One Time Sends

Once your campaign has been created, creative files uploaded and a credit card is on file for your account, you can launch your mailing via One Time Send. Before initiating, make sure your campaign is Active - if your campaign is Paused you will not be able to launch.

Multiple One Time Sends can be launched under a single campaign, this is important to keep in mind so as not to overcrowd your account with duplicate or similar campaigns unnecessarily.

New One Time Send

Click into the Campaign you'd like to launch, navigate to -> One Time Sends (tab at the top navigation) and click New One Time Send.

1

Choose Recipients

Select Existing Audience

Name your One Time Send ( optional step). If you've already uploaded your audience file to the Audiences page, you'll see it available for selection if the list has finished processing. If the audience hasn't been uploaded yet, select Add a New Audience. Existing Audiences only store core mailing data and mapped merge tags, any additional/custom columns not mapped are removed upon upload.

If your creative has dynamic elements, be sure the column header matches 1:1 with the custom merge tag values before uploading. 

2

Audience Setup

Choose audience details such as forwarding requirements and address strictness preferences. When mailing to commercial addresses, you may want to try adjusting from  Standard to  Relaxed depending on the confidence in your data.

Mailable Records is the number of records from your file that can be mailed based on your Address Strictness setting. You can toggle here and decide which setting you want to use.

3

Creative Selection

Choose your creative(s) to mail. Multiple can be selected if you intend on A/B Testing.

Selecting the Multiple Creatives option will ignore any default creative settings.

4

Proofs

Review & Finalize

Flip and rotate your creative - both the frontside and backside to ensure everything is up to spec and as desired. Also, because it's fun?

5

Options

Delivery Timing

The default delivery timing is set to ASAP which will go into production as soon as you hit approve. If scheduling a campaign to launch for a specific future date, select Schedule, then -> Choose the date for the mailers to begin production on.

When scheduling a future send, the date chosen is the date that the mailers will start printing and mailing out. Ensure to leave enough time for the postcards to arrive in-homes. If you have any questions regarding in-home dates or would like help scheduling a campaign, reach out to support@heypoplar.com.

Holdouts

We highly recommend enabling a holdout percentage. Having incremental lift metrics will help you understand the true return on the campaign. Our location and area-based checks are performed on the original address that you provide. These checks are run prior to NCOA, meaning if your recipient has moved, we do not account for the move in our checks.

However, if you are concerned about potentially mailing someone who has moved outside your delivery area(s), you can append the phrase "or Current Resident" to your recipient name field. This allows you to skip NCOA, meaning your mailer ultimately lands at the original address.

6

Review & Finalize

Review all details before finalizing. You'll see a preview of the send and the final cost. If you do not have sufficient credit in your account, there will be an attempted charge to the card on file.

7

Process Mailing

Once you click Process Mailing, there is a 30 minute grace period to cancel a send. Within this time-frame, head to the One Time Send Overview page to hit Cancel or Send Now. Just as it is with email, once the send has processed it cannot be reversed.

Tracking

Once your send has finished processing, head to the History tab in your campaign to see a record of each individual mailer. Click into one of the items to see a PDF preview with the individual address data and merge tags applied, along with the Request Details and Event Log. The Event Log tracks each mailer as it moves through the mail stream, based on scans updated by the USPS.

Mailing States

A typical mailing transitions through a number of states during its lifecycle. These states indicate where it is in the preparation, production and mailing process. You can see many of these states when viewing a campaign on the web or when querying the API, this value is presented in the state field.

Processing	The mailing has been submitted to our API and is being validated. Here we may append an address, perform validation, and take holdouts.
In Production	The mailing has been sent to a print partner and is being produced. At this point a PDF and image of the final piece will be available for download.
Mailed	The mailing has been printed and handed off to the USPS.
Delivered	The mailing has been processed for delivery by the USPS. Typically it will arrive in the recipient's mailbox the same day or next day.
Suppressed	The mailing has been suppressed and will not be sent. Further detail is provided on the History page as to why the piece was suppressed.
Holdout	The mailing was part of a holdout group and will not be mailed.
Exception	An error was encountered during processing. This may be further broken down by: append_failed address_invalid budget_exceeded credit_balance_exceeded printer_rejected delivery_exception failed