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The Newsletter asset takes all the functionality of a Collaboration System one step further. The Newsletter is a way for users to receive news pertaining to their interests. The Newsletter asset allows you to create metadata categories to apply to the asset. When articles are added to the Newsletter asset, the submitter selects a metadata category to associate with it. Then, users can subscribe to the Newsletter and select only the categories they prefer to view. When articles related to their preferences are submitted, the Newsletter asset will send the user an email containing links to those articles.

Before the Newsletter asset will perform as it should, you must enable Metadata and Passive Profiling on your site. This is done through the Settings screen in the Admin Console. You may have to have a site administrator set that up. You can learn more about enabling these in the chapter on Content Profiling at the end of this book.

To place the Newsletter asset on your site:

  1. Select Newsletter from the New Content menu.

  2. The “Add Newsletter” screen will open.



  1. Give your newsletter a title in the “Title” field. The Menu Title can be left blank, and WebGUI will insert the Title into that field.

  2. The URL field can also be left blank and WebGUI will generate a URL for you.

  3. In the “Description” field you can enter content that will remain static under the title of your newsletter. This could be used to indicate to users what the asset contains or to provide further instructions for their use.

  4. If you want to enable archiving, set the “Enable Archiving?” field to Yes.

  5. The “Archive After” field determines the time after which a post will be archived (based on its last edit).



  1. If you want to allow submitters to add attachments to their posts, enter the maximum number of attachments allowed in the “Attachments Per Post” field.

  2. If “Use Preview?” is set to Yes, a preview of the post will be made available to the person submitting the post before others see it.

  3. If “Enable Avatars?” is set to Yes, users will be allowed to include an avatar picture with their posts. The image must be uploaded to the users user profile first, and the Avatar field in the user profile will need to be enabled.

  4. The “Newsletter Categories” field is generated by Metadata fields entered through WebGUI's Content Profiling system. Metadata categories entered on the site will be made available here, and you may select which ones to make available as Newsletter categories. These categories will then be made available to users to select their subscription preferences. You can learn more about Content Profiling and setting up Metadata fields in the Content Profiling chapter near the end of this book.

  5. Set your Display options.



All the Display tab options are the same as a standard Collaboration System, with some minor differences. You can refer to the Collaboration Systems chapter for information on each field in this tab, or use WebGUI's hover help function. Near the bottom of the screen, make sure the “Collaboration System Template” is set to Newsletter Manager. The “My Subscriptions Template” is the template used for displaying subscription preferences to users subscribing to the Newsletter asset.

  1. Set the Security settings for this asset:


    1. The Owner has full privileges for this asset.

    2. “Who can view?” determines the group of users allowed to view this asset on the page.

    3. “Who can edit?” determines who can edit content in the asset.

    4. The “Post Workflow” determines the workflow applied to posts submitted to the asset.

    5. The “Thread Approval Workflow” is the workflow applied to each post to a thread when it is submitted.

    6. The “Allow Replies” field determines if users will be allowed to make replies to newsletter articles. If you do not want to allow replies, set this field to No.

    7. The “Filter Code” field sets the level of HTML filtering applied to each post.

    8. “Reply Filter Code” field sets the level of HTML filtering applied to each reply.

    9. After the “Edit Timeout” time is reached, an author of a post will no longer be allowed to edit its content.

    10. If “Add Edit Stamps to Posts?” is set to Yes, a “stamp” indicating the last time the post was edited will be added to each submitted post.

    11. “Who can post?” determines the group of users allowed to post to this asset. These are the people who will be allowed to post newsletter articles.

    12. “Who can post a thread?” determines the group of users allowed to post threads to this asset.

    13. If “Use Post Captcha” is set to Yes, and captcha will be placed on each post asking users to verify their humanity before being able to submit the post.

    14. The “Group to Edit Posts” field is allowed to edit posts.

14. If you wish, enter Metadata for this asset. This screen contains all the standard metadata fields, as well as the Metadata fields entered for the purpose of using the Newsletter asset. In this example, each metadata field was formatted as a Select Box, with Yes and No as possible values.



These metadata fields, along with any others on the site, will also be made available for all posts made to the Newsletter asset. So, these are the categories that each article in the Newsletter can be associated with, as well as the subscription preferences available to users. To add a new metadata property click the “Add new metadata property” link.

  1. The “RSS” tab allows you set up specific RSS properties for the Newsletter asset.


    1. The “Items Per Feed” sets the number of stories included in the feed.

    2. The “Feed Copyright” field allows you to enter optional copyright information that may pertain to content published by your organization.

    3. The “Feed Title” field is the name of this feed. If this is left blank the asset will simply use the title given to the asset in the Property tab's “Title” field.

    4. “Feed Description” is an area to enter an optional description of this feed. If left blank, any content entered in the asset's “Description” field will be used.

    5. “Feed Image” is an area to upload an image to associate with this feed, such as a logo.

    6. “Feed Image Link” is where you can enter a URL to where users will be hyperlinked if they click on the image uploaded in the “Feed Image” field. If not specified, the asset's URL will be used.

    7. The “Feed Image Description” field is an optional area in which you may enter a description of the image uploaded in the “Feed Image” field. If left blank the asset's title will be used.

    8. The “HTML Header Feed Links” field is where you can select which feed types to include in the HTML headers, which many browsers offer as options to users.

  1. The Mail tab contains options for customizing the content and appearance of the emails sent out to subscribers by this asset.


    1. If the “Auto subscribe to thread?” field is set to Yes, a user will be automatically subscribed to this thread by posting to it via email. This option only works if the next field, “Require subscription for email posts?”, is set to Yes.

    2. If the “Require subscription for email posts?” field is set to Yes, the user must be subscribed to this system to post to, as well as be in the group allowed to post established in the Security tab.

    3. The “Server” field is the hostname or IP address to fetch mail from.

    4. The “Account” field is the username/email address to use to log into the mail server.

    5. The “Password” field is the password of the account to log into the mail server.

    6. The “Address” field is basically, the email address of this asset, for example, If users can respond via email they would respond to this email address, and this is the address that will appear as the newsletter email address in any newsletter notifications emailed to the user.

    7. Content entered in the “Prefix” field will be prepended to the Subject line of every email sent out from this Newsletter asset.

    8. If the “Get mail?” field is set to yes this system will fetch emails from an email account.

    9. The “Check Mail Every” field is where you set how often you would like this system to fetch email, if the “Get mail?” field is set to Yes.

    10. The “Collaboration System, Notification Template” is the template used to generate emails sent out to users subscribed to this system.

    11. The “Newsletter Header” is an area where you can enter a message that will be displayed at the top of every Newsletter email sent out.

    12. The “Newsletter Footer” is an area where you can enter content that will be displayed at the end of every email sent out by this asset.

    13. The “Newsletter Template” is the template used to display the newsletter content mailed out.

17. When all Newsletter fields are complete, click Save. Your newsletter will be placed on the site.



The appearance of the Newsletter may differ depending on your site's style. This example was taken from Each article in the newsletter on the site has a title followed by a preview of its content. Click on the title to view the entire newsletter article.



On the Newsletter's front page, a number of links are available (in this example near its bottom): Add, My Subscriptions, and Search.

The “Add” link directs you to the Edit Message screen. This is where users in the group allowed to post can submit articles to the newsletter.



In the Subject field a title for this post should be entered, and the actual content should be typed into the Message field.\

At the bottom of this screen are the metadata properties selected for this newsletter asset at the time of its creation. These serve as the categories that newsletter articles may be associated with, as well as the subscription preferences uses may select to control the content they receive. When an article is being submitted, the person posting should select which categories the content of this post applies to. In this example, a letter from the principal is being submitted, so the field “From the Principal” was set to Yes, while the others are set at No. Users who have selected “From the Principal” as a subscription preference will receive a link to this post in their Newsletter email.

When the newsletter post is complete, click save. The article is posted to the Newsletter.



The “My Subscriptions” link opens the My Subscriptions screen. This is the screen subscribed users use to select their content preferences.



Users select what newsletter categories they are interested in, and the system uses the metadata properties applied to each newsletter post to match content to these preferences. So, if you select From the School Board and Students in the News, you would receive emails from the Newsletter asset containing links to posts that match those preferences.

The Search link will allow you to search posts made to the Newsletter. Simply enter a term into the Search field and click Search. The search results will display on the page.



Click on the title of a search result to view the full post.

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