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NYU Lists — List Administrator Guide

The information contained here refers to the new version of Lyris ListManager (v. 9.3). Please use this documentation to manage your NYU Lists.

If your question isn't answered here, please write to the NYU IT Service Desk at: AskITS@nyu.edu

Getting Started

IMPORTANT - Synchronize Your Administrator Password

Using Email Commands to Manage Your List

A Word About List Closings

How to Close Your List

How to Apply for a New List

How to Publicize Your List

Log Into the Administrator Web Interface for Your List

Using the Admin Web Interface to Manage Your List

Special Topics

Questions?

Getting Started

Send Mail to Your List

To send mail to your list, send an email to:

listname@lists.nyu.edu

where 'listname' above is the name of your list. For example, if your list is called "jazztalk," you would send an email to: jazztalk@lists.nyu.edu

You will automatically receive a copy of all list contributions by email.

Read Messages From the Web Interface

To view your list's messages from the message reading interface, go to:

http://lists.nyu.edu/read

You will need to login with your administrator email and password.

Administer Your List

While many of the simple administrative tasks may be handled via email commands (see the Using Email Commands to Manage Your List section below), we encourage you to log into the Lyris List Administrator web interface, where you can easily modify your list's settings, add, remove and edit members, review and edit moderated messages, create list documents and view the mail log.

If your list is open (where anyone may subscribe) and unmoderated, your duties as a list owner are minimal. You may maintain your list by sending commands to the list server (lyris@lists.nyu.edu) or periodically log into the administrator web interface for your list.

If your list is private (where administrator approval is required) or moderated (where all messages are reviewed before they are released to the list), you will need to spend a bit more time learning to use the list server.

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Synchronize Your Administrator Password

The password associated with your list administrator email address should be synchronized for all lists that you manage. To do this, go to the Administrator Password Utility page at:

http://lists.nyu.edu/emailpassword.tml

Note, this process does require some email communication with the list server and has a time limit for security purposes. Therefore, don't start the password changing process unless you will have access to the web and your email for the next half-hour.

Check your email for a message from Lyris with the subject line "Password reset notification". It will contain a link to a web page where you can change your password. Note: You will have the option to change the password for EVERY LIST to which you're subscribed with that email address including lists for which you are NOT the administrator.

Select a new password for that email address.

NOTE: This password SHOULD NOT be your NYU NetID password!

Once you type in and verify the new password, you will be prompted to log in. Type in your list administrator email address for the username and your new password.

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Using Email Commands to Manage Your List

Many of the simple administrative tasks may be handled via email commands. For example, adding or unsubscribing members, moderating messages, and retrieving list information.

If your list is set up as private (where every subscription request must be approved), you will receive an email from the list server each time someone sends a subscription request. The email will contain instructions for approving the membership. Note: If subscription requests are not approved after 14 days, they will be deleted. As well, if your list is set up as moderated, you will receive an email from the list server each time a new posting requires your approval. The email will contain instructions for approving the message.

ListManager Server Address

All email commands should be addressed to: lyris@lists.nyu.edu

Sending Commands to the Server

All administrator email commands require the admin password to be provided in a login command in the first line to authenticate the sender as an admin with the rights to use the administrator commands. If the password you specified with the login command is correct, it will proceed to process the commands in the message. If it is not, processing of your message will stop.

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Getting a List of Your Members

Let's use the example of getting a list of your subscribed members. If your administrator password is "bird-lives" and the name of your list is "jazztalk," the first line of the email command request you send to 'lyris@lists.nyu.edu' would look like:

login bird-lives

The next line of the email would be the specific email command. The email command to request that a list of your members is emailed to you is the review command. The syntax for this command is:

review listname names

Therefore, your email to lyris@lists.nyu.edu for the list "jazztalk" would contain only the following two lines of text:

login bird-lives
review jazztalk names

Avoiding Command Error Messages

When ListManager sees an invalid command, it takes note, and moves to the next line. If more than ten lines in an email message are invalid, the message processing stops. You may receive an error message back from the list server saying that your message could not be sent. If this is the case, you will need to resubmit your email making sure that:

  • your message is sent in plain text (HTML formatting adds extra characters to messages)
  • you remove any signature file at the end of your message
  • your command syntax is correct

If you want the list server to ignore everything after the commands, add the word end to the bottom of your command. For example, the above command would look like:

login bird-lives
review jazztalk names
end

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A Word About List Closings

The NYU IT Service Desk deletes lists with no activity for a period of one (1) year or lists that contain no members.

All lists must have a list administrator. If a list does not have an administrator, the NYU IT Service Desk will contact the list's members to request that another member take over the list administrator position. If no one volunteers for this role, the list will be closed and removed from the server.

In addition, ITS reserves the right to disable any list that is being used to promote commercial organizations.

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How to Close Your List

To request that your list be closed and removed from the server, please send an email to AskITS@nyu.edu with the name of your list.

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How to Apply for a New List

To apply for a new mailing list, please visit:

http://lists.nyu.edu/apply.

If you have questions about the application, you may write to the NYU IT Service Desk. If you are a student, you will need an administrative or faculty sponsor for your list. With the exception of faculty applying for class lists, all lists at NYU require two owners. Students are required to have a faculty or administrative co-owner and/or sponsor.

Lists are created within a 24-48 hour period of receipt of the list application, pending required approvals or client communication. Turn-around time may be longer during peak times of the academic year.

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How to Publicize Your List

If you want to put a link on your web site which allows folks to subscribe to your list, use the following URL:

http://lists.nyu.edu/read/all_forums/subscribe?name=listname

and replace listname above with the name of your list. For example, say your list is called "jazztalk." The URL to send folks to your subscription page would be:

http://lists.nyu.edu/read/all_forums/subscribe?name=jazztalk

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Log Into the Administrator Web Interface for Your List

Unlike previous versions of Lyris used at NYU, the administrator web interface is now separate from the message reading interface. Therefore, it requires a separate login. To log into the administrator panel, go to:

http://lists.nyu.edu

You will be prompted to enter in your administrator email address and administrator password. NOTE: THIS IS NOT (AND SHOULD NOT BE) YOUR NETID PASSWORD! If you do not remember your password, visit the Administrator Password Utility page. Once your login is complete, you will be placed in the main admnistrative panel. If you manage more than one list, click the link for the list on which you wish to work.

NYUHome's NYU Lists Channel

You may also log into NYUHome and visit the NYU Lists channel. You'll notice that it displays a link to the administrator web interface next to lists for which you are the administrator as well as a "Read Messages" link. If you are a regular member on other lists, you'll only see the "Read Messages" link.

Note: Even though you are already logged into NYUHome, you will still need to log into the administrator web interface since it does not (and SHOULD NOT) use the same password as your NYUHome account. We recommend that you synchronize your password.

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Using the Administrator Web Interface to Manage Your List

The List Administrator web interface is broken down into six different menus, each with its own set of options:

  1. Home - This is your default screen which shows you a list of all your mailings. You can also send a new mailing to all members by clicking the "New Mailing" button.
  2. Members - Resources for adding and modifying list members.
  3. Content - Resources for creating new message content.
  4. Mailings - Resources for creating new mail messages, moderating messages, and reviewing mailing status.
  5. Reports - Resources for viewing statistics about your mailings and members.
  6. Utilities - Resources for managing your list's settings.

You'll spend most of your time using the Members and Utilities menus, so we've documented their features first.

Note: At the top of the ListManager web interface screens, you'll see a question mark icon. Clicking that icon at any time will take you to the appropriate documentation section of the Lyris ListManager help guide. We've made an attempt to document the most important information here, but you may find more detailed documentation in Lyris' docs. However, some of the features mentioned may be disabled in our installation of Lyris. Contact the NYU IT Service Desk with any questions.


The Members Menu

If you click the Members button, you will be presented with the following list admin options:

  1. Add Members:
    Here is where you may add new members to your list. There are several options for doing so; adding one member at a time, adding several members at once, or you may import member addresses from a text or comma-separated (CSV) file. Duplicate email addresses may not be added to a list, though the same email address may be a member on many different lists. Here are the options:

    • Add Member: Add a single address to your member list. Note, if you need to add a new administrator, see the instructions above.
      • The Basics tab:
        Enter in the basic information for the new admin.
        • Note, "Name" should be their full name.
      • The Settings tab:
        • In the Membership status: field, we encourage you to change the default from "normal member" to needs-hello - send a hello doc then set to 'normal' so that the new member will receive a welcoming email from the list.
        • In the Membership kind: field, leave the default "mail: receive messages as they are contributed". This field determines mail delivery options. The member may change their settings later.
        • For Enter New Password: If you want to assign a password for your new member (this is not always required), type in 1234, otherwise, leave the section blank. If you do assign a password, make sure to update your "Welcome" email to instruct the new member to visit the Lists FAQ section at http://www.nyu.edu/its/lists/faq/#password to change their password.
        • In the Membership expiration date: field, leave the field blank unless you wish to set an expiration date for the member's list participation. If you wish to do so, enter in a membership expiration date.
        • For # of approvals required:, you may leave the default "no approval needed". Note, if the mailing list is set to use Number Moderating, this setting determines how many more messages this member needs to have approved before this member can contribute messages without needing approval. Once a list is set to Number moderated, each member must have a specific number of messages moderated and approved before "no approval needed" gets saved to their member profile. Note that this setting has no effect if this is not a number moderated list. This setting may also be used with an unmoderated list, if problems with a particular member require that person's messages to be moderated.
      • The Advanced Settings tab:
        • In the User ID: field, type in the individual's NYU NetID.
        • In the Comment: and Additional fields, you may put in any other information regarding the individual (phone number, affiliation, etc.).
        • The rest of the settings may be left at the defaults. The new member may adjust these settings at any time.
    • Add Many Members: Creating many new members is similar to adding one member, except you may copy and paste a list of email addresses in at one time. Note, there may be only one email address per line. Example:

      tst2@nyu.edu
      aqe123@nyu.edu
      tst13@nyu.edu

      Hit the Return key after each line. Don't hit the tab key or the space bar.

      If you have a large list of people to add, you may be better off using the Import Members from Text File option.

      Email addresses which are already members will be skipped. Note, full names are not accepted in this screen. Your members may add their names using the My Account settings in the list's web interface. Or, if you wish to add full names along with email addresses, you'll need to use the import utilities.

      For the additional tabs in this screen (Basics, Settings, Advanced Settings), follow the instructions above for adding a single member.

    • Import Members from Text File: Here, you may import email addresses from a text file. Email addresses which are already members will be skipped. Note: The file MUST be a PLAIN TEXT file. Each email address and name must be on a separate line and should be in the following format:

      tst2@nyu.edu Tina Tester
      aqe123@nyu.edu Albert Einstein
      tst13@nyu.edu Tarmar Tester

      Hit the Return key after each line. Don't hit the tab key or the space bar.

      We recommend that you make the list using a text editor. For example, on every PC there is a copy of "NotePad", an ASCII editor. This is the best program to use. Do NOT use Microsoft Word, or even WordPad. For Macintosh users, TextEdit (for Mac OSX making sure to specify that you're creating a plain text document from the Preferences], Text Wrangler or BBEdit are best.

      You may import members in one of three ways:
      • Import quietly as regular members - Import the members into the list, but do not send a hello or confirmation message. These members will receive normal list mailings.
      • Import as regular members and send list hello doc - Import the members into the list, and send them the hello message as specified for your list. These members will receive normal list mailings.
      • Import as unconfirmed members, and send confirmation request - Import the members into the list as unconfirmed, and send them a confirmation message. These members will not receive normal list mailings until they confirm their memberships.

      Once you've selected the import type, click the "Browse" button to find the file that contains the information for the members you wish to import. Then, click the Import button. Note that once the import has started, you may not close the window until the import is completed. ListManager will display the number of addresses successfully imported, and display the addresses skipped due to being duplicates or invalid addresses.

    • Import Members from CSV File: Here, you may import email addresses from a comma separated value (CSV) file. This requires that the data you import be formatted in a very specific way in order to correctly match the names of the columns in the member database table. If you are interested in using this type of import utility, please contact the NYU IT Service Desk so we may provide you with additional instructions on how to format your data. Write to: AskITS@nyu.edu

  2. View Members:
    This screen provides you with a table of all your list's members. You may click on an address to edit the member, or view a member's history to see what mailings that member has received and what actions the member has taken. Note, if you have more than 20 members, you will need to page through the member screens by clicking the "Show more" link at the bottom of the window.

    You may change the order members are displayed by clicking on the up or down triangles on the column headings. To view or edit a particular member, click the email address.

    Help Icons:
    At the top of the screen, you'll notice three icons.
    • Click the Excel icon to download a CSV formatted list of your members.
    • Click the Question Mark to be linked to the corresponding Lyris ListManager help documentation.
    You have the following options for each member:
    • Copy - This copies the settings of the selected member.
    • Delete - This permanently removes the member from the ListManager database.
    • History - This displays information about when the member joined the list, what messages the member has attempted to send, and other member actions (like opens, click-throughs, etc.).
    You can select display options from the drop-down menu above the table. It filters the table view to display members by member status, or list administrators.

    Get a List of Your Members
    To get a list of your subscribed members, go to the View Members screen. Click the green Excel icon in the upper right-hand corner of the Members screen. You'll be prompted to download a CSV formatted file of your members. Note, the file you will download contains information from the ListManager's Members database table. Not all the information will be necessary for your purposes. Find the column headers EMAILADDR_ (email address) and FULLNAME_ (full name) for the most pertinent information. You can copy and paste the email address column into a text file for further review.

    The buttons above the table offer various options:
    • Delete All In This View - This will allow you to delete all members shown in the table view. Note that if you have many members, you will not see them all in the initial table view. However, clicking the delete all button will remove all members from your list.

      Once you click the Delete All In This View button, you will see a message window reminding you that some of the members of your list are administrators. By default, the "Don't delete list administrators." checkbox is checked. This should remain checked or you will delete your own administrator membership!
    • Find Members - Here you may search for members by email address, domain, status, kind, or member ID.
    • Create New Member - This button is essentially a short-cut back to the Add Member section.
  3. Ban Addresses: ListManager can automatically deny subscription requests and postings from addresses you specify by using bans. Subscription requests from a banned address will be rejected.

    Bans can be created for domains, user names, or complete email addresses. There is no "wildcarding" (e.g., "example.*"). If a domain is banned, subdomains are banned as well (e.g., "example.com" bans "host.example.com").

    You may enter bans one by one, or import a list of bans.

    If you wish to implement bans on your list(s), please contact the NYU IT Service Desk for further assistance.
  4. Delete Members: There are three ways to delete members through the web interface:
    • Delete individual members by finding a member in the Members screen, and selecting the Delete link next to the address you'd like to delete.
    • OR
    • Delete multiple members by clicking the Delete Members menu option and then entering email addresses into the box. For example:

      tst2@nyu.edu
      aqe123@nyu.edu
      tst13@nyu.edu

      Hit the Return key after each line. Don't hit the tab key or the space bar.

      Note that many members can be deleted at once, if they have the same user name or the same domain name (or both). This can be done by using the * (asterisk) symbol as a wildcard to replace the user name or domain name. For example, to delete all AOL members from your list, you would type:

      *@aol.com

      To delete anyone with a "nyu.edu" address, you would type:

      *@nyu.edu

      Or, to delete all members named "joe", type:

      joe@*

      Note, email addresses are case-sensitive!

      Once the information is entered, click the Delete button. ListManager will ask that you confirm that you do in fact want to delete the members, and will list all the members that will be deleted. Clicking the Delete button on this screen will delete these members from the ListManager database.
    • OR
    • Use the Delete All In This View in the Members window.

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The Utilities Menu

If you click the Utilities button, you will be presented with the following list admin options:

  1. List Settings:
    Choose this option to view and/or modify the settings for your list. List information options are split into different sections. Use the "breadcrumb" menus at the top of each screen to navigate around all options.

    Here's where to find what:
    • Basic Information: Settings here include:
      • Basics - name of list, and the list's description (which shows up in the "To:" header)
      • Reports - settings regarding receiving reports about mail delivery
      • Enable Features - settings regarding list archives
    • New Subscriber Policy: Settings here include:
      • Confirmation - whether you wish for new subscribers to confirm their membership
      • Security - the settings regarding the type of list you've set up; Open (where anyone may join), Private (where new subscription requests are first approved by the List Administrator), or Closed (where only an administrator may create new members)
    • Email Submitted Content: Settings here include:
      • Message Wrapping - where you can define the header and footer for messages sent to your list through email (in both plain text and HTML)
      • Security - where you can change the message sending options from anyone may post to administrator-only (announcement list) posting
      • Approval - settings associated with Moderated lists (e.g. approval restrictions, message release times)
      • Email Header - settings which allow you to include special list server information within the headers of all your messages (for example, "Add list help headers:" will add lines to the header field telling people how to subscribe, unsubscribe, get help and contact the owner of the mailing list, and "Rewrite Message-ID header" will add the subscriber's unique member ID number in the header)
      • Header Rewrites - settings which allow you to explicitly change the header fields (From:, Reply To:, To:) in your emailed messages. By default, when messages are sent via email to your list, the From: header is set to the address of the person who sent the mail, the Reply To: header is set to the list's address e.g. listname@lists.nyu.edu, and the To: header is also set to the list's address.

        To change any of these fields, you need to make modifications to the Header Rewrite options.

        How to Change the Headers in Email Submitted Messages
        • Click on the Utilities button in the left-hand menu.
        • Select the List Settings link.
        • Choose the link for Email Submitted Content.
        • Select the Header Rewrites tab.
        • Changing the From header
          By default, the From header is blank. If left blank, it will default to the email address and name of the message's author. You may wish to change this to, for example, the list name and email address or a department/organization name and departmental alias. Add the name and address information into the From header option. Note, the values must be formatted in one of two ways as shown below:

          Jazztalk List <jazztalk@lists.nyu.edu>
          [example of Name of List / List's Address]

          Department of Jazz <jazz.dept@nyu.edu>
          [example of Name of Department / Departmental Alias]

          Once you've entered the information, click the Save button.

        • Changing the Reply To header:
          By default, the Reply To header is blank. If left blank, it will default to the email address of the list. All replies to the message will be delivered to the list's members. You may wish to change this to the email address of the message's author, or to the department/organization name and alias which will prevent replies to the message from being delivered to the entire list.

          To change the Reply To header to the email address of the message's author, type the word:

          author

          into the Reply To header option. Once you've entered the information, click the Save button.

          To change the Reply To header to the name and address of the department, format your address as shown below:

          Department of Jazz <jazz.dept@nyu.edu>

          Once you've entered the information, click the Save button.

          We recommend not changing the To: header.

          For more information on how to modify Email Submitted Content headers, please see the Official Lyris Listmanager Documentation.
    • Web Created Content:
      The Web Created Content settings specify default headers for content and mailings that are created through the Lyris administrator web interface only. Settings configured here have no effect on mailings sent through email. See the section above called How to Change the Headers in Email Submitted Messages. You can also choose a default setting for the Track All URLs feature.

      Settings here include:
      • Default From: - by default, the email address for web created content and mailings is set to login, which uses the name and email address of the current administrator logged into the list. It is formatted as:

        "Admin Name" <adminemail@nyu.edu>
        If this field is left blank, the From header will be blank and the message headers will be invalid. If the field contains an improperly formatted email address, the message will have problems being sent. This field must contain content - either the default "login" or a custom header. Examples of valid values for this field are:

        Jazztalk List <jazztalk@lists.nyu.edu>
        [example of Name of List / List's Address]

        Department of Jazz <jazz.dept@nyu.edu>
        [example of Name of Department / Departmental Alias]

        Once you've entered the information, click the Save button.

      • Default To: - if this field is filled in, this address will be the default "To:" message header for ALL the messages you create using the "New Mailing" option in the administrator's web interface. If left blank, you will need to enter in the appropriate email address each time when creating content or a mailing using the "New Mailing" interface. Examples of valid values for this field are:

        Jazztalk List <jazztalk@lists.nyu.edu>
        [example of Name of List / List's Address]

        Department of Jazz <jazz.dept@nyu.edu>
        [example of Name of Department / Departmental Alias]

        Once you've entered the information, click the Save button.

      • Default Subject: - if specified, this text will be the default "Subject" message header for ALL the messages you create using the "New Mailing" option in the administrator's web interface. If left blank, you will need to enter in the appropriate email address each time when creating content or a mailing using the "New Mailing" interface.
      • Insert Headers and Footers: - This option specifies whether or not you include your custom headers and footers in every message you send using the "New Mailings" option in the administrator's web interface.

        By default, the option is set to Never insert headers and footers for web created content.

        If you select Automatically insert headers and footers from the drop-down menu, each time you send out a message using the administrator's web interface, your headers will be inserted automatically. You will not see them in your message, nor will you be able to edit them from the New Mailing interface.

        If you select Insert headers and footers into new content and mailings from the drop-down menu, the headers and footers will be inserted into your new mailing and you will be able to edit them if necessary. The mailing can be inserted in between the preexisting header and footer content.
      • Default with automatically tracking all URLs: - When set to Yes, URLs in the mailing are automatically made clickthrough tracking URLs. You can override this setting on a per-mailing basis.

    • Automatic Maintenance: Settings here include:
      • Error Mail - settings which allow you to set the limit for user mail bounces
      • Purging Inactive Members - options to allow you to set a limit for specific inactive (e.g. unsubscribed, unconfirmed) members
      • Purging Archives - options to set the amount of and time-frame for how long you want to keep your message archives
    • Discussion Forum Interface: Settings here include:
      • Message Reading - settings which allow you to update various web-based message reading interface options including making your list available to visitors (non-members) and setting up your list as a newsgroup
      • New Subscriber Requirements - settings which allows you to determine options for new subscribers (for example, whether or not they need a password)
      • Information About Your List - set options for visitors and add keywords
    • Discussion Group Features: Settings here include:
      • Message Look - options to allow you to add a custom header and footer to messages appearing in the web-based message reading interface
      • Security - where you can determine if only members may post to your list
      • Message Rejection Rules - where you can determine if messages may have a blank body or subject line, whether or not you'll allow duplicate or cross-postings, and how many messages a member may post during one day
    • Map of All Settings: This page provides an expanded map of the contents of all List Settings options. A very good page to keep handy!!
  2. Web Forms:
    Here, you may create quick HTML forms for use on your web site, as well as prepare a simple survey or poll to send to your list members.
    • New Subscribe Form: Create a simple form to easily subscribe members to your list. Use the built-in form utility to generate the HTML, then cut and paste the HTML into your own web site.
    • New Unsubscribe Form: Create a simple form to easily unsubscribe members from your list. Use the built-in form utility to generate the HTML, then cut and paste the HTML into your own web site.
    • Surveys: Create a simple survey or poll to send to your members. You can put a link to your survey in your mailings, or you can add the form's HTML to your web site. Once the survey is completed, you can view the results in the Reports: Surveys menu. To include a link to a survey in your mailing, you'll first need to make a survey form.

      Create a New Survey:
      • Click the "Surveys" link.
      • Click the "Create New" button.
      • For Internal survey name:, choose a name to identify your survey should you choose to reuse it.
      • For Survey name to display:, choose a name that your members will see when they receive the survey.
      • To start adding questions to the survey, click the "Add" button next to Questions to ask:.
      • Determine whether you want your first question to be multiple choice or text entry by clicking the appropriate "Select" link.
      • Begin creating your question. Click the "Add" button to add the question. Click the "Preview" button to see what your survey will look like in your email. When you've finished previewing, click the "Go Back" button.
      • If you wish to add another question, click the "Add" button again and choose your question type. Repeat this until you are satisfied with the questions.
      • With each question you add, you'll have the option of rearranging their order. Click the buttons to move the questions around.
      • Click the "Advanced" tab.
      • By default, the survey will correspond with your default list. If you manage more than one list and wish to select another list, choose from the drop-down menu next to "Applies to:".
      • If you want Lyris to redirect your survey taker to another web page, you may put that URL into the option "Destination URL:" and change the setting for "Show confirming web page" to "no". Make sure it is a fully-qualified URL (including the http:// prefix). Or, if you simply want to have a Lyris-generated confirmation page, keep the "Show confirming web page" setting as the default "yes".
      • If you want your survey takers to see a results chart after they've completed the survey, change the default option to "yes".
      • To ensure that duplicate responses will not be allowed for the survey coming from the same IP address, change the option for "Prevent duplicate survey fillout by TCP/IP" to "yes".
      • To ensure that a member only takes the survey once, leave the default option for "Prevent duplicate survey fillout by member ID" on "yes".
      • If you wish for the questions in your survey to be numbered, change the setting for "Number Questions" to "yes".
      • The "Header" and "Footer" sections show the HTML that is displayed before the survey questions. You may edit the HTML here and still be able to edit the survey questions. Note, if you edit the source directly, you will no longer be able to edit the survey questions using ListManager's Add/Edit Survey Question wizard.
      • When you are satisfied with your survey, click the "Save" button.
      • You'll be presented with a dialog window describing the different options for using your survey, e.g. insert the content into a new mailing, cut and paste the HTML into a new web page on your site, or place the provided HTML link to the survey on your web site. Choose, the options that work best for your needs.
      • To view the results of your survey, click the Reports button, choose "Surveys", then click on the "View" link.
    • Automated Messages:
      This is where you create, edit and associate documents with different list server actions, for example, your "hello" (welcome) document, reusable content for your messages, and match phrases (formerly action phrases).
      • Document Content: Document Content is a specialized type of content that can be sent when users perform certain actions. Once you have created document content, you must associate that content with a user action (such as joining or leaving a list) in order to have the content sent out automatically. If you wish to edit or create a document for use, you will do so from this menu.
        • Edit Your List's "Hello" Document
          • Click on the Utilities button in the left-hand menu.
          • Choose the link for Automated Messages.
          • Choose the option for Document Content.
          • Click on the document's link under the Content Name column.
          • Click on the Text Message tab.
          • Edit the text.
          • A default hello document is available for download. If you wish, you may copy and paste this text into the Text Message window. Edit the document accordingly to correspond with your list's settings. Click the Save
          • A default HTML formatted hello document is also available for download. To use this document, click the View Source option on your browser. Copy the HTML formatted text. Back in the List Administrator window, select the HTML Message tab. Click the Source option in the HTML formatting window. Remove the existing default code. Paste the HTML into this window. Click the Source option again to view the formatted text. Edit the document accordingly to correspond with your list's settings. Click the Save button.
        • Create a New Document
          • Click the Create New button on the right-hand side.
          • You'll be placed in the Create New Content window. Follow the steps in the Creating New Content section above.
      • Document Associations: Once you create a document, you need to associate it with the action for which you want it to be used. For example, if you want to create your own "goodbye" message (the message a user receives when they unsubscribe from the list), you would do the following:
        • Click on the Utilities button in the left-hand menu.
        • Choose the link for Automated Messages.
        • Choose the option for Document Associations.
        • Click the Create New button in the upper right-hand corner.
        • For the Message Type: option, select the appropriate message type from the drop-down menu. In this case, you would select "Goodbye".
        • For the Document: option, select the document you just created.
        • For the Is Default? option, choose the appropriate button - 'yes' if you want this new document to be the default, 'no' if you don't.
        • Click the Save button.
      • Match Phrases: Formerly known as Action Phrases, the Match Phrases settings allow you to create automated actions when a specific text string is seen in incoming mail.
  3. Administration:
    Here, you may review the current administrators for your list as well as assign list administrator privileges to another individual, or individuals. NOTE:, the new administrator MUST use their NYU email address! If you need to assign admin privileges to a non-NYU affiliated, please write to AskITS@nyu.edu.

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    Create a New List Administrator:

    If the person you wish to add as an administrator is already a member of the list, you will need do the following:

    • Click the Members button.
    • Click the View Members link.
    • Locate the email address of the member whose settings you wish to change to that of administrator and click the email address link (If you cannot find the email address, use the Find Members button to search the list).
    • Select the Basics tab:
      Enter in the basic information for the new admin.Note:
      • Email Address MUST be a NYU Email Address!
      • Name should be their full name.
    • The List Admin tab:
      These settings, by default are all set to "yes", except for "Bypass list moderation". You may switch this setting to "yes", unless you wish to moderate all posts from the new administrator.
    • The Settings tab:
      You shouldn't have to make any other edits to the default settings here unless you wish to set an expiration date for the new administrator's participation. If you wish to do so, enter in a membership expiration date.
    • The Advanced Settings tab:
      • In the User ID: field, type in the individual's NYU NetID.
      • In the Comment: field, we encourage you to add the individual's phone number.
      • In the Additional: field, you may put in any other information regard ing the individual.
      • The rest of the settings may be left at the defaults. The new administrator may adjust these settings at any time.

    If the person you wish to add as an administrator is NOT already a member of the list, do the following:

    • Click the Utilities button.
    • Select the option for "Administration".
    • Click the link for "Administrators", then the link for "List Administrators".
    • Click the "Create New Administrator" button. You will need to fill in the following information:
    • The Basics tab:
      Enter in the basic information for the new admin.Note:
      • Email Address MUST be a NYU Email Address!
      • Name should be their full name.
    • The List Admin tab:
      These settings, by default are all set to "yes", except for "Bypass list moderation". You may switch this setting to "yes", unless you wish to moderate all posts from the new administrator.
    • The Settings tab:
      You shouldn't have to make any edits to the default settings here unless you wish to set an expiration date for the new administrator's participation. If you wish to do so, enter in a membership expiration date.
    • The Advanced Settings tab:
      • In the User ID: field, type in the individual's NYU NetID.
      • In the Comment: field, we encourage you to add the individual's phone number.
      • In the Additional: field, you may put in any other information regarding the individual.
      • The rest of the settings may be left at the defaults. The new administrator may adjust these settings at any time.
    • Login Status:
      These options allow you to log out of the List Administrator web interface, or change the list on which you wish to work.
      • Log Out: Selecting this link will log you out of the administrator web interface. For security reasons, we recommend that you close all browser windows after logging out.
      • Change Login: Selecting this link will log you out of the administrator web interface and prompt you to log in again with another set of credentials. This option is helpful if you use different email addresses to manage different lists. However, please note, we do encourage you to assign one email address as your "list admin" email address for all the lists you manage so you may synchronize your list admin password.
      • Change List: Selecting this link will allow you to choose another list on which you wish to work. Note, if you only manage one list, you will only see that one listed.

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The Content Menu

A mailing has two parts: the content, or message you want to send, and the group of recipients who should receive the message.

Of course, you can simply send an email to the list's address. Or, you can use the web interface to create a new mailing. When you create a new mailing from the web interface, you can either type the content you'd like to send directly into the mailing, or insert content you've already created.

Creating content instead of entering your message into every mailing has many advantages. You can:

  • Create a unit of content once, then use it in multiple mailings.
  • Personalize your mailing by inserting mail merge fields and conditional text.
  • Use one of the built-in templates when you Create Content from Template.
  • Add clickthrough tracking URLs, and track how often they've been clicked.
  • Attach documents to your mailings.
  • Import a survey or web page into your content.

Note, if you are sending out a message only once, and don't want or need to use these features, you may find it easier to skip this step and Create a New Mailing.

If you click the Content button, you will be presented with the following list admin options:

  1. View Content: Here, once you have content created, you will see it listed. First, you must create new content.
    • Creating New Content:
      • Click the Create New button.
      • Enter a Name and Description to identify the content.
      • Enter the email address of who the message should be To:. By default, the To: field is set to %%nameemail%%, a mail merge tag which will merge in the name and email address of each recipient.
      • Enter the Subject: of the message. Recipients will see this line as the subject of the message they receive.
      • Select either the Text Message or HTML Message tabs, and type or paste the contents of your message in the field. You may create just a text or HTML body, and that is what will be sent to your recipients. Or, you can create both, and send a message that has both text and HTML. This format is called multipart-alternative, and ListManager will create the correct headers and boundaries automatically. Recipients who can see HTML will only see your HTML message; those who can't, will see the text.

        Please note:
        Safari users will NOT be able to take advantage of the HTML graphical editor. Only the raw HTML source will display. If you wish to use the graphical editor, please use Firefox instead.

      • If you want to attach a document to your content, click the Advanced tab. Click the Attach File button to browse your computer for the file you wish to attach.
      • Do one of the following:
        1. To save your content: click the Save button. This returns you to the main Content page.
        2. To save your content and see what it would look like in a message: click the Save and Test button.
        3. To create a mailing using your content: click the Create Mailing button.
    • Editing Your Content:
      • From the main Content screen, select the Edit link next to the content you wish to modify.
      • Edit the content as desired.
      • Click the Save button, or the Save and Test button.

  2. View Templates: Here, you may choose from a set of default message templates which have editable content regions.
    • From the drop-down menu, choose the option for Built-in Templates.
    • Choose your template, then click the link to Create Content.
    • Add your content by following the steps above to Create New Content.

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The Mailings Menu

A mailing is a message you send to your entire list. You can simply send an email to the list's address (see our Getting Started section above), or log into the list's Message Reading Interface and send a new email to your list through the web - just click the Create New Message button. However, you may also use the New Mailing option in the web interface to create something more dynamic.

If you click the Mailings button, you will be presented with the following list admin options:

  1. New Mailing: This is your default create new message screen. Creating a message in this screen provides more options than the basic "Create New Message" screen and allows you to take advantage of the built-in list utilities, for example, the HTML editor, open tracking, or importing content you've already created.

    The options here control various configuration settings on your new message. You do not have to enable each option for every mailing. The basic new message settings are found in the Message tab. Once you've typed in your message, you may either click the Save button (to simply save the message and schedule it to be sent), or click the Save and Test button (to save the message and send yourself a test copy to preview the format). To send the message, click on the Approval button in the left-hand menu.

    Here's a breakdown of the tabs found in the New Mailing screen:
    • The Message tab:
      • The Mailing name field contains the date and timestamp of the message. This is internal-only. You may change the information in this field so label the mailing in a way that will help you to identify it later. 70 characters are allowed in the Mailing Name field.
      • The To: field contains, by default, the mailmerge tag which translates to your members' email address. Leave this as the default.
      • The Subject: field is blank. Enter in the subject of your message.
      • In the HTML message: field, you may create a formatted message for your list, or in the Text message: field, create a plain text message.

        Note: you may create just a text or HTML body, and that is what will be sent to your recipients. Or, you can create both, and send a message that has both text and HTML. This format is called multipart-alternative, and ListManager will create the correct headers and boundaries automatically. Recipients who can see HTML will only see your HTML message; those who can't, will see the text.

        Please note:
        Safari users will NOT be able to take advantage of the HTML graphical editor. Only the raw HTML source will display. If you wish to use the graphical editor, please use Firefox instead.

      • If you have already created content, you may click the Import Content button to select the content you wish to import into your message.
    • Tracking
      If you wish to enable tracking and click-throughs for your mailings, please contact the NYU IT Service Desk.
  2. The Schedule tab:
    • The Send when: settings allow you to control the timing of your message. By default, the wait for approval option is selected (you will need to go to the Approval menu to send your message). Or, you may schedule a future date and time for the release of your message by selecting the schedule for radio button and filling in the date/time. The format of your date/time must be in one of the following formats:

      YYYY-MM-DD HH-MM-SS
      MM/DD/YY
      YYYY-MM-DD

    • The Rewrite date when sent: option is only used when you schedule a future time for the release of your message. It controls the timestamp that appears on your message. By leaving it on the default of 'yes', your message will have the timestamp of the scheduled date and time. If you switch it to 'no', the timestamp on your message will be the date when the message was created.
    • The Resend after this many days: option applies if you decide to schedule a recurring mailing. By default, your mailing will be sent only once. If you'd like it to be resent periodically, enter the number of days before it should be resent. For example, you might want to send out a weekly reminder or a monthly list FAQ. To create a recurring mailing, you must add in the scheduled time for the mailing (as described in the Send when: option above) and then, enter the number of days ListManager should wait before resending this message in Resend after this many days field. For example, if you enter 1, the message will be sent every day; if you enter 7, every week.
    • The Don't attempt after date: option allows you to set a final cutoff date for sending the mailing. This setting will override the resend after this many days setting, and is intended to put an endcap on mailings sent.
  3. Approval: If your list is moderated, or you have scheduled a mailing for a later date, you will use the options here to review, approve and release your messages.
    • Need Approval: Selecting this link will show you all mailings which are pending your approval to be sent. Up to twenty mailings for the list are displayed by default. Click the Show More link to see more. Once you've approved the mailing, to send, click the Send link. You may also edit, schedule or delete a message from this view.
  4. Scheduled: The screen shows you all mailings which are scheduled to be sent at a future time. Up to twenty mailings for the list are displayed by default. Click the Show More link to see more. You may also edit, reschedule or delete a message from this view. Once you've approved the mailing, to send, click the Send link.

    To change the scheduled time a mailing should be sent, click on Reschedule next to the mailing. The Title, Subject, Current Send Date, and Reschedule Send Date will be displayed. To reschedule the date and time the message should be sent out, enter the date and time in Reschedule Send Date. You may also click on the Unschedule button to prevent a message from being sent at the scheduled time. The message will then appear back in the Need Approvals screen.
  5. Mailing Status: Here you may check the status for outgoing mailings, currently active mailings and completed mailings.
    • All Outgoing Mailings by Date: Selecting this link will show you all mailings being sent or which have already been sent, sorted by date and time. You may wish to filter the table and restrict the mailings displayed to a particular mailing type and a particular date range.
      • To restrict the table to a particular mailing type, select the type you want from the drop-down menu under Mailing type.
      • To restrict the table to a particular date range, click the arrow buttons in the From and To boxes, and then in the mini-calenders that appear, choose your start and end dates.
    • Currently Active Mailings: Selecting this link will show you all mailings currently being sent or which are scheduled to be retried at a future date.
    • Completed Mailings from Past Week: Selecting this link will show you all mailings which were created and approved for mailing in the last week (7 days).
    • Mail Queues: Here you will be able to view all incoming and all outgoing messages sent to and from your lists. If you manage more than one list, you will need to select the list for which you wish to see mailing statistics from the drop-down menu.
      • Mail Queue - Incoming shows you all the mail that has been sent to your list. This includes all postings made by email as well as postings made using the web interface.
      • Mail Queue - Outgoing shows you all the mail that has been sent out from your list and from ListManager concerning your list, for example, join requests, document requests, subscriber confirmation messages, and error reports about mail delivery.

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Deleting a Post from Your List's Message Archive

If, by chance, a message meant for an individual is accidentally sent to your whole list, or a message's content is inappropriate for archiving, you may wish to delete it from your list's message archives so that it is no longer stored in our database.

Note:
Once an email is sent out to your list, there is no way to "unsend" it.

There are two ways to delete a message from your list's message archive; through the administrator web interface, or through the list's Message Reading Interface (MRI).

Delete a Message Through The List Administrator Web Interface

  1. Log into the list administrator web interface at http://lists.nyu.edu
  2. Click the Mailings button.
  3. Click the link for Mailing Status.
  4. Click the link for All Outgoing Mailings by Date.
  5. Click the link under the ID column that corresponds to the message you wish to delete.
  6. Click the Delete button.


Delete a Message Through the List's Message Reading Interface

  1. Log into the list's Message Reading Interface at http://lists.nyu.edu/read
  2. Make sure you're in the Messages window.
  3. Click on the link for the message you wish to delete.
  4. Click the Delete button.

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Mail Delivery Errors

Mail bounces for many reasons; the most common are e-mail address misspellings, e-mail address changes, full account mailboxes or problems with the recipient's mail server. With Lyris, mail may also bounce if a vacation message or a return receipt feature is enabled.

When a subscriber's email address goes "bad" (for instance, they change to another Internet Service Provider), each email message sent to their old address bounces back to Lyris. By default, Lyris will analyze the bounces, and determine whose "bad" address is causing the mail to bounce. If a member's email address ap pears to be invalid for several days in a row, Lyris automatically disables that member's Lyris membership, so that Lyris no longer sends them mail. Note: Bounces can also be caused by "transitory errors," e.g., a mail server may be down or there may be a temporary problem along the Internet. Lyris will try resending mail at four-hour intervals.

As an administrator, you will be notified by Lyris of any mail errors. Please be sure to look at these messages as they may show that the error was caused by a simple typo in an email address. For instance, a common mistake made by subscribers is to type "edi" instead of "edu" for their email address. If you know the subscriber's correct address, go to the View Members screen. Select the errant member, and fix their address.

Also, many mail systems will provide an explanation for the bounce. For example, "Over mailbox quota," which indicates that the recipient has no more space to receive new messages (a common problem with free accounts that do not offer much storage space) or "No such user here", which indicates that the account may be closed or nonexistent.

If members have questions about mail errors, you can refer them to the information in the NYUHome Lists Channel FAQ.

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The Reports Menu

If you click the Reports button, you will be presented with the following list admin options:

  1. Reports Dashboard: The Report Dashboard gives you a variety of information in graphic format about recent mailings statistics from your email messages. Note: Your browser must have Flash installed to view the charts on the dashboard.

    Choose the list from the drop-down menu for which you wish to see graphical statistics. You can adjust the time frame of the summary by selecting a different time from the drop-down menu.
  2. Mailings: Here, you can monitor your mailings' status. You'll see information about how many mailings you've sent, how many of those mailings were successfully delivered, and who has opened your mailings. The options are:
    • Mailing Overview: An informational page with relevant information about individual mailings or campaigns.
    • Mailings in Queue Statistics Table: An informational page with relevant information about individual mailings in queue (mailings which are currently running).
    • Delivery Statistics: Charts about delivery success and failure. Information about the number of recipients, number and percentages of successful deliveries and failures.
    • Tracking Statistics: Charts on clickthroughs, and opens.
  3. Members: Here you can monitor your member activity. For example, you can find out how many people have subscribed recently or during a certain time period. You can also see member mail formatting preferences. Reports available are:
    • Subscriber Activity: Shows a table of subscription information about your list.
    • Attribute Reports: Charts about member attributes that affect how or whether they are receiving your mailings. Options here include Status (whether or not a member receives mail from the list), Kind (what kind of mailing the member has chosen to receive, e.g. mail, digest, mimedigest, etc.), Mail Format (text or html).
    • All List Member Count: Shows a chart displaying how members are distributed between your lists. Note, This chart only displays values for lists that have more than 10 members. If you have many lists, those with fewer members may not be displayed.
  4. Surveys: If you've created a survey (see instructions above), you will be able to view the results here. Note: In order for survey results to appear here, the survey form itself must be created, and then be taken by at least one member.

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Special Topics

RSS Feeds

Messages saved in ListManager's archives may be syndicated using RSS (Really Simple Syndication or Rich Site Summary) . RSS allows people with an RSS aggregator to be notified of new messages in a list's archives. They may then click on a link in the RSS feed to read the message.

The URL for ListManager's RSS feeds is available in the list's Message Reading Interface (http://lists.nyu.edu/read), by clicking the About tab. To receive the RSS feed, your list members may go to the RSS URL, and then "subscribe" it with their RSS aggregating software (this "subscribe" function is not the same as "subscribing" to a list in ListManager).

The URL to the RSS feed will generally be formatted as follows:

http://lists.nyu.edu/read/rss?forum=forumname&rev=0.92

where forumname above is the name of your list. For example, say your list is called "jazztalk." Your RSS URL will be:

http://lists.nyu.edu/read/rss?forum=jazztalke&rev=0.92

ListManager uses RSS version 0.92. RSS aggregators using version 0.92 or later will be able to read ListManager's RSS feed.

If your list requires users must log in to access the list, the RSS feed URL will include a token to permit access, and the messages users view will be personalized.

RSS Access

ListManager's RSS function supports authentication and authorization. The same settings controlling access to the Message Reading Interface controls RSS access.

Note: RSS will only be available if your list is set to keep archives. Without archives, no messages will be displayed.

ListManager will return messages from the past 14 days, up to 100 messages.

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Questions?

If your question isn't answered here, please write to the NYU IT Service Desk at: AskITS@nyu.edu.

Page last reviewed: October 12, 2011