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This article details the steps that must be taken to send an email to a large group of users (500+) or to send a commercial email. For most communications, it is recommended that users engage the Sympa mailing list service to reach a targeted audience instead of the mass email process.
Guidelines
- The CAN-SPAM Act means that any University email of a commercial nature must comply with the law.
- Non-commercial projects should take advantage of best practices.
Mass Email Request
- Request - The Content Owner submits a request by completing the Mass Email Checklist.
- Assignment - The mass email is added to the University master schedule and assigned to an HTML lead.
- The content owner provides the copy in a Word document and selected images using the request form.
- Editing - The Editor works with the Content Owner to revise the content.
- Once approved, the content is sent to the HTML lead for design/development.
- Build - The HTML Lead works with the approved content and requests an email template to create the mass email.
- Once created, the HTML lead will test the integrity of the email and fix any bugs that may occur.
- Review - The HTML Lead sends out a test email to the Content Owner and Editors for review.
- The Content Owner will provide feedback to the HTML Lead, who will make any required changes.
- Final review (if required) - After all feedback has been implemented from the review stage:
- The HTML Lead will send a test for the last review to emails designated for this step at the Editor's discretion.
- Examples of communications requiring this step are admission/enrollment/recruitment emails, Intercom, UT Dallas Magazine, and messages from the Office of the President.
University Web Services requires one week's notice to schedule mass emails. Production time is 3-5 business days, depending on customization. Content is due three days before the send date (available send dates may vary)