Table of content

1. Why Mautic?
2. How to use Mautic
   - 2.1 Setup: get your acount
   - 2.2 Upload contacts
   - 2.3 Creating new emails
   - 2.4 Sending emails to your list
3. Mautic form to gain new contacts
4. Community rules - how we use Mautic in IMMR
5. Error messages

1. Why Mautic?

Mautic is a leading open source tool for email sending, used widely all over the world. We have hosted our own instance of it and set up a structure for how you can use it. Everything you need to know is gathered here. Main reasons why you should use mautic instead of for instance Mailchimp:

• Mailchimp 10 000 contacts costs 1500 EUR / month, Mautic is free
• Mautics automation features are way superior and more flexible than Mailchimp's Journey builder
• Mautic have more advanced features than Mailchimp and is still easy to use
  
  
  

2. How to use Mautic

In this section we explain the basics of starting to use mautic for sending professional emails for yout organisation. 

 
2.1 Setup: get your account

To get an account, send an email to mautic@monreform.org/dineropositivo2 and admin will set up the account for you at IMMRs Mautic instance. 

To send emails, you can either send from [your organization name]@monreform.org/dineropositivo2, or you can use your own domain name (for instance send emails from info@positivapengar.se) If you use your own domain name you have to:

• Set up and verify SPF, DKIM and DMARC.
• Decide how you want to receive bounces - to your inbox or automatically handled by Mautic (best option)

This video explains how to set this up, however you cannot do it on your own - you need help from superadmin of our email system so contact mautic@monreform.org/dineropositivo2.

2.2 Upload your contacts

You need to download all your contacts from your current system or have an list with existing contacts. To upload them into mautic, you need to have them in the correct format. To get the correct format, do the following: 

1. Upload excel sheet or whatever sheet you have into google sheet
2. Download the sheet as a csv file from, and then you will have it in the correct format!

NOTE!

• When you import new contacts: always include short code of your organization as the custom field "Owner". This is a unique identifier together with the email adress for the contact!
• Note: DO NOT upload contacts without a value in the "Owner" field! If you do so, this can imply that you update another organisations copy of that contact, or "steal" the contact from that organisation through changing the contacts ownership to you instead. If you do this, we can detect it in our server logs and will turn off your permissions to import contacts on your own.
• New contacts added without an empty owner is automatically seen as belonging to the IMMR newsletter.

 How to import the CSV file in MAUTIC
1. Click on "contacts" in the menu to the left, then choose the arrow to the right and click import:

2. Then select the CSV file and import it

3. Then, map all fields in the CSV file with fields in Mautic. Here are the fields we are using:

• Owner - note that this togheter with the email adress is the unique identifier for every contact. Map it to your column "Owner" in the csv file.
• Email - the contact's email adress
• First name of the contact
• Last name last name of the contact
• Preferred Locale - code for language that the contacts prefer. If you have a email-list from Spain, Spanish might be the correct choice here. The code should be in the two letter format you can find here in the first column.
• Tags - contain all contact tags you want to export in the same field and need to be separated by a vertical line tagA|tagB|tagC. Read more here. 
• If you need to import custom fields, check if they already exist in mautic, otherwise create new custom fields in mautic before importing the contacts, or ask admin to create them for you!

Note!

• Don't by mistake import content into company fields, import into the contacts fields!
• Add new contacts into a Mautic Segment that now is your new email-list
• Ask if you need help with importing contacts - Admin can do that!
  
  

2. Either create a new segment email - to email your new email list and build your own design

Or use the design of some existing emails. If you want to do that, search for "templates" and clone one of the templates

Then select an internal name for the email, an external name and launch the Builder:

Edit email in drag-and-drop builder:

Click at the cross in the right corner, then save the email.

Note:

• If you have been logged in for long time, it might log out, then everything you have done disappears. Make sure to save your work frequently! Alternative: copy paste code of full email as backup before exit the builder and saving the email. 

2.4 Send emails to your list

1. Always send test email to yourself first, proofread and make sure everything works

2. Make sure you have selected the correct segment to send the email to. This should be your email list:

3. Make sure you are using the correct "from" email adress. Note! You have to verify your email adress to let mautic using it for sending emails from it. To do that, contact mautic@monreform.org/dineropositivo2.

4. Always "Send Example" email to yourself first, proofread and make sure everything works

5. Then, send texample email to 1-3 friends and ask them to proofread too.

6. Then, make sure the email is marked as published, then launch the email through clicking on the send button:

3. Mautic forms to gain new contacts

4. Community rules
- how we use Mautic in IMMR

4.1 Contact ownership

• Your IMMR-organisation will have one log in email adress and password. This user will be the owner of all your contacts.
• Your organization own your contacts, segments etc. Only super admin + you can access, see and modify your own contacts. If you want others to be able to see your segments of contacts, you can set the segment as "public". 
• You cannot and are not allowed to email other organization's contacts, because this will violate GDPR. 
• You own the emails and assets that you create in Mautic, however everyone can see your content and copy it if they like it and reuse it in there own organization.
• There can exist multiple copies of the same contact in our shared Mautic instance. For instance, Positiva Pengar might have the contact "maria@gmail.com" with the uniqui identifier "PP" and Alliance for Just Money the contact with the Unique identifier "AFJM". This means that the contact will have a prenumeration on both newsletters from PP and AFJM. If one contact unsubscribes from for instance Positiva Pengars newsletter, this contact instance will disappear from Mautic, but other instances of the contact with other UIDs will remain existing in the database.
  
  
  

4.2 Naming Conventions:

• Use a prefix for every content you create, for instance if your organization is "positiva pengar", alway us "PP_" as prefix for new emails, segments, campaigns etc in Mautic. In this we we kan keep some order and it becomes more easy to search.

4.3 Policy for creating new content

• Keep content you create in Mautic generally public, unless you know this content is only relevant to your local organization. Then you can keep it private to make sure other users don't become overflowed of irrelevant content. 

4.4 Policy for gathering new contacts

• If you organize local events in only your country and in only one language, subscribe the contacts to your own email list. However, if you make an event in English and want to reach an international audience, please cooperate internationally through the IMMR newsletter and:
  
  
  1. Build landingpages in separate languages - you can either use IMMR:s monreform.org/dineropositivo2 or your own webpage for the landingapges.
  2. Configure the landingpages so that all subscribers with a local languages, for instance from Spain, subscribes to the Spanish organization you cooperate with there.  
  3. In case there are multiple organisations in the country, you have the following options:
     
     - Make a new mautic user + subscribe contacts with the Owner as "COUNTRY CODE", for instans "US" for the United States. Your organizations cooperate and send them emails from your shared email list.
     
     - Subscribe the contacts with the Owner as IMMR and cooperate with IMMR admins to send emails to them. 
     
     - Split new contacts between the organisations in the country, this can be done by randomly assigning owner to new subscriber. 
     
     - Share contacts based on region they subscribe from. For instance, contacts from the north goes to one organization, contacts from the south to another organization. Admin can help you set up this.
• If you gain subscribers with other prefered_locale (language) or situated in different countries:
  - Make sure to inform them about IMMR organisations and existing newsletters in the countries that they prefer. You can use automatic script we have developed in Mautic for informing them about this automatically!

4.5 Policy for the IMMR newsletter:

• Every IMMR organisation can make drafts for content to an IMMR-newsletter
• To send the draft and/or include the content in next IMMR newsletter - contact responsible persons from the IMMR campaign group that might edit it slightly to fit it into next newsletter.

5. Error messages

Sometimes you might got an error message in Mautic, this is not something dangerous, here is what they mean:

• CFR token error: you have been inactive too long time, refresh browser window, then try save again!
  Note - save often so you don't loose work if you are inactive long time!