Managing Emails in the Email Library

The Email Library is an essential tool that helps advisors save time and maintain professionalism when composing routine or complex emails. Standard compliance submission rules continue to apply when using these emails. Here’s an overview of how to manage emails in the Email Library.

Manage Emails Grid

1. Add Email: To add a new email to the Email Library, navigate to the Email creation page. New emails can be used in the Content Libraries of associated subscribers.

2. Search Bar: Use the search bar to find emails based on their title, subject line, or keywords.

3. Status Dropdown: Use the status dropdown to filter by content status such as draft, expired, hidden, published, scheduled. 

4. Last Updated: Displays the date of the last successful update made to the email. You can sort the emails by the oldest or most recent update.

5. Title: Displays the email title set in the Add/Edit Email page. The title is clickable and redirects to the Email edit page. It can be sorted alphabetically or in reverse order and is searchable by letter, word, or fragment.

6. Status: Displays the status of the last successful email save:

   • Draft: Not available for Compliance review or Subscriber viewing.
   • Scheduled: Content is scheduled to display in the Content Library on a specific date, but does not indicate if the content has been approved by compliance yet. 
   • Published: Available for Compliance review and Subscriber viewing.
   • Hidden: Content has been removed and "unpublished" from the Content Library, but can be "republished" in the Actions dropdown menu. 
   • Expired: Content was automatically removed from the Content Library, but still available in the Publisher Admin. 
7. Publish Date: Displays the date of the last successful update made to the email. You can sort the emails by the oldest or most recent date.
8. Expires On: Indicates if content is set to be automatically removed from the Content Library on a specific date. 

Actions
The actions section displays the available actions for the email:

• Preview: Opens a preview modal to download the email as a .doc or .pdf file.

• Edit: Opens the edit page to make edits to this existing content piece. 
• Unpublish (Hide from Subscribers): Removes the email from the Content Library for subscribers, but does not permanently delete the content piece. 
• Duplicate: Opens an edit page for a new email, pre-filled with the selected email's data.

• Delete: Allows you to delete the email, triggering a confirmation modal.

• Share for Advisors (Premium Feature): Opens a modal to send the email as part of a campaign to associated Advisors. You can specify from the Select Campaign dropdown and schedule the send immediately or at a selected date/time.

Add/Edit Email

1. Preview Email: Generates a preview of the last saved email, downloadable as a PDF. Note that the logo, email signature, and contact information are placeholders. Each subscriber will have their unique details.

2. Send A Test Email: Allows you to send the current version of the email to a selected address for testing.

3. Publish: Saves the email layout, making it initially visible and usable within a subscriber's Content Library. Once compliance approves, it can be set as pre-approved, allowing subscriber access without further compliance approval.

4. Save Draft: Preserves the current email layout, visible only to the agency admin, displaying the last published version to subscribers and compliance admins.

5. Cancel: Closes the email editing page. If there are unsaved changes, a confirmation modal will appear.

6. Email Title*: A required field containing the email's title, with a maximum of 250 characters.

7. Email Subject*: A required field containing the subject line of the email, with a maximum of 100 characters.

8. Keywords: Allows for sorting and searching content within the subscriber's Content Library. Separate keywords with commas; a maximum of 20 keywords is allowed.

9. Editing Lock (Premium Feature): The editing lock toggle enables creative lockdown. When active and published, subscribers can use the email but cannot edit it.

10. Thumbnail Image (Mobile App Only): Allows you to upload an image for easier email identification on the mobile app. Use the Upload Image option to add an image from various sources, and Remove to delete it. Toggle the Display Content in the Mobile App checkbox to show the Thumbnail Image.

Publish Settings

Under the Publisher Settings you can control when the content displays in the Content Library for subscribers and when it "expires." 

1. Publish Settings: Shows the Status of this content piece: Draft, In Review, Published, or Expired.

2. Publish Date: Decide when the content displays in the Content Library for Subscribers. ASAP will show the content as soon as it has been approved by compliance. You can also schedule the content to display on a future date/time. 
3. Expiration Date: You can set the content to "not expire" and it will stay in the Content Library until manually removed or altered. Setting an expiration date will automatically remove the content from subscriber Content Libraries and move that content into an "Expired" status in the Publisher Admin. 

Email Sections

• Advisor Header: Placeholder for the subscriber's logo, defined in their account.

• Advisor Footer: Placeholder for the subscriber's email signature, contact information, and disclosure, defined in their account.

• Add Section: Use the +ADD SECTION button to add sections to the email. At least one section is required.
  

  • Text Section: Displays a text field with a toolbar for editing text features. Allows insertion of links, attachments, or Broker Dealer Tokens.

  • Headline: Offers larger-font text on a colored background, with the color scheme defined in the Subscriber's Account (Email → Edit Email Design).

  • Button: Contains a button for an external URL or file. Clicking opens a modal for editing the button label and setting the destination. The color schedule is defined within the Subscriber’s Account (Email → Edit Email Design).

  • Greeting: Automatically added to address contacts by their first name, with styles like Casual ("Hi"), Formal ("Dear"), or Holiday ("Season's Greetings"). Only one Greeting Section can exist per email.

  • Image Section: Contains an image uploader for displaying an image within the email. Images can be hyperlinked and support most file types.

    • Agency Admin can upload a file from their computer, Unsplash, a URL link, Google Drive, Facebook, or Instagram via this modal. 

    • Email width is 540 pixels. Images wider than 540 pixels will be reduced to fit the email. Images narrower than 540 pixels will not be enlarged to fill the email width and will be centered.

• • Widgets Sections: Provide options for incorporating additional content:

    • Featured Content: Allows the agency admin to select from FMG and associated agency content (Premium feature) such as articles and videos. Content can be filtered by topic, type, and author.
    • Multi-Content: Include multiple content entities.
    • Video: Include a video in the email.
    • Divider: Break up the email into sections.

Sectional Editing Controls

The sectional editing controls allow you to modify the sections within the body of the email:

• Sort Up/Sort Down (Arrow Icons): Controls section placement within the email.

• Settings (Gear Icon): Offers unique settings per section, typically for alignment.

• Duplicate (Copy Icon): Duplicates the selected section, placing it below the original.

• Delete (Trash Icon): Allows deletion of a section, with a confirmation modal for verification.