ARCOS: Lists, Segments, Emails

2

Uploading Lists in ARCOS

• Log in to ARCOS at https://cms.bbyo.org/login.pl – If you do not have an ARCOS log-in, contact Aaron Watts.

• Click MEMBERS on the menu bar on the left

• A drop-down will appear – select “List Upload”– Make sure you have previously saved the list you will be

uploading in CSV (Comma Separated Value) format.

2

3

Uploading Lists in ARCOS Contd.

• You will see the screen to the right:

– List File: click “Browse”and locate your list.

– List Source: select “Createa New Source” and enter an specific and identifiablename in “Source Name” i.e.“Field Staff List 8-2013”

– File Type: leave as CSV (Comma-Separated Values)

– Header Row: it is easiest if you upload a list of just emails with no header row. If you do it this way, select “No.” If you upload a list with a header row, select “Yes.”

– Create New Records: leave as “Yes”– Make Email 1 the Primary Email: leave as is– Action: leave as Member Import– Click “Next”

3

4

Uploading Lists in ARCOS Contd.

4

You will see the screen to the right:-Click “Next”

You will see the screen to the right:- Click “Process Online”

5

Uploading Lists in ARCOS Contd.

5

If all of the email entries are valid, you will see the screen to the right.Click “Next.”

If any of the email entries are notvalid, you will see the option to click “Upload Valid Rows.” Click that.

You have now uploaded a list! Now, you will need to create a segment.Once a list is uploaded, you have towait until 20 minutes after the hour for the ARCOS warehouse to update before creating a segment. So, if you upload a list at 11:40 a.m., you will need to wait until after 12:20 p.m. to create the segment.

6

Creating Segments in ARCOS

6

If you are not still logged in, log in to ARCOS at https://cms.bbyo.org/login.pl

If you do not have an ARCOS log-in, contact Aaron Watts.

Click MEMBERS on the menu bar on the left

A drop-down will appear – select “Segments”

On the next page that appears, select the green button under the search bar that says “Add Segment”

7

Creating Segments in ARCOS Contd.

7

Select “Source/Other”

Then, under “Members Who”select “Are in List Upload”

A second Search bar willappear. Type in the name ofthe list you uploaded i.e.“Field Staff List 8-2013.”

As you type, the list will appear. Click it, and thenclick Next.

8

Creating Segments in ARCOS Contd.

8

You will then be asked to Include or Suppress the list.Click Include. Then, select Review & Savein the bottom right-hand corner of the screen.

The next screen will prompt you to Review and SaveYour Segment.- Enter in the Segment Name – make it the same as the List Name that you entered earlier for easy recognition.- Make sure the number next to People under Final Segment Count looks accurate.- Click Save.

9

Creating an Email in ARCOS

9

If you are not still logged in, log in to ARCOS at https://cms.bbyo.org/login.pl

If you do not have an ARCOS log-in, contact Aaron Watts.

Click MAILINGS on the menu bar on the left

A drop-down will appear – select “New Mailing”

10

Creating an Email in ARCOS Contd.Properties

10

Campaign: Click the dropdown arrow and, usually, select bbyo.org

Type: One-Time or Recurring

Send To: In the bar next to Segment, select the segment you created for this mailing

Template: Select the appropriate template. For generic BBYO emails, this is “BBYO Mailing”

Enter in the rest of the information as applicable.

Leave the 3 boxes at the bottom selected as they are. Click Next.

11

Creating an Email in ARCOS Contd.Content

11

Enter in the text of the email here. You can adjust the format with the tool bar at the top (bold, italics, underline, alignment, etc.)

You can also add images into the body of the email by clicking the picture icon. For more information on how to do this, contact Aaron Watts.

When you have completed the content of the email, hover over the green “Save” button at the bottom of the screen and click “Save & Stay.” Then click Next.

12

Creating an Email in ARCOS Contd.Review & Send

12

The next page is where you review the email before sending.

Make sure all of the logistical information at the top is correct.

IMPORTANT: Always click the “Get Count” button to make sure the number of people/emails this is going to looks accurate.

Pay attention to the spell check and link check.

Hover over “Send” and click “Send Test” to send a test email to yourself. Once you have reviewed it, click “Send.”