f. If you are satisfied with these, click Save.

Note: geographical availability restrictions are not applied to the sample so resources restricted to other organisations/regions/countries may be displayed. These will not be included in the final newsletter content.

g. If you are adding multiple topics to your newsletter, repeat the Add New Selection Criteria process again, to add these under their own heading(s):

h. To limit the resources by date in your newsletter, enter a date in Resources published since field, or use the function under the calendar icon next to it, then click Save.

3. Select your articles

All resources have been automatically selected under each topic heading. 

Deselect any articles you do not wish to include by unchecking the boxes next to the article title, then click Save: 

4. Include your skills sessions

If your team uses the Skills module of KnowledgeShare, it is possible to include forthcoming skills sessions in your newsletter (If your team does not, or you do not wish to include your teams sessions, skip this step)

1. Select the “end” date (Sessions occurring between now and this future date will be included)
2. Select Show to open the list of available sessions
3. Select the sessions you wish to include via the checkbox to the left of each session title
4. Click Save

1. Check the box next to Send Email to Members then click Save.

2. Checking Publish on system also allows the newsletter to be displayed on the public page for your service, which is the landing page for non-members browsing Knowledgeshare: 

Below: Example of a public landing page (accessed by clicking on your LKS name in the top left corner of your screen) Newsletters are listed towards the bottom.

3. Select Members to Email

Newsletters will be sent to members who have the permission Send me news and bulletins from my Library and Knowledge Service checked in the Privacy Settings of their member profile. This is ticked by default unless members remove this during sign-up, or at a later date. LKS staff may also remove this permission on their members behalf if requested:

To select recipients, you can filter by Organisations, Job Roles and/ or particular Professional Interests (or leave blank to send to all) Then, click Save:

4. Send Newsletter Emails

Check the subject and body of your accompanying email, then click Send.

You may make minor edits to the text but do not alter or remove the code elements in double braces as this automatically inserts information to personalise the email for your user. 

If you would like to amend or change your personal email template or your team (local LKS administrators only) please see the section below titled “Newsletter email templates”.

• System Level Template: This is the national default template and can only be edited by system administrators. This is the one that will be available to you if neither you nor your team have created your own. 

• LKS Level Template: This overides the System Level version. This template is created, applied and edited by the local administrator(s) in your service to all accounts in your team. 

• Personal Level Template: If you create your own template, this overides any LKS Level or System Level versions in place for this function. A Personal Level template is attached to the profile of the member of staff who created it and will only be applied to their own automated correspondence with members. It can also only be edited by this member of staff.

1. Hold the cursor over your name in the top right of the screen and click My Email Templates

4. In the Subject field, add your newsletter title:

5. In the Body field, use the example text below as the basis for your own, retaining the code in double braces.

 

At minimum, please ensure the following is included: 

 

1. Keep code {{RecipientSalutation}}

 

2. As part of GDPR we must ensure that all members have easy access to their own data. Please ensure that your email templates on KnowledgeShare contain the following statement so that members are clear that they can revise their consent if they wish to: 

 

“Please email me back if you would like to change your communication preferences or stop receiving these emails”

Example: Personal email template:

 

Dear {{RecipientSalutation}},

 

Please find attached Please find attached {{NewsletterTitle}} which goes out to members of Sussex Health Knowledge and Libraries. This bimonthly alert is a round-up of selected publications from the previous two months that support general healthcare management and service delivery.

 

If you have received this alert via a colleague and would like to sign up to KnowledgeShare, please register via the website below. Alternatively, if you would like to change your communication preferences or to stop receiving these alerts, please do get in touch and let me know.

 

With kind regards

{{SenderFirstName}}

{{SenderName}}
 {{SenderJobTitle}}

{{SenderLKSWebsite}}

6. Finally, click Save. The template will now be available in your personal email template list.

Edit a personal level template 

 

1. Hold the cursor over your name in the top right of the screen and click My Email Templates
2. Click Newsletter

3. Edit the template as appropriate, and at minimum ensure the following:

1. Keep code {{RecipientSalutation}}
2. As part of GDPR we must ensure that all members have easy access to their own data. Please ensure that your email templates on KnowledgeShare contain the following statement so that members are clear that they can revise their consent if they wish to: 

 

“Please email me back if you would like to change your communication preferences or stop receiving these emails”

LKS-level email templates

 

Please contact the local KnowledgeShare administrators within your team if you would like to add or amend a template for your service. Further information for local administrators can be found here.

Managing Newsletters

 

Copy a newsletter

 

Newsletters are a manual function and are not automatically updated or sent out. To update the selection of resources in a newsletter copy it. The most common reason to copy a newsletter is to update the resources published date and select more recent resources for a new issue.

1. Hold the cursor over Updates and then click Newsletter List

2. Click Copy under Actions for newsletter you wish to update

3. Click on the newsletter edition with the suffix [Copy] to edit

4. Click Details in the navigation column and update the title, then click Save below

5. You will be taken to the Resource Selection Criteria screen. Resources published since will automatically be populated with the date the ‘parent’ newsletter was sent:

6. Click Save and continue with the creation of your updated newsletter template.

Deleting a newsletter

1. Hold the cursor over Updates and then click Newsletter List

2. Click Delete under Actions for the newsletter you wish to delete:

Note: Newsletters expire after 100 days if not modified again. You will receive a warning via email before they are automatically deleted.

Newsletter walkthrough video: https://vimeo.com/1023901927/6d7292700a