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Handy Tips for Better User Engagement with Email

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Scattered graphic illustrations on the left half of the imagerepresenting emails including envelopes and representation of paper airplanes. On the right, lines and boxes that look like a checklist with the first two items checked off.

Email is a great way to maintain user engagement. It’s a quick method to notify users of new content, reinforce standards, introduce features, or elicit feedback. It also fosters the relationship between you and your users, so they become comfortable reaching out for help.

Email engagement is great for:

  • Companies spread across multiple offices, states, or countries
  • Full- and part-time admins
  • Admins without design resources

How often should I email? Plan to send user emails once a month, around the same time. Create a reminder in your calendar so you don’t forget.

What should I write about? Since emails can be saved and referenced, this is an ideal conduit to introduce users to new features or reinforce best practices. Other topics:

  • Updated logo registrations
  • New or seasonal content
  • Updated branding to the DAM
  • New features
  • Upcoming training sessions
  • Tips or a short “how-to”
  • Address a recurring issue
  • Clarify a commonly asked question
  • Insights data (top downloader, most popular image, etc)

How to send emails to a user list:

User engagement
  1. Gather your list of email addresses.
    1. Go to User Administration under User Settings in the Admin app.
    2. Click Export to get a spreadsheet of all users.
    3. Copy the row of email addresses to send to all users.
      1. If you want to send messages to specific roles or departments, sort the data first and then copy the email addresses.
      2. Check the expired column — you may not want to email expired users.
  2. Create your message.
  3. In your email client, list your name in the “To” field and paste all other users in the “Bcc” field.
  4. Send!


  • Keep messages concise and organized. Don’t cover more than three to five topics.
  • If you have access to designers, have a branded template created. Or create a newsletter for the DAM that is visually engaging and consistent.
  • Reach out to internal communications teams to see if you can leverage existing email tools like HubSpot, Constant Contact or MailChimp.
  • Run a new report for users each month to ensure you’re including all new members.
  • Sprinkle humor or memes into your communications.
  • At the end of each email, remind users to contact you for training or to share feedback.
  • Include links to new assets or collections.
  • If your DAM does not use single sign-on or has a large amount of external users, sending emails is a great way to keep the user list up to date. Users who have left your or their own organization will generate an automatic undeliverable email response and you can remove their account from the DAM.
  • Hold a contest or scavenger hunt via email. Examples:
    • Include an image and give a prize for the best tagging.
    • Give a prize to the first user who can find a specific asset.

Topics: DAM

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