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Project & Global Interests, ensure stakeholders only receive communications on relevant topics

This article will explain how to use the Project and Global Interest fields inside your Tractivity system to help your contacts decide which topics they would like to receive communications on.

Please note you will need to be a System Admin user in order to set up this functionality.

How to set up your topics

  1. Select System Admin at the top of your screen, and then select Field Configuration from the left hand menu
  2. Please select the Red Contact bar, and you will need to ensure that either Global Interests or Project Interests are switched on within your contact form. For clarification, if you have multiple project databases and wish to have the same list of Topics across them all, or if you have child projects that all filter into one parent project, Global Interests may be the best option to use. However, if you need to list different topics for each of your project databases, the Project Interest field may be the best option as this will allow you to have a different list of topics in each project.
  3. Once one of the above is switched on and you have added your dropdown options, navigate back to the System Admin homepage, then select your chosen project, and over on the left hand side please select Edit Subscription Preferences.
  4. This page allows you to amend any text associated with the Update Subscription Preferences email that you can send to any contacts in your Tractivity system.
  5. On this page there will be a field titled Include Project Interests? or Include Global Interests? If you change this field to Yes, this means the list of dropdown options within this field will become available for contacts to select from when they update their preferences either via a Mailshot they receive, or if you send them the Update Subscription Preferences email.
  6. To test how this looks you may wish to create a draft Mailshot and send a test to yourself so you receive a copy of exactly how the Mailshot will look. At the bottom of the Mailshot there is a link you can select to update your preferences, and this link will take you to the page where you will be able to subscribe to different forms of communication and also the topic areas listed in your system.

How to amend your topic/subject areas

  1. If you need to amend the list of dropdown options you can do this via System Admin, and depending on which field you have switched on you will need to select either Global System Data or Project System Data from the left hand menu. If you have Global Interests on you will need to select Global System Data. If you are using the Project Interests field you will need to select Project System data.
  2. Once you have selected one of the above all you need to do is click on your chosen field, and this will open the tab up so you can see any dropdown options you’ve currently added to it.
  3. Within here you can select the Archive button on the right hand side to remove any options you do not need, or you can select Add Project Interests or Add Global Interests to add in additional dropdown options.

How to send the Update Subscription Preferences email

  1. Many of our clients like to send out an annual Update Subscription Preferences Email to make sure all of their contacts have opted in/updated the topics they wish to be contacted about. This is done through System Admin, selecting your chosen project, and then selecting Send Preferences Email from the left hand menu.
  2. In this screen it will give you a list of available recipients with a valid email address that have not received this email within the last 12 months, and it gives you a summary of all contacts and email addresses that will receive the email.
  3. You can send a test email to yourself by selecting the send test button lower down the screen so you can view what the email looks like, and also click the link which will take you through to the update subscription preferences
  4. Once in the above screen please note, if the communication preferences are set to not subscribe the topics will not appear. However, if they change the method of communication to subscribe, the topics will appear for them to select from below.