The StoneShot development team were recently tasked with devising a way of providing our clients’ contacts with the most up-to-date fund information in an automated way. Our solution: The Document Distribution System or DDS.

The DDS saves time, improves quality and efficiency, and, after the initial setup, requires very little support to get it working. So, how does it work?

Building the document library

First, we create and populate a document library. We can do this by (and not limited to) integrating with an API, using an RSS feed, XML file or scraping your website. This part of the DDS is completely custom built for you, so we will work together with you and your IT team to build the best solution.

DDS1

Once all of the documents are in the library, we ask contacts to subscribe to them. We create a preference centre form that will allow users to select which documents they want to receive and on which days they want to receive them, giving contacts complete control.

However, if you prefer not to allow contacts to select their own documents and days of delivery, you can attach a standard StoneShot list to a document, which ensures that only the contacts in the associated list receive an email when that document is updated.

Identifying updated documents

The DDS employs a background agent application that determines whether or not a document has been updated and made public by one of your team. We do this by either hashing the document, using the stored document web address or by using a supplied published date, depending on the initial setup. When the agent marks a document as updated, this prompts the scheduling of an email campaign to all of the contacts that have subscribed to that updated document.

DDS2

Launching the emails

The DDS uses the standard StoneShot platform to send out updated document emails, so this means you can create and send corporate-branded to subscribed contacts and track the email activity to see who clicked on the updated document link.

DDS3

Once all of this is set up, the DDS will run automatically and independently, requiring none of your time. It’s like a dream come true.

The DDS is extremely flexible. You can set up separate distribution groups, upload physical documents into your library, and set days per contact based on segmentation. And this is just the tip of the DDS iceberg.

To learn more about what the DDS can do and how it can improve your processes, email us at engage@stoneshot.com