Email Communication Compliance | HubSpot

While HubSpot as a platform is accessibility-compliant, individual users maintain control over content, formatting, and settings within their emails. This creates a level of risk that requires additional oversight to ensure all communications meet required accessibility standards.

To mitigate this risk and support campuswide compliance, UNO Compliance and the Office of Strategic Marketing and Communications (MarComm) has implemented a new process that requires all mass email communications to be approved prior to distribution.

What this means for you

• All HubSpot emails must receive approval from MarComm five (5) business days prior to the scheduled send date.
• All HubSpot emails must have “View in Browser” enabled (Read this Help Article)
• Failure to obtain approval may result in temporary or permanent removal of access to the mass email tool.

How to Request Approval

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. 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. Navigate to the MarComm Start Your Project webpage and complete a HubSpot Approval Request Form

View Feedback on Request

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

How to Review Approval Status

1. In the top right, click View Approver
   
2. In the right sidebar, one of the following approval statues will be visible:

• Pending Approval: Content is waiting on approval
• Approved: Content has been approved and can be published or scheduled
• Canceled: Approval has been cancelled by the user who initially requested it

Cancel Approval on your Content

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 Cancel Approval
   
   
   
   
5. In the dialog box, enter a message that’ll display in the notification to the approvers
6. Click Cancel Approval

Download the WAVE Extension

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

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