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Version 1.0
Last Update: February 2019
New Mailing List Management
(MLM) User Guide for Creators
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Contents A. Exploring Mailing List Management ................................................................................................................................. 1
1. Mailing List Management ............................................................................................................................................... 1
2. Main Interface ................................................................................................................................................................. 1
3. Main Concept .................................................................................................................................................................. 2
4. Workflow ........................................................................................................................................................................ 2
5. Campaign Type ............................................................................................................................................................... 3
B. Accessing via Web ............................................................................................................................................................. 4
1. Connect to PolyU VPN ................................................................................................................................................... 4
2. Login to the MLM System .............................................................................................................................................. 4
3. Logout from the MLM System ....................................................................................................................................... 5
C. Prepare Mailing List ........................................................................................................................................................... 6
1. Preparing Your Own Mailing List .............................................................................................................................. 6
2. Importing Mailing List to MLM and Mapping Properties .......................................................................................... 7
3. Search an Existing List (Tag) .................................................................................................................................... 10
D. Campaign ......................................................................................................................................................................... 11
1. Create Campaign ........................................................................................................................................................... 11
Step 1: Start ................................................................................................................................................................. 11
Step 2: Basic Info......................................................................................................................................................... 12
Step 3: Select Recipients ............................................................................................................................................. 13
Step 4: Template.......................................................................................................................................................... 14
a. To compose email message ................................................................................................................................... 14
b. Inserting images from your computer ................................................................................................................... 15
c. Adding an attachment ............................................................................................................................................ 17
d. Insert hyperlink ..................................................................................................................................................... 18
e. Adding recipient name for personalizing your email ............................................................................................ 18
f. Adding a link for recipients to view the content in browser .................................................................................. 19
g. Adding a link for recipients to unsubscribe .......................................................................................................... 20
h. Preview & Send Sample Message......................................................................................................................... 20
Step 5: Confirm ........................................................................................................................................................... 23
2. Search Campaign .......................................................................................................................................................... 24
1. Click “Campaign” on the left menu. ................................................................................................................... 24
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3. Approve Campaign* ..................................................................................................................................................... 25
4. Duplicate Campaign ...................................................................................................................................................... 25
F. Report ............................................................................................................................................................................... 26
G. Best Practice ..................................................................................................................................................................... 27
1. Naming Conventions..................................................................................................................................................... 27
2. Deletion of Images ........................................................................................................................................................ 27
H. FAQ .................................................................................................................................................................................. 28
Appendix A – Sending CEM to PolyU students ................................................................................................................... 29
Appendix B – MLM Lists ..................................................................................................................................................... 30
1. Pre-defined List and Authorisation ........................................................................................................................... 30
2. Properties for Student List ........................................................................................................................................ 31
3. Properties for Staff List ............................................................................................................................................. 31
Appendix C – Sharing a file/folder from OneDrive .............................................................................................................. 32
Appendix D – Advanced filtering ......................................................................................................................................... 37
Appendix E – Count no. of recipients ................................................................................................................................... 39
Appendix F – New Mailing List Management (MLM) - Summary ..................................................................................... 40
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A. Exploring Mailing List Management
1. Mailing List Management
The main purpose of Mailing List Management (MLM) is to facilitate unit in sending broad-based messages to
staff, students or external recipients in an efficient and effective way. The MLM system is the recommended
platform for units to send mass messages as it enables departmental authorized users to conveniently
manage their mailing lists and, as required by the Unsolicited Electronic Messages Ordinance (UEMO),
the un-subscribed opt-out lists. It also provides different types of statistical report and analyses information.
2. Main Interface
The main interface is shown after login.
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3. Main Concept
4. Workflow
1. Prepare your mailing list.
2. Prepare your email content and format.
3. Make a campaign to put mailing list and email template together and define how to send it out.
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5. Campaign Type
Types Activities Examples
Events Information about events organized by
PolyU alone, jointly with other parties
or by other parties
Activities, seminars, workshops, etc.
University
Updates
Newsletter and announcements from
PolyU
excel@PolyU, PolyU Milestones,
AlumniNews@PolyU, Network,
departmental newsletter, etc.
Questionnaires
and Surveys
Questionnaires and surveys conducted
by PolyU alone, jointly with other
parties or by other parties
QS Global Employer or Academic
Survey, etc.
Privileges and
Offers
Privileges, discounts and offers for
programmes, events, services or
products provided by PolyU alone,
jointly with other parties or by other
parties
Charitable, educational, social and other
activities that solicit contributions or
donations
PolyU visa card, PolyU souvenirs, etc.
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B. Accessing via Web
1. Connect to PolyU VPN
1. Enter your User Name and Password to connect your PolyU VPN first.
2. Login to the MLM System
1. Go to https://edm.polyu.edu.hk using any web browser
2. Enter your login account information and then click Login.
Username: [Your NetID]@polyu.edu.hk
Password: Your NetPassword (Same as PolyU VPN)
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3. Logout from the MLM System
1. Click Logout from the right menu to logout the system.
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C. Prepare Mailing List
1. Preparing Your Own Mailing List
a. Prepare your own list in CSV file format.
b. In MS Excel, construct your list similar to the table below.
Note: The list MUST contains a header, such as Customer ID and Email in this example.
Customer ID Email Location
Trainer [email protected] M400
training01 [email protected] M401
training02 [email protected] M402
c. Save your document as CSV(MS-DOS)(*.csv) in MS Excel.
d. Select a location for storing the file.
e. Name the file and click “Save” to save the file.
f. Click “Yes” to confirm if the following dialog box is popped up.
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2. Importing Mailing List to MLM and Mapping Properties
After preparing your own mailing list, you could now import the list to MLM.
Step 1: Click the “Import” icon on the left menu. Drag-and-drop the file (csv/xls/xlsx/zip) to
corresponding place.
Step 2: Match your header/column, e.g. Email Address, Name, to the existing property (under Belongs
to) in MLM. You may change the auto matching property or skip those are not necessary.
Note: Record(s) will be skipped if the data type mismatch (e.g. character found in mobile number).
Step 3: Select options for the import carefully, following is the recommended settings.
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Step 4: Click on the “tick” mark of the existing tag (i.e. list which shown as orange circle) you want add
to; OR, you may click “Create A New Tag” to create a new tag and click the “tick” on the new
tag.
Note: Please follow the naming conversion such as “[UnitName]-L-[ListName]”.
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Step 5: Scroll down and click Import. A message will then be shown about how many customers are
uploaded/updated successfully.
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3. Search an Existing List (Tag)
Step 1: Click “Tags” on the left menu.
Step 2: Fill in part of the name to limit your search result. The search result will be shown then.
Note: Please do not edit any shared list/tag. Customers will not be deleted when you delete a tag. You
CANNOT select customers that are without any tag.
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D. Campaign
1. Create Campaign
Step 1: Start
1. Click “Campaign” on the left menu.
2. Click Select “Create Campaign” and then click Email Campaign.
Note: If it is not the first time to create a campaign, you could select Duplicate from an existing
campaign which will ease the process of creating campaigns as all info are filled.
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Step 2: Basic Info
1. Enter a unique name as Campaign Name. Please follow the naming conversion such as
“[UnitName]-C-[CampaignName]”.
Note: Fields marked with "*", like Campaign Name, are compulsory. You cannot continue with those fields
empty.
2. Enter email subject in Subject. Optionally, you could check/uncheck Enable [AD] Subject Prefix
based on the note below.
Note: Select Enable (AD) Subject Prefix if your message is promotional message so that (AD) will be added
in front of the subject when the domain of recipient's email address is in the following list.
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126.com / 163.com / Vip.163.com / Vip.126.com / Yeah.net / 188.com
3. Enter From Email and From Name, Reply-to Name and Reply-to Email Address. All the
information MUST be REAL. The information of sender and that of reply-to may not be the same.
4. IMPORTANT: You MUST select a correct Campaign Type for this campaign according to
Campaign Types Definition. For example, select “Mandatory or student” which cannot be opt-
out and unsubscribe e.g. Examination timetable.
Step 3: Select Recipients
1. Select “Customer Segment” then move your mouse over the blue line and then the + sign, then click
tag. Optionally, you may click “Show how many customers involved” to check the no. of
recipient. You may select multiple lists (Tags), then click the orange tick to confirm.
Note: Please refer to appendix B for details of demographic information.
2. IMPORTANT: If your target recipients are students for a CEM campaign, please add the tag
NOT_CONSENT_RECEIVE_MARKET_MATERIAL_STUDENT under Exclude customers
who match following conditions, then confirm.
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Step 4: Template
a. To compose email message
1. Select Code Your Own then select Paste in code. Alternatively, you can upload a HTML
template file with Upload a file if you have your own message template in HTML format.
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2. Click Design View to show the rich text editor and you can start compose your email message. The
content will be saved automatically when you are editing.
Note: The editor DOES NOT have undo function, please take extra care when you edit / delete email content.
b. Inserting images from your computer
1. Click (image) icon
2. Select Upload in Image Properties
3. Click “Select a photo from your computer” to select the images which you want to upload or drag-
and-drop the image to the area.
Note: The file name could be a-z, A-Z, 0-9, _, -, (), [], ;, ., and comma, but MUST NOT include spacing.
Please do NOT use simple file name, e.g. 1.jpg, image01.jpg.
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4. If you need to add hyperlink to the image, right click the uploaded image and select Image
Properties.
5. Switch to the Link tab and input the URL.
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Note: DO NOT change the image size here because NO EFFECT will be taken if the email content is viewed
by Outlook client such as Outlook 2007 version. You should edit the dimension of the image before upload.
The recommended maximum dimension is 800(w)× 1500(h) pixels.
Note: If you know about HTML coding, you could switch to “</>Code View” (after closing this Image
Properties dialog) to edit the html code about the dimension of the image.
Original code <img alt="" src="http://xxx.jpg" style="height: 1024px; width: 768px" />
Change to <img alt="" src="http://xxx.jpg" width="768" height="1024" />
c. Adding an attachment
1. The system does not support usual attachment functions (i.e. attachment in the email message as in
MS Outlook), instead a hyperlink to the document will be generated.
2. Highlight the words to link the attachment then press Upload Attachment.
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3. Click “Select a PDF/HTML/HTM/ZIP file from computer” to select the file which you want to
upload or drag-and-drop the file to the area.
Note: The file name could be a-z, A-Z, 0-9, _, -, (), [], ;, ., and comma, but MUST NOT include spacing.
Please do NOT use simple file name, e.g. 1.pdf, image01.pdf.
4. Please refer to Appendix C if you would like to link a file/folder shared from OneDrive.
d. Insert hyperlink
1. Highlight the words to create hyperlink then press Link.
2. Input the URL (hyperlink) in Link Info tab.
e. Adding recipient name for personalizing your email
1. Locate your cursor to where you want to insert customer information in the message text.
2. Click Insert Customer Property and select an information such as Name which depends on the
information the list you selected.
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3. For example, the code ${NAME} (i.e. Name of recipients) will then be added to the email content.
f. Adding a link for recipients to view the content in browser
1. Highlight the words to create view the content in browser hyperlink then press Insert Special
Hyperlink.
2. Select Browser (ID: V1) to create the special hyperlink.
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g. Adding a link for recipients to unsubscribe
1. Highlight the words to create unsubscribe hyperlink then press Insert Special Hyperlink.
2. Select Unsubscribe to create the special hyperlink.
h. Adding a link for recipients to manage subscription
1. Highlight the words to create subscription management hyperlink then press Link.
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2. Input the following in URL in Link Info tab.
https://servpage.edm.polyu.edu.hk/polyu/subscribe/customer.do?mi=${MANGGISID}
i. Preview & Send Sample Message
Note: The sample email subject will have the prefix <SAMPLE>.
1. Mouse over Preview & Test, select Preview HTML content to preview or Send sample emails to
send sample message to your designated email address.
Preview
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Send sample emails
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Step 5: Confirm
The campaign will roll out exactly as you scheduled.
1. Select the schedule to send the message and then click Save. It is recommended to set a specific time so
that there are some buffer for correction.
Note: Campaign cannot be approved when the schedule time is passed.
2. Select the approver of your unit.
Note: you have to contact your approver directly, there is NO system notification to your approver.
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2. Search Campaign
1. Click “Campaign” on the left menu.
2. Input information to filter the result, then click the campaign name to view the campaign.
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3. Approve Campaign*
*This feature is for Approvers only
1. Search the campaign that you want to approve.
2. If you ensure which campaign should be sent and decide to approve directly, please move your mouse
over on the campaign and click Approve at bottom right and confirm to send the message as scheduled.
4. Duplicate Campaign
You may duplicate campaign when you want to send email like Newsletter with similar information such
as the recipient list. You should prepare a new template for the duplicated campaign.
IMPORTANT: The duplicate campaign should be with the same campaign type.
1. Search the campaign that you want to duplicate.
2. Select Duplicate and start edit the details
IMPORTANT: Click Preview & Send Sample Message in to send a sample for verification. (See Preview
& Send Sample Message)
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F. Report
Campaign reports show statistical information of completed campaigns.
1. Search the campaign that you want to check its report after rolling out.
2. Click View Report to open the report.
3. You can view the collected statistics such as campaign summary, open and click rate and click through
in the report.
Meaning
Open Rate Clicked any links OR downloaded (able to view) pictures
Click Rate Clicked any links
Total Click Count all no. of click
Unique Click Count no. of click per person
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G. Best Practice
1. Naming Conventions
The name of campaign, template and list in MLM are divided into 3 parts, your unit name, the symbol of the
type and the document name, with separated by hyphen “-”.
2. Deletion of Images
There might be enormous images produced in MLM server. In order to maintain the operation effectively, all
the images uploaded more than THREE years will be deleted by system WITHOUT notice. With this deletion,
those related messages cannot show the message content correctly.
Unit name-Type-Document namee.g.
ITU-C-Training02ITU-T-Newsletter07
ITU-L-20170101_MailList
Unit nameType
C - CampaignT - Template
L - List Document name
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H. FAQ
Q1. Some recipients has un-subscribed my unit’s email accidentally. How could they re-subscribe?
1. Please asks the recipient sends you an email to request.
2. Forward the email to ITU.
3. ITU will send you the link for the recipient to change the subscription option. The link will look like
https://servpage.edm.polyu.edu.hk/polyu/subscribe/customer.do?mi=c075ccb79ea3b006121980fa
Q2. When I'm importing a list with a .csv list, MLM doesn't shown the list into different field.
You could check if the separator in the file is "," first. You could
1. Right-click on the .csv file
2. Open the file by notepad; and
3. Check if the fields are separated by ",".
If it is not separated by "," (maybe ";"), you could replace all ";" by "," in notepad directly.
Or, you could change the settings of your PC.
1. Go to Control Panel
2. Select Region and Language (or Region)
3. Click Additional Settings under Formats tab
4. Under Numbers tab, change the separator in List separator from ";" to ",".
Q3. When I’m sending an external email, should I append the disclaimer?
With effect from 3 October 2014, a standard disclaimer will be appended to the end of each email message
sent from the staff e-mail system.
The content of the disclaimer statement is listed below:
This message (including any attachments) contains confidential information intended for a specific individual
and purpose. If you are not the intended recipient, you should delete this message and notify the sender and
the College of Professional and Continuing Education (CPCE) immediately. Any disclosure, copying, or
distribution of this message, or the taking of any action based on it, is strictly prohibited and may be unlawful.
CPCE specifically denies any responsibility for the accuracy or quality of information obtained through
CPCE E-mail Facilities. Any views and opinions expressed are only those of the author(s) and do not
necessarily represent those of CPCE and CPCE accepts no liability whatsoever for any losses or damages
incurred or caused to any party as a result of the use of such information.
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Appendix A – Sending CEM to PolyU students
As recently announced by the Academic Secretariat (AS) of PolyU, the University’s definition for direct
marketing information for students has been refined.
In this connection, “Departments/Faculties are advised to use the centralized opt-out list of students already
in-built in the Mailing List Management (MLM) system when sending CEM to students through the MLM on or
after 17 February 2017. The current practice whereby students may opt-out certain CEM/campaign of
individual Department/Faculty will be dis-continued”.
This is the detail steps for sending Commercial Electronic Message (CEM), including direct marketing
information to PolyU students by Mailing List Management (MLM) to fulfil the new requirements. You could
change the settings after duplicating your existing campaign or just simple duplicate the sample campaign
provided by ITS directly. The main changes are
i. To choose a suitable campaign type, PolyU All Students; and
ii. To provide links for students to change their preference, instead of providing unsubscribe link
generated by MLM.
If you do not wish to receive further marketing information from The Hong Kong Polytechnic
University, please click here to go to the eStudent System to unsubscribe (including research students
admitted in 2018 or after). For research students admitted in 2017 or before, please click here to go to
the Research Student Portal to unsubscribe.
For PolyU students and
research students admitted in
2018 or after
https://www38.polyu.edu.hk/eStudent
For PolyU research students
(Admitted in 2017 or before) https://www40.polyu.edu.hk/rostudportal/tologin.do
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Appendix B – MLM Lists
1. Pre-defined List and Authorisation
The pre-defined list and authorisation will be shown in the system after you clicked Search.
List name
Content CPCE
Dean’s
Office
CHRO CLIB CSAO HKCC SPEED ITU CFM
CPCE All Staff All CPCE full-time staff X X X X X X X X
CPCE_ALL_STUDENT Students of short courses are excluded; HKCC, SPEED awards, SPEED Overseas and franchised programme students are included
X X X X
CPCE_HKCC_STUDENT All HKCC students X X X X X
CPCE_SPEED_OVERSEAS_STUDENT All SPEED overseas awards students X X X X
CPCE_SPEED_PFP_STUDENT All PolyU franchised programmes students
X X X X
CPCE_SPEED_STUDENT All SPEED awards student; Students of short courses are excluded;
X X X X X
NOT_CONSENT_RECEIVE_ MARKET_MATERIAL_STUDENT
Master opt-out list X X X X X X X X
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2. Properties for Student List
Properties name Description Remarks
Name Student full name e.g. CHAN Tai man
Program Code Program Code e.g. 8C999
Program Stream Program Stream e.g. AA
Mode of Study Mode of Study Values: Full-time / Part-time
Unit Unit Values: HKCC / SPEED
Cohort Cohort year of student e.g. 2016
Registration status Registration Status Values: Eligible to Register, Registered, Off Campus & To Resume Study
Graduation year & semester Graduation Year and Semester of student (Empty for students of SPEED Overseas Programme)
e.g. 20151
3. Properties for Staff List
Properties name Description Remarks
Display Name Staff full name e.g. Chan Tai man
Mode of Employment Mode of Employment Values: FT / HT
Unit Unit in abbreviation format Values: CHRO / CPCE / HKCC / SPEED
Cluster Cluster in abbreviation format Values: CB / CHCS / CHTM / CSTM
Section Section Values: BUSS / CLIB / CSAO / Dean’s Office / GO / HDSS / ITU / LC / N/A / ST
Daily Post Title Daily used Post Title e.g. Lecturer
Post Title Post Title e.g. Lecturer
Category Post Category Values: T / EP / GL / MS / NT1
Status Status Values: Y / N
1 T: Academic; EP: Executive / Professional; GL: General; MS: Management / Senior Professional; NT: Non-academic
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Appendix C – Sharing a file/folder from OneDrive
Step 1: Login OneDrive from your browser bookmark / the hyperlink in the email of shared folder
from your unit administrator.
Step 2: Click New and select Folder to create a new folder for file uploading.
Step 3: Enter your folder name and then click Create
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Step 4: Click the Folder Name and Upload button to select your file and upload it to the folder.
Step 5: User can share the specific file or the whole folder to recipients.
a. Procedure of Sharing a File
1. Click and select Get link of that file.
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2. Get the View Only URL link of the file. Click “Anyone with this link can edit this item.”
3. Uncheck Allow editing, then click OK.
4. Click the Copy button to get the link and paste to the email.
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5. System will prompt a dialog box with message “Do you want to allow this webpage to
access your Clipboard?” Click the Allow access button then.
a. Procedure of Sharing a Whole Folder
1. Click and select Get link of that file.
2. Get the View Only URL link of the file. Click “Anyone with this link can edit this item.”
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3. Uncheck Allow editing, then click OK.
4. Click the Copy button to get the link and paste to the email.
5. System will prompt a dialog box with message “Do you want to allow this webpage to
access your Clipboard?” Click the Allow access button then.
**For details about using OneDrive, please click here.
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Appendix D – Advanced filtering
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Appendix E – Count no. of recipients
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Appendix F – New Mailing List Management (MLM) - Summary
To Send CEM to PolyU Students To Send CEM to Non-PolyU Students e.g. staff, outsiders To Send Mandatory Email To Send Mandatory SMS
After clicking Create Campaign
Campaign Type at Setup step
*Please select according to Campaign Types DefinitionError! Reference source not found.
Select Recipients Exclude customers at Setup step
Very Important!
N/A N/A N/A
Unsubscribe Statement at Design step
If you do not wish to receive further marketing information from The Hong Kong Polytechnic
University, please click here to go to the eStudent System to unsubscribe (including research students
admitted in 2018 or after). For research students admitted in 2017 or before, please click here to go to
the Research Student Portal to unsubscribe.
“If you do not wish to receive further information on
[CAMPAIGN TYPE] from [DEPARTMENT], please click here to unsubscribe.
To manage your subscription of marketing information
from PolyU, please click here.
*Please change the highlight text
Must NOT add any unsubscribe statements Must NOT add any unsubscribe statements
Sending Message in Mailing List Management (MLM)
Commercial Electronic Message (CEM)
PolyU Students Non-PolyU Students
Mandatory Message
SMS
Mandatory Message
