Email Alerts enable you to easily stay on top of your news coverage. An Automated Email Alert will send you an overview of the coverage that Cision has recently found relevant to your search terms. These alerts can be scheduled for specific times of the day and be sent to an email list of your choosing.
To Create an Automated News Forward
Click on the News tab.
Click on the Search option.
Create a Search using fields that will find the coverage that you want to know about regularly through the email alert. The following are a few fields to consider:
Company: If you have Company categories (Analytics Profiles) in your system and are not already receiving Email News Forwards from them (sometimes this is done when your account is set up by your Cision Implementation Consultant), you may want to consider using Company categories to easily find all mentions for a category. You may select as many categories as you would like to see mentions for in a single email.
Keyword: The Keyword field is a good option if you do not have categories or want to find mentions that are more specific than your categories. For example, I may have a Company category set up for all mentions of “Cision” but what I only want to see mentions of the “Cision Communications Cloud” in my email alert. If your keyword is more than one word, use quotations as in “Cision Communications Cloud” . Boolean terms may also be added to your keyword search. If you choose to use these terms, be sure to capitalize them as in AND, OR, and AND NOT.
If you want to add any additional fields to your search, click the plus sign to do so.
Note: If you use the Date field, DO NOT put in a specific end date. Doing so will cause you to see the same grouping of news coverage each day rather than anything new that has entered the system since the previous day’s alert. The End Date field be left as “End Date” which defaults to whatever the current date is.
Click the Search button when you are ready to run your search.
At the top of the results page, you will see a list of the criteria you used to build the search.
If you aren't seeing the results you want included in your Email Alert, click on Edit Search to return to the search criteria.
When you are satisfied with your search, click on the Save This Search button to save the search for use later in the My Coverage area of the platform and set up an Email News Alert.
To Save the Search and Set up the Email News Alert
1. Give your search a name for future reference.
2. Select whether the Search should be visible to all data groups or just the current one.
Note: If you have included any data group specific criteria (i.e Tags) the ability to publish to all data groups will be grayed out.
3. The middle area of the form will confirm the criteria of the search that you are about to save.
4. Ensure that the check box is checked for "Receive news from this search via email" to set up the News Alert.
5. Click the Next button to complete the News Alert wizard. Note: You will see breadcrumbs for the News Alert wizard in the lower left corner.
Select Template
Select the template that you would like to use to structure the email.
You may opt to use a Cision template for your emailed News Alert.
You also have the option to create a Custom News Template that will be saved in the platform for any email sent from the Cision Communications Cloud by yourself or others on your account.
You may also choose to engage our Custom Services Team to Create a Template for you (for needs above and beyond the Custom News Template Choices.)
Forward Details
Once you have either created a New Template or selected a Cision Template to use for your Email Alert, you will be able to add a subject line for the email, body text, recipients, and how you would like the clips to be grouped.
1. Type in the subject line for the Email Alert.
2. Add any additional content that you may want to appear in the body of the email.
3. The sender information shown is based on your user profile. You can change this information if you prefer.
Note: This is where the Email Alert will appear to be coming from for any recipient. If they reply to the Email Alert, replies will be sent to the Sender's Email.
4. Type in email address(es) that should receive this alert and hit Enter on your keyboard or you may paste in the email addresses separated by a comma. Adding additional recipients to your email alert mailing lists does not incur any extra costs, so you can expand your recipient list as needed without worrying about additional charges.
5. Select how you would like to group the mentions. Mentions can be grouped by Medium, Company Category, Keyword, or Tag.
Medium will put all of the print items together, online items together, etc.
Company will group the news items via your Company Analytics Profile.
Keyword will sort the clips based on the keyword search that brought the clip in as relevant coverage.
Tag will sort the clips based on manually added tags.
6. Click the Next button to schedule your Email Alert.
7. Click the Previous button to return to the Template screen.
Forward Schedule
Finally, choose the Frequency with which you’d like the system to send these alerts.
You can choose delivery on specific days of the week, once or twice per day, or hourly (depending on the type of search with which your News Forward is associated). Hourly alerts can be delivered if the news is coming from a Date Range, Outlet, Company, or Tag search. Hourly alerts are not available for news resulting from Keyword searches.
Select the duration, whether you want this to be an ongoing Email Alert or end on a specific date.
Click Submit to save the search and Email Alert.
When the next scheduled time arrives, the email addresses you entered will receive the daily alert!
Finding Saved Searches and Email Alerts in My Coverage
Once you have created an Email Alert, the Saved Search being used to generate the alert will display the Email Alert label. This is to ensure that users with access to the Saved Search do not delete it, which would end the alert.
Deleting an Email Alert and/or Saved Search
Click on the Trash Can icon to delete both the saved search and Email Alert.
To keep the saved search, but remove the Email Alert, click on the Pencil icon.
Uncheck the box for "Receive news from this search via email" and click on the Submit button.
Add or Remove Recipients of a News Alert
Click on the Pencil icon for the News alert you would like to edit.
Click the Next button in the Email Alert wizard until you reach the Forward Details page.
Add a new email address in the Recipients field.
Click on the 'X' next to a recipient to remove them from the Email Alert.
Click on the Next button, then the Submit button on the Forward Schedule page to save your changes. Alternatively, you can contact the support team for assistance in managing recipients. Provide the email addresses of the recipients you wish to add, and the support team will handle the request for you.
