Introduction 

The objective of this section is to explain how you can distribute policies to staff, and track who has received and acknowledged having read and accepted them. 


How-to

1. Click 'Distribute Policies' from the 'Manage Policies' menu.


2. To create a new campaign to distribute your policy, click '+ New Campaign'.



3. To create a new campaign to distribute your policy, click '+ New Campaign'.


4. Enter the  'Campaign Name' and 'Describe your campaign' values.




5. Set up

  • Click 'Choose file' and choose a file to upload. 
  • If you want recipients to be able to download the document, tick/check 'Enable Document Download.
  • Click 'Next' to move on to the Message  



6. Message

  • If you want a customised Email Subject, enter this into the 'Email Subject (Optional)' box
  • Greet your recipients by with 'Dear'  or any other preferred salutation
  • Enter your message content under 'Message to Send' 
  • Sign off your email for example by identifying yourself   
  • Click 'Next' to move to specify the recipients



7. Recipients

  • Select an existing Contact List if one is relevant


  • Alternatively, click  '+ New List' to create a new contact list


  • Click 'New List' and enter a Contact List Name as well as a Description. Do not skip either field. 
  • You can download the Contact List template by clicking 'Download Sample Template'


  • Fill up the contact details in the template, then click 'Drop files here to upload or click to select' and select the file



  • Check the contacts and save the Contact List 


 

  • At any time, if you want to go back into the campaign, choose  'Distribute Policies' from the 'Manage Policies' menu and choose your Campaign
  • Select the Contact List of your intended recipients, then click 'Next' 




8. Campaign is ready for distribution

  • At this point, you can still edit the following by clicking the respective 'Edit' buttons
    • Campaign Name
    • Campaign Message 
    • Campaign Recipients 
  • Click 'Send Now' to send the campaign out and monitor it via the system (recommended) 
  • Click 'Send without email' if you want to launch the campaign from your own eDM




9. Policy has been  distributed

  • Once the policy has been distributed, you will see it listed on the Policies Distribution page 
  • The recipients will receive and email. 

  • When the recipient clicks to view details, the policy can be viewed. The recipient can then click on the 'I Agree and Accept' button. Their responses will be tracked by the system.  

  • You can do the following by clicking the 'Action' button:
    • View Campaign
    • View Report  

 


  • View Campaign
    • View the number of recipients, and how many have acknowledged or not yet acknowledged the policy
    • View the recipient emails and when the policy was sent to them
    • View the Message that you sent 

  • View Report
    • View the number of recipients, and how many have acknowledged or not yet acknowledged the policy
    • View the status, i.e. when the policy was received, and when acknowledgement took place
    • Download the results to a spreadsheet