Configure a process for email publications and notifications

With OrchestraCMS, you can deliver content to users by email based on their preferences. Email publications and email notifications are different ways of delivering content to users:  

• Publication. A publication is a recurring compilation of content that can be published to your site and delivered by email. A single instance of a publication can be thought of as an issue of the publication. Creating an issue of a publication is similar to creating a page for your site, except you can also create an email version. Publications are sent manually after a new issue is created.
• Notification. When a user subscribes to a specific category of content, an email notification with relevant content is automatically sent to the user on a regular basis. Notifications are sent either immediately when new content is added or on a regular schedule—this is based on the options you provide and the preference of the user.

To add the Access level lookup field to the Contact object

1. In Salesforce App Setup, under Customize, expand Contacts.
2. Select Fields.
3. Under Contact Fields, Contact Custom Fields and Relationships, select New.
4. In Step 1, Under Data Type, select Lookup Relationship. Click Next.
5. In Step 2 on the New Relationship page, In the "Related to" dropdown menu, select Access Level. Click Next.
6. In Step 3, enter the Field Name. This must be Access_Level.
   • Optionally, add a description. Click Next.
7. In Step 4 (Establish field-level security for reference field), select the check boxes beside any required Visible and Read-only permissions for profiles. Click Next.
8. In Step 5 (Add reference field to Page Layouts), click Next.
9. In Step 6 (Add custom related lists), click Save (or Save and New if you choose the following steps).
10. Optionally, to add a field to display the access level name
    • Under Data Type, select Formula.
    • In Step 2, enter into the Field label: Access Level Name. The Field name will auto-populate.
    • Under Formula Return Type, choose Text.
    • In Step 3, enter into the text area cms__Access_Level__r.cms__Name__c and click Next.
    • In Step 4 (Establish field-level security), select the check boxes beside any required Visible and Read-only permissions for profiles. Click Next.
    • In Step 5 (Add to Page Layouts), click Save.

To assign or update a Contact record’s Access Level value

1. In Salesforce tabs, select Contacts.
2. Choose the name of the contact you want to update.
3. Click “Edit” .
4. Click on the magnifying glass icon to the right of Access Level.
5. Search for and select the access level you wish to apply to the contact.
6. Click Save.

Salesforce setup requirements for email delivery from OrchestraCMS

(This document shows the “Classic” Salesforce view and steps, as opposed to the “Lightning” Salesforce view, which is slightly different).

The following setup items are required in Salesforce before email can be sent from OrchestraCMS:

• Deliverability settings must be configured so that the Access Level property is set to All email.
• Email templates must be added to page layout records to be able to create emails in OrchestraCMS.
• The default record type must be set for the Subscriptions object in Salesforce profiles.

These setup items are described in this section.

Email deliverability settings in Salesforce

Verify your Salesforce email deliverability settings before attempting to send emails through OrchestraCMS. The access level property to send email from the Salesforce organization must be set to All email.

To configure Salesforce email deliverability settings for OrchestraCMS

1. In Salesforce Setup, expand Email Administration, and then click Deliverability.
2. On the Deliverability page, under Access to Send Email, set the Access Level property to All email.
3. Click Save.

Create a manual email schedule

Email publications require a manual email schedule to be configured in OrchestraCMS Setup by an OrchestraCMS System Administrator or Site Administrator. This allows OrchestraCMS users who create email publications to manually initiate the distribution of publication emails when they are ready.

Before you can create a manual email schedule in OrchestraCMS, you must have at least one organization-wide email address defined in Salesforce.

Set the organization-wide default email in Salesforce

1. In Salesforce Setup, expand Email Administration, and then click Organization-Wide Addresses.
2. On the Organization-Wide Email Addresses page, click Add.
3. In the Display Name field, enter the name you want displayed as the sender of your email publications (e.g., your company name or a specific person who is recognized by the recipients).
4. In the Email Address field, enter the email address that the publications will be sent from; keep in mind that if the address accepts incoming email, recipients will be able to respond to their publication emails.
5. Choose one of the following options:
   • Allow All Profiles to use this From Address. We recommend this option if users from many or all profiles need to access OrchestraCMS and send email publications.
   • Allow Only Selected Profiles to use the From Address. We recommend this option if only one or a few profiles need to access OrchestraCMS and send email publications. The users who are distributing email publications from OrchestraCMS must have access to the organization-wide email address that you want to use for publications.
6. Click Save.

A verification request is sent to the email address after the record is created. Check the email account and verify the email address before proceeding.

To ensure the Salesforce org is configured to allow email to be sent

1. In Salesforce Setup, expand Email Administration.
2. Select Deliverability.
3. Ensure the Access level field is set to All Email.
4. Click Save.

To create a manual email schedule for publications

1. In OrchestraCMS Setup, click Scheduler.
2. On the Scheduler page, under Schedules, click New.
   • There are two kinds of schedules that can be created.
     • Manual Mail-out. These are used for publications. Publications are topical emails sent out by an OrchestraCMS user using the Queue Email function (available on the Actions menu of a page).
     • Automatic Mail-out. These are used for automated notifications containing updated content. They are mailed to subscribed users on a pre-defined schedule.
   • To send a test email
     • Create an email template.
     • In OrchestraCMS, click the Pages tab.
     • Click Unmapped Pages.
     • Open a page for editing.
     • In the Actions panel, under More Actions, click Send Test Email.
     • If the page is published, there will also be the option to Queue Email. This option enables you to send the page as an email to subscribed users.
3. In the New Schedule dialog, do the following:
   • In the Name field, enter a name for the scheduler that users can recognize when choosing a schedule from a list (e.g., “Publications schedule”).
   • From the Type list, select Manual Mail-out.
   • From the Email From Address list, choose the organization-wide email address that you want to use for publications.
     
   • The Email From Address is populated from the list of addresses you configured in Salesforce. If you have more than one, you can use the drop-down to select the email address to send your publications. You do not need to create more than one manual mail-out no matter how many different publications you might have. They will all use the same manual mail-out. Only one manual email schedule is required for all publications.
4. Click Save.

Since automatic mail-outs are automated, you will need to specify a page to be mailed when setting up the automatic mail schedule.

To specify a page to be mailed

1. Click the OrchestraCMS Pages tab.
2. Select the Unmapped Pages folder.
3. In the Actions panel, click New Page.
4. In the Create New Page dialog, select the template you’d like to use – for example, EverreadyForm.
5. Set the Name to NotificationsMailer and select all the available languages.
6. Set the Title to New Subscription Content.
7. Set the Description to Page for use with new subscribed content notifications email.
8. Click Finish.

To create an automatic morning mail-out

1. In OrchestraCMS Setup, under Site, select Scheduler.
2. In the New Schedule dialog, click New.
3. Set the Name to Morning Mailer.
4. Set the Type to Automatic Mail-out.
5. Click in the Email Page field and choose the NotificationsMailer page.
6. Click Select.

To create an automatic Every Weekday option

1. In the New Schedule dialog, under Recurs, select Daily.
2. In the Time field, set the time to 09:00 a.m. This is based on the Salesforce timezone of the Salesforce account used to create the Schedule item.
3. Select the Every Weekday option.
4. Click Save.
   

The schedule then needs to have the content type and content template (of the content that will be included in the emails) associated with it. Select the check box associated with Morning Mailer.

1. In Setup, select Scheduler.
2. On the Scheduler page, select the check box associated with Morning Mailer.
3. Click Edit Options.
4. In the Options dialog, from Select Content Type, select Article.
5. From Select Content Template, select Article Summary.
6. Click Close.

To create an automatic Afternoon mail-out

1. In OrchestraCMS Setup, under Site, select Scheduler.
2. In the New Schedule dialog, click New.
3. Set the Name to Afternoon Mailer.
4. Set the Type to Automatic Mail-out.
5. Click in the Email Page field and choose the NotificationsMailer page.
6. Click Select.
7. In the Recurs field, select Daily.
8. In the Time field, set the time to 12:00 p.m.
9. Select the Every Weekday option.
10. Click Save.
11. On the Scheduler page, select the check box associated with Afternoon Mailer.
12. Click Edit Options.
13. For Content Type, select Article.
14. For Content Template, select Article Summary.
15. Click Close.

To create an automatic Evening mail-out

1. In OrchestraCMS Setup, under Site, select Scheduler.
2. In the New Schedule dialog, click New.
3. Set the Name to Evening Mailer.
4. Set the Type to Automatic Mail-out.
5. Click in the Email Page field and choose the NotificationsMailer page.
6. Click Select.
7. In the Recurs field, select Daily.
8. In the Time field, set the time to 6:00 p.m.
9. Select the Every Weekday option.
10. Click Save.
11. On the Scheduler page, select the check box associated with Evening Mailer.
12. Click Edit Options.
13. For Content Type, select Article.
14. For Content Template, select Article Summary.
15. Click Close.

You do not need to use the Edit Options button for manual email schedules to define the content types and content templates that will be included in the email. When you build an issue of a publication, the exact content that you define on the publication’s email page is what will be sent.

After a schedule is created, it can be deleted. When you delete a manual email schedule, you will no longer be able to distribute email publications unless another manual email schedule is created.

To delete a schedule

1. In OrchestraCMS Setup, click Scheduler.
2. On the Scheduler page, under Schedules, click to select the check box beside the schedule you want to delete.
3. Click Delete.
4. In the Delete Schedule dialog, click Yes.
   

Add email templates to page layout records

Each page template in OrchestraCMS can be associated with an email version of the template, which is specifically used for sending email publications and notifications. In the OrchestraCMS content editor, you can switch between the standard page template and the email template.

If the page template and email template contain one or more of the same droppable areas, content is shared between the two versions within those droppable areas.

The Page Layouts custom object included with OrchestraCMS contains information about page templates and their associated email templates. You have two options when associating an email template with a page layout record:

• Use the existing page template as the email template (i.e. the page template and email template are the same). We do not recommend this, as most page templates do not translate well in email and may even cause problems with sending email publications and notifications.
• Create a new email template and associate it with an existing page layout record (i.e. the page template and email template are different). We recommend this option for most scenarios to ensure there are no issues with sending and displaying content via email.

We recommend that you always send test versions of your email publications and notifications, preferably to several different email platforms, to ensure that it displays as you expect.

Before you can add an email template to a page layout record, you have to expose the records from the Page Layouts object by creating a Salesforce tab.

To create a tab for the Page Layouts object in Salesforce

1. In Salesforce Setup, expand Create, and then click Tabs.
2. In the Custom Object Tabs area, click New.
3. In Step 1. Enter the Details, do the following:
   • From the Object list, select Page Layouts.
   • Click in the Tab Style box and select a style from the Tab Style Selector dialog.
   • Optionally, enter a description for the tab.
     
4. Click Next.
5. In Step 2. Add to Profiles, set profile visibility for the tab; under most circumstances, only the Salesforce System Administrator requires access to the tab, but you might want a different profile to have access to the page layout records. There are three options for tab visibility:
   • Default On. The tab appears, by default, in the top tab bar of applications that the tab has been added to. Users can modify their preferences and remove the tab from the applications they have access to.
   • Default Off. The tab does not appear, by default, in the top tab bar, but users can access the tab from the list of all tabs. Users can modify their preferences and add the tab to be visible by default in one or more applications that they have access to.
   • Tab Hidden. The tab does not appear in the top tab bar or in the list of all tabs. Do not choose this option—you will not be able to access the tab.
6. Click Next.
7. In Step 3. Add to Custom Apps, do the following:
   • Select the applications that the tab should be included in. You might choose to not include the tab in any applications and only access it from the list of all tabs.
   • By default, the option to append the tab to users’ existing personal customizations is selected; this means the tab will appear (depending on the assigned tab visibility) regardless of any customizations that users have made to their tab settings. Optionally, you can clear this check box.
8. Click Save.

After a tab for the Page Layouts object has been created, you can access page layout records and add an email template.

To add an email template to a page layout record

1. In Salesforce, click to select the Page Layouts tab.
2. From the View list, select All (Installed Package: OrchestraCMS), and then click Go.
3. Under the Action column, click Edit in the row of the page template that you want to add an email template to.
4. Do one of the following:
   • If you want the email template to match the page template, copy the contents of the Visualforce View field to the Visualforce Email field.
   • If you have a new email template to associate with the page layout record, enter the name of the email template in the Visualforce Email field. The developer of your email template can upload the required files to Salesforce and complete this step.
5. Click Save.
   

Set the default record type for the Subscriptions object in Salesforce profiles

The default record type for the Subscriptions object must be set for Salesforce profiles that create Subscription records. Typically, the system administrator profile, site administrator profile, and, if you allow guest users to subscribe to publications, the site’s guest user profile must have a default record type configured.  

To set the default record type for the Subscriptions object for a Salesforce profile

1. In Salesforce Setup, expand Manage Users, and then click Profiles.
2. On the Profiles page, under the Profile Name column, click the name of the profile you want to modify.
3. Scroll down to the Record Type Settings area, and under Custom Record Type Settings, next to Subscriptions, click Edit.
4. On the Edit Record Type Settings page, remove any record types that are listed in the Select Record Types list.
5. Select the User record type in the Available Record Types list, and click Add to move them to the Selected Record Types list; the User record type should be automatically set as the default record type.
6. Click Save.
   

The site’s guest user profile can be accessed from the site’s public access settings and can be modified in the same way as other profiles.