3. Role definitions

Dispatches

Overview and control of all emailing campaigns

• Emailings
  Access to regular e-mailing campaigns/sendings 

• • Active & planned: Access to currently active or scheduled emailings. 

• • Drafts (CMS1 and CMS2): Editing and managing email drafts. 

• • History: View emailings that have already been sent. 

• Individual permissions 
  • Emailing is allowed to be sent: Authorisation to send an emailing.
  • User-defined placeholders (CMS1 and CMS2): Access to and management of self-created placeholders in emailings.
  • Show Magento SmartContent function: Displays SmartContent modules for Magento. 
  • Show WordPress SmartContent function: Displays SmartContent modules for WordPress. 
  • Show RSS SmartContent function: Displays dynamic content via RSS feeds.
  • Show YouTube SmartContent function: Enables embedding of YouTube content.
  • Slot editing available: Enables the editing of content slots (content placeholders). 
  • Show Typo3 SmartContent function: Activate SmartContent connection to Typo3.
  • Show Shopware SmartContent function: Activate SmartContent connection to Shopware. 
  • Access to content editor: Access to the Content Management Editor (CMS1 and CMS2) for designing content.

Trigger Mailings 

Management of event-based emailings/campaigns 

• Active Trigger Mailings: Display and manage activated Trigger Mailings. 

• Trigger Drafts: Create and edit drafts for Trigger Mailings. 

• Trigger History: Overview of already sent Trigger Mailings.  

• Individual permissions 

• • Trigger Mailing can be activated: Allows the activation (live switching) of a Trigger Mailing. 

DOI Mailings 

Management of Double-Opt-In Emails (Confirmation Emails for Registration)

• Active DOI Mailings: Displays the active DOI campaigns. 

• DOI Drafts: Create/edit drafts for DOI mailings. 

• DOI History: Archived or already sent DOI mailings (no longer active). 

• Individual permissions 

• • DOI Mailing can be activated: Allows the activation/live switching of a DOI mailing draft.

Tools

Additional functions of Maileon 

• Event calendar: Calendar for planning and overview of campaigns and events. 

• Inbox: Overview and analysis of incoming messages from emailing recipients (e.g. replies, responses to sent campaigns). 

• Sending filter: Enables mailings to be summarised (grouped) in a report and compared in the analysis.  

• Emailing archive: Archive of sent emailing campaigns for publication on websites. 

• Vouchers: Management and use of vouchers/voucher codes in campaigns. 

List & Contacts

Contacts

Additional functions of Maileon 

• Contact list: Overview of all contacts/addresses in the system. 

• Contact filter: Summarisation of addresses/groups using numerous filter options (master data, response data, purchases, etc.). 

• Contact import: Allows importing of contact lists (CSV files) or adding addresses to the database. 

• Contact export: Export function for contacts / creation of CSV files from the address database. 

• Contact fields: Creation of categories according to which contacts can be filtered. 

• Contact preferences: Allows the creation of custom contact fields in Maileon for processing additional data in contact profiles.

• Contact events: Overview of events sent from external systems (e.g., shop systems, customer databases) to Maileon (e.g., purchases, cart abandonments, etc.). 

• Contact jobs: Batch processing function for live editing of the address database. 

• Individual permissions 

• • Delete contact list: Allows the complete deletion of the address list. 

Lists

Grouping of contacts. 

• Distribution Lists: Defined distributions (standard lists) to link with a campaign and for sending. 

• Test Lists: Lists with test addresses for checks before the actual dispatch. 

• Approval Lists: Sending is only permitted if a certain number of contacts from that list have given their approval. 

• Default Lists: Contacts who always receive an emailing, even if they are not on the main distribution list. 

• Mailing block lists: List of contacts excluded from sending, even though they are in the contact list. 

• Block lists: Permanently blocks sending to contacts included in the list during regular emailings.

Data extensions

Extended data structures for personalisation and segmentation. 

• Data extensions: Access to customised, structured data sets for use in campaigns. 

Tools

Supplementary functions for data management. 

• AddressCheck: Validation and quality assurance of addresses for deliverability (existence, completeness, typos).

Media & Templates

Libraries

• Media library: Management of all images, logos, PDFs, etc. uploaded to Maileon (CMS2). 

• Saved templates: Management of all created templates (CMS2).

Media

• Media library: Management of all images, logos, PDFs etc. uploaded to Maileon (CMS1). 

• Media import: Upload new media files (images, logos, PDFs, etc.) (CMS1).

Templates

• Article library: Reusable content modules for campaigns (e.g. articles, snippets). 

• Sending templates: Templates for entire emailings or campaigns. 

Dynamic elements

Text content that is displayed variably in the emailing depending on the recipient (placeholder function). 

• Dynamic texts: Creation of rules for placeholder fillings (salutations, information stored for a contact). 

Template drafts

Template builder for the CMS1 editor. 

• Article templates: Managing article components of CMS1 templates. 

• Shipping templates: Managing CMS1 templates. 

Tools 

• QR Code Generator: Generates QR codes for landing pages, vouchers etc. for use in mailings. 

Pages

Creation and management of landing pages or microsites. 

• Page Management: Access to page creation and editing (registration forms, confirmation pages, etc.). 

Reporting

Dispatches

• Overview: Summarised statistical overviews of all dispatch key figures. 

• Openings: Statistics on the opening rate of campaigns. 

• Clicks: Analysis of clicked links within the campaigns.

• Bounces: Analysis of undeliverable emailings. 

• Unsubscribers: List and analysis of recipients who have unsubscribed. 

• Subscribers: List and analysis of new subscribers. 

• Conversions: Tracking of successful actions after the click (e.g. purchase, registration). 

Lists & Contacts

• Contact inventory: Statistics and analyses on the development of the address list. 

• Lists: Shows the frequency distribution of contacts and domains by domain type. 

Account

Analytics related to the amount sent. 

• Dispatch volume: Insight into the monthly or daily dispatch volume.

• Bounces: Analysis of undelivered or negatively responded emailings.

CSA Monitor

Checking deliverability according to CSA standards. 

• CSA Monitor: Connection to CSA monitoring tools for deliverability checks. 

Tools

• View management: This administration area provides information on all reporting views available in the account. 

Conversions

• Conversions: Tracking of target actions, such as purchases or form submissions. 

Settings

User Management 

• User list: Management of all Maileon user accounts. 

• User roles: Overview and configuration of all defined roles and permissions. 

• Individual permissions

• • Theme editable: Users are allowed to change the appearance (colors, logos, etc.). 

Account

• Basic Settings: System-wide settings of the customer account (e.g. data export settings, existing webhooks, and retargeting integrations). 

• Security settings: Settings for password security, two-factor authentication, etc. 

• Inbox: Basic settings for managing incoming messages (e.g. feedback emailings, replies).  

• FTPS resource transfer: Configuration of secure file transfers via FTPS. 

• Webhooks: Management of event-based HTTP callbacks. 

• API-Keys: Management of API keys for external control of the Maileon account. 

• Sending domains: Configuration of sender addresses and DKIM/SPF entries. 

Dispatches

• Basic settings: Basic settings for creating and editing emailings, advertising print control, etc.  

• Default settings: Settings for creating emailings (sender data, templates, etc.). 

• Quality assurance: Definition and configuration of options for quality control measures for an emailing. 

• Header settings: Management of e-mail header information (e.g. list unsubscribe, X tags).

• Format synchronisation: Settings for formats of merge tags and link directories in emailings. 

• Double-Opt-In: DOI mailing configurations. 

• Analytics & Conversions: Define standards for the use of external analytics services or custom tracking. 

Lists & Contacts

• Contact management: Sensitive functions for address management (including deleting the entire contact base, deleting unsubscribers). 

• Default values & scoring: Settings for classifying contact addresses. 

• Facebook Lead Ads: Integration with Facebook Lead Forms for direct contact acquisition. 

Content & favourites

• Account placeholders: Management of default placeholders in emailings (e.g., address, contact person). 

• RSS- & XML-Feeds: Data sources for dynamic content in campaigns.

CMS

Shop systems 

Integration with e-commerce platforms. 

HTML blocks 

Reusable HTML code blocks for integration into content. 

Pages

• Basic settings: Management of externally created landing pages. 

• Page management: Management of published and planned pages. 

PHP Code Generator

Tool for generating raw PHP landing page code (e.g., registration forms). 

System

Permission 

• root.customer.webapp.sms: Utilisation and management of SMS functions within Marketing Automation.