If your office is configured to use IQ Connect, you can use the IQ eNewsletter Wizard to streamline the eNewsletter creation and correspondence process. The Wizard allows you to select from a library of eNewsletter templates, edit a template, enter content, select the audience, and send the eNewsletter. Content can include images, eSurveys, eForms and YouTube Video. IQ also provides information on the progress of eNewsletters in the eNewsletter Dashboard.
To create an eNewsletter:
Click the Connect module tab and select the eNewsletter submenu link. Select the Add eNewsletter action.
OR
Click the Create eNewsletter link in the eNewsletter Dashboard web part on the My IQ page. (Note: Your IQ user-id must be granted access to Security Locks 32, 212 and 227 in order to create eNewsletters).
IQ displays Step 1 of 4 - Select Format. Complete the fields in the Select Format step and click the Next >> button or click the << Back button to exit the wizard.
IQ displays Step 2 of 4 - Edit Content. Complete the fields in the Edit Content step and click the Next >> button or click the << Back button to return to the previous step.
IQ displays Step 3 of 4 - Select Audience. Complete the fields in the Select Audience step and click the Next >> button or click the << Back button to return to the previous step.
IQ displays Step 4 of 4 - Schedule Building. Complete the fields in the Schedule Building step and click the Next >> button or click the << Back button to return to the previous step.
IQ displays Monitor eNewsletter Build Only if you selected Build Only in Step 4 or Monitor eNewsletter Build and Send if you selected Build and Send in Step 4.
The Select Format step is the first step of the eNewsletter wizard. In this step you accept the default name or enter a new one, select a content type and content source.
IQ automatically populates this field with a name in the format of document ID followed by the current date and eNewsletter. You can accept this default name or remove it and enter a new name up to 290 characters.
This field allows you to select which type of content, a blank format, reuse an existing eNewsletter or form letter, or customize an existing eNewsletter, you want to use to begin a new eNewsletter.
This option allows you begin from a blank format, into which you will enter all content and images. When you select this option, a list of formats will appear in the column to the left of the viewing pane. If there is a long list of formats, you can use the Filter field to search for formats with a specific word or characters. When you click the format link, IQ displays its contents in the viewing pane. If there is a format you would like to use as your default for the eNewsletter wizard, select it and then click the Make Default action. Note: If there isn't an existing format available or if you would like to create a new format, you can select one of the sample templates as your starting point for the eNewsletter.
This option allows you to use an existing eNewsletter or Form Letter as your starting point. You cannot edit the content for your current newsletter. Select this option when you have already sent a eNewsletter to a selected group and you need to send the exact same newsletter to another group. Note: The From email address and Subject of the selected eNewsletter will not appear in the wizard and will not be reused. You can enter a new subject or leave the Subject field blank to use the office default. The default From email address will be used or you can select another email address, if your user-ID has been granted access rights to choose another From email address.
This option allows you to begin with an existing eNewsletter, but customize it further for your current use.
If your office has existing formats which meet the following conditions: 1) Type must be Format, 2) Status must be Approved and 3) all content must exist in the E-Mail Format panel in the Form Letter Record page. The Microsoft Word portion of the format must be completely empty (i.e. no headers, footers, text or blank lines). Formats meeting all three of these conditions will appear here for selection. In addition to the list of your valid formats, IQ provides a list of templates you can use to begin creating an eNewsletter. Highlight the format or template name to display its contents in the viewing pane.
Note: A template can not be selected as a default until it is converted into a format. In addition, the sample templates provided in IQ contain URLs for buttons (Facebook, Twitter, etc.) and links (Subscribe and Unsubscribe) which must be updated before they are used to send outgoing eNewsletters. These changes require some general knowledge of HTML. For assistance with updating a template so that it contains the correct URLs for your office, please contact your Lockheed Martin ITC or PM.
In the Edit Content step you can preview the e-newsletter, enter a subject, upload new images or select existing ones and enter the text of the eNewsletter. In addition, if your office is configured for IQ Connect, you can create new or selecting existing eSurveys and eForms.
This field displays the name you selected in the previous step, however, you can edit the name in the Edit Content step.
The From field displays the default email address that is configured in your IQ System Configuration settings. If your IQ user-id has been granted access to change the From email address and your IQ System Settings are configured for additional From email addresses, then you may select another email address in the drop-down list. If you have not been granted access to change the From email address, then this field will be grayed out.
To preview this eNewsletter, enter your email address in the To (preview) field. This allows you to view the eNewsletter in your own email client to be sure it displays correctly. If you want to preview the eNewsletter in multiple email clients before sending, (a recommended practice) you may enter multiple email addresses in this field by separating them with a semi-colon. To send preview emails, enter all email addresses in this field, then click the Send Preview Email link located to the right of the field.
The Subject field allows you to enter the subject that will appear when sending this eNewsletter. If you leave this field blank, IQ will use the office default subject line entered in your IQ System Configuration Settings.
The options available in the Add new content section allow you to insert a YouTube video, upload new pictures or select existing pictures, create a new eSurvey or eForm, or select an existing eSurvey or eForm.
This option allows you to locate image files on your computer, a shared drive, or in the IQ Document Directory. If you have a local scanner, you may also scan an image directly into the eNewsletter by using the Scan option. When you upload a new image from your workstation or shared drive, you will attach the image to your eNewsletter, as well as store it in the document directory. The document name will default to your image file name; however, you can change it if you wish. Select an appropriate directory for saving your image files, and select Add. To include images located in the IQ Document Directory, select the image icon located in the HTML Editor toolbar.
If your office is configured for IQ Connect, the Create New eSurveys link will appear in this section. Clicking this link will open the eSurvey Builder record page where you can create a new eSurvey that you can link to your eNewsletter. If you have already created an eSurvey and would like to include it in your eNewsletter, position your mouse where you would like the eSurvey to appear and click the people icon located in the HTML Editor toolbar. IQ displays a list of surveys, highlight the survey name and select the Insert Survey button.
If your office is configured for IQ Connect, the Create New eForms link will appear in this section. Clicking this link will open the eForm Builder record page where you can create a new eForm that you can link to your eNewsletter. If you have already created an eForm and would like to include it in your eNewsletter, position your mouse where you would like the eForm to appear and click the people icon located in the HTML Editor toolbar. Select the type of web form (people and mail, people and workflow, etc.) and then highlight the eForm name and select the Insert Form button.
This section displays the contents of the eNewsletter in the HTML editor. It is not recommended that you cut and paste from a Microsoft Word document, as content may not display as you wish in all email clients. The best option is to either type the content directly in the HTML editor, or cut and paste from a .txt file.
If you like the styling of the content in the selected template, the best option for entering your own Main Title Heading or Subtitle Heading is to delete all but the first letter of the heading, type your own, then delete the first letter. This is preferable to clearing the entire heading and typing your own, as it allows you to maintain all of the style features.
The tool bar in the HTML editor contains buttons that
allow you to insert images 
, merge codes or YouTube videos 
, or eSurveys and eForms 
. Note:
The list of available merge codes contains both eNewsletter and non-eNewsletter
merge codes. If you use non-eNewsletter merge codes, it will increase
the time it takes to process the eNewsletter. In addition, some merge
codes, such as fill-ins and workflow UDFs, do not apply to eNewsletters
unless it is sent from a workflow record.
In this step, you will determine the audience for your eNewsletter. You can also include or exclude People with certain affiliation code(s) and then review the potential audience.
This field displays the name you selected in the previous steps, however, you can change the name in the Select Audience step if needed.
You can begin with all people with a valid e-mail address, which is the default option. This will locate only those People records in your IQ database which contain a valid primary email address. If a duplicate email address is found, IQ will select the duplicate Primary email address from the People record with the most Mail records. You can then further filter these People records by including only those with a particular Affiliation code, for example, SUBSCRIBE. You can also exclude People records based on an Affiliation code in their People record, for example, UNSUBSCRIBE, DECEASED, or DO NOT MAIL.
Another option for selecting an audience is to use a pre-existing List. Using this option, you may select a list of People records created previously based on multiple select criteria. If you want to create a new People list, click the Find People link. This will open a new People List record, which allows you to select the criteria for your eNewsletter mailing.
Type or select an affiliation code or codes in this field to further filter People records by including only those with a particular Affiliation code, for example, SUBSCRIBE.
Type or select an affiliation code or codes in this field to further filter People records by excluding those with a particular Affiliation code, for example, UNSUBSCRIBE, DECEASED, or DO NOT MAIL. If you want to exclude these people records each time you create a new eNewsletter, then click the Set Default Exclusions link.
This setting allows you to select the entire audience or randomly select a sample of the audience based on a specified size greater than 2.
Click the Start Review button to get a count of the potential number of People who will receive the eNewsletter. This will filter out records based on the include or exclude affiliation codes and records that do not have a valid primary email address, if you started with a People List. In addition, the actual number of people who receive the enewsletter could be further reduced if there are duplicate email addresses and if record security restricts your access to the people record(s).
In this step, you have the opportunity to check the name, the From address and subject line for your outgoing eNewsletter. You may also send one or more preview emails to be sure the eNewsletter will display properly when emailed. You will see any surveys or web forms attached to this eNewsletter if you added them to your mailing.
This field displays the name you selected in the previous steps, however, you have one final opportunity to change it in the Schedule Building step.
The From field displays the default email address that is configured in your IQ System Configuration settings. If your IQ user-id has been granted access to change the From email address and your IQ System Settings are configured for additional From email addresses, then you may select another email address in the drop-down list. If you have not been granted access to change the From email address, then this field will be grayed out.
To preview this eNewsletter, enter your email address in the To (preview) field. This allows you to view the eNewsletter in your own email client to be sure it displays correctly. If you want to preview the eNewsletter in multiple email clients before sending, (a recommended practice) you may enter multiple email addresses in this field by separating them with a semi-colon. To send preview emails, enter all email addresses in this field, then click the Send Preview Email link located to the right of the field.
The Subject field allows you to enter the subject that will appear when sending this eNewsletter. If you leave this field blank, IQ will use the office default subject line entered in your IQ System Configuration Settings.
Click in this field and select one of the following options:
Select this option if you only want to create the targeted mailing, but are not ready to send the eNewsletter. Leave the date and time fields empty to being the building after you click the Next>> button. Note that building the targeted mailing takes system resources. So if you have a large mailing, you may want to schedule the building of the eNewsletter when there are fewer users. To schedule the build for a future date or time, enter the values in the data and time fields. If you select the Build Only option, you will need to locate your eNewsletter in the Requires Confirmation Before Sending section in the eNewsletter Dashboard in order to send the eNewsletter at a future date and time.
Select this option if you are ready to create the targeted mailing and send the eNewsletter once the build is completed. Leave the date and time fields empty to being the building and sending after you click the Next>> button. Or you may schedule the build and send for a future date and time when most users are not using IQ. This is recommended for large mailings and/or for offices that have low system resources.
This section contains the contents of the eNewsletter. If additional changes are needed, you must click the <<Back button to return back to the Content Step.
This field allows you to select the directory folder that you would like the eNewsletter to be stored in the IQ Document Library. IQ automatically displays the directory folder you selected in the Default Form Letter Directory in your user Preferences. Click in this field and select another folder if you don't want to store the eNewsletter in your default form letter directory folder.
If you want to include an Issue Code or Codes in the targeted mail record for this eNewsletter, then enter them in this field. Or click the lookup icon to display and select from a list of available codes.
In the Monitor eNewsletter step you will see the current status of the build (or build and send) and the background job. In addition there is information about the targeted mailing, selection criteria, view rate, eNewsletter, published URL, facebook URL and published content.
If you selected Build Only or if you have a large mailing and selected Build and Send, the Current Status will be QUEUED. This indicates the eNewsletter has not been sent, either because it is still building, or because you have not yet elected to send it. Once the eNewsletter has been sent, the Current Status will be FINISHED.
IQ creates a Background Job to build or build and send an eNewsletter. If you did not enter a specific date and time for the Build Only or Build and Send, then the Background Jobs will begin based on the interval set on your IQ server, which is typically 10 minutes. To view information about the background jobs associated with this eNewsletter, click the number link to open the Background Job Record.
This section displays the number of People that the eNewsletter was sent to along with a link to the Mail record for the Targeted Mailing that was created for this eNewsletter. Note: The Status of the Mail record is Completed, so that it is not included in pending Mail reports while the eNewsletter is being built. On the People panel of the Mail record page you can view a list of the people who received the eNewsletter.
This section displays the criteria that was used to select the audience for the eNewsletter in Step 3 of the wizard.
This section provides information on the number of people who have viewed the eNewsletter. You can click the n of n link to open the Targeted Mail Recipient Analysis report.
If you would like to edit the Document record associated with the eNewsletter, click the document record link in the eNewsletter field. You will be able to add Document Codes, Issue Codes, enter Review or Expired Dates as well as apply any other Document record function to this eNewsletter.
The Published URL opens the eNewsletter in a separate browser window. If your office has configured access, you will be able to send a link to this eNewsletter as a Twitter Tweet, or Like it on Facebook to distribute the eNewsletter as a Facebook post. Once posted, you are able to track interaction with your eNewsletter using the Get GRAPH API Counts. This link opens a separate browser window with statistics on how many times your eNewsletter was viewed, liked, shared, and commented on Facebook.
You can click the Facebook URL to copy the URL and then paste it into your Facebook page. This option allows you to post the link on Facebook embedded in a longer post if you wish.
This section displays the contents of your eNewsletter along with counts for Twitter Tweets and Facebook Likes. You can click the Tweet button to log into Twitter or the Like button to log into Facebook. You can also use the Send button to send this eNewsletter to specific friends on Facebook.