University of Minnesota
University Relations
Our Brand: How to Convey It

Our Brand: How to Convey It.

October 2010 Archives

Photo Library and DAM Presentation

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I gave a presentation on the Photo Library and UMContent Digital Asset Management (DAM) at the UMContent Site Developers meeting this afternoon. The presentation was about how we are able to use the UMContent Digital Asset Management (DAM) module to build the new Photo Library ( A copy of the presentation is available for download.

Our Brand--How to Convey It

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If you haven't already heard from one or two University listservs, University Relations launched the new Our Brand--How to Convey It website today.

This new site is designed to be a "one stop" location for guidelines, recommendations, requirements, logos, templates, and images related to University marketing and branding.

Our Brand--How to Convey It combines and replaces several sites that you may already be aware of; the Graphic Standards site, the eCommunication Standards (webdepot) site, the Style Manual, and the Images Library. (These old sites will remain online until Monday.)

Please take some time in the next few weeks to visit the new site and make comments via the questionnaire posted on the home page of the site (in the upper right corner) at We value your input!

Thank you,

University Relations Marketing and Electronic Communications staff

UMContent & CCE webinar recording

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Many thanks to the most wonderful Tim Roman and Blaine Cross for their presentation on October 26. Tim and Blaine were the featured speakers for the third Examining Ecommunications webinar.

A recording of the presentation is available at:

For those of you who attended, my apologies for running right up to the time limit. Both Tim and Blaine had such great information, I hated to put a stop to the discussion. Tim and Blaine have graciously offered to answer your questions offline. So, if you did have any further questions, please feel free to send an email to them.


Mark your calendars for the next webinar on November 30 featuring Liz Giorgi, University Relations, talking about video.

MEUG meeting time change

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The Mass Email User Group meeting scheduled for 3-4 p.m. on Wednesday, October 27 has been pushed up by 15 minutes. The meeting is now 2:45-3:45 p.m.

Register today for Oct. 26 webinar - UMContent & CCE

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UMContent & CCE by Blaine Cross and Tim Roman, College of Continuing Education
October 26, 2010; 10 a.m.
Attend via UMConnect

Join your colleagues from the College of Continuing Education (CCE) to hear how they have tapped into the power of UMContent. What are their strategies? What UMContent tips and tricks do they recommend? Which features and abilities are they using? Blaine Cross and Tim Roman will present on October 26.

Register today! A confirmation email with the link to UMConnect will be sent to you prior to the webinar.

The next Mass Email User Group meeting is Wednesday, October 27 from 2:45-3:45 p.m. 3-4 p.m. in Morrill 238A.

Our main topic will be internal audience segmentation. Matt Sumera, Associate Director for Internal Communications, will present on Internal Communications' work in selecting and refining audiences on the Twin Cities campus and system wide. We'll also look at the data available to see how your college or unit can select leverage these ideas to select from your own students, staff, or faculty.

Want to attend remotely? A screen share and conference call will be available. Note: audio is available only through the conference call. If you would like to attend remotely, please RSVP to no later than 1 p.m. on Monday, October 25. There is no need to RSVP if you will be attending in person.

Lyris nearing license limit

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The University maintains a license that allows us up to 2,000,000 million members in Lyris ListManager. Growth has continued and the system is at 97% capacity.

To date, it has not been necessary to establish any standards or limits on list sizes, or upgrade our license limit.

In the next two days, please do the following to all your lists, excluding lists that end in "-gel" or "-gil."

Method #1: Delete Old Lists

If you have old lists that are no longer needed, request that they be deleted. Make sure to save any member, content, mailing or tracking history you require outside of Lyris before making your request. Key contacts may send requests to, making sure to include the full list name.

Method #2: Clean Out Unnecessary Member Records

If you have lists that contains members who are unsubscribed, unconfirmed, held or in any other non-normal state, you may be able to delete those members. Some tips:

  • Settings exist to automatically purge these members after a certain number of days.
  • If your list is an opt-in list (members explicitly requested to subscribe), there is no need to hold on to unsubscribed member records. If your list is an opt-out list, you must retain and honor records of opt-outs, in Lyris or through another method.
  • Held and unconfirmed members will not receive mailings. Held members should be investigated and then fixed while unconfirmed members should be purged after a reasonable amount of time (e.g. 30 days). Note: autoreplies may result in members being held. Steps can be taken to eliminate most holds due to autoreplies by setting the "Precedence: bulk" header for mailings. See the blog post on reducing delivery failures in Lyris for more information on these settings.

Reducing delivery failures in Lyris

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One of the major issues noted by users of Lyris ListManager during a demonstration last month was Lyris' inability to distinguish between autoreplies and delivery failures. This forces senders to sift through many delivery "failures" to check for blocks and identify bad addresses. A "failure" may also result in a member being held, precluding them from receiving future messages without manual intervention.

Two things you can do to make your life as a sender easier:

  • Include the "Precedence: bulk" header in your mailings.
  • Set your list to not hold members.

Before you read on, if you are not already checking for delivery failures, you need to be, unless you're using University of Minnesota Foundation data in a GEL list or up-to-date, internal-only address lists (all addresses).

Including the "Precedence: bulk" header

This header tells mail systems that a particular message is a mass email, not simply a message from person A to person B. For internal-only mailings, you should always set this header, as it helps prioritize the delivery of mail.

For external mailings, there isn't much anecdotal evidence available yet. For external mailings, it may have positive or negative impacts on deliverability (your mileage may vary), but Google notes the need to set this header.

To add the header for future mailings from a single list:

  1. Go to Utilities‑>List Settings‑>Email Submitted Content.
  2. Switch to the "Email Header" tab.
  3. Enter "Precedence: bulk" (without quotes) in the "Append to SMTP header" field. Enter this bit on a new line if the field is not empty.
  4. Click "Save."

Repeat the steps for each list you wish to set the header on.

Set a list to not hold members

You will need to adjust this setting for each list.

  1. Go to Utilities‑>List Settings‑>Automatic Maintenance.
  2. Set "Hold users" to "no."
  3. Click "Save."

Change members from "held" to "normal"

For less than 50 held members, follow these steps:

  1. Go to Members‑>View Members.
  2. In the selection dropdown, choose "Show: held (bad email addresses)."
  3. Click the email address for one of the held members to open their record.Hint: use your web browser shortcut to open this in a new tab that doesn't have focus, so you can open them all quickly rather that repeating steps one and two for each member.
  4. Switch to the "Settings" tab.
  5. Change "Membership status" to "normal member."
  6. Click "Save."

Repeat steps 4-6 for other members.

Have more than 50 held members? Send an email to and ask that that held members on your list(s) be converted to normal members. Be sure to include all list names fully written out. Note: Typically, you should first set your list to _not_ automatically hold members, unless this is a one time cleanup and held members will be checked after each mailing.

Lyris downtime Tuesday, October 12

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On Tuesday, October 12 the Office of Information Technology will swap a network cable on the Lyris production machine. This may result in downtime of up to 15 minutes. This is scheduled to occur at approximately 6 a.m. To allow for some variance, expect Lyris to be unavailable from 5:45 a.m. to 6:30 a.m.

If you have questions or concerns write to