Email Deployment Reporting

Last modified March 25, 2020

General Information

Our Reporting functionality allows users to view delivery and response statistics for all tracked deployments. Through Omail we have the ability to track delivered messages, hard and soft bounces (broken down by category), messages opened (for HTML or MIME based messages only) and messages clicked.

There are 2 types of reports: a 5-day snapshot (emailed), and real-time (online). Please provide email addresses of those who should receive access to either type.

5-day Snapshot Reports

These reports are emailed 5 business days after the initial deployment

They include a link to a zipped file containing:

  • Summary Report of the delivery (pdf format)
  • Audit Log – file for BPA/ABC/VAC audit support (.txt format)
  • Detailed delivery & opt-out report (1 file per supplied list, .csv format)

Note: To view the reports please turn off popup blockers.

Real-time Data

Access to real-time date is provided via my.omeda.com.

A Digital Specialist will request an account to be setup for you. Once requested, you will receive an email from elist@omeda.com within one week with your username and temporary password. You need to activate your account within 24 hours of receiving the email or the account will become inactive. To reactivate your account, click ‘lost password.’  Enter the first initial to your first name and full last name as the username (in some cases the username may be firstname_lastname). You will be emailed a temporary password to activate your account.

  • Once logged in with your temporary password you will be asked to create a new password.
  • After the new password is accepted click on the Dashboard link in the upper left hand corner.

Note: If you do not access your account at least once every 45 days the account will render inactive. To reactivate your account, click ‘lost password.’  Enter the first initial to your first name and full last name as the username (in some cases the username may be firstname_lastname). You will be emailed a temporary password to activate your account.

  • Use the drop down fields on the Report Criteria screen to search for a specific mailing or report. Select the Report type, then the Brand/Title, and any other desired criteria, then select Generate report.
  • Click on the Deployment Name/Type field for the mailing you would like to review.
  • All the quantities (recipients, unique, quantity) are linked to the full report.
  • The lists supplied by the publisher are individually referenced as splits and assigned a number. Details regarding the lists associated with each split can be found by:
    •  Logging into the Omeda Dashboard
    • Select the box next to the associated mailing
    • Click on View Reports (make sure pop-ups are not blocked)
    • Click on the View Deployment Details

Note: you may need to turn off popup blockers to view these reports.

Basic Reporting

View Summary Report

View Summary will provide a summary report for a deployment but will not have the complete reporting functionality. This report is found on the Search page in the Omail application. This report will also provide delivery information on the seeds for the Omail deployment, as this information is not included in the Deployment Delivery Report. The Digital Audit reports are also located within the View Summary page and are exportable.

Deployment Delivery

This report summarizes the delivery information for an individual deployment or multiple deployments within a Brand. The report provides the number deployed, delivered, bounced, deferred, opened, clicked, unsubscribed, and the corresponding percentages. This report provides both Gross and Unique numbers for the Open and Click rates. The reported numbers are clickable to allow you to drill in and view the actual recipients and their demographic data. This report is available for a single deployment or a combination of deployments.

Screen shot of Deployment Delivery report header:

Delivery Information

The Delivery Categories section provides the basic delivery information broken up into the following sections:

Original List Quantity

This is the quantity of the list that was provided for mailing – before any filters or suppression files were applied.

Filtered (prior to send)

Users who opted out on a prior send are “filtered.”

Suppressed

Records that appear on a suppression list.

Note: GTxcel uses suppression lists to transfer opt-outs from our older mailing system to Omail. So records suppressed are most likely due to an opt-out before transitioning to Omail.

Deduped

Where duplicate records exist, only one can be mailed to. We strongly recommend de-duping your lists before providing to GTxcel for mailing.

Invalid E-mail address

Records containing either a blank email field or incorrectly formatted email field are filtered prior to sending.

Delivered Quantity

This section reports on the final list quantity and the amount of that quantity that was delivered.

Final List Quantity

This is the quantity of the list when it deployed

Delivered Quantity

This is the number of delivered – not bounced – messages. For a message to be considered delivered, a sent or accepted status must be returned from the receiving server.

Requires Challenge Response

A Challenge Response is sent from various ISPs challenging the domain and IP address that the deployment was sent from. This is done to ensure that the email is legitimate and is not spam. As the Challenge Responses are responded to, this number will decrease. Omail will respond to these as they arise, so you should not need to do anything with them.

Bounced Quantity

This is the total number of sent messages that have bounced, meaning that the message was not delivered to the recipient. This number is broken out into sub-categories based upon the RFC codes returned by the receiving server or by rules using text matching on the responses received by the receiving server explained in more detail below.

Hard Bounces:

A hard bounce means we sent your email, and the recipient’s server outright rejected it.

Domain Does Not Exist

This is returned when the receiving domain of the email address does not exist.

Account Not Available

This is the response for non-existent email addresses at working domains.

Soft Bounces:

Soft bounces mean the email was sent to the server, processed, but for some reason was returned. This does not include out-of-office or other auto-responses – just rejections.

Mailbox Full

The mailbox for the email address is full.

Connection Time out

Our attempt to connect to the receiving server timed out before we could deliver the message.

Blocked by Content/Spam Filter

The message could not be delivered due to a spam block.

Misconfiguration at Remote Mail Site

The server we are trying to deliver to is not configured properly to receive email.

Other/No Reason Given

Either no reason for the block was given or we received an uncommon response from the server.

Retry Quantity

This is the total number of messages that are in a deferred state and that will continue to tried to be sent for up to 72 hours. For a message to be deferred, a deferred response is received from the receiving server. It is also possible for a message to be deferred if the connection between Omail and the receiving server is broken. This number is broken out into sub-categories.

If a deployment shows anything other than 0s in this category that means it is not done trying to send. These records will either resolve as bounces or delivereds after the 72 hour resend period ends. Please do not process these records.

Response

Response Categories provide the number of responses from a deployment.

The numbers are calculated as follows:

Unique: per record – so if the same user clicks 3 times, they’re counted once

% Deliv = unique records expressed as a percentage of the total delivered records (not filtered, not bounced)

% Open = unique records expressed as a percentage of the total who opened the message

Gross: The gross response consists of the multiple responses to a message. For example, if end user A receives a message that has one link and they proceed to click on that link three times, one click would be counted in the unique number and 3 clicks would be counted in the gross number.

Opens

This is the number of instances of a message being viewed – either by unique record, or in total. A message is tracked as opened when the HTML version is viewed by a recipient or if a link is clicked in a plain text email.

Note: Some mail programs do not allow tracking of previewed messages, or users who have HTML email or images turned off may also not be tracked.  This is because tracking is done via invisible images which are linked to tracking URLs.

Clicks

This is the number of clicks on the web links (URLs) within the deployment. All URL links are tracked, from both HTML and plain text messages.

Unsubscribes (opt-out of mailing notifications)

This is the number of clicks on the unsubscribe/opt-out link if the opt-out process is managed by GTxcel, meaning that GTxcel will supply and host the opt-out link.  Users who click this link have opted-out from receiving future email messages. These users have not unsubscribed from the publication; they have only unsubscribed from receiving email notifications.  GTxcel/Omail will not mail to these users for future mailings (per CAN-SPAM rules).  The publisher can choose to continue to grant access to new issues for users that have opted-out by providing a “access only” subscriber list.  The subscriber would be granted access to the issue, however no email notification will be deployed to the subscriber.  The subscriber could access the issue by entering his/her email address in the log in screen upon accessing the digital edition.

The publisher can choose to use their own opt-out link in the email template.  If the publisher’s opt-out link is used, the publisher will be responsible for removing the opted-out users from the email subscriber file provided to GTxcel.  The publisher can choose to provide two different lists to GTxcel – 1 for email notifications to be sent, 1 for granting access only – no email notification.  Note that there is a minimum fee per list.

If for some reason a user accesses the unsubscribe page other than from an email message, they will be logged as opting out but will not be tracked as an unsubscribe for a particular deployment. (This is highly unlikely.)

Complaints

This is the number of complaints that are received from the various feedback loops from the major ISPs. A feedback loop is created for each IP address so that if the end recipient clicks the “This is spam” button, the responses are sent back to Omail for processing. Omail processes these as optouts and reports as a subset of the unsubscribed total in the deployment reports. Although they are removed from any deployment lists by our optout filter once the complaint is recorded, they should be processed as an optout by publishers as well.

Forward to a Friend

GTxcel mailing templates are not typically using this feature, so you are unlikely to see anything other than 0 counts for this category.

Other Response Categories

Delivered, Not Opened

These recipients’ messages did not bounce, have not been tracked as having viewed the message. If you have requested a reminder mailing, these are the users who will be targeted.

Opened, Not Clicked

These recipients have viewed their message but did not click on a link.

Share to Social

GTxcel mailing templates are not typically using this feature, so you are unlikely to see anything other than 0 counts for this category.

Heat Map

The Heat Map provides a quick visual of either Unique or Gross clicks based on the layout of your email template.

Delivery by Top 50 Domain

The delivery statistics based upon domain is provided in this section. The top 50 domains from the final list appear in this section.

An Additional Domain Report is also offered in this section. The Additional Domain report will provide delivery statistics based on the top 50 ISPs and the top 50 corporate domains from the final list.

Other Reporting Options

Delivery By Top Level Domain – Top 10

The delivery statistics based upon the top level domain is provided in this section. A top level domain is the extension of an email address. For example, a top level domain would be .com, .net, etc. The top 10 from the list that deployed are provided in this section Delivery by top level domain reports on the top level domain extensions found in your deployment(s).

Tracking Links Checked

This section provides a breakdown on the links that were clicked in the message. The English name of the link that was entered when the deployment was created is provided, along with the actual url, and the unique and gross number of clicks.

This section is broken down by Combined Links, HTML Links, and Text Links. The Combined Links are a combination of links found in the text and HTML content.

Combined URL Report

The Combined URL Report allows users to download subscriber information based on an individual url or a combination of urls. Users are able to choose between downloading unique email address or unique recipients, as well as, choosing text only links, HTML only links, or a combination of text and HTML links.

Summary by Brand/Title

This report will provide summary report data for all deployments within a brand over a specified timeframe. All deployments are sub-totaled by Type. Counts for splits within each deployment are also displayed. The report provides the number deployed, delivered, opened, clicked, unsubscribed and the corresponding percentages. The report is available in Gross or Unique numbers.

This report also allows access to the Deployment Delivery Report <link needed> for all deployments contained within. Deployments are grouped by Deployment Type on this report and by brand if ‘All Brands’ is chosen in the brand drop down. This report can be exported as an XML, CSV, PDF, MHTML, Excel, TIFF or Word file.

Summary by Month

This report will provide summary report data for each Brand in your Organization. Within the Brand, it is a roll-up/sum total of all deployments for each Type (see Summary by Brand for counts on each deployment). The report provides the number deployed, delivered, opened, clicked, unsubscribed and the corresponding percentages. The report is available in Gross or Unique numbers.

This report also allows access to the Deployment Delivery Report <link needed> for all deployments contained within. Deployments are grouped by Deployment Type on this report and by brand if ‘All Brands’ is chosen in the brand drop down. This report can be exported as an XML, CSV, PDF, MHTML, Excel, TIFF or Word file.

Open-Click Analysis

This report will analyze the audience lists used for a specified deployment type (within a brand) over a specified timeframe. The report provides the total number deployed and delivered plus the total unique number delivered. The report then also analyzes all the deployment lists and provides a report of the breakdown by x number of times the unique opens, the unique clicks, and the delivered never opened occurrences. This report is useful when reviewing the engagement factor for a particular type of deployment.

Summary by Link Category

This report will provide delivery information by the category and value which was assigned to a link within the Tracking pleat in the Omail application. The report will list each deployment where the category/value appears. The report provides the number deployed, delivered, opened, and clicked for the entire deployment. It then also shows the actual number of clicks for the category/value and the corresponding percentages. The report is available in Gross or Unique numbers.

Deployment Volume Report

This report will provide the monthly totals for number of emails deployed and the number of deployments for each deployment type within a specified date range. The report can be run for a specific Brand or multiple Brands.

Monthly Data Report

This report is an export of all Omail deployment data over a specified date range. The report is produced in Excel format so that the user can manipulate the data any way that they chose.

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.
Contact Us GraphicContact Support
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.