delivery of invitations · delivery of invitations ifema pág. 6 de 14 fecha impresión: 29/09/2015...

AUTHOR: IFEMA.

DATE OF CREATION: 11th March 2010

DELIVERY OF INVITATIONS

DOCUMENTATION REGARDING THE MANAGEMENT OF INFORMATION TECHNOLOGIES

EXHIBITORS AREA

DIRECCIÓN DE TECNOLOGÍAS DE LA INFORMACIÓN

Delivery of Invitations

IFEMA

Pág. 1 de 14 Fecha Impresión: 29/09/2015 15:05:00

CONTENTS

1. INTRODUCTION ................................................................................................................. 2

2. SENDING THE INVITATIONS .......................................................................................... 3 STEP 1. CHOICE OF LANGUAGE FOR THE INVITATION ...................................................... 4 STEP 2. TYPE OF INVITATION ................................................................................................... 4 STEP 3. WELCOME AND INTRODUCTORY TEXT .................................................................. 5 STEP 4. CONTACT DETAILS REGARDING THE DATA PROTECTION REQUIREMENT (LOPD) ............................................................................................................................................ 6 STEP 5. EXHIBITOR LOGO ......................................................................................................... 7 STEP 6. LIST OF ADDRESSES ..................................................................................................... 8 STEP 7. ELECTRONIC MAIL ADDRESS .................................................................................... 9 STEP 8. EMAIL ADDRESS FOR NOTIFICATION .................................................................... 10 STEP 9. VERIFYING FILES ........................................................................................................ 10 STEP 10. DELIVERING THE INVITATIONS ............................................................................ 12



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1. INTRODUCTION This application will enable you to send electronic invitations to your network of contacts, providing them with free access to the fair by courtesy of your company or body. Each company can see the number of invitations available.

The name of the company is shown on the invitation:



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2. SENDING THE INVITATIONS In order to send the electronic invitations we must complete the following steps: You can see the invitation that is to be sent by electronic mail at any time by pressing the button "Preview".



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STEP 1. CHOICE OF LANGUAGE FOR THE INVITATION You must choose the language in which you would like the invitation to be sent to your list of contacts. The languages you can choose from include: Spanish and English.

STEP 2. TYPE OF INVITATION You can select the type of invitation that you would like to send, bearing in mind the number of invitations available for each type.



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STEP 3. GREETING AND INTRODUCTORY TEXT You can introduce a greeting and any additional information that you would like to appear on the invitation. It is not obligatory to fill in this section.

Here you can see an example of how the text will appear on the invitation:



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STEP 4. CONTACT DETAILS REGARDING THE DATA PROTECTION REQUIREMENT (LOPD) An address that appears at the bottom of the e-mails sent (invitations). It is a good idea to include exhibitor contact details on the invitations in order to fulfil the requirements of the LOPD (Law on Data Protection). It is not obligatory to fill in this section.

Here you can see an example of how the text will appear on the invitation:



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STEP 5. EXHIBITOR LOGO As a non-compulsory option, a logo can also be attached in order to personalise the mail. You can attach a logo in order to personalise the e-mail. The instructions specify the formats that are admitted (jpg, bmp, gif) and the maximum weight of the image (Max: 150 KB). It is not obligatory to fill in this section. If you do not include a logo file, no logo will appear on the invitation.

Here you can see an example of how the logo will appear on the invitation (if you attach a logo file):



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STEP 6. LIST OF ADDRESSES In this section we can choose between two options: to send an invitation to one recipient or to send an invitation to various recipients. In the first case, we would have:

The second option would be to send the invitations to various recipients. In order to do this, a file (.txt or .xls) must be attached that includes the electronic mail addresses where each invitation is to be sent. Here is an example of how the e-mails must be written on the text file:

Should the list of contacts exist on an Excel file, this file should feature a column with the name "EMAIL" or "email".



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An example of what the Excel file should be like is provided as follows:

STEP 7. ELECTRONIC MAIL ADDRESS

You must introduce the electronic mail address that you would like to appear corresponding to the sender of the invitation. It is obligatory to introduce a valid electronic mail address. This is the reply address that the visitors who have received the invitation can respond to.



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STEP 8. EMAIL ADDRESS FOR NOTIFICATION You must introduce the electronic mail address where you would like us to send information on the deliveries made.

STEP 9. VERIFYING FILES We have an "Verify Data" button in order to process the files and verify the validity of the logo, the list of addresses and the reply e-mail address. Once validated these files and e-mail, an information box appears indicating the number of records to be loaded, a grid will appear featuring all of the e-mail addresses, the invitation code allocated to each address (this will be shown once the invitations are sent) and an image symbolising the delivery result.



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Legend of the grid delivery field:



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STEP 10. DELIVERING THE INVITATIONS Deliver the invitations by pressing the button "Send", which will appear once the files have been uploaded. This e-mail consists of the invitation featuring the invitation code (letter and number), which guests must use in order to carry out the pre-registration procedure free of charge.

When the button is pressed, an invitation is sent to each of the e-mail addresses shown in the grid, each with the corresponding invitation code. You can send as many invitations as the number available to each company.



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At the end of sending the invitations, the application will show a summary table with the number of invitations available, the number of invitations that were in the file, the number of invitations have been sent successfully and the number of erroneous emails.

Here you can see an example of how the invitation will appear:



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Once you have delivered the invitations, you can view and download the result in Excel format. This includes the invitations with the corresponding invitation code allocated to each. In order to do this, press the button "Export Result to Excel",

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