Finalize an Email Mailing

Once you are satisfied with the content and presentation of your email message, the final step in the Mailing process is to select the sending details and target audience.

From the Menu Bar at the top of the screen, select Finalize Mailing.

If the Prompt for Send Proof setting has been enabled for this Client Node, the Send Proof pop-up window is displayed (see View or Edit Client Node Settings for more information on this setting). This pop-up window allows you to configure and send proofs prior to launching the Mailing. For more information on how to send proofs, see Send Email Proofs. Optionally, to skip sending proofs, click Skip.
The Finalize Mailing panel is displayed along the right-hand side of the screen and populated with the sending details of your Mailing.
When initially displayed, the Finalize Mailing panel shows only the options to which you have access to modify. Optionally, to view all options, click Toggle Hidden Fields.
Select or enter your desired Mailing details (see below for more details on the available options in each section).
From the Menu Bar at the top of the screen, select Confirm and Submit. Or, if you need to return to the Mailing Page to make additional changes to the Mailing content, click Back to Mailing.

After you submit the Mailing, Distributed Marketing transfers all of the necessary information about the Mailing to Cheetah Digital by Zeta for deployment.

The following sections describe the options and features available from within the Finalize Mailing panel.

Sender Details

This section displays information from the selected Sender Profile. This section also allows you to configure additional sender details. To view all of the fields listed here, you may need to click Toggle Hidden Fields.

Data Source: The source table for this Mailing; this value can't be edited.
Sender Profile: If the Client Node and Data Source for this Mailing have been linked to multiple Sender Profiles, you can select the desired Sender Profile from the drop-down menu. For more information on assigning Sender Profiles to this Client Node, see View or Edit Client Node Settings.
From Address: If the Client Node for this Mailing, and the selected Sender Profile, have been linked to multiple From Address values, you can select the desired From Address from the drop-down menu.
Display Name (also referred to as the "Friendly From"): This field is populated based on the Client Node configuration settings. The Friendly From is what recipients will see as the "From" value in their email inbox. In most cases, you want to use a value such as your company name, brand name, or publication name, as opposed to a full email address. Based on the Client Node settings, this field may be disabled from editing.
Reply To: This field is populated based on the default value for this Client Node. The Reply to address is part of the email header, and instructs the recipient's email client where to send reply messages. Based on the Client Node settings, this field may be disabled from editing.
Auto-Reply Handler: If at least one Auto-Reply Handler has been assigned to this Client Node, the Auto-Reply Handler drop-down menu is displayed. To assign an Auto-Reply Handler to your Mailing, select one from this drop-down menu. For more information on assigning Auto-Reply Handlers to this Client Node, see View or Edit Client Node Settings.
Forward Handler: If at least one Forward Handler has been assigned to this Client Node, the Forward Handler drop-down menu is displayed. To assign a Forward Handler to your Mailing, select one from the this drop-down menu. For more information on assigning Forward Handlers to this Client Node, see View or Edit Client Node Settings.

Target Audience

This section is to define the recipients of your Mailing.

Based on your account settings, you may see one or more of the following options for defining your the audience of intended recipients:

Upload a List of Recipients

This option is used to create an ad hoc audience of email addresses contained within an external file, rather than selecting an existing Filter. You must have a Data Map already defined that controls the expected structure and content of this external file. Data Maps must be created by a Zeta Administrator.

Note: The ability to upload a list of email addresses is an optional feature that must be enabled within your account. Speak to your Zeta team for more information on enabling this feature.

To upload a file of email addresses:

Select Create a New Recipient List.
Click Upload Email List from CSV File. The Import Data pop-up window is displayed.
In the Import Name field, enter a name for this import file.
From the Datamap drop-down menu, select the desired Data Map. The File Header, File Delimiter, Text Qualifier, File Extension, and Max Records fields are populated based on the selected Data Map.
Optionally, to view a sample file, click the Download Sample link. The platform downloads a sample file to your local PC.
From the Upload Data For drop-down menu, select the Client Node for this Mailing.
From the Upload Folder drop-down menu select the Folder where you want to save the import data.
Click Choose File. Browse to and select the desired import file, then click Open.
Click Import. The system validates and uploads the selected file. The Import Name is displayed within the Ad Hoc Audience field.

Note: If you're using Personalization Fields within your message content, the recipient personalization may not work if you're using an ad hoc audience. Distributed Marketing allows you to provide only the email addresses for an ad hoc audience, and not any additional information, such as a First Name or a Business Name, for example. If the email address you enter exists within your marketing database, Cheetah Digital by Zeta will be able to correctly apply personalization. If the email address you enter is unknown, and does not exist with your marketing database, then Cheetah Digital by Zeta won't be able to apply any personalization for that recipient.

Optionally, if at least one Seed List has been assigned to this Mailing's Source Table and Client Node, select the desired Seed List from the Seed List drop-down menu. For more information on assigning Seed Lists to this Client Node, see View or Edit Client Node Settings.

Note: The use of Seed Lists is an optional feature that must be enabled within your account. Speak to your Zeta team for more information on enabling this feature.

Optionally, if at least one Exclusion List has been assigned to your account, select the desired Exclusion List from the Exclusion List drop-down menu. Exclusion Lists must be assigned to a Client Node by a Zeta Administrator.
If you want to send Blind Carbon Copies of your email message, enter one or more email addresses in the BCC List field.

Note: The Blind Carbon Copy field is an optional feature that must be enabled within your account. Speak to your Zeta team for more information on enabling this feature.

Mailing Details

This section displays the subject line for this Mailing. The subject line can't be edited from the Finalize Mailing panel. If you need to modify the subject line, you need to click Back to Mailing to return to the Mailing Page, then edit the subject line from the Mailing Details panel. See Enter Email Mailing Details for more information on how to modify the subject line.

Mailing Schedule

For a Scheduled Mailing, the Mailing Schedule section contains the deployment schedule.

Note: To edit the Mailing Schedule, you must be assigned to a user role that has been granted the Override Schedule permission setting.

Optionally make any changes to the Mailing schedule:

Mailing Schedule: Enter a deployment date / time.
Time Zone: Select a country / city that's in the desired time zone.

Metadata

Distributed Marketing offers the ability to tag Mailings with custom Metadata fields and values. The Metadata section displays the Metadata fields defined in your account. Optionally enter or select the desired Metadata values.

Metadata fields must be defined by a Zeta Administrator.

Link Append

This section allows you to append link tracking parameters, and to define the Folder where this Mailing will be saved.

Note: The use of link tracking parameters is an optional feature that must be enabled within your account. Speak to your Zeta team for more information on enabling this feature.

Optionally, to append tracking parameters to the links in your email, click the Add New Tracking Parameter link. Enter either the tracking string in the Append Code field, or enter the key / value pair in the Parameter and Value fields. Click Save. The new tracking parameter is added to the Finalize Mailing panel. .
From the Mailing Folder drop-down menu, select the Folder where you want to save this Mailing.

Frequency Capping

Frequency capping allows you to set limits on how many messages can be sent to a recipient over a set period of time.

Note: Frequency capping is an optional feature that must be enabled within your account. Speak to your Zeta team for more information on enabling this feature.

To configure frequency capping:

Check Set Frequency Capping.
Enter the maximum number of Mailings that can be used to contact a recipient with a set time frame.
Enter the time frame for the frequency cap by entering a number and selecting an interval (Hours, Days, Weeks, or Months).

For example, let's say you want to limit the number of times you contact a recipient to no more than three times in a two-week period. You would enter "3" in the first field, enter "2" in the second field, and select Weeks from the time period drop-down menu.

Send Options

Based on your account settings, you may see one or more of the different sending options listed below. Most of these options are configurable, and can be enabled or disabled within your account. If you have any questions about your available sending options, please speak to your Zeta team.

A Template can optionally be configured to require a review / approval step prior to the Mailing being submitted to the email deployment system. If the Template you're using to build the Mailing has been configured to use the Approval Workflow, you will see a message on the screen indicating that the Mailing must be approved. When you click Confirm and Submit, the platform sends an email notification to all of the individuals who have been designated as approvers for this Template. After the Mailing has been approved by one (or more) of these individuals, the Mailing will be sent to Cheetah Digital by Zeta for deployment. For more information, see Approval Workflow.

Select the desired send option:

Send Campaign to Cheetah Digital by Zeta: Sends the Mailing to Cheetah Digital by Zeta (without notifying your Cheetah Digital by Zeta Client Services team); this option is intended for use by "self-service" clients. You must then manually launch the Campaign within Cheetah Digital by Zeta.

Send Immediately: This option will send the Mailing to Cheetah Digital by Zeta to be launched immediately (without any user intervention needed) and deployed immediately. For scheduled Mailings, this option overrides the defined schedule, effectively turning a scheduled Mailing into a non-scheduled Mailing.
Approve and Schedule Campaign: (For scheduled Mailings only) Send the Mailing to Cheetah Digital by Zeta to be launched immediately (without any user intervention needed), and deployed according to the defined schedule.

Notes

The Notes field is optional, and can be used to send information or instructions to the Client Account team.

Note: To enter Notes, you must be assigned to a user role that has been granted the Enter Notes permission setting.