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The Newsletter unsubscribe form provides a template for collecting unsubscribe requests from recipients of your practice's newsletters and bulk emails, helping practices record communication preferences and the reasons recipients no longer wish to receive newsletters.
The form collects the recipient's email address, unsubscribe confirmation, and reason for unsubscribing.
Download the Form template and import it into FYI. You can then customise the Form to suit your practice's requirements and generate an external link to include at the bottom of newsletters or bulk emails.
What's included in the Newsletter unsubscribe form?
The Newsletter unsubscribe form contains fields for recording unsubscribe requests and the reasons recipients no longer wish to receive communications. Expand the sections below for more information.
Email and unsubscribe confirmation
Collect information to identify the recipient requesting to unsubscribe, including:
- Email - A required field for the recipient's email address.
- Unsubscribe confirmation - A checkbox labelled "Tick here if you would like to unsubscribe from our Quarterly Newsletter".
The unsubscribe confirmation checkbox references the Subscribed to newsletter Email Custom Field in FYI.
Practices can customise the checkbox wording to reflect the newsletters or other email communications they send.
Unsubscribe reason
Collect additional information about why the recipient wants to unsubscribe, including:
- Pick the most relevant option below - A required drop-down field linked to the Unsubscribe Newsletter Option Custom Field in FYI.
- Other - Reason - A text field linked to the Unsubscribe Newsletter Reason Custom Field in FYI.
Practices should review the available unsubscribe reasons and customise the options to suit their communications and reporting requirements.
Importing the Newsletter unsubscribe form
Download the Newsletter unsubscribe form using the file attached at the bottom of this article.
Once you've downloaded the file, import the Form template into FYI. Refer to Managing form templates for instructions on importing a Form template.
What's next?
After importing the Newsletter unsubscribe form, review the template and customise it to suit your practice's requirements.
Review the email address field, unsubscribe confirmation wording, and unsubscribe reason options to ensure they align with the newsletters and bulk emails sent by your practice.
Reviewing the Custom Fields
The Newsletter unsubscribe form contains three fields linked to FYI Custom Fields:
- Subscribed to newsletter Email - Used for the unsubscribe confirmation checkbox.
- Unsubscribe Newsletter Option - Used for the unsubscribe reason drop-down.
- Unsubscribe Newsletter Reason - Used for the additional reason text field.
Check the Custom Field configuration. Before using the Form, review these fields and update them to reference the corresponding Custom Fields configured in your practice's FYI environment.
If your practice doesn't have equivalent Custom Fields, review whether they need to be created or whether the Form should use alternative fields. Confirm that the Custom Field types and available options are appropriate for the information being collected.
For more information on editing Form fields and using FYI Custom Fields, refer to Creating templates for Forms.
Reviewing Form Rules
This Form uses Rules to dynamically display or hide fields and panels based on the information entered by the user. After importing the Form template, review the Rules in the Form Template Builder to ensure they're configured correctly for your practice. Follow the instructions in Creating a dynamic form using rules to review and configure the Rules, then test the Form to confirm the relevant fields and panels are displayed based on the responses selected.
Preparing the Form for external use
Before sharing the Form, review the template's AutoFile settings to ensure submitted responses are filed to the appropriate Cabinet and Categories, where applicable.
It is recommended that the Form template has a Filing Status of Active before generating and sharing an external link.
For more information on updating Form templates, refer to Managing form templates.
Adding an unsubscribe link to newsletters and bulk emails
You can generate an external link directly from the Newsletter unsubscribe Form template. This creates a General Form that recipients can open in their browser to submit an unsubscribe request.
To generate the link:
- Open the Knowledge - Templates workspace in FYI.
- Select the Newsletter unsubscribe Form template.
- From the toolbar, select External Link using the Doc Link drop-down.
- The external link is copied to your clipboard.
- Insert the link into the footer of your newsletter or bulk email, using appropriate link text such as "Unsubscribe from our newsletter".
Refer to Creating a direct link to a general form for detailed instructions on generating and sharing an external Form link.
Managing unsubscribe requests
When a recipient opens the external link, the General Form opens in their browser. They can enter their email address, complete the unsubscribe fields, and submit their request.
General Forms aren't linked to a specific client record in FYI. Submitted responses are filed according to the Form template's AutoFile settings, where applicable. If no template AutoFile settings are configured, the practice's AutoFile Settings and Defaults apply.
General Forms don't save partially completed responses. Recipients must complete and submit the Form before closing the browser window.
Submitting the Newsletter unsubscribe Form records an unsubscribe request. The Form itself doesn't automatically remove a recipient from your practice's mailing list or update their subscription preferences.
Before adding the unsubscribe link to newsletters or bulk emails, ensure your practice has a process for reviewing submitted requests and updating the relevant mailing lists or communication preferences.
If your practice uses an Automation Process to manage unsubscribe requests, review its configuration to ensure it processes the information collected by the Form as intended.
For more information on General Form submissions, refer to Creating a direct link to a general form.