Subscribers & mailing lists

Mailing lists

Menu > Mailing lists > View
A mailing list is a way of grouping subscribers who have some common characteristics or interests.
A mailing list is a good and necessary tool for managing your subscribers.
The total number of subscribers in a list does not include banned emails (suppression list) and syntactically invalid emails.
  • You may create as many mailing lists as you like.
  • For every mailing list you may define a name and a short description (that your subscribers can see if you give them this option in your opt-in forms).
  • A list may have custom settings.
    Custom list settings are optional. They take effect when the action involves this list only. By action we mean a campaign or an opt-in form and the process it triggers.
  • A list can be public or hidden.
    When hidden it is not visible in the Subscriber center.
  • A subscriber is assigned (subscribed) to one or more lists. A non-assigned subscriber is one who is not subscribed to any lists. It is a good organizing practice to use lists and assign your subscribers to lists. If however a subscriber has opted-out from all lists but he did not do a global-opt out then he will remain in your system as non-assigned.
  • A subscriber can be verified in one list but not in another depending on how you use the double opt-in verification system. You can send confirmation reminders or manually confirm all subscribers with a single click.
  • Suppression list - Syntactically invalid emails: since v.4 subscribers in the suppression list or with syntactically invalid emails do not appear in your lists count.
    To delete Syntactically invalid emails and/or Suppression list emails use the Advanced search (create new filter). Find them, put them in a new list and then drop this list.
  • An inactive subscriber can be activated again by the administrator or if he voluntarily uses an opt-in form to subscribe.
Delete vs dropping a list
By deleting a list you delete only the list. You do not delete subscribers. If some subscribers are assigned to other lists this status will be maintained.
By dropping a list you delete both the list and the subscribers. The subscribers that were assigned to this list will be removed from your system whether or not they are assigned to other lists.
Suppressing a whole list. Very handy if you have any legacy do-not-email lists. You can import them and then suppress them.

Custom list settings

  • Custom list settings are handy when you want to handle opt-ins from different sites and logically you will want to personalize the subscriber experience by using different email accounts, landing pages, greeting emails and also smtp servers.
  • In the same manner they are useful when sending campaigns on behalf of others. You can use different sender profiles, landing pages and smtp servers.
  • A prerequisite is that the campaign (or form) must involve this list only (one list).
  • In campaigns where custom list settings are involved it is recommended to use only the "List opt-out" link.
    If you know for sure that the subscribers are not assigned to any other lists then you can also use the "global opt-out" link or send the subscriber to the Subscriber center to update his account.
You can access the custom list settings when editing a list:
Tracking domain: since v.7 under "Different sender settings" you have the "tracking domain" option. This enables you to have tracking links that point to a different domain (from the one that nuevoMailer is installed).
For example,
Installation domain is mailer.a-domain.tld
Tracking domain is email.b-domain.tld
You then create an A (DNS) record at email.b-domain.tld that points to mailer.a-domain.tld.
This helps in cases where a-domain is blocked and also when sending a campaign on behalf of another website (or client).
Remember: the custom sender settings (at campaign level) override the custom list settings (if applicable) which override the global sender settings.

Follow-up lists

Menu > Mailing lists > New list based on clicks-views
nuevoMailer offers you the option to create a new list based on subscribers clicks & views activity.
The applications of this feature are many. It allows you to isolate, group and export subscribers based on the above actions by creating a new list.
The follow-up list appears in your lists page and it is like any other list.
The original list remains intact and it still contains all the subscribers that were originally assigned to it.

Custom subscriber fields

Menu > Tools > Custom subscriber fields
Except the email (the password and some other auxiliary fields) all other subscriber fields can be defined by you and are entirely optional.
Some important tips
  • By default nuevoMailer is loaded with 40 custom fields (text: 25, integer:5, decimal:5, date: 5 fields.
    Should you need more it is easy and simple to add. Contact us for instructions.
  • These different field types allow you to use comparison operators when creating filters, run specialized queries and a lot more.
    Example: you may create a custom field that asks subscribers to give a numeric value, an exam score or their age.
  • When the form input is a drop-down menu the first option should be blank.
  • When the form input are checkboxes or radio buttons all options must have a value.
  • To import multiple values at once, instead of adding them one by one, separate them with ||.
  • Click "Add option". Click "Save changes". Reload the field from the menu and you will see your new options.
  • The same principle applies when importing subscribers.
    Example: you have a custom field "Favorite colors".
    And you want to import your values from your native source (csv, database) when importing your subscribers.
    These values should be given in nuevoMailer in this way:
    "me@domain.com","Black||White"
    "you@other-domain.com","Green||White"
  • Every time you add a custom field open a subscriber page, refresh and see it in action.
    Create also an opt-in form to see how the field appears in the form.
    Open a newsletter and click the "Subscriber/Tags" button to test your Personalization tag.
  • Inside the folder install you will find the file states_regions.txt from which you can copy directly lists of World countries, US States, Italian regions, Australian, Canadian provinces etc.
    These values will work with the Google geomap graphs that you can generate in nuevoMailer.
    Important but optional: before using the geomap graphs you must define your country and/or region inside the file inc/settings.php and the custom fields you assigned for country/region.
Subscriber passwords
  • A password is used in the double opt-in confirmation process and is also required when a subscriber attempts to log in the Subscriber center to update his subscriptions.
  • Passwords are generated automatically when you add/import subscribers.
  • Asking for a password in your opt-in forms is optional.

How to add - import subscribers

Note: before importing subscribers you may want to set-up your custom subscriber fields first.
Read here for some tips.
    There are 6 different ways to add a subscriber to your system.
  1. By using a custom subscriber sign-up form (that you can easily create with the wizard and place it in a web page).
  2. Importing from a CSV file (with field mapping).
  3. Importing from an external database (MS SQL and mySQL with field mapping and more options).
  4. Importing a list of emails via copy-paste into a large text box.
  5. Add one subscriber at a time from the administration panel.
  6. Use the api. See document.
    Each time you add a new subscriber several checks are performed such as:
  1. A check for missing values
  2. A check if the email entered is of a valid format
  3. A check for duplicate entries according to the email entered
  4. A check for erroneous or invalid entries
You will get a message if any of these checks fail.

Common settings


Insert as confirmed
Checking this box will import the subscribers with a confirmed/verified status for each list you assign them.

They prefer html mailings (recommended)
When you create sign-up forms you have an option to ask the subscriber whether he prefers to receive your newsletters in Text or in Html format. It is better to check this box since all modern email clients today support Html.

Opt-outs filters
Keep them checked so you will not import again subscribers who opted-out in the past.

Select one or more lists
You may also specify to which list(s) they will be assigned, if they will be inserted as confirmed and if they prefer html or text mailings.

Update lists when email exists
check this box if subscriber X is already under list A and now you do a new import and you want to assign him under list B. If you do not check it he will be considered as duplicate and he will not be assigned to list B.

Subscribers’ passwords are assigned automatically. This is done because: if you insert them as un-confirmed and later on you want to send a confirmation request, then you will need a password for each one of them. So a random password is automatically generated for each one of them.

Import a list of emails

Menu > Subscribers > Add - Import > Add many > Import a list of emails
  • Enter one email per line.
  • This is the quickest way to add subscribers when you have a plain list of emails.
  • You may add a large number of subscribers (even a few hundreds or thousands).
  • Normally your PHP settings limit the size of data you can post with a form. You will get an error if you reach this limit. Reload and try again with less data in this case.
  • Depending on the number of subscribers and your server set-up it might take some time. At the end you will get a report on the number imported and if any duplicates were found and therefore not imported.

Import from csv/txt files

Menu > Subscribers > Add - Import > Add many > Import from csv/txt files
CSV stands for comma separated values. What separates the values is the delimiter. The delimiter can also be a tab or a semicolon (;).
The file type can be .csv or .txt or have a different ending. It should be a plain text file with values separated with a delimiter. Each line in the file must correspond to one subscriber.

Click the folder icon next to the "File name" and open the "Data files manager".
Click the radio button in front of the file you want to import and the name of the file fills the "File name" input box.
The email is always required. One column must be the email. You will get a warning message if you miss it.
Subscribers’ passwords are again assigned automatically.


If you are not sure what delimiter your file has or don't know if values are enclosed by quotes, open your file using a simple text editor.

email@domain.com, first name, last name
other@domain.com, Jack, Boom
someone@domain.com, , Doe
mary@domain.com, Mary,
In this example column 1 is the email, column 2 is the first name and the 3rd column is the last name.
Note that the 3rd line does not have a value for first name. As long as the comma is there the line is still valid. Simply there will not be a first name for this subscriber. Similarly the 4th subscriber does not have a last name.

Here is another example where the data to be imported has double quotes as text qualifiers:
"email@domain.com", "first name", "last name"
"other@domain.com", "Jack", "Boom"
"someone@domain.com","" , "Doe"
mary@domain.com, Mary,
Note that in the 3rd line although there is no value for first name the double quotes must still be present in order for the import to work.

Note: This is a 2 step process: (1)Upload the file & (2)Import data from the file. In order to import the data first you must upload the file at the server. When you see that the file appears inside the "Data files manager" it means that it was uploaded. Then select the file, choose the field-column mapping you want and start the import. You cannot import from a file that hasn't been uploaded and does not appear inside the "Data files manager".
Mac users: If you experience a problem try this. Open your file with your text editor and do a “Save as ...“. Somewhere you will have an option for Windows (or PC – instead of Mac/Unix). Save it as such and upload it. Then try importing again. This is due to a PHP issue with line endings in the file.

Import from another database

Menu > Subscribers > Add - Import > Add many > Import from another database
Some key points about this feature:
  • You can import from another mySQL or SQL Server database.
  • You can save these connections. Saved connections are called "Data sources". This facilitates periodic imports. You do not have to enter the same information every time.
  • The system guides you and tells you when you do something wrong or a value is missing.
  • If you wan to import passwords and these are encrypted in your source database, then it is better not to import them and let the system assign new ones automatically.
  • You can automate and synchronize the importing with a cron job. See data source synchronization.
  • The Custom SQL statement applies to the source database.
    Examples & applications:
    Can be used to filter/segment subscribers when importing by the criteria you want.
    You can join and bring data from different tables from your source database.

Subscribe by email

  • You can designate one email account for each list. Your subscriber sends an email to this list and he is subscribed.
  • These email accounts should be from the same domain and use the same password as your "List un-subscribe header" feature.
  • This does not mean that you have to activate the "List un-subscribe header". They simply use the same settings.
  • You should not download these emails to your client (but if you do leave a copy at the server).
  • You must also set-up a cron job to process these mailboxes.
  • This feature was added in v.6.5.

Export subscribers to a csv file

Menu > Subscribers > Export to csv
  • You can choose the delimiter (what separates the values).
  • All active subscriber fields are exported.
  • Values are enclosed by double quotes.
  • Each subscriber takes a new line in the file.
  • The generated file is named automatically Subscribers_export_1.csv and is saved inside the data_files folder. You must give “write” permissions to this folder.
  • You can export all subscribers or by list.

Manage dormant subscribers

Menu > Subscribers > Clean-up - Delete > Manage dormant subscribers
By "dormant" we mean subscribers who never click or open your newsletters.
    Keep in mind:
  • Subscribers that are already in the suppression list are not included in these results.
  • You can optionally use a date filter. For example you may want to remove subscribers who did not have any action after a given date.
  • If you are working with very large numbers such operations (delete/remove/suppress) can take a considerable amount of time.
    Options:
  • All subscribers
    • Delete: the subscribers are completely removed from your system.
    • Suppress and remove from all lists: the subscribers are removed from all lists and they are also added in the suppression list.
    • Move to this list: the subscribers are removed from all lists and you will be prompted to a select a list to move them to.
  • By list
    • Remove from this list: they are removed from this list. But they remain in the system, perhaps under other lists.
    • Suppress and remove from all lists: the subscribers are removed from all lists and they are also added in the suppression list.
    • Move to this list: the subscribers are removed from all lists and you will be prompted to a select a list to move them to.

Opt-in forms

Menu > Subscribers > Opt-in / out forms
Using the opt-in form wizard
Use the wizard to create an opt-in form for your website. Opt-in forms are also called sign-up forms.
You can use any of your subscriber fields and you can define what should be required to complete.
When you set a field as required then the subscriber must complete this field otherwise he cannot complete the subscription.
The email field is always required and is added to the form automatically.
Click the "Create form" button and you can immediately see how your form looks and you can test it.
You have several ways to add or embed a form in a web page. It is recommended to save your forms since this give you many more options.
  1. Copy-paste the Html code
    This is a static way and you cannot use the captcha in this case.
    The resulting code consists of Html and JavaScript and can be used in any web page (html, asp, php aspx etc).
    If you are a bit familiar with programming (basic html) then the right approach is to copy the <script> part into the <head> part of your page and the rest of the code inside your page body where you want it displayed.
    But it will still work if you copy all the code in one piece and put it in your page body.
  2. Since a saved form has a unique URL, you can simply provide a link to it.
    Go Menu > Subscribers > Opt-in / out forms > View saved forms and click "Preview" .
  3. Save it and use an iframe
    See also inside the folder /api/nv_api_form for instructions and examples.
    You can use a captcha in this case.
    Give a name for your form and click Save. The name is only used internally.
    Then go Menu > Subscribers > Opt-in / out forms > View saved forms
    Click "Edit" . The code for iframe looks like this:
    <iframe src="http://domain.com/mailer/subscriber/iForm.php?idForm=4" style="width: 700px;height: 400px;border:0"></iframe>
    You can change the width and height as needed. You can also apply styles to your form in the following ways.
    Have a look at the bottom of the page /subscriber/iForm.php. By default you see:
    <div style="margin-left:auto;margin-right:auto;margin-top:40px;"><?php echo $formContent?></div>
    You can add some css styling. For example:
    <div style="margin-left:auto;margin-right:auto;margin-top:40px;font-family: Verdana, tahoma, arial, sans-serif;font-size: 14px"><?php echo $formContent?></div>
    Further styling
    Whether you embed the form statically or with an iframe the form is inside a div element with the id nvf:
    <div id="nvf"></div>
    The form has name="nvform" id="nvform"
    Input elements have the class inputBox.
    The submit button has the class nv_submit.
  4. Use the api
    See this document for instructions and examples.
Hidden list: if you don't want to have your subscriber select a list then it is recommended to use a hidden list. In this way he is silently assigned to the list of your choice. And this practice facilitates the management of your subscribers. If you don't use any lists at all neither a hidden list then the subscriber is inserted as not-assigned to lists.
Custom list settings: the greeting emails and the opt-in process will use the custom settings from this list (if defined). In this way you can create different sign-up forms and personalize the subscriber experience for each form: you can send different welcome emails, show a different landing page etc.
Learn how to set-up and customize your landing pages, welcome and goodbye emails here.

External POST requests

Menu > Subscribers > Utilities > External POST requests
With this feature you can send subscriber details from nuevoMailer to an external system like your own CRM/CMS.
For example you can use this feature when your CRM/CMS has an API to receive data from other systems.

First create a POST profile.
What you actually do here is to map nuevoMailer fields with the target system fields.
The following are the minimum required: Target field, Email, Target URL.

Then there are two ways to use it.

  1. When the subscriber completes and submits an opt-in form. After you create your opt-in form, open it for editing (or copying code). At the bottom you will see this:
  2. From your admin panel in the page where you edit your subscriber profile.
Technically you are doing POST using CURL. In case you want to customize the specifics you will find the code in the file /inc/extPost.php.
How can we do an external POST request when adding a subscriber using the API?
in your api add the following parameter in the subscriber posted data:
"nvFormTracker"=>X,
X is the opt-in form ID for which you have assigned a POST request already.

Double opt-in

  • You can set the double opt-in at global level by going to
    Menu > Tools > Welcome & goodbye emails & pages: Confirmation-required (double opt-in).
  • You can also set it at list-level when using custom list settings.
  • In all cases, the subscriber has a confirmed / un-confirmed status at list level. This is new since version 4.0
Double opt-in active
  1. The subscriber is inserted with the status of "un-confirmed" (unverified).
  2. He then sees the "Confirmation-required" page (or redirected to the URL you want).
    The "Confirmation-required" email is sent automatically asking to confirm the subscription.
  3. He clicks on the confirmation link in the "Confirmation-required" email, his status changes to "confirmed" and a new window opens with the "Welcome" page (or he is redirected to the URL you want).
    The "Welcome" email is automatically sent (if active).
Double opt-in NOT active
  1. The subscriber is inserted with the status of "confirmed".
  2. He sees the "Welcome" page.
    The "Welcome" email is automatically sent (if active).
In order to comply with anti-spam laws in several countries the "Confirmation details" for each list which include the IP address and date/time the subscriber clicked the confirmation link, are only recorded from subscriber actions (not when the administrator manually confirms subscribers).
Asking subscribers to confirm & Manual confirmation
Menu > Subscribers > Utilities > Confirm
  • Confirm all: you can manually confirm all subscribers with a single click.
  • Send a confirmation request: you can create a campaign just for asking your subscribers to confirm.
    This may be a legal requirement in some countries.
    Or you may want to send a confirmation reminder to subscribers who voluntarily subscribed but they never completed the confirmation process.
  • Learn how to automate the sending of confirmation reminder campaigns here.

Re-confirmation campaigns

Also called re-permission campaigns.
What is the objective?
The main objective is to get your subscribers to re-affirm their relationship with you and explicitly confirm that they want to receive your newsletters.
It is also a great idea to re-engage dormant subscribers.
When to send a re-confirmation campaign
  • When changes in the laws dictate or necessitate such action.
  • When you want to do a list clean-up.
  • When your newly acquired list is of dubious origin.
  • When you want to sort-out dormant subscribers (those who never click neither open).
How to do it
There are several ways. Keep in mind that in nuevoMailer subscribers are confirmed (or verified) for each mailing list.
Whatever method you choose make sure you have a Global opt-out link in your newsletter that results in permanent subscriber deletion.
Here are some ideas and approaches which you can also combine depending on your lists status and business processes.
  • If you imported your subscribers as unverified then the most simple way is to send a Confirmation request.
    In your admin panel go Menu>Subscribers>Utilities>Confirm>Send a confirmation request and follow the instructions.
  • Send a campaign where the newsletter has a hyperlink asking explicitly your subscribers to click it. This link should direct to a "Thank you" landing page.
      Steps
    1. Create the newsletter and add the link to the "thank you" page.
    2. Send a sample to yourself to try it out.
    3. Go Menu>Reports>Most clicked links, find this link and add a trigger to it. E.g. add to new list(s), remove from other list(s).
    4. Create and send a campaign with this newsletter.
Triggers can help in other ways too
Using triggers allows us to do a few more tricks. For example, some subscribers may open the newsletter but will not re-confirm neither opt-out.
We can put a trigger at the newsletter level (or at campaign level) which upon "newsletter view" (not click!) updates a custom subscriber field with some value (or adds him/her to other list(s)).
This segmentation allows us to create filters and repeat our campaign.
 
 
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