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eCommunications - Enterprise Mass Email

Getting Started with Mass Email

Before your unit begins using any mass email tools, you should have a clear understanding of the electronic communication needs of your own unit, as well as clearly defined roles for your communicators and support staff. While Lyris can be thought of simply as a tool for sending email, it is better thought of as a marketing tool. Just as the presentation of your message is important in print communications and your web presence, it should be considered as important in your email. Before your unit uses Lyris, consider these questions:

  • Who is responsible for writing the text of communications?
  • Who is responsible for the visual appearance?
  • What types of email can we brand, standardize, and create templates for?
  • Who is responsible for approving the text and appearance of specific messages?
  • Who is responsible for sending the message?

The answers to these questions can help you determine who in your unit will need to use Lyris.

Getting Started with Lyris

Once you have an idea of how Lyris will be utilized in your unit, you can begin the process of gaining access to Lyris and sending your first communication.

If your unit already uses Lyris, talk to your college or unit's Lyris contact (often someone in a central communications or web group). If you're not sure who your contacts are, email us.

If your unit is new to The Lyris, the general process to gain access is:

  1. Identify the primary and alternate Lyris contacts for your unit—these contacts preferably have an understanding of the unit's communications & marketing operations, as well as a knowledge of HTML
  2. Identify other users who will need access to Lyris and define their roles internally
  3. Review the vendor and internal documentation for Lyris. Request to be setup for self-training, if needed, by writing to the eCommunications group. Note: Neither University Relations nor the Office of Information Technology provides Lyris training.
  4. Determine workflow/processes within the unit
  5. Complete and return the unit usage agreement
  6. Primary and alternate contacts complete and return the user usage agreement
  7. Unit contacts request lists to be created
  8. Unit contacts add authorized users as administrators on the appropriate lists
  9. Begin using Lyris according to the unit's plan

If you will be using data from the University of Minnesota Foundation's Donor Management System, see Foundation/DMS Users.