Emails » Newsletter Overview

Link: https://support.brilliantdirectories.com/support/solutions/articles/12000070238

This article explains how to use the Emails >> Send Newsletter section of the admin area to manage email newsletter campaigns, review campaign statuses, view statistics, filter newsletters, and access available campaign actions.


The newsletter overview page displays all email newsletter campaigns in one place, including drafts, scheduled newsletters, newsletters currently sending, sent newsletters, and cancelled campaigns.

Send Newsletter Page

  1. Go to Emails >> Send Newsletter.


This page displays the full newsletter campaign table, along with campaign filters, status labels, statistics, and action buttons.


The Send Newsletter page under Emails in the admin menu, with the Email Newsletters table listing a sent and a draft campaign.

Emailing Best Practices Notice

At the top of the page, an Emailing Best Practices notice may display.


This notice reminds admins that the newsletter tool should be used for emailing real members and contacts who have opted in to receive emails. The newsletter tool is not intended for cold prospects, purchased lists, or recipients who have not opted in.


The Emailing Best Practices notice at the top of the Send Newsletter page.


Important: High bounce rates or spam complaint rates may result in loss of access to this feature.

Create a New Newsletter

To create a new newsletter campaign, click the New Email Newsletter button.


This opens the newsletter creation process, where a new campaign can be created from scratch, generated with AI, or created from an existing template.


The New Email Newsletter button at the top right of the Send Newsletter page.


For full instructions, please see the following article:

Refresh the Newsletter Table

Click the Refresh Table button to reload the newsletter overview table.


The Refresh Table button below the New Email Newsletter button.


This is useful when checking for updated campaign statistics, status changes, or newly created campaigns.

Newsletter Table Overview

The newsletter overview table includes the main details for each campaign.


The newsletter table header with the Actions, Campaign Name, Total Size, Delivered, Failed, Opened and Clicked columns.


The table may include the following columns:

  • Actions
  • Campaign Name
  • Total Size
  • Delivered
  • Failed
  • Opened
  • Clicked

Campaign Name

The Campaign Name column displays the name of the newsletter campaign.


This section may also display the campaign ID, created date, and sent date. Campaign names help admins identify newsletters in the overview table, especially when multiple newsletters have been created or sent over time.

Total Size

The Total Size column displays the total number of recipients included in the newsletter campaign.


The number shown in this column is clickable. Clicking the number opens a statistics screen that shows the recipients included in that campaign group.


The statistics screen can display recipient details such as:

  • Email address
  • Member ID
  • Smart List association
  • Recipient status details

Delivered

The Delivered column displays how many recipients successfully received the newsletter campaign.


The number shown in this column is clickable. Clicking the number opens the recipient statistics screen for the delivered recipients.

Failed

The Failed column displays how many newsletter emails failed to deliver.


The number shown in this column is clickable. Clicking the number opens the recipient statistics screen for the failed recipients.


Each failed recipient's Status timeline shows one of these statuses, with the reported reason on a line under it:


Failed recipients' Status timelines showing an amber Soft Bounce, a Previously Bounced and a red Hard Bounce, each with its reason underneath.


  1. Soft Bounce (amber): the email could not be delivered for now, for example because the receiving server was busy or temporarily refused it.
  2. Previously Bounced: the email was not sent because the address had bounced or was suppressed before.
  3. Hard Bounce (red): the receiving mail server permanently rejected the email, for example because the address does not exist.


Long reasons are shortened with an ellipsis. Hover over the reason to read it in full.


A message the receiving server blocked (refused for now, often for reputation or policy reasons) counts as a Soft Bounce, not a Hard Bounce. A blocked message does not add the address to the website's Unsubscribe List, so later newsletters are still sent to it. A Hard Bounce still adds the address to the Unsubscribe List.


The Failed statistics screen also has a Status filter for narrowing the list by failure type.


The Status filter on the Failed statistics screen with Hard Bounce, Soft Bounce and Previously Bounced options.


Bounce reasons are recorded only for emails sent after this feature was added. Newsletters sent earlier show their bounce statuses without a reason.

Opened

The Opened column displays how many recipients opened the newsletter campaign. The number shown in this column is clickable. Clicking the number opens the recipient statistics screen for the recipients who opened the newsletter.

Clicked

The Clicked column displays how many recipients clicked a link inside the newsletter campaign. Each recipient is counted once, however many links they clicked. The number shown in this column is clickable. Clicking the number opens the recipient statistics screen for the recipients who clicked a link in the newsletter.



At the top of the Clicked statistics screen, the Clicks by Link table lists every link that was clicked. The Link column shows the full address, and Unique Clicks shows how many recipients clicked that link. Links are listed with the most clicked first.


The Clicks by Link table on the Clicked statistics screen, listing three links with 3, 2 and 1 unique clicks.


Each Clicked line in a recipient's Status timeline shows the link that was clicked on a line under it. A recipient who clicked several links has one Clicked line for each link. The line shows the website and page of the link; hover over it to see the full address, or click it to open the link in a new tab.


A recipient's Status timeline with two Clicked lines, each showing the clicked link underneath.


Links are recorded only for clicks made after this feature was added:

  • On a newsletter sent earlier, the table shows the message No clicks on individual links have been recorded for this newsletter yet. and the Clicked lines show no link.
  • When some recipients clicked before links were recorded, a note under the table gives the number of those recipients, whose clicked link is not available.

Viewing Campaign Statistics

The numbers shown under Total Size, Delivered, Failed, Opened, and Clicked are clickable.


A sent campaign row with its clickable Total Size, Delivered, Failed, Opened and Clicked numbers marked 1 to 5.


Clicking any of these numbers opens a statistics screen for that specific metric. The statistics screen works the same way for each metric and can be used to review the recipients included in that result set.


For example, clicking the number under Delivered shows the recipients who received the newsletter, while clicking the number under Clicked shows the recipients who clicked links in the newsletter.


Status Timeline

The Status column lists each recipient's email events, newest first, with the date and time of each event. Events can include Delivered, Opened, Clicked (with the link clicked), Spam Complaint, Soft Bounce, Hard Bounce and Previously Bounced (each with its reason). A recipient whose only event is Delivered is also marked Unopened.


Statistics Screen Options

The statistics screen may include the following tools.


The top of a newsletter statistics screen with the status dropdown, Smart Lists filter, Search by Keyword field and List Actions button marked 1 to 4.


  1. Status Dropdown: Switch the statistics between the available recipient statuses.
  2. Smart Lists Filter: Filter the statistics by Smart List association.
  3. Search by Keyword: Search within the recipient results.
  4. List Actions: Create a Smart List from the results or export the results as a CSV file.


List Actions

The List Actions dropdown may include:

  • Create Smart List from All: Creates a new Smart List from the displayed recipient results.
  • Export CSV File from All: Exports the displayed recipient results as a CSV file.


The open List Actions menu showing Create Smart List from All and Export CSV File from All.


These options are useful when admins want to create follow-up lists based on engagement, delivery status, failed emails, opens, or clicks.


Actions

The Actions column displays the current status of the newsletter campaign and includes an Actions dropdown.


The Actions column of a sent campaign, showing the Sent status label and the Actions dropdown button.


Campaign Statuses

A campaign status label will display in the Actions column.


Actions Dropdown

The Actions dropdown includes available options for the selected newsletter campaign.


The open Actions dropdown of a sent campaign with View Details, Create Clone and Preview Email.


Common options may include:

  • View Details: Opens a campaign details popup with the campaign ID, sender details, subject, send date, included lists, excluded lists, and total recipients.
  • Create Clone: Creates a duplicate copy of the newsletter campaign.
  • Preview Email: Opens a preview of the newsletter email.

View Details

The View Details action opens a popup with detailed information about the newsletter campaign.


The View Details popup showing a newsletter's campaign ID, subject, template, dates, sender, lists and total recipients.


This popup may include:

  • Campaign ID
  • Created by
  • Email Subject
  • Email Template
  • Send Date
  • Completed
  • From Name
  • From Address
  • Included Lists
  • Excluded Lists
  • Total Recipients


This is helpful for confirming how the campaign was configured after it has been sent or scheduled.

Create Clone

The Create Clone action creates a copy of an existing newsletter campaign. This is useful when a similar newsletter should be reused without starting from scratch.


A confirmation popup asks Are you sure you want to clone this newsletter? Click Yes, continue to create the copy.


The Confirm Clone popup asking whether to clone the newsletter, with Yes, continue and No, cancel buttons.


After cloning a campaign, the new copy opens in the editor, where it can be changed before it is sent or scheduled.

Preview Email

The Preview Email action opens a preview of the selected newsletter. This allows the newsletter content and layout to be reviewed without opening the campaign editor.


The Preview Email popup showing the newsletter content.


Sort and Filter Newsletter Campaigns

The newsletter overview page includes several tools for finding and organizing newsletter campaigns.


Sort by Newest or Oldest

Use the sort dropdown to organize campaigns by date.


The Sort by Newest dropdown in the Email Newsletters toolbar.


Available options include:

  • Sort by Newest
  • Sort by Oldest


Filter by Status

Use the status dropdown to filter campaigns by campaign status.


The Any Status dropdown in the Email Newsletters toolbar.


Available status filters may include:

  • Any Status
  • Draft
  • Scheduled
  • Sending
  • Sent
  • Cancelled


Filter by Date

Use the date filter to find newsletters based on a selected date range.


The Filter By Date calendar open with preset ranges such as Today, Yesterday and Last 7 Days.


Common date filter options include:

  • Today
  • Yesterday
  • Last 7 Days
  • Last 30 Days
  • This Month
  • Last Month
  • Year to Date


A custom date range can also be selected from the calendar. After selecting the date range, click Apply to filter the newsletter table.


Search by Keyword

Use the Search by Keyword field to search for a specific newsletter campaign by keyword.


The Search by Keyword field in the Email Newsletters toolbar.


This is useful when searching by campaign name, subject, or other visible campaign details.