Detailed Instructions for Web Content Contributors

E-mail Updates: Posting and Sending "Newsletters"

  • Open MacombBands.org in your browser of choice.
  • Visit the "Site" tab (under construction), and login to your MacombBands.org account.
  • Click the "Add content" link in the "Navigation" menu on the left-hand side of the page.
  • Click "E-mail update" on the "Add content" page that opens.
    • We may eventually need or want to create multiple e-mail update newsletters, each corresponding to a different mailing list. For example, MacombBands.org Insider (for all current band families), MacombBands.org Update (for all, including the general public and current band families), and MacombBands.org Insider JH (for junior high band families).
  • On the "Create E-mail update" page….
    • Note the help text below most fields on the page.
    • Enter a title for the update in the "Title" field.
    • Disregard the "Replacement patterns" field.
    • Enter the content of the update in the "Body" field.
      • Use the editor functions at the top of the Body field to add structure and helpful formatting to the content.
      • Use the "Edit summary" link above the "Body" field to create an explicit "teaser" for the update.
        • Think of the summary/teaser as the means for website visitors to decide whether or not to read the entire update.
        • Currently, the teaser does not appear in the e-mailed version of the update.
        • Get in the habit of limiting the summary/teaser to 140 characters. [determining length of summary]
        • The website software will automatically use the first 140 characters of the content as a teaser if you do not explicitly provide a summary.
        • Eventually, the website may have the ability to send the teaser (along with the event, ensemble, grade, and/or information keywords and a link to the full update) to Facebook, Twitter, and other social media to provide band families, boosters, and friends with notification in formats that they prefer.
    • Select as many event designations as applicable from the "Event(s)" field.
      • Select "event not applicable" if the update does not apply specifically to at least one event.
      • The "Event(s)" field prefixes event designations with one or more hyphens (like bullets) to indicate more specific events or kinds of events. When applicable, select fewer, more general options rather than more, more specific options.
    • Select as many ensemble designations as applicable from the "Ensemble(s)" field.
      • Select "ensemble not applicable" if the update does not apply specifically to at least one ensemble.
      • The "Ensemble(s)" field prefixes ensemble designations with one or more hyphens (like bullets) to indicate more specific ensembles. When applicable, select fewer, more general options rather than more, more specific options.
    • Select as many grade designations as applicable from the "Grade(s)" field.
      • Select "grade not applicable" if the update does not apply specifically to at least one grade.
      • The "Grade(s)" field prefixes ensemble designations with one or more hyphens (like bullets) to indicate more specific grades. When applicable, select fewer, more general options rather than more, more specific options
    • Select the e-mail update category corresponding to the mailing list to which you intend to send the update from the "Newsletter category" field.
    • The "Revision information" and "Authoring information" fields generally do not require modification.
    • Select the applicable options in the "Publishing options" field.
      • (optional) Enable "Published" to make the update available to all MacombBands.org visitors after saving.
      • (recommended for e-mail updates) Enable "Promoted to front page" (and "Published") to make the update available on the MacombBands.org homepage.
      • (discouraged for e-mail updates) Enable "Sticky at top of lists" to prevent the update from getting "pushed" down lists of content (such as the MacombBands.org homepage) as other, newer content gets published.
    • Click the "Preview" button to preview the update as it will appear on the website.
      • You must preview the update.
      • Clicking "Preview" does not save the update: You must click the "Save" button at the bottom of the "Preview" page to save (and publish) the update.
    • Examine the update to determine whether you need to make any changes. Modify fields on the "Preview" page, if necessary.
    • Click the "Preview" button to continue to preview and modify the update, if necessary.
    • Click the "Save" button at the bottom of the "Preview" page to save the update.
      • If you enabled "Published" in the "Publishing options" field, clicking "Save" immediately makes the update available to all MacombBands.org visitors. (The website will display a message that reads, "E-mail update [update title] has been created.") Furthermore, if you enabled "Promoted to front page" in the "Publishing options" field, clicking "Save" makes the update available on the MacombBands.org homepage.
  • To resume work on or publish an update that you previously saved without publishing, visit the "Content" overview page, locate the name of the unpublished update in the list of content nodes, and click its corresponding "edit" link (in the "Operations" column) to modify or publish the update.
  • Once you have clicked the "Save" button at the bottom of the "Preview" page or clicked the "edit" link on the "Content" overview page, you will see a "website-ready" version of the update that displays three tabs—"View," "Edit," "Newsletter"—below its title.
    • If necessary, select the "View" tab to see a version of the update as it will appear on the website.
    • If necessary, select the "Edit" tab to modify the update, either before or after you have published it.
  • Select the "Newsletter" tab. On the "Newsletter" tab, you will see two (2) "Send newsletter" options:
    1. "Send one test newsletter to the test address"
      • Select this option to send a test version of the update to the address(es) in the "Test email addresses" field.
      • Enter an e-mail address or a comma-separated list of e-mail addresses in the "Test email addresses" field.
      • Click the "Submit" button to send the test version of the update via e-mail.
      • The website will return you to a view of the update with the "View," "Edit," and "Newsletter" tabs and their corresponding functionality.
      • Verify the behavior and appearance of the test.
    2. Either "Send newsletter" or "Send newsletter when published"
      • The "Send newsletter" option implies that you have already published the update to the website.
        • Click the "Submit" button to begin sending the update via e-mail to the corresponding mailing list.
        • The resulting page will indicate, "Newsletter [update title] pending."
        • The website does not send the update via e-mail to all addresses immediately or simultaneously. To avoid delivery problems, the website sends the update to a few addresses at a time. The "Newsletter [update title] pending" message indicates that the website has begun or will shortly begin sending the update.
      • The "Send newsletter when published" option implies that you have not yet published the update.
        • Click the "Submit" button to make the update ready to send via e-mail to the corresponding mailing list upon publication to the website.
        • The resulting page will indicate, "The newsletter will be sent when the content is published."
        • When you have the update ready for publication, select the "Edit" tab to enable "Published" in the "Publishing options" field. (You may also make other necessary changes to the various fields of the update.)
        • Click the "Preview" button.
        • Click the "Save" button on the resulting page.
        • The resulting page will indicate, "Newsletter [update title] pending."
        • The website does not send the update to all addresses immediately or simultaneously. To avoid delivery problems, the website sends the update to a few addresses at a time.
  • Review published updates occasionally. Contributors may need or want to unpublish updates, remove them from the front page, or prevent them from remaining sticky at the top of lists.
    • Click the "Edit" tab and change the "Published," "Promoted to front page," and/or "Sticky at top of lists" status of an update.
  • [Additional documentation]

Notes for the Webmaster (others should disregard)

  1. "your" → "the"
  2. "press" → "click"
  3. "e-mail update" → "update"
  4. "subsequent" (page) → "resulting" (page)