Overview

Once your operational themes and structural templates are established, you can initiate a fresh internal communication campaign directly from the centralised newsletter engine. Creating a newsletter involves defining its core structural blueprint, assigning internal metadata for tracking, and initialising the workspace environment.

By setting up these foundational elements correctly, you ensure your communication is perfectly branded, accurately categorised, and ready for high-impact content creation.

Prerequisites

Before initialising a new newsletter campaign, ensure you have:

• Authorised access: you must have App Manager permissions or be assigned to a custom role (like Newsletter Manager) with active newsletter creation privileges.

• Active brand assets: at least one global theme (branding, colours, logos) and one structural template (grid layouts, columns) must be pre-configured and saved in the system.

Step-by-step instructions

Step 1: Access the newsletter dashboard

1. Log in to the intranet portal.

2. Click on the primary user navigation menu.

3. Select Newsletter from the feature list. This action launches the central landing environment, displaying your active drafts, upcoming scheduled campaigns, and historical metrics.

Step 2: Initialise the campaign

1. Look at the upper-right quadrant of the main newsletter dashboard.

2. Click the Create New Newsletter button.

The platform will open a configuration wizard interface, stepping you through the baseline campaign setup before opening the workspace canvas.

Step 3: Configure basic newsletter details

Enter the basic information required for your newsletter:

• Newsletter name: enter a descriptive name for the newsletter.

• Target audience: select the audience or employee group that will receive the newsletter.

• Translation (optional): if your organisation supports multilingual communication, enable the Translate Newsletter option to automatically create translated versions of the newsletter.

After completing these fields, click Next to continue.

Step 4: Select your template and theme

Choose a template that best matches your communication needs, such as a monthly roundup, product update, executive announcement, or company newsletter.

Then, select a theme to automatically apply your organisation's branding, including the corporate logo, header and footer layout, brand colours, and typography, ensuring a consistent and professional look across all newsletters.

Step 5: Preview and test

Before sending the newsletter, review its appearance and content to ensure everything displays correctly. Verify the layout, formatting, images, links, and branding, and confirm that the correct audience and translations (if enabled) have been applied. If available, send a test email to yourself or a small group of reviewers to validate the newsletter before publishing.

Step 6: Schedule or publish

After reviewing the newsletter, choose how you want to distribute it. Select Publish to send the newsletter immediately, or Schedule to deliver it at a specified date and time. Before confirming, review the selected audience and delivery settings to ensure the newsletter reaches the intended recipients. Once published or scheduled, the newsletter will be distributed according to the selected delivery option.

Frequently asked questions

Q: I clicked "Create New Newsletter" but I don't see our custom team template in the list. Why?

Ans: Templates must be saved globally in the system before they appear in the initialisation wizard. If a layout blueprint is missing, verify under Manage > Application > Setup > Newsletter that the template was successfully created and has not been accidentally archived by another administrator.

Q: Can I change the template or theme after I click "Proceed to Editor"?

Ans: Changing a core layout template mid-build can disrupt active content block arrangements and rich-text configurations. If you realise you selected the wrong layout structure, it is recommended to delete the draft and initialise a new campaign using the correct blueprint. However, visual theme elements (like updating a colour palette hex code or refreshing a logo) can be managed globally, and updates will reflect dynamically on active drafts.

Q: Do I need both a theme and a template before I can create a newsletter?

Ans: Yes. At least one global theme and one structural template must already be configured and saved in the system before you can begin creating a newsletter.

Q: Can I send a test version of my newsletter before publishing it to everyone?

Ans: Yes. During the preview and test stage, you can send a test email to yourself or a small group of reviewers to check the layout, formatting, images, links, and branding before the final send.

Q: What's the difference between publishing and scheduling a newsletter?

Ans: Publishing sends the newsletter immediately, while scheduling lets you set a specific date and time for it to be delivered later.

Q: Will enabling translation change how I build the newsletter?

Ans: No. Enabling the Translate Newsletter option during setup simply generates translated versions of your newsletter automatically; it does not change how you configure the content, template, or theme.