Distribution List in the Webinterface Toolbox.
With a distribution list you can send email, text and fax messages to a predefined group of members.
The member list is managed on the Web and is part of your toolbox. You can add, save, delete members and block members.
A member is an email address or a mobile number.
You can send to the group directly from your toolbox , your email or via SMS(extra service).
When sending SMS via distribution list, a text at the end of the message that informs the recipient that they can unsubscribe themselves from the mailing list by replying STOP to any message is automatically added. It is possible to remove this feature.
When sending mail via distribution list, a link to unsubscribe and subscribe is added.
Create a Distribution List
Make sure to be logged on to your personal toolbox.
Click on distribution lists under the heading Resources in the menu to the left.
- Click "Create Distribution List".
- Provide a name to the distribution list
- And chose the Default Adress Type (SMS, Link-SMS, Email, Fax and Mixed) and click Create.
- You will receive a confirmation that the list is created , the name you chose and its assigned email address.
(When sending an email to your distribution list, it is important that your email address is listed as Author of the list (see below).
-Email Recipients will receive the email with the same look that you created it, all images and fonts will be the same.
Create a mailing list related to number or code word
Make sure to be logged on to your personal toolbox.
Click on "SMS numbers" under the heading Resources in the menu to the left.
- Open the numbers menu and then go to Settings, choose "Distribution List with SMS opt-in via keyword". Click Save.
(It is now possible to text START to the number/code word to be added as a member).
- Additional feature gives you the possibility to control the acceptance methods of members that send START to the Distribution List; Automatically accepted, Must be approved by administrator or Secret distribution list.
If you do not have any available Keyword or SMS number, please contact the administrator of the account or TellusTalk Support (08-509 126 00 or sales@tellustalk.com)
Create a distribution list for mailings
Make sure to be logged on to your personal toolbox.
Click on distribution lists under the heading Resources in the menu to the left.
- Click "Create Distribution List".
- Provide a name to the distribution list and click Create in the box that appears.
- You will receive a confirmation that the list is created , the name you chose and its assigned email address.
Email Recipients will receive the email with the same look that you created it , all images fonts and the like will be the same.
When sending mail via mailing list, a link to unsubscribe is automatically added along with a link to view the message in a browser.
If you want you can add a question in email mailings. Responses are sent to one of your chosen email address. Logged in the toolbox, you can see a summary of the responses.
Send to list
To send to the list , click on the Send button in the left main menu in the Toolbox.
( You can also send an email to the Distribution List , go to Resources -> Distribution Lists and the copy the email address you see under each Distribution List. Enter the email address that apply to that specific mailing list in your email client).
Tick the receiving mailing list . You can find the mailing lists under the white "To" box .
Write your message in the field under "Message" , while the field is a character counter that shows how many characters your message is on.
Please note that we have a STOP function enabled by default , this gives the recipient an opportunity to unsubscribe from unwanted mailings. This feature can be disabled but then the recipient has no way to automatically unsubscribe to further messages. With the STOP function enabled, our system manages the unsubscribe for you and you only need to devote a minimum of administration of the Distribution lists.
Choose when the message is to be made, chose send now if you want to send the message immediately .
If necessary, this also schedule a mailing to your mailing list.
Connect lists
If you have many lists, you might want to be able to send to all of them with just one email.
Then you do like this:
Create a new list as a Top list:
Put the other lists box-names as Members, type like this:
group:box.xxxxx; sub list friendly name
or like this:
group:box.xxxxx
In the sub list:
Put the top lists box-name as Author, like this:
box.xxxxx
or like this:
group:box.xxxxx
(group will be automatically added if you forget)
Then you can send an email to the mainlist, it will then be forward to all sublist members.
Please remember to ensure that the correct persons (addresses) are authors on the mainlist and not only on the sublists.
Send List menu
If you click on the blue arrow to the left of the name of the list you will get the following menu:
At the same time , you will automatically see a box where you can change settings that affect the mailing list
- Members , the numbers / addresses that receive mailings from the list. Here you can also add, block and delete members .
- Authors, the numbers / addresses that are authorized to start mailing to list members.
- Officials, the numbers / addresses that receive incoming messages / replies from the list's members.
- Log, here you see the list log. Which messages sent to different numbers at different times and if they are or not .
- Statistics, here you can find the statistics. How many messages have been delivered and how many have not come sorted by day , week or month
- Automatic Answer , you'll write an automatic reply that is sent out when a student submits to the list , or reply to a message.
- Delete , here you can delete the list.
- Access , here you can choose who should be able to administer the list.
Tip
- Want to do bulk mailing, all you need to do is to add Members, you are already registered as Author.
- Do you want everyone to be able to send to each other then all should be registered as Members , Authors and Officials.
- You can register your cell phone number as well as email addresses Members , Authors and Officials.
Settings
Before the first mailing , it is good if a few basic settings are made . Setup view is automatically displayed when you click on the blue arrow to the left of a mailing list.
Settings SMS
Originator that is what is displayed in the recipient's mobile phone as the sender. We have:
Text - 11 characters maximum
Numbers - to get the answers delivered to a mobile indicated that number here
SMS Response - utilizing our function to answer just SMS . This displays one of our pool number as the sender in the recipient's mobile .
SMS Header - Select what should be first in the SMS you send. It's fine to leave the box blank.
SMS Footer - Select whether the footer should be sent with your text or not.
Do not forget to click Save !
Email settings
Email from name - select the name that it looks like that the email comes from
Member Question - Leave a question in , it will be sent to your email . Responses are sent to one of your chosen email address. Logged in the toolbox , you can see a summary of the responses.
Members of response options - Type the answer that the recipient can choose, one option per line.
Do not forget to click Save !
Members
To add members , click on the members menu.
Click the " Add new members " plateau of the page.
In the window that opens, there are two input options . Add numbers manually or upload numbers from an excel document .
Follow the instructions in each box .
Our system will not enter a number/address twice.
Note that if you want the number/address to be followed by the name, they must be separated by semicolons (;), like this "+4670111111; Name".
Click Save.
When you enter the number, it is optional to enter the country code , if you omit the country code , your standard country code will be selected.
Want to see the members who are on the list, click on "Show members " . Remember to save your new edition members before!
Authors (Contributors)
To verify that only the right people have access to send to the list you enter them as Authors under the Distribution List menu.
By default this is always the email address associated with the Toolbox, but if more numbers/addresses shall be able to send to the list then their email or mobile number must be registered as Authors.
Officials
You can also decide if someone other than a Author should handle the response from the members, such as incoming answers to an sending.
This is useful if the Author cannot handle the amount of incoming traffic alone or if the Author goes away for business trip or vacation. That way no answer will go unattended!
To add one or more Officials go to the Distribution Lists menu, click on Official and enter the addresses.
Tip! If you type "publisher" here, any replies from the members will only be sent to the Author that started the message. Great if you have many Authors on the list!