Depending on your organization, you may find it useful to set up a parent-child structure within your Communications Professional accounts. This structure offers many benefits, especially when you're managing multiple chapters, groups, etc. with different needs. This structure is particularly useful for association management companies that simultaneously work with multiple associations under one Communications Professional account.
NOTE: Each child mailing is initially a copy of the parent mailing. However, once you dive into the child version, you'll create your own edits independent from the parent copy.
Parent-child account overview
Being able to administer multiple accounts becomes much easier when using the Parent-Child structure. Being able to share assets and to have a common view into the activities of all of your accounts is a big time saver and will lead to more analysis of each of your child accounts.
One of the great aspects of a parent-child account relationship is the ability to move content out of the parent account. However, to do this, authorized users need a special permission to "push" content to child accounts.
To access this permission, navigate to Admin > Authorized Users > Manage Users. Identify your desired user, hover over the corresponding Menu icon, and click Modify.
To grant an authorized user permission to manage child accounts, check the Maintain Child Accounts checkbox. This gives an authorized user the ability to copy mailings and templates to a child account.
NOTE: The Maintain Child Accounts permission does not display in the User Permissions selection dialog in child accounts. Also, giving users this "maintain" permission does not automatically make them directly responsible for managing a child account.
There are several key points to keep in mind when thinking about parent-child account relationships:
- The parent account always has oversight and control over the child accounts.
- You can create templates and mailings in the parent account and then "push" them to the child account, which then typically adds stories to the mailing (see above for permissions).
- Unsubscribers do not propagate between parent and child accounts. This is because the subscribers have unique subscriber IDs in each account.
- Child accounts can have different modules (in fact, multiple child accounts under one parent can also have different modules!).
- Images are independent among different accounts. They do not propagate between parent and child accounts.
- Generally, access to child accounts – particularly when you have permissions for only one account – takes place via a direct login. If you have access to multiple child accounts, you’ll still need to use the direct login for each account (you cannot “bounce” between different child accounts). Parent access, however, can typically navigate to multiple child accounts via a dropdown icon.
- You cannot automatically transfer subscribers from the parent account to the child account unless they have an integration ID. Similarly, you cannot transfer target groups between parent and child accounts.
- The default configuration for parent and child accounts is to have the same IP. If you need additional IPs for child accounts, there is an additional fee.
- Parent and child accounts with different IP addresses need to add each unique IP address to their existing SPF record. Additionally, Communications Professional must add the IP to our DKIM records (this can be done through your Advisor).
Copy mailings to a child account
You'll commonly find many of your parent account's templates are perfectly suited for your child accounts. However, you'll also commonly find that you have targeted content in your child accounts that should be added to your parent mailing. Communications Professional has an easy way to copy mailings from a parent account to a child account, allowing you to preserve the parent copy while editing the child copy for more focused mailings.
NOTE: An authorized user must have the Maintain Child Account permission to perform these functions.
To copy mailings to a child account:
- Navigate to Mailings > View to open the Mailings page where you can view all your mailings.
- Hover over the Menu icon for the desired mailing and select Copy to Child.
- The Copy Mailing to Child Account pop-up window opens. Here, you can rename your template and select the child account destination. Click Copy to finish. You'll receive a confirmation message.
The mailing is now available in the child account. All opt out, unsubscribe, and profile links are updated in the template, but the image files remain in the parent account's asset manager (they cannot be transferred directly). To fix this, upload the images into the child account and relink them.
NOTE: Based on your organization's structure, you might want the child account to link directly to the images in the parent account. If so, you don't have to upload and relink them.
Copy mailing templates to a child account
You've created the perfect template. But there's a problem - it lives in your parent account and you want it to also be in your child account. There's a way to copy your templates from a parent account to a child account. Let's learn how.
NOTE: An authorized user must have the Maintain Child Account permission to perform these functions. To learn more about this permission, refer to the Parent-Child Account Overview section above.
To copy mailing templates to a child account:
- Navigate to Mailings > Templates > View to open the Templates page where you view all of your templates.
- Hover over the Menu icon for a template and select Copy to Child.
- The Copy Template to Child Account pop-up window opens. You can rename your template and select the child account. Click Copy to finish and receive a confirmation message.
- To view the copied template, click the Child tab on the Template page. The copied template appears in the page's list view.
The template is now available in the child account. All opt out, unsubscribe, and profile links are updated in the template, but the image files remain in the parent account's asset manager (they are not transferred as part of the copying). However, as long as the images are not moved or deleted in the parent account, they'll continue to function normally in the child account. If you'd like the copied template to be completely independent from the parent account, reinsert any images directly from within the child account.
Copy mailings to a child account (MD2)
One of the benefits of using a parent-child account structure is the ability to copy mailings from one account to another. In Mailing Designer 2 (MD2), this is a simple process.
To copy mailings to a child account in MD2:
- In the parent account, navigate to Mailing Designer 2.0 > View.
- Hover over the Menu icon for a mailing and select Copy to Child. This opens the Copy Mailing to Child Account window.
- Change the mailing Name (if necessary) and check the box for each child account you want to copy to.
- Click Copy.
You'll see a confirmation message that indicates that the mailing has successfully copied. You'll find the copy in the Main Folder in the child account. Additionally, you'll find the mailing's template (and all associated custom layouts) in the Main Folder on the Templates page (Mailing Designer 2.0 > Templates).
There are a few things to keep in mind when copying MD2 mailings to a child account:
- Images in the template and the mailing continue to reference the images in the parent account's asset manager.
- Copying removes the following links from the mailing copy (you'll have to relink these pages in the child account):
- Unsubscribe Landing Pages
- Form Landing Pages
- Content-Only Landing Pages
- If you copy two parent mailings that use the same template, each copy creates a new template instance (the child account will have two new mailings and two new templates).