In this section, we will cover how being creating your email with the appropriate naming convention and completing your message details.

Step 1: Create Your Email in iModules
  1. In iModules, click the "Create Email Campaign" button.

  2. Select "General Campaign" and type your email name.
    • NOTE: Your email name must follow the "Department, Initiative, Audience and Date" format that is detailed below

  3. Click "Start Campaign". You will then be taken to the Message Details section.
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Step 2: Name Your Email Appropriately

The "Name" of an email must follow this format (see the four colored sections each separated by a single space)

Department: Campaign-Name Audience Date-Identifier

    • The "Department" portion of the name allows Digital Marketing to quickly assess who is sending the email when scanning through the email drafts list, since certain departments get more quality control assistance.
      • 1911: 1911 Society (alumni@jmu.edu)
      • AA: Academic Affairs (provost@jmu.edu)
      • ADP: Adult Degree Program (webbcc@jmu.edu)
      • ABA: Advancement Business Applications (kingbd@jmu.edu)
      • ABP: Alternative Break Program (abp@jmu.edu)
      • AAAD: African, African-American and Diaspora Studies Center (aaadstudies@jmu.edu)
      • AR: Advancement Relations (sajkowl@jmu.edu)
      • ARB: Arboretum (paixaomf@jmu.edu)
      • ATH: Athletics (hall2ta@jmu.edu)
      • CHC: Campus History Committee (shackekl@jmu.edu)
      • CAL: College of Arts and Letters (evans2re@jmu.edu)
      • CCS: Campus Climate Survey (shackekl@jmu.edu)
      • CE: Civic Engagement (dukesvote@jmu.edu)
      • CEE: Center for Economic Education (kruggejb@jmu.edu)
      • CGE: Center for Global Engagement (coffmamb@jmu.edu)
      • CHBS: College of Health and Behavioral Studies (chbsinfo@jmu.edu)
      • CHEM: Department of Chemistry and Biochemistry (chemnewsletter@jmu.edu)
      • CISE: College of Integrated Science and Engineering (radochlm@jmu.edu)
      • CISR: Center for International Stabilization and Recovery (bowersha@jmu.edu)
      • CMP: Campaign (brockps@jmu.edu,garriokp@jmu.edu)
      • CoB: College of Business (wood3cr@jmu.edu)
      • COE: College of Education (coemarketing@jmu.edu)
      • COVID19: COVID-19 Update (perri2ad@jmu.edu)
      • CSM: College of Science & Mathematics (csm@jmu.edu)
      • CVPA: College of Arts and Visual Performance (stevenwr@jmu.edu)
      • CFR: Corporate & Foundation Relations (rischmke@jmu.edu)
      • DR: Donor Relations (ford2wa@jmu.edu)
      • ERA: Ethical Reasoning in Action (ethicalreasoning@jmu.edu)
      • FA: Financial Aid (fin_aid@jmu.edu)
      • FDTN: Foundation (jmuf@jmufoundation.org)
      • FF: Furious Flower Poetry Center (furiousflower@jmu.edu)
      • GCFE: Gilliam Center for Entrepreneurship (cfe@jmu.edu)
      • HART: Hart School of Hospitality, Sport and Recreation Management (wood3cr@jmu.edu)
      • HC: Honors College (steeletm@jmu.edu)
      • IIHHS: Institute for Innovation in Health and Human Services (walalamw@jmu.edu)
      • ISNW: Institute for Stewardship of the Natural World (bodleam@jmu.edu)
      • ISSS: International Student and Scholar Services (isss@jmu.edu)
      • LIB: Libraries (libraries@jmu.edu)
      • MC: Madison Champions (gilletkm@jmu.edu)
      • MM: Madison Magazine (hefferjm@jmu.edu,garriokp@jmu.edu)
      • MT: Madison Trust (brockps@jmu.edu)
      • MSAT: Masters in Athletic Training (fryejl@jmu.edu)
      • OAG: Office of Annual Giving (suttonnk@jmu.edu,housergh@jmu.edu,willi8jl@jmu.edu)
      • OAI: Office of Access & Inclusion (nelseneg@jmu.edu)
      • OPG: Office of Planned Giving (plannedgiving@jmu.edu)
      • PCE: Professional and Continuing Education (sellersx@jmu.edu)
      • PR: Parent Relations (davis2hr@jmu.edu)
      • PHIL: Philosophy and Religion (kirkpadx@jmu.edu)
      • PRES: President (long2pa@jmu.edu,garriokp@jmu.edu)
      • PROVOST: Office of the Provost (provost@jmu.edu)
      • PSYC: Department of Psychology (ugpsyc@jmu.edu)
      • SA: Student Affairs (dukesweekly@jmu.edu)
      • SAA: Student Alumni Association (alumni@jmu.edu)
      • SADAH: School of Art, Design, and Art History (jmuartsalumni@jmu.edu)
      • SASEM: Student Academic Success and Enrollment Management (ViceProvostforStudentAcademicSuccessEnrollmentManagement@jmu.edu)
      • SG: Strategic Gifts (gilletkm@jmu.edu)
      • SMAD: School of Media Arts and Design (smad@jmu.edu)
      • SPE: Strategic Planning & Engagement (engagement@jmu.edu)
      • SSLS: School of Strategic Leadership Studies (ssls@jmu.edu)
      • TGS: The Graduate School (dosscd@jmu.edu)
      • TEST: Test (budnikrp@jmu.edu)
      • UA: University Advancement (ford2wa@jmu.edu)
      • UE: University Events (universityevents@jmu.edu)
      • UCOMM: University Communications (vassmg@jmu.edu)
      • UREC: University Recreation (gibsonkj@jmu.edu)
      • VS: Valley Scholars (valleyscholars@jmu.edu)
      • W4M: Women for Madison (brockps@jmu.edu)
      • Xlabs: X-Labs (klimkoog@jmu.edu)

    • The "Campaign-Name" portion of the name helps us distinguish emails from one another if other fields are similar. It needs to be without spaces. Please use dashes when separating words.  Here are some examples of valid campaign names:
      • Madison-Update
      • COB-Newsletter-Spring-2020

    • The "Audience" portion of the name helps us schedule emails appropriately so that a single audience does not get bombarded by emails on a single day or hour. Valid audiences are:
      • Alumni: Alumni (general)
      • Corp: Corporate contacts for Corporate Relations
      • Donors
      • Faculty: Faculty/Staff
      • Friends: Friends of JMU
      • FS: Faculty/Staff, Students
      • FSP: Faculty/Staff, Students, Parents
      • Lapsed: Lapsed givers
      • LYBUNT: Gave last year but unfortunately not this year
      • Never: Never-givers
      • Non-Donors: not current fiscal year donors. That would include nevers, lapsed, SYBUNT1-4, and lybunts
      • OA: "Older Alumni": Alumni who have graduated more than 10 years ago
      • Parents: Parents of current students
      • SP: Students, Parents
      • Students: Current students
      • SYBUNT: Gave some year but unfortunately not this year.
      • TBD: To Be Discussed
      • YA: "Younger Alumni": Alumni graduated in the last 10 years
      • MIX: Any mix of the above

    • The "Date-Identifier" helps us to quickly determine roughly when the email was created, so we can quickly scan through lists of emails to determine which emails are old and possible to delete from drafts. It needs to be a date without spaces, however if more than one email is sent for the same campaign on the same date to the same audience, just add a numerical suffix to the end of the "Campaign" section to distinguish it from the other sends. For example (note the bolded parts):
      • MT: Request-for-submittions-send1 Donors 2015-03-05
      • MT: Request-for-submittions-send2 Donors 2015-03-05

  • Here are examples of valid email names:
    • MT: MadisonTrust2019 Donors 2015-02-05
    • UA: SocialToaster YA 2015-01-21
    • OAG: EOY_giving-send2 MIX 2015-12-28
Step 3: Complete "Message Details"
  1.  After naming your email appropriately, you will complete the following email details section:

Subject Line: Subject lines should be 40 characters or less and should be interesting and informative. See documentation for creating effective subject lines.

Pre-Header: A pre-header is a short summary of text that follows the subject line when an email is viewed in the inbox through mobile, desktop or web email clients. Pre-headers give the recipient s sneak-peek of what the email contains before they open it.

Description: A description is optional and is only seen by you and other admins for the purpose of identifying the email.

Sender: This is the "From Name" that appears in the recipient's inbox. Use the drop-down arrow to find the department that you are sending from. If the sender identity that you require is not already listed, please contact the JMU iModules Training Coordinator and they can add the desired sender for you.

Reply Handling Address: This is the email address to which all recipient replies will go. This is a required field and can be the email address of a specific person or the departmental email.

Subscription Category: This section pre-populates the “unsubscribe”option associated with your email and determines which category the recipient will be unsubscribed from. This is required in compliance with the CAN-SPAM Act, so please choose the email category accurately. NEVER use General Information.

  1. After completing these fields, click "save".

  2. To make additional edits to the "Message Details",  you can click on your email's subject line in the Email Name column of your email drafts list. Don't forget to save your changes!

 

In the next section, we will review how to select an Email Template.

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