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Distribution Lists
NeonCRM allows you to make three kinds of email lists using the Email Audiences feature: Standard Email Audiences, Distribution Lists, and Report-Only Lists. Descriptions of each of these lists is available here.
The Distribution List differs from the other types of audiences in several ways:
- Emails are collected via an Email Newsletter Subscription Form that is auto-generated by Neon upon publishing the distribution list audience. Each list has a unique subscription form.
- Only name and email data will be stored for each person on this list. Subscribing to a distribution list does NOT create a Neon account for the subscriber, they are simply added to the email audience.
- Publishing a Distribution List will generate a Subscription Link, a unique URL that can be to direct people to sign up to receive emails from your organization. Each published distribution audience has a unique code snippet feature that allows you to embed this form on your website.
- Once published, a distribution list audience will automatically be added to your Standard Email Newsletter Subscription Form that will allow people to opt-in to one or more Distribution Lists, as shown in the example below.
The link to this page is found here:
Forms & Pages > Forms & Pages Home > Email Newsletter Subscription Form > Standard Form
Create a General Distribution List
To create a Distribution List, navigate to Communications > Email Audiences > New Audience.
Enter a name for your Distribution List and select the radio button called Distribution List.
A pop-up will appear asking if you are sure if you want to create a Distribution List; select OK. Select Continue.
Once you've created the distribution list, publish it using the Publish link in the top-right corner.
NeonCRM generates a unique Subscription Link upon publishing a distribution list
Select Check to access the subscription form for this Distribution List.
You can add this link to your website to make it available to the public, or use Code Snippets to embed the generated form on any website.
When a constituent signs up from this subscription page, their email address will be added directly into your audience.
Data entered from the subscription link feeds directly into the Email List, as shown below.
Email Newsletter Subscription Forms
Links to all your Email Newsletter Subscription Forms are available here: Forms & Pages > Forms & Pages Home > Email Newsletter Subscription Form.
The Standard Form is your main subscribe page where constituents are given a list of all published General Distribution List email audiences to choose from.
This section also lists the direct links to subscribe to individual distribution lists. You can also add a custom exit page for your different lists here.
All published Distribution Lists will be available on your Standard Email Newsletter Subscription Form. You cannot customize the fields that display on this form - only name and email are collected.
Email Subscription Confirmation Email
When a constituent signs up for a distribution list, they see the following message on the exit page:
"Thank you for signing up to receive emails. You will be sent a confirmation email shortly. Once you follow the link in that email, you will be subscribed."
The subscriber receives the below Email Subscription Confirmation Email:
From: "<<Organization Name>>" <Contact Email>
Reply-to: "<<Organization Name>>" <Contact Email>
Subject: Email Subscription Confirmation
Message: You are receiving this message because you have recently signed up to receive emails from <<Organization Name>>.
In order to receive these emails, you must confirm your email address. Click this link to confirm.
If you do not want to receive these emails, do nothing. You will be automatically opted out.
Clicking the link opens a confirmation page:
"Thank you for signing up to receive emails. Your email address is now confirmed."
System users can go to the Sent Emails list to search for and monitor "Email Subscription Confirmation" emails sent from their NeonCRM.
Linking a Distribution List to a Standard Email Audience
You can link a Distribution List to a new or existing Standard Email Audience. We are going to create a new Standard Audience of all of the emails on NeonCRM records.
To do this, go to Communications > Email Audiences > New Audience. Create a new Standard Email Audience and select Continue.
Next, we want to define the criteria for this list. To do this, on the Email Audience: Details screen, select Add New Search in the Component List section.
For this example, we'll create an email audience of all constituents that selected Monthly E-Blast for the account custom field Newsletter Subscription(s).
Click Edit to set your criteria, then click Save changes.
On the Email Audience Report screen, click Run Report.
The report results will include all accounts that meet your criteria. Click Save Email List to save this search and add the constituents that meet this criteria to your email audience.
You will be returned to the Email Audience: Details page. Notice that in the Component List section, there is now a Database Search listed. This is the search criteria that we just added. Click View to see the search criteria.
The emails pulled from the database search appear under the Email List section. Note that the account IDs are displayed since these emails were pulled directly from NeonCRM accounts.
Now we are ready to feed our Distribution List into our General Audience. To do this, select the Add Distribution List button in the Component List section.
Select the General Distribution List(s) you wish to include in this audience then click Submit.
The Email List now includes both emails from the Database Search and emails from the Distribution List.
NeonCRM will automatically de-duplicate email addresses that appear in both the Database Search results and the Distribution List. For example, if Elliott Jones were to sign up to receive emails through the Distribution List form, NeonCRM would automatically disregard his email address because he already exists in this Email Audience with an account in NeonCRM.
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