HOW TO CREATE A COMMUNICATION

Modified on Tue, Aug 13 at 1:55 PM

TABLE OF CONTENTS

How-To Videos
Overview
Creating Communication
After Communication Is Sent
- Stats Tab
- Survey Stats

How-To Videos

How to Send E-Mail Communication

How to Send Text Communication

How to Create and Send Survey Communication

Overview

The Communications Page is where you can view all completed communications have been sent via email/text or surveys to members in your group (Local, District Council).

From this page, you can also create and send the following communications:

Text Blasts
Emails
Surveys

Note: After 3 failed email communications to a member, their email address will be marked as invalid. It will update their members record and any future communications will show Opted-Out.

Creating Communication

To create a new Communication:

From the navigation panel, choose Membership/Training > Communicate > Communications

Select the (Add) button

Creating Text Blast

From the Add Communication Screen

Select Organization
Create Title
Select a Distribution List
Select Text Message option in Channel/Content
Select the Save button

Once Saved, your Text Communication will be saved in a Draft status and will open up on a full-page

Navigate to the Content Tab

You can enter your message in the SMS Message Box area in this tab.

When your message is complete, select the save button to save this message.

Once your message has been created and saved you can move to RECIPIENTS Tab.

The list of recipients is based on the Distribution List you have selected. If there is a member you wish to exclude from this communication, check the box for the member under the EXCLUDE column

You can also add recipients not already included in your recipient's list by entering a mobile # in the text box and selecting the Add Recipients button.

Once you have all your recipients for your message you are now ready to send.

You have a few options when sending your text blast.

Send Test

You can send a sample of your communication to yourself before distributing to your membership

After selecting SEND TEST you will be notified that the test communication is being sent.

You will then receive a sample of your communication sent to your Mobile Phone.

Schedule

If you need to send the communication on a specific date/time in the future, you can choose the Schedule icon. UNITE will automatically send communications at date/time set.

Please Note that scheduled communications will be sent out in 15 Minute Intervals. This means that if you schedule a communication to get sent out at 3:50 PM it will send out at 4:00 PM

Send

When you are satisfied with your communication select SEND

Creating an E-Mail

From the Add Communication Page

Select Organization
Create Title
Select a Distribution List
Select the Email option in Channel/Content
Select the Save button

In the Channel/Content you have the option to send an e-mail to the Primary E-Mail or Secondary E-Mail on Member Accounts.

Once Saved, your E-Mail Communication will be saved in a Draft status and will open up on a full-page

On the Details Tab you can select a “Sender E-mail List” to choose your FROM e-mail address. You also have the option to customize how the sending name is displayed in your communication in the “Sender Display Name” field. If any changes are made to these fields, select the Save button to save any changes made.

All replies to communication will be received by creator of communication.

Navigate to the Content Tab

If your organization has e-mail templates created via the Unlayer Editor you can select your e-mail template from the Template dropdown field when in the Drag and Drop Editor Type.

For help on creating e-mail templates please view this help document: 

Membership: https://helpdesk.iupat.org/en/support/solutions/articles/151000189744--membership-how-to-set-up-email-templates

Training: https://helpdesk.iupat.org/en/support/solutions/articles/151000189754--training-how-to-create-and-send-e-mail-templates

If you'd like to use the standard method of creating an e-mail (text box), you can select the Classic option under the Editor Type.

From here, you can enter your E-Mail Message Box area in this tab.

Note: Many Email providers will consider certain attached documents as potential spam, potentially affecting the delivery rate of Emails. Therefore, UNITE creates a “Link” to a document instead of actually attaching the document or image. This also allows UNITE to determine which Email communications are opened, delivered, engaged, and/or failed. Once you have your template or message ready, select the save button to save your changes and navigate to the Recipients Tab.

The list of recipients is based on the Distribution List you have selected. If there is a member you wish to exclude from this communication, check the box for the member under the EXCLUDE column

You can also add recipients not already included in your recipient's list by entering the e-mail of the additional recipient in the text box and selecting the Add Recipients button.

Once you have all your recipients for your message you are now ready to send.

You have a few options when sending your e-mail.

Send Test

You can send a sample of your communication to yourself before distributing to your membership

After selecting SEND TEST you will be notified that the test communication is being sent.

You will then receive a sample of your communication sent to your E-Mail.

Schedule

If you need to send the communication on a specific date/time in the future, you can choose the Schedule icon. UNITE will automatically send communications at date/time set.

Please Note that scheduled communications will be sent out in 15 Minute Intervals. This means that if you schedule a communication to get sent out at 3:50 PM it will send out at 4:00 PM

Send

When you are satisfied with your communication select SEND

Creating a Survey (Text Survey and E-Mail Survey)

From the Add Communication Screen

Select Organization
Create Title
Select a Distribution List
Select either the Survey (Primary: Text; Secondary: E-Mail) option or the E-Mail Survey option in Channel/Content
Select a Survey
Set an Expiration Date for your survey
Select the Save button

For the Survey (Primary: Text; Seconday: E-Mail) option UNITE will first attempt to send a survey via Text Message provided a number is listed under Mobile Phone # field in your member’s record. If no number is listed under this field, UNITE will send an E-mail communication with a link to the survey. You can review this information in the Recipients section of your communication under Target Identifier. If you notice a member’s mobile # is not listed on the Recipient section, you can update/correct it and your draft communication will refresh to include the updated mobile number.

If sending a Survey or E-Mail Survey, you will need to create your survey prior to creating your communication. For help on creating a Survey Builder please view these documents as it relates to you:

Membership: https://helpdesk.iupat.org/en/support/solutions/articles/151000189808--membership-how-to-build-and-send-a-survey

Training: https://helpdesk.iupat.org/en/support/solutions/articles/151000189765--training-how-to-build-a-survey-and-send-a-survey

*Please Note – This survey system (including anonymous surveys) is NOT intended to be used for official Country votes or elections. We do not meet the election requirements outlined by the NLRB or DOL for elections

When saved, your survey communication will open up in a full page in Draft status.

All replies to communication will be received by creator of communication.

Navigate to the Content Tab. On this tab you can edit your Expiration date (if needed) and view your questions from your Survey Builder.

If you are all good with the question(s) on your survey, you may proceed to the Recipients Tab

The list of recipients is based on the Distribution List you have selected. If there is a member you wish to exclude from this communication, check the box for the member under the EXCLUDE column

You can also add recipients not already included in your recipient's list by entering the e-mail or mobile # (dependent on the survey type) of the additional recipient in the text box and selecting the Add Recipients button.

IMPORTANT NOTE!

If you have already sent a survey previously to a certain Distirbution List that is using the same Survey Builder and the Member's have not responded to that survey and the survey has not expired, those recipients WILL NOT be listed on the recipients list as they still have a pending survey to complete.

Once you have all your recipients for your message you are now ready to send.

You have a few options when sending your e-mail.

Send Test

You can send a sample of your communication to yourself before distributing to your membership

After selecting SEND TEST you will be notified that the test communication is being sent.

You will then receive a sample of your communication sent to your Text or E-Mail survey.

Schedule

If you need to send the communication on a specific date/time in the future, you can choose the Schedule icon. UNITE will automatically send communications at date/time set.

Please Note that scheduled communications will be sent out in 15 Minute Intervals. This means that if you schedule a communication to get sent out at 3:50 PM it will send out at 4:00 PM

Send

When you are satisfied with your communication select SEND

After Communication Is Sent

Once communication has been completed an additional tab will be enabled for “STATS”.

Stats Tab

Statistical information will only be shown after the communication has been sent. You can view results either by Bar/Funnel graph or Line graph. UNITE will show you which communications were Delivered, Opened and Engaged. Engaged meaning the recipient received the message, opened, and clicked a link that was included in the email. UNITE will also indicate any communications that Failed.

You can view results or create a new Distribution List based on those results.

Note – When selecting NEW DISTRIBUTION LIST, you will be redirected to the Distribution Lists section of UNITE.

Survey Stats

If you sent a survey, you will also see a Survey Stats tab. answersIn this tab, you will be able to see how many recipients responded to the questions and their answers for each question.

Note: If your survey was anonymous you will not be able to see WHO answered what question but you will still be able to view stats of how the recipients responded to each question