New User Guide - Getting Started with WordFly

We’re happy you’re here! This article is designed to turn you into a WordFly 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.


Topics covered in this article:

Introduction to WordFly

Finding your way around - quick tour

Key terms to know

Setting up your Account

Sending an email campaign

Managing Subscribers

Exploring Reporting

Tessitura Integration

Centaman Integration

  

 

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 email campaign. Use WordFly's responsive email designer—Modern Editor—to build beautiful 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.

 

Next up, let's start setting up your Account...

 

 

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. 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 Facebook & Twitter Integrations.

 

Set up your Custom pages.

 

 

 

Sending an email campaign in WordFly

 

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.

 

Features available in email campaigns:

 

Once your email campaign has sent, go to Reporting > Sent Email Campaigns to view the results.

 

 

 

Managing Subscribers

 

Your subscribers exist in WordFly when you import addresses in lists. The first time an address is imported a Subscriber profile is created for the subscriber.

 

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

 

Subscribers can be imported under Subscribers > Lists or when you are working in an email campaign under the Subscribers tab. A subscriber list is the list of people you are sending your email campaign to. There are a few options for importing your list.

 

You can…

 

Once your list is imported, you’ll be taken to the List Summary which shows the current state of your list, subscriber issues, and the number of people who will receive your campaign.

 

 

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? Personalization is added to your emails by using data fields and dynamic tags.

 

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 or SMS campaigns.

 

Managing unsubscribes and hard bounces

 

Unsubscribe and hard bounce filtering is constantly working in WordFly 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. Note: Only lists the subscriber unsubscribed from will reflect the unsubscribe until that subscriber is imported into a new list.

 

 

Using subscriber preferences

 

Subscribers can tell you their communication preferences when they subscribe or unsubscribe. Preference data fields 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 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 and an opt-out is logged as a 0. Use subscriber preferences to segment your lists so the subscriber receives more targeted content.

 

 

Segmentation and Suppression lists

 

WordFly Segmentation allows you to segment your list to 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 two (2) seed lists which allow you to receive any standard or triggered email sent. Assign 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 on-screen results, data exports, reports, and interactive charts and graphs. You’ll find three ways to get your data in the Reporting section.

 

Go to Reporting.

 

View your campaign results. Go to Reporting > Sent Email Campaigns and select your campaign.

  • View an Overview tab of campaign activity summary, plus delivery percentages.
  • Click Details to view a summary of the campaign.
  • Click Preview to view the email itself.
  • Select Heat Maps to review and export click results.
  • Select Locations to view geolocation data.
  • Click the tabs to see Opens, Clicks, Unsubscribes, Bounces, Social Sharing 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...

 

Download your exports and reports under Reporting > Reports + Data Manager. Hover over your data file and select download.

 

Compare your Campaigns and benchmark reporting. See how your results measure up to others in the same industry. 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. View your website traffic generated from WordFly emails in your Google Analytics account 

 

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 email campaigns and then reviewing your email response data in Tessitura.

  • First build your List Manager list or Extraction in Tessitura.
  • Create your Output sets in Tessitura. Output sets provide all the personalization data for the subscribers in your list. The output set provides data like First name, Last name, Salutation, Preferences (interests, attributes, or contact purposes), Performance name and date and anything else in Tessitura.
  • Create your Appeals in Tessitura (appeals are necessary for source number appending on your emails and for sending data back to Tessitura).
  • In WordFly, import a Tessitura List Manager list or Extraction.
  • Enable Source number appending in your account and then use it in your email campaign. Source appending allows subscribers to receive discounts on your website via the source (aka, promo code) that was appended to the link and also (with or without a discount) allows you to see sales data connected to that source in Tessitura reports.
  • Send a Tessitura list email campaign, and see all your email responses go back to Tessitura! Learn more about how email responses populate in Tessitura.
  • Use the Tessitura Preferences Integration to keep subscriber interests, attributes and contact purposes in sync between WordFly and Tessitura. Subscribers can select their preferences on the subscribe and unsubscribe pages.
  • Send Welcome, Performance Reminder, Abandoned Cart and other triggered email campaigns using Tessitura lists.
  • Run a Revenue Report to see all the revenue generated from your Tessitura list email campaign.
  • See your customer's emails in Tessitura using Box Office Insights - the WordFly custom screen.

 

 

 

Centaman Integration with WordFly

 

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

 

 

 

 

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