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Configuring Email Preferences

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Email Preferences are used to customize various settings for Email:

  • Accessing Email Preferences describes how to navigate to Email Preferences.
  • General Information Preferences allow you to set the Institutional sender information required for emails to be delivered and compliant with CAN-SPAM.
  • Merge Defaults are used for Greeting merge fields if no value is present.
  • Header and Footer Defaults allow you to select whether to include the Sender Header and set the options to include in the footer of your Email by default.
  • Default Settings allows you to set defaults for individual Email Campaign Settings.
  • Advanced Preferences include advanced settings like retaining email history, statistics, email groups, broadcast deletion, and enabling Content Blocks.
  • Batch Jobs allows you to run Batch jobs to Resave Templates or Query Based Campaigns to fix templates/campaigns that were affected by a defect.
  • Email Engagement Metrics Settings allows you to enable and set defaults for Email Engagement Metrics.
  • Enhanced Domains: Email Template URL Update allows you to audit your Email Templates for old format URLs and then run the process to update the URLs to the Enhanced Domain format.
  • Audit Tools allows you to run a scan to validate Templates and Query Conditions.
  • Seed/Test list sets the email addresses for individuals who should be included on Seed Lists or Test lists (part of Legacy UI).

Accessing Email Preferences

Email Preferences is a Visualforce tab installed as part of the Email package. To access:

In Classic

Click on the + to access all tabs and then click Email Preferences.

In Lightning

Click on the App icon [ ] and search for Email Preferences.

In Campaign Builder

You can also access Preferences from Campaign Builder, in the bottom navigation bar:

Campaign Builder naviagtion bar

General Information Preferences

The General Information section allows you to set the Institutional sender information required for emails to be delivered and compliant with CAN-SPAM.

  • Contact Name: Name (i.e., University of North Texas, UNT Admissions, etc.).
  • Contact Address Fields (Address 1, Address 2, City, State, Postal Code): Physical address that you'd like to appear in the email footer.
  • From Vanity: Name that you want to appear in the recipient's inbox (i.e., University of North Texas, UNT Admissions, Eagle Mail, etc.)
  • From Email: The email address from which these messages come.
  • Reply Vanity: Name that you want to appear in the recipient's "To" field if/when they reply to an email.
  • Reply Email: The email account to which you want direct replies.
  • Subscribe Redirect URL: The page to which the respondent should go if they indicate they wish to be Subscribed (via clicking the hyperlink in an email).
  • Unsubscribe Redirect URL: The page to which the respondent should go if they indicate they wish to be Unsubscribed (via clicking the hyperlink in an email).

Merge Defaults

The Merge Defaults are used for greeting merge fields if no value is present. For example, if a record doesn't have a First Name, the email would come across as "Hello  ," (with a space where the merge should be) if this setting is not configured. 

Note: This is not a required preference.

  • Default First Name: Value that you want to appear if a record is missing a first name (i.e. "Future UNT Eagle")

Header and Footer Defaults

Email Header Defaults

The Header Defaults allow you to select whether to include the Sender Header. The Header Default should be enabled to ensure the deliverability of your messages.

Email Footer Defaults

The Footer Defaults determine if these options are to be included in the footer of your email by default.

  • Include Contact Address: This will activate the sender contact info that you specified above to show in the footer of each email.
  • Include Profile Update Link: This will trigger a link (in the footer) for recipients to update basic profile information (name, etc.). This cannot be customized.
  • The link for Profile Update will direct the user to the Update Profile page.

Default Settings

The Email Defaults serve as defaults for individual email campaign settings. You can change these settings when creating Email Campaigns:

  • URL Tracking On: This will enable tracking of URL's provided in the email message. This would be a Yes or No preference.
  • When URL Tracking is ON, hyperlinks need to be formatted as follows in order for display text to appear correctly:             

<a href="https://www.targetx.com">Click Here</a> and <a href="https://www.targetx.com"><span>Click Here</span></a>

Note: The statistics in Campaigns and Broadcasts will display the URL being tracked when a recipient clicks. The format of how the URL is represented in the stats will depend on how the link was constructed. The examples below are specifically for links generated by merge fields:

In the email template, if the HTML looks like this:             
<a href="{!Contact.URL__c}">Link</a>
            Where {!Contact.URL__c} = https://www.targetx.com

With this format, it causes a return of http in the interaction stats on the Campaign and Broadcast; even though the URL merge data is using https.

If the HTML looks like this:             
<a href="https://{!Contact.URL__c}">Link</a>
            Where {!Contact.URL__c} = www.targetx.com
 

This will render the link with https in the Campaign and Broadcast stats.

  • Send Campaign Only Once: When enabled, if an email campaign has multiple broadcasts (or blasts), a recipient will only receive one email from the campaign even if they are in the report or meet the criteria more than once. This would be a "yes or no" preference.
  • Allow Multiple Email for One Recipient: When enabled, a single recipient can receive multiple instances of the same email in a single broadcast. (Use case: For an email campaign reminding students about upcoming events, and a student is signed up for two events in one week, you would likely want them to get an email reminder of both events.) This would be a "yes or no" preference.

Advanced Preferences

The Advanced Preferences include settings for things like retaining email history, statistics, email groups, broadcast deletion, and enabling Content Blocks.

  • Retained Email History (days): This determines how many days email broadcast member data remains in the CRM before being deleted. Our recommendation is anywhere between 30 and 45 days.
  • [DEPRECATED] Run As Specified User, Not Admin (This setting is no longer available.)
  • Email Statistics Counter enables the Email Statistics Counter trigger. For more information, please see: How to Manage Email Campaign Statistics on Campaign and Broadcast Level.
  • Enable email groups enable Email Opt-In Groups. For more information, please see: Managing and Configuring Email Groups.
  • Auto Future Broadcast Deletion enabling this setting will delete any broadcasts scheduled in the future for a campaign. Use this feature when you need to stop a campaign from sending any additional broadcasts. For more information, please see Deleting Email Broadcasts scheduled in the future.
  • Enable Merged Content Blocks enables Dynamic Content features. Note: This is only needed if you are using the Legacy UI.

Batch Jobs

Email Batch Jobs include two Batch processes that will:

  • Resave Templates - will update all email templates to ensure links are all in place and correct.   
  • Resave Query Based Campaigns - will update the Campaign Query when the  Query list is changed.

     
To check the Status of the Batch jobs:

  1. Navigate to Setup and search for Apex Jobs.
  2. The jobs are listed as Apex Class UpdateCampaignQueryBatch and DoubleDashDecodeBatch.

Email Engagement Metrics Settings

The Email Engagement Metrics settings allow you to enable and set defaults for Email Engagement Metrics:

  • Default Email Engagement Trigger Active? When selected, this enables the Email Engagement trigger to collect Email Engagement Metrics.
  • Enable Email Engagement Metrics Upload lets TargetX know that Email Engagement data should be enabled for your Org.

Enhanced Domains: Email Template URL Update

You need to run a process to scan existing Email Templates to identify all occurrences where old URLs are used, for both Salesforce Classic Email Templates and TX Email Templates that have URLs. If you've coded entire email templates or sections and have included HTML-encoded characters in the domain portions of your URLs, you will need to double-check the URLs manually following the Salesforce guidelines for URL format changes. See TargetX Enhanced Domains for TargetX Tools video [10:05, 20:10]

If you do NOT have the Email package, go to Email Template update for Institutions that do NOT use the TargetX Email package.

IMPORTANT

  • If you wish to run the scan/update in a Sandbox, you must update all Contact emails to INVALID addresses and then update the Email Deliverability Settings in your Sandbox:
  1. Navigate to Setup and search for Deliverability.
  2. Set the Access Level to All email
  3. Save your changes.
 Notes:
  • We have successfully tested the audit/update tool with approximately 10,000 Salesforce URLs in Email Templates.
  • These audits and updates must be run by a System Administrator as they need access to all the objects impacted.
  • This process could take several hours to run. You can check the job status by navigating to Setup and searching for Apex Jobs.
  • This tool can be run in “audit” mode regardless of whether Enhanced Domains is enabled. You can run the audit scan before enabling Enhanced Domains. You can only Perform Updates if Enhanced Domains is enabled.

 

  1. Navigate to Email Preferences.
  2. Locate the Enhanced Domains: Email Template URL Update section.
  3. You should first audit the Email Templates to review which URLs will be updated:
    1. Verify the Email Address to Notify and click Scan Email Template URLs.
  4.  The email address specified will receive CSV files with details on URLs that will be updated. 
    1. TXEmailBuilderTemplate: This file shows what URLs are affected in your XBuilder templates. Rows in the file with Location = “Configuration” can be filtered out; they represent other places XBuilder URLs are stored in your org and are only relevant if there are errors when you perform the updates.
    2. SalesforceEmailTemplate: This is relevant ONLY for email templates built within Classic Email Templates. For example, templates built for Salesforce workflow alerts
    3. LegacyEmailContentBlock: This is relevant for conditional content blocks built in the legacy email builder.
    4. The Status will be listed as Found.
    5. If nothing is found for the update, the email will read, “Your Email Templates do not contain any URLs that need conversion for Enhanced Domains.”
  5. Review the list and, if correct, proceed to perform the updates:
    1. Verify the Email Address to Notify, check the box Perform Updates checkbox and then click Scan Email Template URLs.
    2. If the checkbox to Perform Updates is disabled, you have not enabled Enhanced Domains.
  6. The email address specified will receive an email with a CSV file of any/all Email Template URLs that were updated.
    1. The Status will be listed as Updated.
    2. If nothing is found for the update, the email will read, “Your Email Templates do not contain any URLs that need conversion for Enhanced Domains.”
  7. The Batch Size will default to 200. Changing the Batch Size should only be done in cases where the URL Scanner will not run with default settings.

Note: If the process encounters an error, the email report will list a Status of Error, and the Message column will provide details on the error.

Email Template update for Institutions that do NOT use the TargetX Email package

If you do NOT have the Email package, you should run the following update process:
  1. Navigate to Base Custom Settings.
  2. Locate the Enhanced Domains: Email Template URL Update section.
  3. You should first audit the Email Templates to review which URLs will be updated:
    1. Verify the Email Address to Notify and click Scan Email Template URLs.
  4. The email address specified will receive an email with a CSV file of any/all Email URLs that will be updated. 
    1. The Status will be listed as Found.
    2. If nothing is found for the update, the email will read, “Your Email Templates do not contain any URLs that need conversion for Enhanced Domains.”
  5. Review the list and, if correct, proceed to perform the updates:
    1. Verify the Email Address to Notify, check the box Perform Updates checkbox and then click Scan Email Template URLs.
    2. If the checkbox to Perform Updates is disabled, you have not enabled Enhanced Domains.
  6. The Batch Size will default to 10. Changing the Batch Size should only be done in cases where the URL Scanner will not run with default settings.

Note: If the process encounters an error, the email report will list a Status of Error, and the Message column will provide details on the error.

Audit Tools

This process will scan existing Email Templates and Query conditions to identify invalid and problematic conditions.

  1. Navigate to Email Preferences.
  2. Locate the Audit Tools section.
  3. The email address specified will receive 2 CSV files with details on query conditions and template conditions that should be reviewed and updated. See details below on how to read the results of the CSV files.
  4. The Batch Size will default to 10. Changing the Batch Size should only be done in cases where the Scan will not run with default settings.
  5. Click the Audit Template and Query Conditions button to scan your templates and queries:
  6. Review the CSV files:
    • TXQueryBuilder_ConditionSet_Audit.csv This file shows what Conditions are invalid or need review in your Queries. Rows in the file will identify the Condition, Object, Field, Operator, and Value in addition to a Status.
    • TXTemplateBuilder_ConditionSet_Audit.csv  This file shows what Conditions are invalid or need review in your Email Templates. Rows in the file will identify the Template, Section Order/Name, Condition, Object, Field, Operator, and Value in addition to a Status.
  7. Invalid vs. Needs Review
    1. Invalid: Conditions with a missing or undefined property and any field type/operator combination that falls outside the supported functionality will be identified as invalid. Conditions in the invalid category will not work, and the result would be either a failed broadcast, exclusion from the recipients' list, or seeing the default email content. Items in the invalid category need to be corrected.
    2. Needs Review: Conditions that contain problematic field types or operators that may not be working as expected. Upcoming fixes could impact these conditions to query and conditional content operators. We recommend users review their logic and ensure that the intended population and relevant content to display are accurate for these conditions.

Notes: 

  • The template and query conditions audit tool will not make any updates to your org. The tool is intended to help review conditions for accuracy.
  • For details on the criteria used in the Audit, see Reviewing criteria used for Email Audit Tool.

Reviewing criteria used for the Email Audit Tool

Criteria for Invalid
  1. Any condition with a missing or undefined property.
  2. Any Field Type > Operator combination outside of the following is invalid:
    1. Text/alphanumeric: String, Email, Phone, URL, External Lookup, Formula fields that evaluate as text
      1. Equals
      2. Not equals
      3. Starts with 
      4. Ends with
      5. Contains
      6. Not contains 
      7. Numeric: Number, Currency, Datetime, Percent, Formula fields that evaluate as numeric, options for the operator are
        • Equals
        • Not equals
        • Greater than

Lesser than

  • Greater than or equal to
  • Lesser than or equal to
    1. Boolean: Picklist - dropdown with the following values
      • True
      • False
    2. Picklist
      • Equals
      • Not equals
    3. Multi Pick List
      • Contains 
      • Not Contains
Criteria for Needs Review
  1. Any condition using the following Field Types:
  • Date or Datetime
  • Percent
  • Currency
  • URL 
  • Number
  1. Any condition using the following Operators:
  • Contains
  • Not Contains
  • Starts With
  • Ends With

Seed/Test List

The Seed List is available in both the old and new UIs. Anyone designated as part of the seed list will receive an Email every time a Broadcast is sent from the Campaign. 

Test List 1 and Test List 2 are only relevant to the old UI. Select one, or both, of the Test Lists and/or the Seed list when you want to send a test email. 

 

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