Sending Email Announcement, and Follow Up Emails via SPMS (Email Utility)

Contact: Juliana Pranke (European Spallation Source ERIC)

This page explains and demonstrates how the email utility in SPMS is used to make announcements, and to follow up emails to targeted groups. The usage throughout a conference and access to email history is also explained.

Where and How to Send and Track Emails in SPMS

There are essentially two places in SPMS where Emailing is happening.

In the screen: Editor/Proceedings Administration / Email

emails can be sent to specific SPMS roles (i.e. the persons linked to them)

In the screen: Overall Database Administration / Email Utility (Repository)

emails can be sent to repository mailing lists. This path is to be used for the Conference announcement, the first and second Industry Announcement and the final email about the availability of the conference proceedings.

All functionalities in regard to email are explained here:

It is worth noting that the substitute values which can be used in either email set-up are almost but not quite exactly the same, so please pay attention and make use of the "Preview" button before sending an e-mail to several thousand people. (E.g.: The substitute <<Repository Name>> does not refer to the full name of a person.)

After sending e-mails to a larger email mailing list, up to 10% of the mails bounce back due to people no longer working at the same lab without updating their JACOW profiles, retirement etc. It is important to keep the database up-to-date, so please inform Sue Waller who is the SPMS Repository Manager about any invalid repository contacts.

If you are interested in the exact amount of contacts per mailing list, contact Matt Arena.

References

Christine Petit-Jean-Genaz: http://spms.kek.jp/pls/jacowtm2014/agenda.by_session?sid=WEPSR1