Dispatch

1. Expert questions “Dispatch”

last updated on May 19. 2022

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In this article we would like to address questions that go beyond the regular workflow. This question/answer catalog is continuously updated and helps you to gain expert knowledge for ” dispatch ” and avoid mistakes.

Q: I have uploaded images from my desktop (file manager) and included them in my email. But when I send an email to my Gmail account, the images are not displayed. Why?
A: In this case, please make sure that the file name does not contain any spaces or special characters. There are email clients that can read the “interrupted” source reference (e.g. Outlook), but Gmail, for example, cannot – consequently the image is not displayed in the email. If you load images into the media library, they get a URL that is referenced. This is a complete workaround for this problem.

Q: I get the message: “Could not determine a dispatch account! Please contact your administrator.” – What should I do?
A: Dispatch accounts have been created in the admin area, but you as a user have not been assigned one. The administrator must assign one to you. This is done in the admin area under ” Dispatch accounts”. There the admin selects the appropriate account and sets a check mark under “Edit” – “Assign user” at your name.

Q: Although there are several dispatch accounts, I can only select one – why?
A: This is because you have not been assigned any other accounts. The administrator must assign you additional dispatch accounts to make them available for you to use, see above.

Q: I have created a dispatch order, but can no longer find it – where is it?
A: After you have created a dispatch order but not yet sent it, it is under “Waiting”, because it is waiting for the next steps – either for sending or for further processing.
You can use the “Search” button under ” Dispatch orders” to switch between the individual “Dispatch order states”.

Q: How can I send the content of a message to other recipients?
A: To do this, create a new dispatch order, select the desired distribution lists and then select “Insert content” under “content”. in step 2 and select the corresponding order.
Now the content of the message is transferred to your new dispatch order.

Q: Why is the letter salutation not formed correctly when sending to a smartlist?
A: In contrast to regular data sets, where the salutation is formed by gender, language and name, the salutation of the recipient in a smartlist has to be stored individually.

Q: I received two e-mails during the test mailing – do the recipients of the press release also receive two e-mails?
A: No. You will receive two e-mails so that you can see how the HTML mail and the plain text mail look like. The recipient usually receives the HTML message; if they cannot receive HTML messages due to server settings, they will receive the text message.

Q: I accidentally blacklisted myself via the unsubscribe link during a test mailing – can I remove myself from the blacklist?
A: In principle yes – please make sure that the administrator has not revoked your right to edit the blacklist. But to make such mistakes a thing of the past, we have built in the possibility to undo your own blacklist via a button. You will find this button below the entry confirmation in the blacklist.

Q: How does the “group specific blacklisting” work in detail?
A: In the master data administration you can store so-called “groups for dispatch orders”, which enable you to categorize dispatch orders in a sensible way. If you now create a new dispatch order, in the second step you can also select the dispatch group to which this dispatch order should then belong.

When inserting the unsubscription link via Insert options, you will be asked whether it should be related to the selected group – if you select “Yes”, the link will be extended by the group information.

If a recipient now unsubscribes via the link and enters himself in the blacklist, the entry is only valid for this dispatch group. If a different group is selected for the next dispatch, the group-related blacklisting does not apply and the recipient is contacted again, as the subject is different.

If the recipient does not want to receive any more information from you at all, put him on the general blacklist without any dispatch group assignment. He will not receive any more mailings from you in the future!

Q: Group specific blacklisting allows you to unsubscribe from specific topics. Can I also use my dispatch to offer additional topics to the recipient?
A: Of course. You can create an event for this purpose and query the topics via the dialog form. If you have created distribution lists for certain topics, you can also offer them in the dialog form and thus enable the recipient to “subscribe” directly himself. Assignment to the distribution list then takes place after data matching. Learn more about this here: Data reconciliation

Q: I would like to offer my recipients the possibility to notify me of changes (contact data, name change, etc.). How do I do this?
A: For this purpose you can either use an event in connection with the data synchronization (the event type “address qualification” fulfills exactly this purpose) or include a link that contains the e-mail address of an employee who is responsible for the data maintenance.