Fireside State How to Create Specialty Email Lists

1. Set up your spreadsheet in Excel:

1. The first row should include column headers, one column for each piece of information about that user (ie: First Name, Last Name, Email...).  Email is required, but you can also import names and addresses if you wish. First and Last Name must be in separate columns if you want to import them.
2. Create a column header for each individual category of that group (for example, if you want a grants list for agriculture, another for energy, and yet another for education, create three columns, one for each category).
3. Enter email addresses and any other information one constituent per line.
4. For each category you'd like to flag that constituent with, enter Y in the corresponding column. If you want to flag a single constituent with multiple categories, you can put Y in those additional columns as well. Hint: you can type Y in one cell, click the bottom right corner, and drag it downward to fill multiple cells.
5. In Excel Go to File>Save As. Choose CSV from the file type dropdown, and save it.

2. Create a user field to flag the folks who want the Doctors email:

1. Go to System Settings > Fields.

 2. Click "New Field" in the header toolbar.

       3. Give the field a name (Doctor - one word, no spaces).

       4. Choose "Yes/No" from Field Type dropdown.

       5. In the "Displayed Text" enter "I wish to be included on the Doctors email list." This is only visible if this field is inserted in a survey; otherwise, it's solely for backend purposes in your office.

       6. Click "Save."

3.  Create an audience:

1. Go to Outreach>Audiences..
2. Click "+" in the top right corner.
3. Give the audience a name (Doctors).
4. From the "Choose a User Field" dropdown, select "Doctor.'
5. It will automatically fill it in to be "Is Equal To" and "Yes."
6. Click "Save."

4. Import your list:

1. Hover your cursor over the "+" in the left navigation and select "Import People."
2. Click "+"
3. Click "Browse" and find the file you created in step 1 on your hard drive.
4. Click "Next."
5. Use the dropdown lists to map each column to the corresponding data field. For example, assign Email to Email Email (required) and your audience category to the field you created in step 2 (ex, "Yes/No Doctors).
6. Click "Next," and on step 3, click "Finish."

 

5. Create a sign up web page (optional):

1. Go to Web Site>Surveys.
2. Click "New Survey."
3. Provide a form name and click "Create."
4. In the top gray bar, you will see four items:
• Insert Field: Fields are used to collect constituent data. We pre-populate some fields (name fields, address fields, subscriber fields, etc.) and some are created within each office depending on what constituent information you want to store. Use this dropdown to select an existing field in your system to add to the survey. After selecting the issue from the dropdown, click the "Insert Field" button.
• New field: Use this to create a new field to add to your survey. Fields are used to capture constituent information. A field can collect information for a question ("What is the most important issue to you?") or to collect constituent data ("What county do you live in?").
• Layout: Decide if you want a one-column layout or two-column layout. The one-column layout has the question title and response options on top of one another. The two-column layout has the side-by-side
• Destinations: Decide if the form should submit to Fireside, a staffer email address, or both. If the submission will submit to Fireside, the email address on the form will be required and cannot be deleted.
5. Click the "Edit header text" link to open a text editor to edit the text located above the survey questions. Save when complete.
6. Change the order of the fields (questions) by selecting the gray cross arrow image on the far left of each survey item and dragging to a new location.
7. Insert the field you just created with the yes/no field. Make it required.
8. Click the "Edit footer text" link to open a text editor to edit the text located above the below the submit button. Save when complete.
9. Click the "Edit confirmation text" link to open a text editor to edit that appears after the survey is submitted. Save when complete.
10. Click the "Back" button (at the top or bottom of the page) to save your work.

Now, you will be back on the "Surveys" page. Click on the "Preview" link to look at your survey before you publish it. You can edit if you want to change anything around by clicking the survey name.

 

Click the "NOT PUBLISHED" button to publish when you are ready for your survey to go live (it will change to a green "PUBLISHED" button) and use the preview URL to embed a link on your homepage or email newsletter.