Tidy the archive's newsletters

Rename, recolour, reorder or hide the newsletters members pick from in the archive, and say which FMS newsletter each one is, so members read the back issues their plan includes. Changes show for everyone as soon as you save.

You'll need

• A staff account in FMS with the same email you use on the website (Viewer is enough)
• An owner to tick Can manage the archive's newsletters on your staff page
• To open the archive again from the website after they tick it

Let someone manage the list

1. In FMS, open Staff in the top menu. Only owners see it.
2. Press the email of the person who will tidy the list. If they have no staff account yet, add them as a Viewer with the email they use on the website.
3. On their page, find the Newsletter archive card.
4. Tick Can manage the archive's newsletters. It saves at once.
5. Ask them to open the archive again from the website's Open the newsletter archive button or the Newsletter archive menu item. If the archive is already open, they press Refresh my access in its account menu instead. Reloading the tab or a bookmark is not enough.

If Manage newsletters doesn't appear

Ask them to press Refresh my access in the archive's account menu. That is the button with their initial and plan at the top right. If it is still missing, they log out of the website and back in. Check that their website email is their staff account's email.

Editors without a membership

The tick also lets them read the archive, even without a plan or a member record. Switching their staff account off takes it away.

Tidy the list

1. Open the archive from the website.
2. Press Manage newsletters at the top right, beside your account button. On a phone it is the round button with three sliders.
3. Use the arrows under Tab order to move a newsletter up or down the row of tabs.
4. Press Edit on a newsletter to change it.
5. Type over its Name. Clear the box to use the name it was sent with.
6. Pick a Tab colour.
7. Switch off Shown to members to hide it.
8. Press Done, then Save changes.

Nothing is saved until you press Save changes

A newsletter you changed carries an Unsaved tag. The bottom of the window counts them.

Hidden means gone for members

A hidden newsletter disappears completely for members: its tab, every issue in it, and its search results. You still see it, marked Hidden, so you can show it again.

Choose who can read each newsletter

A member reads a newsletter's back issues when their plan includes that newsletter in FMS. The plan's newsletter ticks on Plans decide it, the same ticks that send the emails. Here you only say which FMS newsletter each archive newsletter is.

1. Press Manage newsletters.
2. Press Edit on the newsletter.
3. Open the Who can read list and choose the FMS newsletter it is. Each choice names the plans that include it.
4. Or choose Everyone with the archive to open it to every member, for example as a taster.
5. Press Done, then Save changes.

The five newsletters the archive knows are already set: Daily Briefing, Media Monitor, Political Insider, Frontier Backstage and Frontier Fridays. Their choice is marked (built in). You can still change it.

Who can read	Who reads the back issues
An FMS newsletter	Members whose plan includes it, paid, free or on a team seat
Everyone with the archive	Every member who can open the archive
Not set (locked for members)	Only archive managers

A newsletter the archive finds by itself is locked

A one-off send from an editor, or a new series, starts as Not set. Members see its headlines with a lock until you choose. The yellow box at the top of the window lists every such newsletter.

Switching the emails off doesn't lock the archive

A Follower who unsubscribed from the Daily Briefing emails still reads its back issues. Only the plan decides.

A newsletter no plan includes

If you choose a newsletter that no plan opening the archive includes, the window says so in the yellow box. Members can't read it until a plan includes it. Ask an FMS admin to tick it on the plan: Plans → Edit → Newsletters.

Members who can't read a newsletter see its headlines with a lock and an Upgrade my membership button. They cannot open the issue or find it in a search.

Check it worked

• The tabs under the search box show your names, colours and order
• A hidden newsletter's tab carries a Hidden tag, and only you see it
• A member counts fewer issues after All newsletters
• Each row's badge says who can read it, for example Daily Briefing, Everyone or Locked
• The top line of the window says how many newsletters are open to everyone and how many are locked
• The yellow box at the top is gone, or lists only newsletters you mean to keep locked
• A Follower sees a lock on the Media Monitor but reads the Daily Briefing

When the archive refuses a save

Message	What to do
Two newsletters would both be called …	Give one another name. Newsletters can't be merged yet.
… is reserved for issues with no newsletter	Choose another name.
Keep the name … under 60 characters	Shorten it.
The archive was rebuilt while you were editing	Close the window and open it again.
Your account can no longer manage newsletters	An owner unticked you on your staff page in FMS, or your staff account was switched off. If you were ticked only after you opened the archive, open it again from the website: the archive reads the tick when you arrive.
Our security service needs to check your browser again	Cloudflare, in front of the archive, stopped the request. Reload the page. If it keeps happening, whoever runs the servers checks the archive clause in Cloudflare's skip rule (Troubleshooting).
The archive is busy updating	Wait a minute and press Save changes again.
… is set to a newsletter FMS doesn't list	An FMS admin removed that newsletter. Choose another one for it, then save.
Choose who can read … from the list	Close the window, open it again and choose again.
The archive was updated while this page was open	Reload the page and make your changes again.

Where the names come from, and how long a tick lasts

The archive names each newsletter after the sender name Mailchimp sent it with. That is why a one-off send from a person shows up as its own newsletter. Your changes are kept by the archive and survive every update.

Unticking someone in FMS takes effect when their archive visit ends, at most 12 hours later. Refresh my access in the archive's account menu makes a tick or an untick count at once. It asks FMS again and opens the archive with the answer. Reset to how it was sent puts a newsletter back to its sent name and colour, shown, and its built-in choice (or Not set). Order by number of issues undoes your order.

Which plans open the archive at all is set in FMS on each plan. FMS also tells the archive which newsletters each member's plans include. The archive only keeps which of its newsletters is which FMS newsletter. Archive managers always read everything. A member holding two plans reads everything either plan includes. A plan change, or a newsletter ticked on a plan, reaches a member at their next visit to the archive, at most 12 hours later. Refresh my access brings it in at once.

The newsletter and plan lists come from FMS when you open the window. If FMS doesn't answer, the window uses the last lists it had and says so. Choices you already made keep working either way.

Until 20 October the archive used reader groups of plans that you made here. A newsletter that was open to everyone stayed open. Every other one now follows its FMS newsletter.