Knowledge base

This guide explains how to add tags (codes and variables) into your text body to personalize your sends with Infomaniak Newsletter.

Preamble

• A subscriber exists as an email address, but not only that:
  • You may have additional details about them, which should be included in the file you import so you can define a custom field associated with each of these additional pieces of information
  • Many other pieces of information can be collected when a subscriber signs up through a form
  • You can manually add many other pieces of information at any time
• The information associated with each subscriber can be used to segment your audience, send targeted messages, and improve engagement
• By leveraging these additional details, you increase the chances of conversion and retention, thereby creating a stronger and more personalized relationship with each subscriber

Utilizing Gathered Additional Details

Viewing Field Contents

Refer to this guide (under Edit Subscriber Record).

Viewing Field Names

Custom fields are managed under Subscribers:

1. Login to Manager Infomaniak (manager.infomaniak.com) from a web browser like Brave or Firefox
2. Click on the ‍ icon at the top right of the interface (or navigate through the left sidebar menu)
3. Select Newsletter (Events & Marketing universe)
4. If necessary, click on the domain name in the displayed table
5. Click on Subscribers in the left sidebar menu
6. Click on the Fields tab
   

Inserting Fields into the Newsletter

When creating a new Newsletter, insert custom fields:

1. In the subject and preview text at the very first drafting step:
   
2. In the body of your Newsletter according to the selected template/theme:
   
   1. For a pure HTML template, insert the variable name in uppercase surrounded by asterisks and separator lines: *|VARIABLE-NAME|*
   2. For other template types (blocks / wysiwyg), insert a text block, click on it to enter text, and click above the editing window to access variables:
      

List of Basic Variables

This guide concerns UTM tags, or Urchin Tracking Module, which are tags added to URLs to track and analyze the performance of online marketing campaigns using the Infomaniak Newsletter tool.

Introduction

These optional UTM tags consist of specific parameters such as source, medium, campaign, term, and content, which help identify the traffic source of a link. By using UTM tags, marketers can understand which campaigns are driving traffic, which channels are most effective, and which ads or strategies are performing best, based on data collected by web analytics tools.

UTM tags thus allow for linking the links in your newsletters to tracking through tools like Google Analytics on your site.

Activate UTM Feature

Enable this option in step 1 of creating your newsletter. You will find 3 fields to enter utm_parameters keywords:

• campaign source (utm_source)
• campaign medium (utm_medium, e.g., email)
• campaign name (utm_campaign = your campaign name)

Therefore:

1. Fill in the 3 UTM fields in step 1 of newsletter creation.
2. Insert a link to your site's URL (which should be correctly configured and analyzed by Google Analytics, for example) in the body of the newsletter in step 3.
3. When the reader clicks on it, they will arrive at the URL followed by "?utm_source=...&utm_medium=...&utm_campaign=..." with your keywords replacing "...".

If you enter multiple keywords in these fields, any spaces will be replaced with underscores _.

Later, it is planned to be able to enter dynamic formulas in these fields, such as today's date, for example.

Read also: https://news.infomaniak.com/comment-creer-un-objectif-google-analytics

This guide shows how to create/import/manage contacts within Infomaniak's Newsletter subscriber lists.

Introduction

• Obtain explicit consent from your recipients via the double opt-in model (sending spam and using purchased/rented address lists are prohibited).
• Duplicates will be automatically removed.
• Importing does not send any message to the added contacts (so please read and accept the first point above).

Build a subscriber list

To access Newsletter subscriber management:

1. Click here to access your product management on the Infomaniak Manager (need help?).
2. Click directly on the domain name assigned to the respective product.
3. Click on Subscribers in the left sidebar menu.
4. Click the blue button Add Contacts:
   
5. Read and accept the terms and conditions.
6. Choose from the different options to build a subscriber list:

A: Import a CSV file (.csv format) or a .txt file (predefined format)

The format must be respected (a downloadable template is available on the page). Maximum size: 300 MB

Once the spreadsheet document is written, export it as .csv, which will create a kind of text document with separators between each piece of information in the different cells:

Select the .csv file from the import interface, then click on the blue button Import:

Assign the desired field to the desired information (the information is grouped according to the original columns). It is possible to create fields that do not yet exist (the field type can be forced to numbers, date, boolean, etc.), and the same goes for the group in which to place the imported contacts:

That's it, whether under Groups or Subscribers, your import is visible:

B: Copy/paste the equivalent of a .csv or .txt (predefined format)

The format must be respected, e.g.:

anna.a@domain.xyz,Anna,Alpha,1985-08-20
alfred.a@domain.xyz,Alfred,Alpha
contact@domain.xyz,Support
mail@domain.xyz

Once this information is pasted into the designated field, click on the blue button Continue. The rest is the same as in point A above.

C: Filling out an individual contact form

Import contacts one by one using the proposed form. Add free fields (the field type can be forced to numbers, date, boolean, etc.) and groups, all of which will be available for subsequent additions (except in the example animation below since it loops on a single initial addition):

D: Automatic import from other Infomaniak tools

Import contacts from your Infomaniak address books and the Infomaniak ticketing tool if available (with the possibility of importing only users who have specified they want to receive a Newsletter).

Edit a subscriber's profile

To edit information related to your subscribers:

1. Click here to access your product management on the Infomaniak Manager (need help?).
2. Click directly on the domain name assigned to the respective product.
3. Click on Subscribers in the left sidebar menu.
4. Click on the subscriber whose details you wish to edit:
   
5. Click on Edit:
   
6. Edit the information (only the email address cannot be modified):
   
   1. If you want to add a new field, you need to add it globally by going back to the Subscribers menu.
   2. Click on the Fields tab.
   3. Click on Create a field.
      
   4. The subscriber's profile can now be edited with this new field:
      

Delete subscribers

To delete subscribers from the Newsletter:

1. Click here to access your product management on the Infomaniak Manager (need help?).
2. Click directly on the domain name assigned to the respective product.
3. Click on Subscribers in the left sidebar menu.
4. Click to search or filter a subscriber type if necessary.
5. Click on the box to select one or more subscribers.
6. Click on Delete:
   
    
7. Confirm deletion.

You can also click on Unsubscribe instead of Delete so that the contacts remain in the list. To see them again, you will need to change the default filtering on the table and choose Unsubscribed:

Forget a subscriber

On a subscriber's profile (in step 4 above, click on the subscriber whose details you wish to edit) you can:

• Forget
  • The subscriber will be deleted from all your lists.
  • All information will be completely erased in 30 days.
  • Data will not be recoverable.
• Delete
  • The subscriber will be removed from all your lists; however, the information is retained in case they re-subscribe to a list.
     

Export subscribers

To export the Newsletter subscriber list, in .csv format and according to chosen criteria: Click here to access your product management on the Infomaniak Manager (need help?).

1. Click here to access your product management on the Infomaniak Manager (need help?).
2. Click directly on the domain name assigned to the respective product.
3. Click on Subscribers in the left sidebar menu.
4. Click to search or filter a subscriber type if necessary.
5. Click on the box to select one or more subscribers.
6. Click on Export:
   ‍‍
7. Click the blue button once the export is prepared to download the data in a CSV file (.csv format).

The file contains these columns:

• Email
• Status
• Sent
• Opens
• Clicks
• Subscription Date
• firstname
• lastname
• ip register
• then the manually created free fields (text, number, date, etc.)

This guide presents the conditions available to segment and filter your contact lists when sending an Infomaniak Newsletter.

Introduction

• Filtering subscribers based on certain criteria allows you to send Newsletters only to specific people among your subscribers.
• The criteria can be their registration date as well as custom fields or even actions performed or not during previous mailings.
• You can combine multiple conditions and add "OR" conditions to refine your filters.

Segment contact lists…

Access your Newsletter:

1. Click here to access the management of your product on the Infomaniak Manager (need help?).
2. Click directly on the domain name assigned to the relevant product.

… when sending to new subscribers (based on their specificities)

Here is an example of a Newsletter registration form with an optional field to enter a location:

As soon as some subscribers provide this information, you will find it in the details of their contact record:

This type of information can be used to segment your subscriber list and send emails only to part of it.

1. Click on Campaigns in the left sidebar menu, then on the button to start a new campaign.
2. Indicate any custom terms related to the targeted audience:
   
3. Fill in the information in the following steps and compose the Newsletter.
4. Click on advanced mode to segment contacts and not send to your entire list:
   
5. Enter the information corresponding to the criteria you have defined based on the information collected during subscriber registration (custom fields or group membership or registration date).
6. Add additional conditions using AND / OR to better filter your recipients.
7. Check the number of filtered subscribers to whom the Newsletter will be sent.
8. Click on the blue Continue button:
   
9. Review and/or perform a test sending of your Newsletter, then click on Continue.
10. Set the time when your Newsletter should be sent (as soon as possible or scheduled for later).

… for future mailings (based on past subscriber actions)

1. Follow the instructions above up to point 4.
2. Click not on custom field but on Actions to choose the criteria defining the people who should receive this next Newsletter.
3. Choose the actions the subscriber must have performed to receive your next mailing, then, if necessary, add additional conditions using AND / OR to further filter your recipients.
4. Check the number of filtered subscribers to whom the Newsletter will be sent (again) and click on the blue Continue button:
   
5. Review and/or perform a test sending of your Newsletter, then click on Continue.
6. Set the time when your Newsletter should be sent (as soon as possible or scheduled for later).

This guide explains how to create a token or API key (also known as a token) for the Infomaniak Newsletter tool.

Obtain a token

To obtain a Newsletter API key:

1. Click here to access the management of your product on the Infomaniak Manager (need help?).
2. Click directly on the domain name assigned to the relevant product.
3. Click on API Key in the left sidebar menu.
4. Click on the blue button Generate a key:
   
5. Click on the blue button Create a token:
   
6. Choose the appropriate product from the dropdown menu.
7. Choose a validity duration.
8. Click on the blue button Create a token:
   
9. Enter your Manager login password as requested.
10. Copy the token to a safe place - it will no longer be accessible after this.

Refer to the Newsletter API documentation.

This guide details the rules to follow when sending emails from Infomaniak to multiple recipients without it being considered spam.

Obtaining Recipient Consent

Infomaniak is a Swiss host governed by Swiss laws. These federal laws and our terms of service stipulate that potential recipients must give their consent before being added to an email mailing list.

To have a user's registration for a newsletter considered voluntary, the user must:

1. have entered their email address in a form dedicated to a specific topic
2. have clicked on a validation link automatically sent after registration (point 1); this registration should only concern the topic specified at the time of registration
3. be registered by the Newsletter system with their IP address and the date

This is called a double opt-in registration. The term "double opt-in" refers to a registration process in which a user takes two distinct actions to confirm their intention to receive communications, typically newsletters or marketing emails.

What to Do in Case of a Spam Complaint ?

As an email provider, Infomaniak must demonstrate its cooperation in the fight against spam and ensure that all of its customers are not blocked/blacklisted by potential complainants' email providers.

In the event of a spam complaint, Infomaniak may temporarily suspend deliveries and ask the message sender for proof of the complainant's registration; if provided, the complaint will become invalid.

However, the complaint will be justified if no registration proof is provided, and Infomaniak may be forced to take action: suspension of the email address, domain name, or contract termination in case of repeat offenses.

How to Stay Compliant?

If you wish to conduct email campaigns, make sure you have the information from point 3 above (IP address and registration date of each subscriber). This process ensures that the user has expressly confirmed their desire to receive communications, thereby strengthening the legitimacy of the subscriber list and reducing the risk of spam or unauthorized registration.

It is advisable to build your list by inserting a contact form on your website that will ensure the collection of your subscribers' email addresses via double opt-in.

An unsubscribe link must also be visible and included at the bottom of each of your newsletters.

This guide explains how to use the Infomaniak Newsletter tool with an external domain name (not managed by Infomaniak).

Prerequisites

• The domain name must belong to you.
• Synonym domains and their main domain cannot be used to send newsletters.
  • It is possible to configure your synonyms as aliases.

Link an external domain

To access the management of Newsletter sending domains:

1. Click here to access the management of your product on the Infomaniak Manager (need help?).
2. If you already have a Newsletter, click on Add a domain:
   
   • Otherwise, click on Start for free:
     
3. Select Other domain from the dropdown menu before entering (or directly enter) the domain name you wish to use to send newsletters:
   
4. Click on the blue Approve button.
5. Add the TXT / CNAME / DKIM records that you will receive by email and that are visible on the interface with your registrar by clicking on the button:
   

This guide explains how to handle Soft Bounce and Hard Bounce errors that can occur during email sending, particularly when using Infomaniak Newsletter.

Hard Bounce

A hard bounce is an email that cannot be delivered due to permanent reasons.

• Email sent to a non-existent address
• Email domain of the recipient that is not a real domain
• Recipient's server that does not accept emails
• Etc.

Example from the Infomaniak Newsletter tool after sending with 20% Hard Bounce:

Soft Bounce

A soft bounce is an error message indicating that the email is not delivered to its recipient and is related to a temporary delivery issue: the email address is valid, and the sender can retry sending.

Several reasons can explain a soft bounce where the recipient's server temporarily refuses the email:

• The recipient's inbox is full: due to insufficient storage capacity, the recipient no longer receives messages
• An issue occurs with the recipient's mail server: the server is temporarily unavailable or down, or the user has inadvertently set up filters that prevent receiving certain messages
• When the email content, especially its attachments, is too large, the delivery issue occurs during sending

Unless the recipient has permanently abandoned their inbox without deleting their account, the soft bounce is a temporary issue.

This guide explains how to freely integrate emojis / emoticons / smileys into the title and content of an Infomaniak Newsletter.

Example of using emoji

in the title

in the body / content

Show emoticons

on macOS

Press the keys CTRL + CMD ⌘ + SPACE

on Windows

Press the keys WINDOWS LOGO + PERIOD (.)

Alternative method:

1. Right-click on an empty area of the taskbar
2. In the menu, click on Show touch keyboard button
3. An icon of a keyboard will appear on the taskbar at the bottom right of your screen
4. Click on this icon to bring up the virtual keyboard
5. Click on the key with a smiley face at the bottom left of the keyboard
6. Use the various emojis available in Windows

This guide concerns Infomaniak authentication tokens, or tokens, which are used to verify the identity of the application and grant specific permissions to interact securely with Infomaniak's API features and data.

Generate an Infomaniak API Token

Authentication tokens or tokens are used to verify the identity of the application and grant specific permissions to interact securely with API features and data.

To access the Infomaniak API, it is necessary to generate an access token. Its default duration is "unlimited," but you can set a custom duration upon creation.

Be aware that if no calls are made with the token for one year, it is automatically disabled. In this case, you will need to generate a new one. There is no limit to the number of tokens you can create.

During creation, you can choose the application and scope accessible by the token to match your current project needs.

Add / Retrieve a Token

API keys are managed on this page in the Manager:
 

To do this:

1. Click the blue Create a token button
2. Choose the appropriate product from the dropdown menu according to your current needs and project
3. Choose a validity period
4. Click the blue Create a token button
5. Enter your Manager login password as requested
6. Copy the token securely - it will no longer be accessible after this step

Example application: token for the Newsletter API