Section 3 Using LISTSERV Maestro to Define an Email Job
Creating and sending customized
email messages with LISTSERV Maestro is a multi-step procedure.
Some of the steps can be done at any time during the process of defining
an email job, and other steps are dependent on the completion of previous
A new job is started and assigned a title and a job ID.
The message is created and recipients are defined.
Tracking is set up, if desired.
The sender of the message is defined.
Testing takes place.
The message is scheduled for delivery.
Final approval is recorded, and when the scheduled time
arrives, the message is delivered.
Delivery and tracking data, if requested, can then be retrieved
as messages are received and opened by recipients.
3.1 Starting a Job
To begin creating a new email job,
click the Start New Job icon. By default, the individual who initiates
a new email job becomes the “owner” of that job.
A job owner:
Automatically has the rights (privileges) to all the different
functions of the job from assigning a job title to final approval for
delivering the message.
Is the only account holder that can change the Job Title
and Job ID.
Is the only account holder that can designate team members
that are allowed to participate in creating the job, called Team Collaboration.
Is the only account, besides the Administrator account,
that can delete a job.
The first step to creating a new
job is to assign it a Job Title and a Job ID Prefix. A Job
Title is the way individual users identify specific jobs by name. The
Job Title can be composed of letters and numbers, and may contain spaces.
The Job ID is generated by the system to
ensure each ID is unique and is used by the system to identify each individual
Job owners can enter a Job ID Prefix.
The prefix will appear at the beginning of the system generated Job ID
and will be separated from the generated part by a hyphen. Depending on
the settings of the account, the Job ID prefix may already be set or limited
to pre-set options. If a choice of Job IDs has been pre-set by the system
administrator, a drop-down menu will be available instead of the Job
ID Prefix text box. Use the prefix to identify jobs or group jobs
for reporting or billing purposes. For more on Job Titles and Job IDs,
see the LISTSERV Maestro online help or the LISTSERV Maestro
Once a Job Title and Job ID have
been assigned, they will appear in the upper left side of the screen on
every screen that is associated with that particular job.
Figure 3 Start New Job Screen
A new job can be created one of
two ways. The first way is by selecting the Choose all new settings
option, which requires you to enter all new information. The second
way is by selecting the Copy contents, recipients, and sender settings
from existing job option, which automatically takes the settings from
an existing job as the basis for the new job. Once you select the Copy
contents, recipients, and sender setting from existing job option,
click the drop-down menu and select the job you want to copy information
A new, empty job needs to have
the email message defined as well as the sender and recipient information
determined. A job based on a copy of an existing job can reuse a previously
composed message, sender information, testing information, and recipient
information. The settings from the existing job can always be edited to
suit the new job.
Once you’re finished selecting
your job setting, press [OK] to continue or [Cancel] to
return to the previous screen. If you pressed [OK], then the Job
Details screen opens. See the following section more information on defining
your job details.
Tip: Copying an existing
job can save time and effort by reusing messages and recipients lists.
For example, a monthly newsletter would change its message each month
but would be sent to the same recipient list. Or, a new product announcement
could contain the same message but be sent to different recipient lists.
Once a new job has been created,
the next steps are to define the recipients of the message and create
the email message itself (unless these components are being based on an
existing job). Both of these operations must take place before defining
any tracking data to be collected for reports. Defining the sender and
scheduling the delivery can take place at any time. The Job Details screen
displays either a Workflow or Summary diagram. These diagrams serve to
guide account holders through the proper sequence of events for defining
an email job. Both of these displays chart the process of creating an
email job and contain links that allow each step to be edited.
The Workflow diagram is a visual
representation of the process of creating an email job. To reach this
diagram, click on the Workflow tab from the Job Details screen. Clickable
icons represent each of the steps, the order in which they must occur,
and the status of each step. By clicking an icon on the Workflow diagram,
the account holder opens up a wizard in LISTSERV Maestro that
defines and edits that step of the email job. After the definition or
editing has occurred, the account holder will be returned to the Workflow
diagram to select the next step.
The Summary diagram is a textual
listing of the process of creating an email job. To reach this diagram,
click on the Summary tab from the Workflow diagram. Each area of LISTSERV
Maestro is listed in the left column, the status of the step is
listed in the middle column and an Edit link is listed in
the right column. Access to each function is obtained by clicking the
Edit link. After the definition or editing has occurred,
the account holder will be returned to the Summary diagram to select the
Tip: Individual account
holders can set their preference for the Job Details screen to open as
either the Workflow diagram or the Summary diagram. See Section
11.4 Setting User Preference for more information.
The Test Reports tab will only
become active once an email job had been completed through the delivery
test phase. At that point, it becomes possible to run quick reports on
the test messages containing tracked links for open-up and click-though
events. For information on using the Test Reports functions, see Section
Testing for a Job.
This flow chart serves as a visual
representation of the process of creating a new email job. Clicking on
each icon opens up the interface for defining the components or details
of the job. As components are defined, the next steps for the job become
available. For example, it is not possible to define tracking data for
a job until the message and the recipients are defined.
Once all the components of the
email job are defined, they can be edited in any order from this screen
or the Summary diagram. If an earlier step is edited, the later steps
must be revisited. For example, if the recipient list is changed under
Define Recipients, the Delivery Test step will have to be redone.
The job owner can delete the current
job from this screen by clicking the [Delete Job] button. The job
owner can change the Job Title, Job ID, and Team Collaboration by clicking
the [Change Job Info] button.
Icons on the Workflow diagram change
appearance to signal the status of the step they represent. Icons that
are not clickable represent steps that cannot be started until earlier
steps are completed.
Icons may also not be clickable
for an individual, even though the step is available, because the account
holder does not have permission to execute that particular step of the
job. Permission to execute certain steps in an email job is granted by
the job owner or by the LISTSERV Maestro Administrator when
the user’s account was set up. For more information on team collaboration,
see Section 3.5 Team Collaboration.
For more information on individual user account privileges see the LISTSERV
Maestro Administrator’s Manual.
Figure 4 Workflow Diagram on Job Details Screen
The Summary diagram has all of
the same functionality as the Workflow diagram, but the information is
presented in a different manner. The Summary diagram is most helpful in
reviewing and editing aspects of an email job once they have been defined.
It is possible to delete the current job and to authorize the delivery
of a job from the Summary diagram.
Individual account holders may
set a personal preference in the User Settings that will open the Summary
diagram first when entering the Job Details screen instead of the Workflow
Click on the Edit
link adjacent to each function to enter or change existing settings. If
the Edit link is not clickable, it will appear grayed out
or a lighter color. This means that a preceding step has not been successfully
completed or the user does not have permission to execute that step.
Figure 5 Summary Diagram from the Job Details
The [Change Job Info] button
is located at the top of the Job Details screen displaying the Workflow
diagram. Clicking this button will allow the Job Title and Job ID Prefix
to be changed. A [Team Collaboration] button becomes available
if there are other account holders in the group. This function makes it
possible to set up a team of people to collaborate on a job. From the
Job Details Summary screen, Team Collaboration is the bottom section and
can be edited if the Edit link is active.
The job owner can choose team members
and assign each person privileges (rights) to perform certain functions
within that job. The job owner always has privileges to all the functions
of his/her job and other account holders may not revoke these privileges.
Other team members can have different responsibilities for different aspects
of a job. Team members can also share responsibilities for the same aspects
of a job.
Figure 6 Change Job Information Screen
Clicking [Team Collaboration]
reveals other account holders in the job owner’s group. The job owner
can choose the privileges to grant or revoke by clicking in the check
boxes next to each account. To grant or revoke a certain privilege for
all accounts in the group, click on the corresponding privilege in the
title bar. To grant or revoke all privileges for a certain account, click
on the account holder’s name. To grant or revoke all privileges for all
accounts, click on Team Member in the top left corner of the table.
It is also possible to copy permissions from another job by selecting
the job from the drop-down menu. Click [OK] to save the settings.
Figure 7 Team Collaboration Screen
Tip: Separating responsibilities for different aspects
of an email job to team members with expertise in those aspects will help
to ensure an effective message is sent to the right recipients and useful
tracking data is collected. For example, a company wants to send new product
information to clients and find out which clients opened certain links
contained in the message. A team would be assembled to send out this message.
The project leader would initiate the job in LISTSERV Maestro and become
the job owner. The job owner would enlist an HTML expert to create the
content of an HTML message, a marketing expert to determine the recipients
of this message, and an analyst to decide the types of information to
be tracked for a company report.