Creating, publishing and distributing your press releases is done in the same place.
Open the PressWeb module
When entering PressWeb module, the press release list page will be displayed by default. To create a new press release, simply click the blue ‘Create press release’ button. Add title (can later be edited), choose type of press message (category) and click ‘Create’.
1. Press release tab - add content
In the first tab you can change title of your press release, add preamble and body text. Use the text editor at the top of the box to format the preamble and body text. If the text has been copied and pasted into the text editor, formatting can be removed by marking the text and clicking the remove formatting icon.
1.1. Press contacts.
Add press contacts by choosing what contact/s you want to display in the press release.
Under ‘Settings’ you choose if you want to display the press release in the press room carousel, at the top of the page. The latest added press release will be the first one to appear in the carousel.
1.3. Click ‘Save and Continue‘ to save and enter the next step. Make sure to always save added or changed information before exiting the tabs, otherwise it will be lost.
2. Related media tab - add images and video
Under the second tab you add video, images and other files. Add media by clicking the blue button to the top right and choosing the type of file you want to add. To images and files you can add description, copyright and other information that you want displayed to the file in frontend.
2.1. Create poster image.
When uploading images you can choose what image to display as poster to the press release. Set the button next to ‘Poster’ as ‘On’ to the chosen image. If that image should not be available to download, make sure the button next to ‘Visible on PressWeb’ is set as ‘Off’.
2.2. Click ‘Save and Continue‘ to continue to the next step.
3. Access control tab - manage accesses
Here you control who should access your press release. There are three levels of access;
- Public – visible to anyone, without being logged in.
- Visible to all logged in users – visible to all users that have been given access to the pressroom.
- Groups – access is set to a specific group of users.
If ‘groups’ are chosen, all available groups will be displayed. Select the group/s that should have access to the press release. Groups are created under ‘Users’, listed in the side menu.
3.1.1. Add User
You can also add individual users to access a press release. The email address to an individual user is added by clicking the Add User button. If the user is not yet registered to the service, they will receive a registration email to create an account.
3.2. Click ‘Save and Continue‘.
4. 1. Push content to Social Media Accounts
If you want to share the press release on your social media accounts you set the button to your individual social media accounts as active. Upon activating an account you can adjust title and preamble to the press release to fit the individual SoMe channels.
4.2. Send test notification
If you want to see the press release before sending it you can create a test notification. It will be sent to the admin user who created the press release. You can send as many test notifications as you like.
4.2.1. Edit before sending
If you want to edit the press release, enter the Press release tab to update text and crop the image. If you want to change image, enter Related media tab and click on the settings icon to the image and choose Update. Don’t forget to save any changes made.
4.3. Send notifications
If you want to send notifications click the Create Notification button. Sending notifications you can choose between these options;
- Don’t send notifications – no notifications will go out.
- Send notifications to all users – everyone who has access to your press releases will receive a notification.
- Chosen groups – notifications will go out to the group/s selected in tab 3, plus any individual email addresses added.
4.3.1. Chosen groups
If you mark Chosen groups, the group/s selected in the previous tab - Access Control tab - will appear. Mark the group/s you'd like to send emails to.
4.3.2. *Added users
This group contains any individual users added in the previous tab. Mark the group if notifications also should go out to them.
4.4. Click ‘Save and Continue‘ to continue to the next step.
4.5. Resend notifications
At any given point you can choose to resend notifications to a press release. It can be done after you have added new users and want to exclude users that already received the notification. Or if you have made an update to the press release that you want to inform all users about, you can resend to all.
4.5.1. Choose how to resend
Enter the press release and the Distribution tab. Click the 'Create notification' button.
The options available when resending are the same as when sending the notification for the first time. The difference is that you can choose to either send to all selected users again, or you can send to newly added users only.
- Don't send to users that already received a notification (email goes out to newly added users.
- Resend to all selected users (email goes out to all selected users).
4.5.2. Send the notification
After selecting one of the two options, click 'Send' to send the notification. Note that your press release must be published in order for users to be able to access it via the notification email links.
5. Publish tab - publish event
Decide when the press event should be published (and unpublished) to your pressroom.
5.1. Publish immediately
If you want to publish the event right away, simply choose 'Now' and click the Publish button at the bottom.
5.2. Choosing publish date and time.
You can also set date and time for when the press release will be published. Click ‘Choose a date’, select date in the calendar and set time. Note that the times are not local and that you might want to adjust publish time accordingly.
Notifications sent upon publishing.
As soon as you hit that publish button, notifications are sent according to the selection made in the Distribution tab. If publish date is set to a later date, notifications will go out at the set publish time.
5.2.1 Choosing unpublish date and time
You can also decide if and when you want to unpublish a press release. Select date and time as described above and click 'Unpublish'. Your press release will now be unpublished at the specified date and time.
5.3. Click 'Publish' to publish your press release and to send notifications.
5.4. Updates to publish/unpublish date and time.
You can easily make changes to both publish/unpublish date and time. Update the information and click 'Update' button.
Check status to notifications
In the PressWeb left side menu you find 'Notifications'. This is where you can check status to your press release notifications, plus the number of recipients it has been sent to. If there are many notifications sent out at the same time, there might be a delay to notifications. Once all notifications have gone out, status will say ‘sent’.