Creating a new mailing in myconvento always begins with a template. The template provides the basic layout and determines which editor you will use to edit the content. After clicking "Use/Customize Template" in the template selection area, the "New Mailing" section opens. Here, myconvento guides you step-by-step through the mailing preparation process.
The process is intentionally divided into several steps. This allows you to prepare the content first, define the mailing details next, select the recipients, and finally review everything before the mailing is actually sent. The key difference between the editor types lies in the first step; the subsequent process is identical.
Step 1: Editing Content
In the first step, you edit the message itself. This is where the content your recipients will eventually receive is created. This includes elements such as the headline, body text, images, buttons, links, attachments, and other design elements.
If you have selected a template for the drag-and-drop editor, you work with a visual modular system. Content is edited directly within the layout. You can customize existing elements, add new components, or remove sections you do not need. This editor is particularly well-suited for responsive mailing templates, as the display automatically adapts to different devices - ensuring the message is easy to read on desktops, tablets, and smartphones alike.
If you use the HTML editor, a WYSIWYG editor is displayed at this stage. Here, you edit the content in a more traditional manner that is closer to the underlying HTML structure. This editor is useful if you are using existing HTML templates, require adjustments close to the source code, or wish to control the layout with high precision. A basic understanding of HTML and email layouts is helpful for this approach.
Regardless of the editor used, you should carefully verify that the content is complete during this step. Pay particular attention to the subject line, introduction, body text, links, images, downloads, and any placeholders. If placeholders are used, ensure they are correctly embedded so that they can be properly replaced during the dispatch process.
You can only proceed to the next page by clicking "Next step" once all required fields have been filled in. If mandatory information is missing, myconvento will alert you and prevent you from proceeding until the details have been added.
Step 2: Defining dispatch details and settings
In the next step, you define the organizational and technical details regarding the dispatch. These settings determine how the dispatch is categorized internally and how it appears to the recipient.
Typical details include the dispatch name, sender address, reply-to address, language, dispatch group, and other categorizations. The dispatch name helps you locate the job in the overview later on. The sender address is visible to recipients and should therefore be chosen carefully. The reply-to address determines where recipient inquiries or responses are sent.
Assigning the dispatch to a specific dispatch group or client can also be important. This helps structure dispatches internally and makes it easier to locate or analyze them later. Such categorization is particularly useful for accounts involving multiple divisions, clients, or topics.
Take your time with this step. Errors regarding the sender, reply-to address, or categorization often go unnoticed until after the dispatch has taken place, at which point they can no longer be corrected for emails that have already been sent.
Step 3: Select Recipients
Next, select the recipients for the mailing. This step determines who will actually receive the message. Depending on your license, modules, and permissions, various sources may be available.
Possible recipient sources include, for example, distribution lists from "My Data", saved searches, result lists from pressbase, or other pre-configured recipient groups. This gives you great flexibility in deciding whether to send the mailing to a static list, a dynamic search result, or a previously researched target audience.
Verifying the recipient selection is particularly important. Check that the selected list matches the content of the mailing and that the target audience has been correctly defined. Once a mailing has been sent to the wrong distribution list, the action cannot be undone.
During the mailing process, myconvento also takes exclusions - such as blacklist entries or undeliverable addresses - into account. This ensures that recipients who should not or cannot be contacted are automatically excluded.
Step 4: Review and Prepare the Mailing
Before finalizing the mailing, review all details once more. This step serves as the most important check before final approval.
First, check the content: Is the text complete? Are the headline and subject line correct? Do all links work? Are images visible? Are attachments correctly included? Have placeholders been used correctly? Are language variants fully maintained?
Next, check the technical and organizational details: Are the sender and reply-to addresses correct? Is the right mailing group selected? Is the language correct? Was the right recipient source chosen? Are there any alerts regarding excluded recipients or delivery issues?
This review is crucial, especially for large press distribution lists, newsletters, or important invitations. A mailing often reaches many people simultaneously; therefore, it should only be approved once the content, recipients, and settings are all correct.
Send immediately or schedule
In the final step, you decide whether to launch the mailing immediately or schedule it for a later time. Immediate sending is ideal when all content has been reviewed and the message is ready to go out right away.
Scheduling is useful when the mailing needs to go out at a specific time - for example, in the morning, shortly before an event, or in alignment with your communications plan. In this case, the mailing is prepared and held until the designated time.
Once launched or scheduled, the mailing appears in the overview. Here, you can view its current status - such as whether it is pending, active, or completed.
Analyze after sending
Once a mailing has been sent, you can analyze the results in the mailing overview and detailed view. Here, you can track delivery rates, bounces, opens, clicks, unsubscribes, and other key metrics.
This analysis helps you evaluate the mailing's success and improve the quality of your distribution lists. You can review returned messages, trace blacklist entries, and identify highly interested recipients based on opens or clicks.
Summary
In myconvento, a new mailing is prepared step by step. First, you select a template and edit the content using the drag-and-drop or HTML editor. Next, you define the mailing details and settings, select the recipients, and carefully review all information. Only then do you launch the mailing immediately or schedule it for a later time. This structured process ensures you maintain control over content, the target audience, and the timing of the mailing, even with large-scale campaigns.
