Distribution

Distribution

  1. Release is approved for distribution by the client and account lead (these should be called Final v1.0, Final v2.0 docs according to the filename conventions).
  2. Once you have the final copy you will need to save onto MS Teams under the client’s name – coverage folder – year folder – then create a folder with this release as the title.
  3. You will also need an email title, pitch and images (see imaging section re what licences are needed for images) from the account lead to send out with the release, these are all saved in the same folder as above.
  4. The release is sent out via Roxhill. A media list will need to be created. Go on Roxhill and click on lists in the top menu. Click on the client’s folder and create a list in there, give the list the same name as the release.
  5. To add journalists to your new list copy them over from the appropriate Master media lists into the list you created under the client’s name.
  6. Send the media list to the account lead to approve.
  7. Once the media list is approved you then need to start a distribution on Roxhill.
  8. Click on distribution on the top row, then click new press release, put the email title.
  9. In the next box fill out the header box with Dear ‘Placeholder text – First name’ and the pitch.
  10. In the Body box copy and paste in the release in the paste from word option.
  11. In the footer box click on “choose block” and select the account leads name.
  12. If you have pictures select browse files here under media and select the picture you want to upload, once uploaded go back to the bottom of the body box and insert the picture there and resize.
  13. Select save.
  14. Select send preview to yourself. Check this when it comes through then forward to your account lead to approve.
  15. Once approved click on start campaign.
  16. Enter email title again.
  17. Select top blue box copy from list then choose the list you made in step 4.
  18. Change the details on the right to the account lead. And make sure it has selected the correct press release.
  19. Click save.
  20. Click send. You can send straight away or time for a later date.
  21. Please let Lyn Whitfield know when a release goes out in case she wants to add it to the HCRU, you could always do this on the company team huddle.

Still stuck? Please message Sarah Gibson on Teams for more information.