Editing, Unscheduling and Deleting Email Distributions

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Modified on: Thu, 1 Dec, 2022 at 10:22 PM

Within the Cision Communications Cloud, you have a variety of options for managing your email distributions:

• Unschedule an email so that it does not go out to recipients or to make edits
• Edit a scheduled email that has not yet gone out to recipients
• Delete a draft email distribution

Unscheduling an Email Distribution:

Unscheduling a distribution will ensure that it will not go out to recipients.  As a result, you can use the unschedule feature to cancel a distribution. In addition, before making edits to a distribution, you must first unschedule it. 

1. One of several options for finding the email you want to unschedule is using the keyword search. To use the keyword search, enter a word, phrase enclosed in quotations, or a combination of words and phrases connected using simple Boolean Terms. Boolean terms accepted by this field are OR, AND, AND, and NOT, all of which must be capitalised when used.  NOTE: The keyword search looks through logged interactions' title and notes fields.
2. Another option for finding a particular email is to use the Title column in the centre of the My Activities page to find the email.
3. If you have trouble locating the distribution, you can also use the Filters on the left side panel to sort Activities by Type and Status
4. Click on the upside-down triangle by the title of the email distribution that you want to unschedule
5. Select View Details

Once the email opens, click the Unschedule button in the upper right-hand corner.

Confirm your choice by clicking Unschedule again. Note that the email will be converted to a draft at this point.

Now, when you locate the email in the centre of the My Activities page, you will see that the Status of the email is Draft. If your purpose was to cancel the distribution so it does not go out, your work is done at this point. However, if your purpose is to make changes to the distribution and reschedule it, you will want to proceed to the next step, Editing an Email.

Editing an Email:

You can edit an email that has not yet been distributed. To make edits, the email must have the Status of the Draft.  If your email has a Status of Scheduled, review the previous section of this article that discusses how to Unschedule an Email Distribution.

1. One of several options for finding the email you want to edit is to use the keyword search. To use the keyword search, enter a word, phrase enclosed in quotations, or a combination of words and phrases connected using simple Boolean Terms. Boolean terms accepted by this field are OR, AND, AND NOT all of which must be capitalised when used. NOTE: The keyword search looks through logged interactions' title and notes fields.
2. Another option for finding a particular email is to use the Title column in the centre of the My Activities page to find the email.
3. If you have trouble locating the distribution, you can also use the Filters on the left side panel to sort Activities by Type and Status
4. Select View Details to open it and make your desired changes. If you do not see View Details and see Unschedule instead, you must unschedule the email (addressed earlier in this document) before making changes to it.

Once you have made all of your changes, be sure to reschedule the email by selecting a date and time for it to go out to recipients on the Confirmation page

1. Click Submit to schedule the email

Deleting a Draft Email Distribution:

You can delete draft emails from the system if you do not want them to appear on your My Activities page. You cannot delete email distributions that have already been sent.

1. One of several options for finding the draft email you want to delete is to use the keyword search. To use the keyword search, enter a word, phrase enclosed in quotations, or a combination of words and phrases connected using simple Boolean Terms. Boolean terms accepted by this field are OR, AND, AND NOT all of which must be capitalised when used. NOTE: The keyword search looks through logged interactions' title and notes fields.
2. Another option for finding a particular email is to use the Title column in the centre of the My Activities page to find the email.
3. If you have trouble locating the distribution, you can also use the Filters on the left side panel to sort Activities by Type and Status
4. Click on the upside-down triangle by the title of the Email
5. Select Delete Draft

Identifying Emails with a Failed Status:

The ‘Failed’ filter choice under the Status filter will include emails in which the send failed.  While this is extremely rare, this filter will enable you to identify emails that have not been sent properly.