Manually Opting Out Media Contacts
If you send email distributions to Media Contacts using your Cision Communications Cloud, recipients will have the opportunity to opt themselves out of future communications from you. However, you also have the ability to manually Opt Out a Media Contact per your own communication preferences or their request outside of the system (snail mail request or request through your own email system). The manually applied opt-out applies to all email addresses associated with the media contact in the system, both system-added and private.
Finding a Media Contact Record by Name
Follow these steps to search the database for a specific individual:
Click on the Influencers tab.
Click on the Search option.
Make sure the criteria box is set to Contact Name and begin typing the Media Contact’s name. Notice that the Cision Communications Cloud will show any Media Contacts whose name matches what you type. The platform will also show the Media Outlet with which each Media Contact is associated.
Click the desired Contact Name from the results list.
Click on the Search button.
The Contact’s Record Page will be displayed as a result of the search.
Manually Opt Out a Media Contact:
While the Contact record will display a wealth of information, the area that can be used to manually Opt Out the Media Contact can be found in the lower left-hand panel under the Ellipses button.
Click on the Ellipses button, then select the Opt-out from Email option.
Click on Opt-Out when prompted.
After doing so, the Media Contact will not receive further communications sent from the data group in which the opt-out occurs within your Cision Communications Cloud. The manually applied opt-out applies to all email addresses associated with the media contact in the system, both system-added and private.
Manually Opting In Media Contacts
You can invite media contacts, who have opted out of email distributions from your data group, to opt-in to future email distributions. You can send opt-in invitations to media contacts that have opted themselves out or been manually opted out.
Searching for all Opt-Outs
You can search for any Media Contacts that have opted themselves out of receiving your emails or been manually opted out. In order to locate any Media Contact that has unsubscribed use the following steps.
Accessing the Media Contact Search:
Click on the Influencers tab.
Click on the Search option.
Use the drop-down menu on the left to select the Opted-Out Contacts option.
Choose the option “Only contacts opted-out from emails”.
Click Search. The result set will show you everyone in your data group that has chosen to opt out of receiving your emails.
Filtering and Sorting Opt-Out Results
After searching for any media contacts who have unsubscribed from emails, you have a variety of options for filtering and sorting to find those that you want to send opt-in invitations.
The middle panel will display all media contacts who have opted out. If you see the contacts for which you are looking, click on them from this panel.
Applying filters will narrow the opt-out results you see in the middle panel. Multiple filters can be applied at one time. One particularly helpful filter is the Contact List filter. This will enable you to see everyone contained in a particular media list who has opted-out.
You can sort the opted out media contacts using a variety of criteria such as name, outlet name, and reach information.
While the profile view is the default, thealternate grid view can be selected which will provide you with a sortable column view of the opted out contacts.
Sending Opt-In Invitations
Once you find a media contact in the result set that you would like to opt-in, follow the instructions below to send them an invitation.
Click on the media contact's name in the search result set.
Click on the Ellipses button in the Contact Info of their profile and select the Request to Opt Back In option.
You will only see this as on option listed for contacts who have previously opted out from receiving emails.
You will have the opportunity to customize some information contained in the invitation email
While the Sender information will be populated by default, you can change this information. We highly recommend you enter information that will be recognizable to the recipient such as your organization name, client name or own name.
The subject line of the email will default to reference your company login information. We recommend you customize the subject line to indicate clearly who is requesting the opt-in.
Add any comments that you wish you include. These comments will be added to the body of the email.
Select the language that the email should be composed in.
View the text that will be included in the body with any of your added comments.
Click Send.
Repeat this process for other contacts you want to invite to opt back in.
Working with Opt-Outs and Opt-Ins
Click on the links below to learn about working with Opt-Outs:
Identify Media Contacts Who have Opted-Out : Identifying those who have opted themselves out of your email distributions can be helpful so that can you can put more emphasis and efforts on those who have engaged with your releases.
Manually Opt-Out Media Contacts: Within the platform, you will also find that you have the option to manually opt-out media contacts which is beneficial if you receive an opt-out request from a media contact outside the Cision Communications Cloud (snail mail or through your own email service).
Invite Opt-Outs to Opt-In : You can invite media contacts, who have opted out of email distributions from your data group, to opt-in to future email distributions. You can send opt-in invitations to media contacts that have opted themselves out or been manually opted out.
Understand Who Has Actively Engaged with Distributions : Identify who has opened your email and clicked on any links. Sort engagers and add them to a new list so that you can target them with future distributions.
Removed Media Contact from a List: Click here to learn how to remove media contacts from a media list. Any time a media contact opts themselves out of email distributions or you manually opt them out, they will no longer receive communications from that particular data group. As a result, there is no specific need to remove them from your media lists. However, if you prefer to remove them, the link contained in this section will provide you with instructions for doing so.