User Guide

Email Subscription: Publishing Assets

Through the Email Subscription component, residents sign up for agency email listservs. When assets or pages associated with the listserv are published, residents receive an email with a link to the update.


This user guide explains how to publish assets so an email is triggered. Follow the links below to guides on publishing pages, and on adding the Email Subscription component to a page.

Publishing assets that trigger emails

Note: Authors do not need to integrate the listserv to the correct folder in Assets; Publicis Sapient will set it up beforehand. Please contact Sapient if any changes should be made.

Note for PSP PIRRs uploaders: you may use a direct link to access the right folder, and skip steps 1-5 below. Ask Sapient or your Digital Director for the list of links.

In this example, we will publish a file in the Global folder, which is tied to the PennDOT Test 3 email listserv.
  1. Log in to AEM.
  2. Once logged in, you will land on the Navigation page. Select Assets.
  3. From the Assets navigation page, select Files.
  4. Select PAGov folder, then English folder, then your agency's folder. In this example, the author is publishing to the Global folder.
  5. If applicable, select the subfolder tied to the email listerv.
    1. For PSP PIRRs press releases, each listserv has its own subfolder. Click through PAGov folder, then English folder, then State Police folder, then Documents folder, then PIRRS folder, then select the listserv (ex. Carlisle Press Releases, Mercer Press Releases, etc.).
  6. Select the "Create" button in upper righthand corner. From the dropdown, select "Files."
  7. Select the file to upload (PDF, Word doc, Excel file, image, etc.).
  8. Optionally update the file name, then click Upload.
  9. The file will show "Processing..." for a few minutes as it is uploaded to the folder. Once ready, it will show "New."
  10. Hover over the file and select the checkbox.
  11. A menu appears at the top of the screen. From the menu, select "Quick Publish."
  12. The file will show a globe icon and "Pending" as it is queued for publication. In a few moments, it will publish, and continue to show the globe icon.
  13. Once published, the file will be sent to all subscribers on the listserv. Subscribers can select the "Read More" link to open the file.
"Create" button dropdown options, including "Files" option.
Checkbox seen when author hovers over an asset.
Asset after publication, which displays the word "New" and a globe icon.
Sample email which was sent upon publishing an asset in the correct folder.