Email Deployment Proof Approval

Last modified March 25, 2020

Overview

Publishers can preview their email deployment before sending to all of their subscribers and make edits as they see fit to ensure the best possible email.

Process Workflow

The process for receiving email proofs, providing comments, and approving the email notification is outlined below.

A set of email proofs/tests will be sent for each subscriber file supplied. Each subscriber file is considered a split. The people identified to review and approve the email notifications will receive the following emails:

  • an HTML test email (1 per list) (Note:  the “from” will be the title name, not Omail Publishing as shown below)
  • a plain text test email (1 per list) (Note:  the “from” will be the title name, not Omail Publishing as shown below)
  • an Approval Request email (Note:  the “from” will be a GTxcel email coordinator, not elist as shown below)

Example of how the proofs will appear in an inbox:

Test emails

Test recipients will receive separate test emails for each split AND each message format (HTML & TEXT) the deployment has been setup for. The subject line for those tests will appear in the following format: (Track Id) Test (Test #) (TYPE) :: (subject line text). The test emails will be from the Magazine Title. The content will only include what is intended to be in the final email.

Example of the HTML test email:


Example of a plain text test email:

Approval Request Test Email

Test recipients will also receive one approval request email along with each set of test emails sent. The subject line for the Approval Request emails will appear in the following format:

(track Id) Test (Test #) Approval Request:: (subject line text).

The Approval Request Test will contain some details on the deployment including the name and email address of the deployment creator and the final approver, its spam score (provided by 3rd party plugin by SpamAssassin), the name of the audience list used, and the number of recipients broken down by split. Most importantly the link to the Deployment Test Response page is included; this is where the test recipient will provide feedback and approve the test emails. All comments and edits should be entered onto this page; they should not be sent directly to the GTxcel Email Coordinator or Digital Specialist.

Example of Approval Request Test from elist@omeda.com:

Deployment Test Response Page

The contents of this page consist of approval checkboxes to either set as “I approve” or “I do not approve”.  These checkboxes save immediately upon clicking, but will update if switched back and forth.  Also included is the option of making comments for each split and format.  Comments made do not automatically save, the “Save Comment” button at the bottom of corresponding section must be hit to update.  Lastly there is a section at the bottom of each split showing the status of all the other testers’ approval including comments.  These options are provided for each split but listed all in one page.

Note that emails will NOT be deployed until the approver has selected “I approve” for each split and message type. Once one approval is received the email coordinator will deploy the email. This approval process cannot be skipped. During the approval process please add a comment to confirm the date you would like the email deployed.

Example:

Need Help?
The Digital Help Desk is the process for communicating with GTxcel regarding new title setups, questions, and technical issues for the Web Reader and/or Apps.

You can submit a request to us through the Request Help button located in the Publisher Dashboard or call the support number: 800-609-8994, option 3.
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8AM - 5PM EST
Monday to Friday
800-609-8994, option 3
Response Times
General Question/Requests – A Digital Specialist will begin working on your request within one to two hours of receipt. We will complete the request as soon as possible; we aim to have all requests completed within 24 hours.