Email Communication Compliance | HubSpot

Request Approval and Complete the Request Form

1. Navigate to your HubSpot Account and locate your email communication.
2. Click on the name of your content.
3. In the top right corner of the content editor, click Request Approval.
4. In the Request Approval dialog box, click the Approvers dropdown menu and select the checkbox next to the user you’re requesting approval from.
5. Select Sarah Casey.
6. Select an Option on the threshold of approvals required; click All Approvers.
7. Enter a Due Date and Time.
8. Reminder: Requests need to be submitted at a minimum of 5 days before desired send/publish date.
9. Enter a message to be included (Optional).
10. Click Request Approval.
11. After submitting your HubSpot approval request, navigate to the MarComm Start Your Project webpage and complete a HubSpot Approval Request Form. The notification generated when you clicked "request approval" in HubSpot is the internal workflow to the software. The approval ticket is to track the process, overall status, and provide documentation for compliance reasons.

View Feedback

1. In your HubSpot Account, navigate to Marketing >> Email
   
2. Click on the name of your content
   
3. Comments will be visible in the same dropdown box within HubSpot

See if Your Email is Approved

When an email is approved, the original requestor is notified through automated in-app alerts and external communications, depending on their personal notification settings.  

If you do not receive a notification, you can verify the status directly within the email editor:

• Navigate to Marketing >> Email and click the drafted email's name.
• Click View approval in the top right. The collaboration sidebar will display the current status as Approved, meaning the email is now ready to be sent or scheduled.

Note: The user who sent the approval request will get the status updates notifications. However, any user with access to the email draft will be able to see the status and any comments left.

Cancel Approval

1. In your HubSpot Account, navigate to Marketing >> Email
2. Click on the name of your content
3. In the content editor, click View Approval in the top right
4. In the right sidebar, click Recall Approval

Planning Ahead

Have a big event coming up or a campaign? Plan ahead by sending a series of emails through the approval process in advance.

Note: HubSpot will require a secondary round of approval if changes have been made within the email.

Download the WAVE Extension

Reviewing your email through WAVE prior to sending for approval could expedite your review process.

Get the WAVE Extension

How to Use the Extension

After downloading the extension:

1. Open your HubSpot draft email as you usually would
2. Click on the "Preview and test" button on the toolbar (left of the orange "Review and send" button)
3. Click on "Copy shareable link"
4. Open a new tab in your browser and paste the link
5. Access your extensions and select Wave
6. If you make edits to your draft, you'll need to refresh the tab you have open for Wave, and click on the extension again to update the report card

The Report Card

The scan will produce a report card.

• Errors: major concerns, needs corrected
• Contrast Errors: moderate concerns, change is recommended but not required
• Alerts: mild concerns

If the UNO Events team is managing your event communication, their team will draft and gain final approval prior to sending the email communication.

You will still be part of the overall copy and content creation and approval.

Most HubSpot templates are accessible if the structure is left unedited. MarComm will be reviewing all templates to make sure they meet the standard as well.

No. HubSpot is the campus provided communication tool and it is advised to send all communication through HubSpot.

This practice will ensure communication is meeting the WCAG 2.1 Level AA Accessibility Standard.