To configure an action alert for a vote option

  1. On the Customize Messages & Create Action Alerts page (continuing from Step 6 above), click the Configure Action Alert link in the Action column beside a Vote Option. For example, click the Configure Action Alert link beside Voted Right Way (Yea or Nay depending on your organization's position on this vote).

  2. On the screen that opens, determine a type for this action alert:

    • Select a One-Step alert if you would like to present a single page to the constituent where constituents can provide their address and take action with a single-click. This could be a quick and easy way to respond and might ensure a high volume of responses to an Action Alert.

    • Select a Two-Step alert to provide respondents with a second page where they can choose to receive a copy of the alert and specify how the message should be delivered.

  3. Decide whether or not to receive copies of all email responses to this action alert. Receiving copies would allow you to find out if the pre-configured message is being modified or not—and exactly what changes are being made when the contents are modified. If you choose to receive copies, provide your email address.

  4. Enter the Organization Name to associate with this alert. (If this field is grayed out, you do not have permission to edit this field.) This information is used to submit webforms to the White House, but will not be visible to users. The site- or center-level name displays by default.

  5. Enter the Organization Email Address for this alert. (If the field is grayed out, you do not have permission to edit this field.) This information is used to submit webforms to the White House, but will not be visible to users. The site- or center-level email address displays by default.

  6. Choose whether or not to require a phone number from your constituents when they take this alert.

Note: Some legislators require a phone number on their web form. If you do not require a phone number from your constituents, the system will complete the web forms with the number 111-111-1111.

  1. For Email Opt-in:

    • Click the No radio button to hide the email opt-in checkbox and automatically opt constituents in to email.

    • Click the Yes radio button to show the email opt-in checkbox.

    • Click the box to make that opt-in checkbox checked by default.

    • If you click the Yes radio button, you will have the option of entering custom text for the opt-in checkbox label. If you enter no text, the default label will display.

  2. Click Next.

  3. If you have delivery pacing enabled on your site, decide whether to enable delivery pacing for this alert. Delivery pacing allows you to specify the maximum responses that you would like the system to deliver each hour. If you choose this option, you will configure the delivery pacing options in the final steps of this flow.

  4. Decide whether or not to allow constituents to choose how their messages should be sent.

Note: Remember that choosing Yes will have no effect if you have chosen a One-Step alert.

  1. Choose whether or not constituents can create a print letter for this alert. If you choose this option, constituents will be able to print a copy of the alert message so that they can send it as a letter through the mail.

  2. Choose how the message should be delivered for this alert. Your choices include Email/Webform and Fax. You can choose either method or specify both methods.

  3. Select the rollover action for Email/Webform delivery failure.

  4. Select the rollover action for Fax delivery failure.

  5. Click Next.

  6. Enter the Subject for the action alert message. This is the subject that will appear in the email header.

  7. Choose an editing option for the Subject of this message. Options include:

    • Constituents cannot change message subject

    • Constituents can modify message subject (optional)

    • Constituents must modify message subject

  8. Click Next.

  9. Modify the default salutation for the action alert message if you would like.

  10. Enter the opening statement for the message. Constituents will not be able to modify this statement when they take action on the alert.

  11. Choose whether or not to allow constituents to modify the main message of the alert by placing a check mark in the box if you would like to allow them to make changes.

  12. Enter the Main Message for the action alert.

  13. Enter the Closing Statement for the alert.

  14. Modify the default Closing, if desired.

  15. Click Next to go on to the screen for customizing the various pages that will be associated with this alert.

  16. Customize each of the following alert pages by 1) Clicking the Customize link in the Actions column, 2) Making changes to the page in the HTML Editor, 3) Clicking Preview, 4) Closing the preview window, and 5) Clicking Finish.

    • Take Action Page -- This page will be displayed to the constituent when he is asked to provide his name and address and compose or approve the message.

    • Confirm Action Page (2-step alerts only) -- This page will be displayed to the constituent on the second page of a two-step alert. The page will prompt the constituent to select his message recipients and, optionally, choose the message delivery.

    • Print Letters Page -- If you have allowed constituents to print copies of their letters, this page will be displayed after they have sent emails and/or faxes and will allow them to print copies of the messages they have sent.

    • Alert Already Taken Page -- This message will be displayed to constituents who follow links to this action alert and have already taken action on the issue. This is a good place to show the results for the issue. It is also a good place to display other active alerts.

      • Note: By default, a constituent can only take these action alerts once.

    • Thank You Page -- This message will be displayed onscreen to constituents after they have sent their message.

    • Not in Legislator’s District Page -- This page will be displayed to activists when they are not in the district of the selected legislator. For example, a constituent can choose to browse through the scorecards of legislators who are not in their district to see how they voted on issues and their overall rating. However, they are only allowed to take action alerts for their own legislators.

  17. After customizing all of the above pages that you expect to use, click Next and go on to customizing the Advocacy Thank You Autoresponder for this alert as follows:

    1. Click the Version to Send drop-down menu and choose whether to send the default autoresponder in the Autoresponder Center, the version that you can edit here on this page, or no autoresponder at all.

    2. After making your selection, click Save.

      • If you have elected to send the site default autoresponder or no autoresponder at all, click Next at the bottom of the page to move on to the Preview section of this alert.

      • If you have elected to send the autoresponder version on this page, 1) Customize the autoresponder using the HTML editor, 2) Update the Plain Text version from the HTML, 3) Preview your work, and 4) Click Next to move on to the Preview section.

  18. When finished customizing the Autoresponder, send yourself a Preview Email of the alert by typing your test email address into the available field on the Alert Preview screen. This preview allows you to see how the recipients of your alert will see it (i.e. the Senators or Representatives).

  19. Send yourself a Preview Fax of the alert by typing your fax number into the available field. Again, this will simulate how the recipients (Senators or Representatives) will see the alert if sent by Fax.

  20. Click the Preview button at the bottom of the page.

  21. After completing the Preview:

    • Click Finish to return to the Customize Messages & Create Action Alerts screen,

    • Or, If you have enabled delivery pacing, click Next to go on to the screen for configuring the delivery pacing options and proceed as follows:

      • Set the maximum responses that you would like the system to deliver each hour.

      • Set the expiration date for the delivery pacing using the drop-down date menus supplied.

        Note: You can return to the delivery-pacing screen at any time to observe the Response Log and make adjustments as needed. If you make a change to the maximum responses that you would like the system to deliver each hour or to the expiration date, the changes will take effect as soon as the current hour is up. You cannot make a second change in the same 1-hour time period.

      • Click Finish to return to the Customize Messages & Create Action Alerts screen.

  22. Repeat these steps to prepare additional action alerts for other Vote Options.

  23. When you have finished configuring action alerts, click Next on the Customize Messages & Create Action Alerts page.

  24. On the Configure Alert Priority and Expiration page that opens, use the date drop-down menus to select an expiration date for the Action Alerts that you have associated with this Vote Position. Note that the Vote Information page will still be available for viewing by constituents after the action alerts expire.

  25. Select the Priority for the action alerts associated with this vote position by choosing high, medium, or low from the drop-down menu.

  26. Click Next. You are ready to publish your position on this vote.