New MLM System

Table of Content> Part I - Overview> What’s MLM

> Why MLM

> Available Central Mailing lists

> What’s New in “new MLM”

> Campaign Types

> Subscription Management

> Approval Mechanism

> Part 2 - All about new MLM> About Migration

> What data will be migrated

> Demo

> Appendix

What’s MLMMailing List Management (MLM)>For sending mass email/SMS>With mandatory/marketing materials (i.e. all)>To PolyU students/staff/alumni/outsiders (i.e. all)

Why MLM> No limitation about no. of recipients per email> Able to provide

• staff lists• student lists with properties• alumni lists

> Sync with student opt-out lists from AS and RO> Sync with alumni opt-out list> Opt-out/un-subscribe mechanism> Compliant with UEMO (Unsolicited Electronic Message Ordinance) requirements

Available Central Mailing Lists (1)>PolyU Staff

• All PolyU full-time and part-time staff• PTeC Staff• SZRI Staff• CPCE Staff (HKCC, CPCE and SPEED Staff)

>Franchised Programmes Student lists

Available Central Mailing Lists (2)PolyU Students with following properties

• Department• Admin Office• Programme Code – Subcode• Mode of Study• Funding• Study Year• Academic Structure• Faculty

• New Student• Senior Year• Programme Level• Student Status

What’s New in “new MLM”> More user-friendly interface> Enhanced features and performance> Mobile responsive design> Support HTML 5> New drag-and-drop editor> New campaign types > Easy import of recipient lists> Easy creation of opt-out link

> New SMS landing page> Enhanced approval mechanism> New subscription management

function for opt-out/re-opt-in by recipients

> Statistic reports on messages sent

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Sending Email

Commercial Electronic

Message (CEM)

PolyU StudentsAble to opt-in/op-out

ALL PolyU marketing materials in eStudent/Research Portal

Non-PolyU Students

i.e., staff/alumni/outsiders

Able to opt-out by the Campaign Type of the Dept

Able to opt-out/re-opt-in by Campaign Types in

PolyU Email Subscription page

Mandatory Message

Sending SMS Mandatory Message

Campaign Types of each departmentTypes Activities

Events • Information about events organized by PolyU alone, jointly with other parties or by other parties

University Updates • Newsletter and announcements from PolyU

Questionnaires and Surveys • Questionnaires and surveys conducted by PolyU alone, jointly with other parties or by other parties

Privileges and Offers

• Privileges, discounts and offers for programmes, events, services or products provided by PolyU alone, jointly with other parties or by other parties

• Charitable, educational, social and other activities that solicit contributions or donations

*These campaign types are well discussed and agreed in MLM task team.

Campaign Types of each departmentTypes Examples

Events • Activities, seminars, workshops, etc.

University Updates• excel@PolyU, PolyU Milestones,

AlumniNews@PolyU, Network, departmental newsletter, etc.

Questionnaires and Surveys • QS Global Employer or Academic Survey, etc.

Privileges and Offers • PolyU visa card, PolyU souvenirs, etc.

*These campaign types are well discussed and agreed in MLM task team.

PolyU Email Subscription Page

PolyU Email Subscription Page

Approval MechanismEmail will be sent when… Creator Approver

1. Creator saved the campaign (after selecting an Approver)

2. The Campaign is approved

3. The Campaign is completed

About Migration

Roll-out Plan1. Email to HoD, CLO and MLM users about new MLM 2. Re-registration for creators and approvers by CLO with HoD endorsement

• CLO fills in the online form with new users’ information and users to be deleted• It will then be passed to HoD for endorsement

3. Confirm the migration date by department representatives/CLO • If your department has not yet confirmed the migration date, please confirm with us.• It should be within the proposed period (during lunch or after work), excluding public holidays, Sat and

Sun.

4. Creators should register and attend a briefing session. 5. MLM team will send an email when the migration will be started and completed. *All departments should migrate to the new MLM by the end of Dec 2018.

Remarks>If your department has not yet confirmed the

migration date, please confirm with us.>It should be within the proposed period, excluding

public holidays, Sat and Sun.>It could be during lunch or after work.

What data will be migrated The following items will be migrated to the new MLM

The following items will NOT be migrated to the new MLM

• Opt-out lists* managed by MLM admin

• Central provided mailing lists, if your department applied

• Campaigns and templates• Departmental managed mailing

lists

*The unsubscription of a department in old MLM is equivalent to the unsubscription to all marketing campaign types of that department in the new MLM system.

Demo

Appendix

To login> Access via most web browser

(chrome, safari, IE, etc.)> Campus network is required

(Wifi: PolyUWLAN)

New MLM login link https://edm.polyu.edu.hk

Login account <Your NetID>@polyu.edu.hk

Password Your NetPassword (i.e., your staff email password)

To access without campus network>Login your SSL VPN (Virtual Private Network)>You may follow the guide

https://www2.polyu.edu.hk/Staff/General_Notices/VPN_guide.pdf

>And then login to the new MLM as usual

Dashboard

Interface and Navigation

Count no. of recipients (1)

Click Show how many customers involved (or Refresh) to check the no. of recipients

42

5498 54773

3 duplicated records

4 32666

Only 4 opt-out records exists in the target recipient lists

= 5498 + 5477 - 3 - 42 = 5498 + 5477 - 3 – 42 - 4

Count no. of recipients (2)

Click Show how many customers involved (or Refresh) to check the no. of recipients

93

5789

= 5789 - 93

93 records has unsubscribed Eventcampaign type of this department

Import customer list

• Support CSV / Excel (xls, xlsx) / Zip (zip, rar)*Header on the first row is required in the csv/excel, otherwise the first record will be skipped.

• CSV: UTF-8 Encoding• Excel: No special encoding is required• Zip: Only one csv/excel inside zip file will be imported.

Green: Automatically matchedRed: Need to match / create manually

Suggest your list title is matched with system property title

System will check whether there are undefined option values in your uploading list. If yes, system can help you to update option values automatically.

Choose what do you want to do to the duplicated records which meaning having the same email/mobile including this list and other lists under your department.

Choose “Re-opt in” only if you are sure you want to re-opt the list you are importing.

Assign at least one tag to the list you are uploading.“Tag” means grouping number of email records in a group.

Choose them for most cases

Tags Management

Upload customers to this tag

Delete tag ONLYi.e. customers will not be deleted*You CANNOT select customers that are without any tag. Bear this in mind when you delete a tag.

Refresh the number in this tag

Edit the name of this tagView customers in this tag

**only with specific right can perform delete customer or export action

Property

• Here will show all available properties for segment or mail merge

• Only IT admin with the right to manage Properties

Property types

Property Type Explanation

Text Anything

Number Only numbers*

Date Format: YYYY-MM-DD

Options Only defined option values*

Multiple Options A record with more than ONE option value

*When the values do not match data type format, error will occur.