFly, go to the Account section.

 

In the Account section you can...

 

Update your Organization Info. Tell us about yourself.

  • Select your industry and category
  • Add your address, website URL and privacy policy URL
  • Select the time zone and date format for your region

...then click Update.

 

Create New Users. Set up unlimited user accounts and give your colleagues customized access.

  • Add a new user and select which WordFly sections they can access
  • Tell us who your main Account, Billing and Technical contacts are

... then click Save.

 

Create Labels. Use labels in your Campaigns, Templates and Subscriber lists for easy filtering and organization.

 

Set up your Email Settings. Add reusable content for your campaigns.

  • Add the From names and From/Reply-To addresses for your campaigns
  • Enter your organization postal address for CAN-SPAM compliance
  • Enter best practices paragraph content so your subscribers know how they were added to your list

... then click Save.

 

Select your Email Pricing Plan. Your account will be defaulted to the Pay Per Email plan if you do not select a pricing plan. Select a pricing plan that works best for your organization. Learn more about the Monthly Subscriber pricing plan and active subscribers.

 

Select the Unlimited Inbox Preview Plan or keep the original plan (no action required) that gives your organization 50 free Litmus previews each month for testing your emails across 30+ different email clients.

 

Set up your Account Options.

  • Enable a custom tracking link. Your IT team will need to assist with setup. When enabled all your tracked links in a sent email will use your custom domain.
  • Enable Google Analytics for your emails. When enabled, WordFly will tag all emails with GA tags that will send email analytic data back to your website's GA account. *You can also enable including your Link Names in GA tracking here.
  • Opt into WordFly's benchmark Reporting to compare how your Campaigns are doing against other organizations in your industry.

 

Set up your Social Integrations.

 

Set up your Custom pages.

 

 

 

Sending a Campaign in WordFly

 

When you use WordFly to create an email campaign, you'll set up your Campaign settings, select or build an email template, select or import subscribers, test the email, and then send!

 

Sending a standard email using WordFly is quick and simple. Just click on Emails > Create a campaign. WordFly will walk you through the steps on screen. Follow the steps in this post to get an overview of the whole process.

 

1. Click on Emails > Create a campaign.


 

2. On the Settings step, fill out your email settings. Then click Save.

  • In the campaign type dropdown, click Standard. This may already be your default setting.
  • Name your campaign
  • Enter your subject line 
  • Select a From Name and From/Reply-To Address
  • Optional: Try an A/B Campaign test by ticking the I want to do A/B testing on this campaign checkbox


3. On the Email Template step, select or build the email you want to send. Then click Save.

You can…

  • Use an existing template you created earlier
  • Copy an existing template you created earlier
  • Build your email using Modern Editor, WordFly’s responsive email builder
  • Import your own HTML code


 

If you want to try another option after starting, just click 'start over' by the template name


4. On the Subscribers tab, choose who you want to send your email to.

You can…

Do you want to use personalization like First Name, Member Level, or other unique data in your email? It is very important to map your fields during the import process if you are using personalization in your email template. Learn more about personalization in this support article: How does personalization work?


 

If you want to add/remove subscribers from your list or segment your list, select 'Other things you can do'

 If you want to try another option after starting, just click 'Start Over' by the list name

 

 

5. Now that your list is selected, review the List Summary in the Subscribers tab.

You will see…

  • The top section shows the number of people who will receive your campaign
  • The List History section shows how your list was built over time (who imported the list and how many subscribers were not imported because of being a duplicate).
  • The Subscribers by Top Domains section shows the top 10 domains of the subscribers in your list. This may help you decide which web-based apps to target when you design your email.
  • The Subscriber Issues section shows the addresses who were not able to be imported. You can choose to override some of the issues or re-import failed addresses by selecting Add More Subscribers from the Other Things You Can Do dropdown.

After a campaign has been sent, the numbers at the top of this page are updated to show the number of abuse complaints and opt-opts we received from your subscribers.

 

 

6. On the Testing step, send tests, review how your email looks across email clients, and preview any personalization you’ve set up for subscribers.

You can…


 

7. Ready to go? On the Send step, send your email to your subscribers!

Choose…

  • The sending format [Multipart-MIME, HTML only, or Text only]
  • When to send your campaign [Now or In the future]

…then click Send Now or Schedule Now and confirm your choice.

 

When you see the progress bar, you’ll know your campaign is being sent!

Go to Reporting > Sent Campaigns to view the results.

 

 

 

Managing Subscribers

 

Your subscribers exist in WordFly when you import addresses in lists. The first time a subscriber is imported a unique record is created for the subscriber in WordFly.

 

Subscribers can be imported under Subscribers > Lists or when you are working in an Email Campaign under the Subscribers tab (you can review this process in the previous section of this guide).

 

View and export data around how your subscriber list is built over time and day-to-day list health tracking with our Subscriber Insights dashboard. Go to Subscribers > Insights.

 

A subscriber list is the list of people you are sending your campaign to. There are a few main options for importing your list. Once your list is imported, you’ll be taken to the List Summary page which shows the current state of your list, subscriber issues, and the number of people who will receive your campaign.

 

To import your subscribers outside of a Campaign:

(Any list you import outside of a Campaign can be assigned to a Campaign later.)

 

In WordFly, go to Subscribers > Lists.

 

 

Select Create an email list.

 

You can then import your list in a few different ways:

 

Using personalization for subscribers and list mapping

Do you want to use personalization like First Name, Member Level, or other unique data in your email?

 

You can do this in WordFly! Personalization is added to your emails by using data fields and dynamic tags.

 

Let's review both:

Data Fields: Data fields in WordFly allow you to add First Name, Last Name and other personalization inside your email template. A data field is essentially the field column header in your spreadsheet. Data fields tell WordFly which data you’re importing with your subscriber list.

 

Dynamic Tags: Create if/then conditional statements using Dynamic Tags. Use basic or advanced dynamic tags to personalize your subject lines, email content, and links.

 

In order to get the data from your list into WordFly data fields you need to map your list fields to WordFly data fields during the import process.

 

It is critical to map your fields during the import process if you are using  personalization in your email template. Learn more about personalization in this support article: How does personalization work?

 

Managing unsubscribes and hard bounces

The unsubscribe and hard bounce filtering is working constantly in all WordFly accounts to ensure subscribers with opt-outs or bad addresses are not emailed again.

 

WordFly will automatically suppress unsubscribes and other issues when you import your lists into WordFly. New list imports are the easiest way to ensure you are filtering out subscribers who should not be emailed again.

 

WordFly will also filter out unsubscribes and other issues on existing lists if those lists are reused in new Email Campaigns. Only lists the subscriber unsubscribed from will reflect the unsubscribe though until that subscriber is imported into a new list.

 

Learn more about managing unsubscribes and hardbounces in this support post.

 

Using subscriber preferences

Subscribers can tell you their list preferences when they sign up or unsubscribe. Preferences are added to your subscribe and unsubscribe pages. You can learn more about setting these up in the Account set up section of this guide.

 

Each preference you set up in WordFly is actually a data field. When a subscriber opts-in or opts-out of a preference that data is stored on their subscriber record as a data field update. An opt-in is logged as a 1 for the preference and an opt-out is logged as a 0 for the preference.

 

You can use subscriber preferences to segment your lists so the subscriber receives more targeted content. Learn more here.

 

Segmentation and Suppression lists

WordFly has built in segmentation that allows you to segment your list to only include specific subscribers. Use data fields and/or events to segment your list. The segment is always inclusive but you can use the operator values to exclude subscribers as well.

 

You can also add a suppression list to your campaign to exclude an entire list from being sent to.

 

Seed lists

WordFly offers configuration of up to 2 seed lists which allow you to receive any standard or triggered email sent. You can have one seed list for standard campaigns and one for triggered campaigns.

 

Are you using one of WordFly's CRM Integrations?

If you are using one of WordFly's CRM Integrations it is important to think of your CRM as the main subscriber management system, rather than WordFly primarily.

 

Read up on our CRM integrations:

WordFly-Tessitura integration

WordFly-Centaman integration

 

 

 

Exploring Reporting in WordFly

 

WordFly makes your campaign data visual and easy to understand with interactive charts and graphs. You’ll find three ways to get your data in the Reporting section.

 

In WordFly, go to Reporting > Dashboard.


From the Reporting drop-down you can ...

 

View your campaign results. Let’s get visual!

Go to Reporting > Sent Campaigns and select your campaign


You can...

  • View an overview of campaign activity summary, plus delivery percentages
  • Click Details to view a summary of the campaign
  • Click Preview to view the email itself
  • Click the rainbow icon to view Heat Maps
  • Click the map icon to view Geolocation data
  • Click the tabs to see detailed info of Opens, Clicks, Unsubscribes, and Bounces and your top Email Clients
  • Narrow down your results by date range, domain, or A/B version
  • Click icons to show results by hour, day of week, or campaign date range

 

Run a campaign report. Impress the boss with a PDF of the results.

Go to Reporting > Run Reports to get started

You can...

  • Run a Campaign Report to receive a complete download of all results for a Campaign in a beautiful pdf. After you run the report, you’ll be redirected to Reports + Data Manager to pick up your report.

 

Export the data. Everybody loves spreadsheets, right?

Go to Reporting > Export Data to get started

You can...

... then click Start Export. You’ll be redirected to Reports + Data Manager to pick up your file.

 

 

Compare your Campaigns and benchmark reporting. Let’s see how your results measure up!

Go to Reporting > Compare Campaigns to get started

You can...

 

Review your Google Analytics account to see even more data!

Go to your website's Google Analytics account to get started

You can ...

 

Download our Reporting apps for iPhone and Android devices

See how your sent Campaigns are doing on-the-go by downloading our Reporting apps. 

 

 

 

Tessitura Integration with WordFly

 

We recommend reviewing these articles and following this workflow for importing your Tessitura lists into WordFly, sending Campaigns and then reviewing your email response data back in Tessitura.

 

 

Centaman Integration with WordFly

 

We recommend reviewing these articles and following this workflow for importing your Centaman lists into WordFly, sending Campaigns and then reviewing your email response data back in Centaman.

 

 

 

 

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