How to connect an email address to a broadcaster

Communication between your organization and your community is consolidated around broadcasters. When you attach an email address to a broadcaster, you can send email blasts to your community. By taking a few extra steps in setting up your broadcaster, you can also accept incoming email for a broadcaster. This will allow recipients to reply to your bulk email. You'll be able to initiate one-to-one email directly from your control panel and keep track of email correspondence in your people database. 


Always use custom domain email addresses

When configuring a broadcaster, it is important to always use a custom domain email address. We recommend purchasing a domain and using a third-party email provider, like Google Apps. This will allow you to access email on your mobile device and will provide robust spam filtering. It will also allow you to receive and send rich-format email on a one-to-one basis. It is possible to use NationBuilder as your email provider, but the service is more limited than what is offered elsewhere. Additionally, it is not possible to set up a private mailbox in NationBuilder - all of your correspondence will be visible to anyone who has access to the people in your database. These limitations may lead you to connect only a few, official addresses to your nation (e.g. info@customdomain.com). 

It is important to attach the domain to your nation before following these directions.

If you're just starting out and don't own a custom domain, you can use your nation's email address (user@nationslug.emailnb.com) as your broadcaster's email address. It is better to purchase your own domain, rather than using an emailnb address. Email deliverability depends on many factors, including domain reputation. With your own domain, you have more control over reaching recipient inboxes. 

These instructions will help you configure your broadcaster regardless of which email option you choose.

To curb spam and phishing, several free email providers do not allow email to be sent from third-party applications. Therefore, you cannot attach an AOL, Yahoo, or Gmail address to a broadcaster. We strongly recommend you avoid attaching any other free email address to a broadcaster. Email blasts sent using a free email address are more likely to end up in quarantine (not accessible at all) or in a recipient's spam folder. 


Step One: Create a new broadcaster from Communication > +Add a new broadcaster

NewBroadcaster.png 

Option One: user@nationslug.emailnb.com, your nation's email address

If you do not have a custom domain, you can create an email address using the format user@nationslug.emailnb.com For example, our Pershing Forest site demonstrates how NationBuilder can be used by a local government and is therefore part of our nbgov nation. So I could create an email address cminstercheng@nbgov.emailnb.com where "cminstercheng" is my username and "nbgov" is the nation slug. You can create any username you want using this format.

Option Two: Custom domain with NationBuilder as your email provider

If you have a custom domain and are using NationBuilder as your email provider, entering a new email address here is the first step in creating the email address. This is what I've done in the above screenshot.

Option Three: Custom domain with a third-party email provider

If another company manages email for your custom domain, you'll want to create the email address before adding it to a broadcaster. 


Step Two: Basic broadcaster settings

Once you create a broadcaster, you'll be taken to Settings > Basics:

Settings_Basics.png

There are several things you can adjust in this window.

  • Name: this is the name that will appear in the "from" line of your email
  • Only this person can send messages: Select a control panel user and she will be the only person who can send email, tweet, or post to Facebook from the broadcaster's accounts.
  • Whom to notify when sending or receiving text messages: select a control panel user and she'll receive notifications when text messages are sent or received.
  • Who can view this broadcaster? The history of correspondence with a particular broadcaster is always viewable to admins. You can also share the broadcaster with another permission set.

Once you've made your selections, click the "Save broadcaster" button to save your changes.


Step Three: Email settings

Once you save the broadcaster, you'll be taken to Settings > Email 

SettingsEmail.png

If you check the box next to "Receive incoming email for this address," additional options will be displayed.

EmailSettingsAll.png

If want incoming email messages to log in your broadcaster’s dashboard, or if NationBuilder is your email provider, you must check the box next to “Receive incoming email for this address.” If NationBuilder is your email provider, this step will create the email address. 

Mark new people as prospects, not supporters: Checking this box ensures that people have to actively indicate their interest in receiving bulk mail from your organization. Supporters are people who have opted into receiving communication from your organization and some groups send email blasts to their entire supporter list. More information on the differences between supporters and prospects is available.

Automatically assign a point person to people who send email: You can choose a control panel user to be the point person. If the emailer already has a point person, she will not be re-assigned.

Tag people who send email with these tags: You can tag people who email the broadcaster with one or more comma separated tags. In our own use of these features, we've found automatically tagging people who email a broadcaster is not as useful as adding them to a path step and assigning a point person.

Add people who email to a path step: We recommend checking this box to create a workflow for incoming email.

bcc [your email address] on all outgoing emails (but not blasts): If you have a third-party email provider, we strongly recommend checking this box. This will make sure you keep a full copy of correspondence both within your nation's control panel and your email inbox. 

Click "Save broadcaster" to have your changes saved. 

Once you click "Save broadcaster," you'll see a message on the right side of the screen. Your set up is complete if you are using your nation's email address or NationBuilder is your email provider.

If you're using you're nation's email address (an emailnb.com address), you'll see a message like this:

 emailnbSuccess.png

If you're using NationBuilder as your email provider, you'll see a message like this:

NBEmailProviderSuccess.png

If you're using a third-party email provider, you'll see a message like this:

ThirdParty.png

Please note that the above message is not an error message. You are receiving this message because you checked the “Receive incoming email for this address” checkbox and use a 3rd party email provider. 

When using a 3rd party provider (such as Google apps, NameCheap, GoDaddy, etc...) you must set up forwarding to your broadcaster to have incoming mail log in your nation. This does not affect outgoing mail.

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Forward email to a broadcaster

If you're using a third-party email provider, you need to forward your email to your broadcaster. These final steps are done outside of your nation's control panel. The easiest way to do this is to set up forwarding directly with your email provider. 

If you are using a different service, you can contact your email provider for help forwarding your email. Typically, these instructions live within an online support center. Alternatively, you can forward email from your local computer. Using this method, mail will only be forwarded when your computer is on and the application is running. 


Forwarding from Google Apps

1. Click the Settings icon in the top right of the screen.

2. Click the word "Settings" from the drop-down menu.

google_apps_settings.png

3. Go to the "Forwarding and POP/IMAP" tab and add your forwarding address. This address is listed in bold in your broadcaster's Settings > Email screen. It is in the format of username@nationslug.emailnb.com (e.g. sallygiraffe@sallysgirafferanch.emailnb.com)

google_apps_forwarding.png

4. Go to your broadcaster's dashboard. There will be an email with a confirmation code. Take this confirmation code and enter it in the field below the "Add a forwarding address" button in Google Apps.

5. Click the "Save Changes" button in Google Apps.

That's it! You've successfully forwarded incoming email to your broadcaster. The message in your broadcaster's email settings will not change.


Forwarding from Exchange

Your Exchange administrator will need to create a contact on the server for your broadcaster's email and then set up the autoforwarding for your account using either the Exchange Management Console (EMC) or shell commands. Microsoft Technet has instructions for configuring email forwarding. Note that after your email is successfully forwarded to your broadcaster, the message in your broadcaster's email settings will not change.


Forwarding from GoDaddy

1. Log into your GoDaddy account.

2. Find your domain name in the list of domains. Click the launch button for that account.

3. On the email plans page, click the email address you want to connect to your broadcaster. In the pop up window, click the "Advanced" tab.

godaddy_email_mailbox.png

4. In the "Send CC To" field, enter your broadcaster's forwarding address. This address is listed in bold in your broadcaster's Settings > Email screen. It is in the format of username@nationslug.emailnb.com (e.g. sallygiraffe@sallysgirafferanch.emailnb.com)

5. Click "OK" to save your changes. 

That's it! You've successfully forwarded incoming email to your broadcaster. The message in your broadcaster's email settings will not change.


Forwarding from Mail for Mac

Remember that when forwarding from Mail for Mac, mail will only be forwarded when your computer is on and the application is running. Therefore, we recommend forwarding email directly from your email provider.

1. Go to Mail > Preferences > Rules and create a new rule named NationBuilder Autoforward.

MacMail_Rules.png

The recipient contains field should be your custom domain email address.

Forward the message to your broadcaster's forwarding address. This address is listed in bold in your broadcaster's Settings > Email screen. It is in the format of username@nationslug.emailnb.com (e.g. sallygiraffe@sallysgirafferanch.emailnb.com)

2. Click the "OK" button.

If you want your old mail forwarded to your nation, click "Apply" when prompted. If you don't want your old mail forwarded, click "Don't Apply."

That's it! You've successfully forwarded incoming email to your broadcaster. The message in your broadcaster's email settings will not change.


Forwarding mail from Outlook

Remember that when forwarding from Outlook, mail will only be forwarded when your computer is on and the application is running. Therefore, we recommend forwarding email directly from your email provider.

1. In Outlook, create a contact with your broadcaster's name and email address. Your broadcaster's email address s listed in bold in your broadcaster's Settings > Email screen. It is in the format of username@nationslug.emailnb.com (e.g. sallygiraffe@sallysgirafferanch.emailnb.com)

outlook_contact.png

2. Go to Home > Rules and click "New Rule" to create a new rule.

3. Under "Start from a blank rule," select "Apply rule on messages I receive" and click "Next."

4. In the Rules Wizard, check the box next to "through the specified account." 

5. In the Account pop-up window, select the custom domain address you want to connect to your broadcaster. 

outlook_rules_wizard.png

6. Click "OK" to close the account pop-up window.

7. Click the "Next" button.

8. Check the box next to "Forward to people or public group."

9. Click on "people or public group."

10. Double click the broadcaster contact. This will add your broadcaster's forwarding address to the "to" list.

11. Click "OK."

12. Click "Finish."

13. Go to Change Rule > Rename rule to rename the rule, indicating that it is your broadcaster's autoforwarding rule.

That's it! You've successfully forwarded incoming email to your broadcaster. The message in your broadcaster's email settings will not change.


What is a broadcaster?

How to connect a domain

How to set up an email blast

How to send and view one-to-one email

Benefits of receiving email in your nation

4 steps to better communication using paths

Creating an inbox when NationBuilder is your email provider

How to optimize email deliverability

Authenticate your email


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