The Newsletter Publisher will allow you to send selected articles, by e-mail, to a list of colleagues within your organization, from within FPinfomart.ca. The Newsletter format will be similar to what you see in our Morning e-mail, or our summary Alerts. You may publish your newsletter at any time.

The Newsletter Publisher feature is part of our Intranet Toolkit. For subscription details, please contact your sales representative.

The process to produce a newsletter will be as follows:

1. Ensure that a Saved Folder or Folders are set up to hold collected content.
2. (Optional) Upload a logo to include in your newsletter.
3. Create a Newsletter “template” – this will include the newsletter name, the e-mail addresses of the intended recipients, and the Folder(s) from which content should be obtained.
4. Provide FPinfomart Customer Service with the IP addresses (or range) of your intended recipients.
5. Collect documents for distribution. This can occur all at once, as in an Archives search, or a daily media monitoring exercise – or you can collect documents over a period of time, such as a few days or a week. Documents are collected in a Saved Folder.
6. Publish the Newsletter.

Note that steps 1-4 are set-up tasks which will be performed only once. Subsequent newsletters will be published using only steps 5 and 6.

Details for each of these steps are given below.

Step 1: Set up Saved Folders

Newsletter content is pulled from Saved Folders, and so you must ensure you have at least one Folder, with content saved within the last 7 days, to use the Newsletter functions. Please note, you must use Folders, and NOT the Clipboard to collect Newsletter content.

If you already have a Folder or Folders you wish to use, you may use existing Folders.

If you do not already have Folders, you must create at least one in order to use the Newsletters.

Step 2 (optional): Upload a logo for your Newsletter

If you wish to include your own corporate logo in your Newsletter, you may upload it using the Intranet Toolkit Settings. If you do not upload a logo, none will be included.

Note: If you are already using the Intranet Toolkit HTML Hosted Pages, do NOT upload a new logo. The same image file is used for the HTML hosted pages and the Newsletter.

Click “Intranet Settings” from the “Intranet Toolkit” menu on the grey FPinfomart left-side navigation menu.

There are 2 options for including a logo. You can either link to an image on another website, or you can upload an image file to our website.

If the logo you wish to include is already online, simply paste the URL of the image into the first box and click the “Change” button.

If you have a copy of the image file on your computer, click the Browse button and navigate to the file. Then click Upload.

Tip: Ensure your logo is not too large, or it will look too out of proportion in the final newsletter. The image you use will NOT be resized by the Newsletter Publisher.

Step 3: Create a new Newsletter Template

You may create multiple newsletter “templates.” Each Newsletter “template” stores the name of the newsletter, the e-mail addresses of the recipients, and which Folder(s) you wish to include in the newsletter. This set-up process is completed only once for each Newsletter, and this information remains saved within your FPinfomart account.

Click “Newsletter Publisher” from the “Intranet Toolkit” menu on the grey FPinfomart left-side navigation menu. Then, click “Create a New Newsletter” which will be in green font in the centre of your screen. Fill in the required information , and click “Create.”

Notes:

• The Newsletter Name will become the e-mail subject line each time you publish this Newsletter.
• There is no maximum on the number of e-mail address you enter, however each recipient of the Newsletter must be IP-authenticated (unless he/she has her own FPinfomart UserID) in order to be able to click through from the headlines you send, and read the full-text of articles.
• You may wish to include your own e-mail address on the recipients list
• You may include a single Folder, or multiple Folders, if you wish. Results will be grouped together in the Newsletter by Folder.
• Once a newsletter is created, you can always Edit or Delete it by using the appropriate buttons next to the Newsletter name in your list of Newsletters.

Step 4: Provide FPinfomart Customer Service with the IP addresses of your intended recipients.

In order to allow users without UserID’s for FPinfomart to click Newsletter headlines and view full text documents, they must be IP-authenticated. Please provide FPinfomart Customer Service with a list of IP addresses (or IP ranges) for your intended recipients. This authentication system prevents unauthorized usage of full text content from FPinfomart.ca.

You may need to enlist the assistance of your local I.T. department to obtain these IP addresses. Or, you can use our IP Address Information page:

• From the computer at which the recipient will use the newsletter, go to: http://www.fpinfomart.ca/help/help_ip.php
• Take note of the IP address identified on that page
• Provide this IP address, for each of your recipients, to our Customer Service department

Step 5: Collect documents for distribution

Depending on your desired frequency of publishing, you may collect documents all at once, or over a longer period of time (e.g. a week); either way, place the documents you plan to publish in the Folder(s) you selected in Step 2, above.

Collect documents that you wish to publish into the Folder(s) you selected when creating your Newsletter Template in step 2. You may be using Personal Profiles, Quick Search, or Archives search to locate desired documents. Use the checkbox next to each article, and Multiple Document Selection to place documents into the appropriate Folder(s).

Step 6: Publish your Newsletter

You now have Folders, a Newsletter Template, and documents you wish to distribute in your Folder(s). It’s time to publish!

Note: You will not be able to remove articles from your newsletter from within the Publish function. If you wish to edit the contents of the Newsletter, you should go into the Folder(s) before Sending your newsletter and make any desired edits. Documents can be deleted from within the Folders.

? Click “Newsletter Publisher” from the “Intranet Toolkit” menu on the grey FPinfomart left-side navigation menu. Then click the “Send” link to the right of the Newsletter you wish to publish.

You will be offered the option of including an introductory comment about this issue of the Newsletter. You then must select what date range of articles to include. Note that the date you select is the date on which the documents were SAVED to the Folder, which may be different than their publication date. You may include documents saved up to one week previous to the current date.

The first option in the date drop-down is to send all articles you’ve collected in the Folder(s) specified in your Template since the LAST time you published this newsletter. The date and time you last published is shown.

After you’ve made your comments and date choice, click the Preview button. You’ll be shown a preview of your newsletter.

If you are satisfied with the Newsletter, click the Send button at the top of the Preview screen. Your newsletter will be sent by e-mail immediately.