How to stop creating 'COPY'?

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Hi all,

Coming from the 'Classic Editor' we're now using the new editor which uses templates.

All is gong ok at the moment, but the one issue we have found is if you create a campaign it sits in 'drafts', if you send it it moves to 'sent' which is fine. But if we then edit that 'sent' campaign based on feedback, or even if we click onto the campaign and it auto saves, we then start getting numerous copies with 'COPY' at the end of each mailing name with date and time.

After a while this is starting to get confusing as to which is the most up to date, the version in 'Drafts' or the version in 'Sent' with 'COPY' at the end, of which there could be tens of versions.

Coming from the 'Classic Editor' if you made a new campaign it wouldn't make duplicates, you could make amends and you would still be left with 1 version which was great for resending on a regular basis.

Is there a way to turn off this 'COPY' system or turn off Auto Save? For now we've been checking the time it was last saved or sent but this isn't ideal.

Thanks!
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Key Blue

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Posted 5 years ago

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Barbara O'Toole, Champion

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Hi, Key Blue

I don't use the "send/test," so this may not be the solution you need. See if Katie's explanation from earlier makes sense:

"Great question! When you send a campaign using the Review & Send button instead of the Send Test button, the campaign is moved to the Sent tab. The reason is so that the version of your campaign you sent is preserved exactly as it went out to your audience.

A copy is created when you click on a campaign from the Sent tab so that you don't disrupt the version that was sent. You can work from that copy if you'd like, but it sounds like what your workflow might be is that you're sending a campaign via Review & Send to check out how it looks, and then when you want to keep working on it, you find it on the Sent tab and a copy is created. If that's the case, you'll want to instead use the Send Test tab, which keeps your campaign on the Draft tab without creating copies.

If you're wanting to simply view the campaign you sent -- say, you can't remember the main image you used -- I suggest going to the Response page, clicking on the campaign and then clicking the online version in the lefthand column. You can view the campaign without interfering with what was created on the Campaigns page.

I hope this information helps, but please let me know if I'm not quite hitting upon your process!"
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Emily Hollingsworth, Alum

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Great suggestion here!! I agree that the Send Test feature may be what you're looking for here to improve your workflow.

I would also suggest renaming those copies when you do make them. You could use something simple like adding v.2, v.3, Final, etc. to the title of each copy. That makes it easy to clean up your list of drafts when you need to. Personally, I like the copy feature because it helps to ensure that there is always a fairly recent version to jump back to if I make any major mistakes in my latest version!

I hope this helps! 
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Key Blue

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Thanks for your replies.

How can I customise who the email is from when sending using the 'Test' feature?

Many thanks
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Emily Hollingsworth, Alum

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Hi there -- we actually have an idea conversation going about this. Our product team is planning to add some additional options to the Send Test Feature. You can check that out here!
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Leigh Hitchcock

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We have the same problem of too many "copies" and it is really annoying.  I frequently send emails to large groups and then the same email to individuals as they get added to the group.  I end up having 20 copies of the same thing.  This isn't helpful at all.  
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Leigh Hitchcock

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Emily,
Thank you for keeping up with this.  We are still experiencing this "copy" problem and as far as I know automation has not been turned on for us.  Our sub account is Belmont University Office of Adult Learning.  Thanks.
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Emily Hollingsworth, Alum

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Hi Leigh -- Thanks! I've turned automation on for your account. If you click over to the new Automation tab, you'll be prompted to activate the new feature. Once you do, you'll see a revised view on the Campaigns page and can open sent mailings without creating a copy.

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Leigh Hitchcock

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Emily, I have looked at automation and I will continue to think about how we can use it, but I'm not sure that it will help the problem.  There may not be a way to keep from getting multiple copies in my circumstances.  Here's a typical situation:  In August, we will have 30 people or so to invite to new student orientation, The invite will be sent out about two weeks before classes begin.  But every day up until classes begin, more people will be admitted and need to be invited.  Every time I want to send the same invitation to each new person, it creates a copy even though I haven't changed the body of the email at all.  And there's nothing automatic about the process.  There isn't a way to trigger the invite to be sent.  Since we do orientations every 8 weeks and then a confirmation email every time someone signs up to come, it happens with regularity.  I thought maybe we could use the trigger "click on a link", but in our case, people don't always follow through with what's on the page once they click the link.  They might click the link to sign up but not actually fill out the form once they get there.  It would be nice if the copy wasn't created until changes were actually made in the body of the email.  Thanks for your help.
Leigh
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Emily Hollingsworth, Alum

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Hi Leigh -- I should have gone into more detail about how the new campaigns page works! You can see, now that you've activated automation, that there is no longer a "sent" tab on the campaigns page:



Your mailings will now all live in one list with a status of either "Idle," or "Automated. This page may change a bit more in the next few days to make it even easier to keep track of your mailings (more on that here). The important thing here is that now, when you open and edit or send a mailing, it will remain in this list with the status of "Idle" rather than jumping over to a separate tab for sent mailings. It will not automatically create a copy of your draft. 

Give that a try with the new page and let me know if it's not working for you.
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Leigh Hitchcock

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Thank you, that does make more sense now.