Getting a new software tool for work is a lot like getting a new toy for your birthday as a kid. It’s shiny, new and you can barely wait to get started playing with it. But just like a new toy, or any other piece of software, before you can start playing, you have to learn how it works! This quick start guide is like the paper instructions for a toy … except the text is big enough to read. Here we’ll go through three basic tips that will help you get up and running. This guide is intended to get you started, but don’t forget to reach out to your Client Success Account Manager to make sure that the platform is tailored to your specific business needs.


Tip #1 – Log In

This tip is pretty basic, but hey, it’s important! After all, you have to log in to use the tool! All of Meltwater’s solutions use a simple username and password combination for logging in. These credentials can be changed at any time by you or by your account manager (see Tip #2 below for more information). What you need to know is that there are two ways to log in to Meltwater News: from our website and from your daily email alerts.

Logging in from

  • Navigate to
  • Click on “Login” in the top right of the screen
  • Select “Meltwater NEWS” from the drop-down menu
  • Type in your username and password and click “Login”


Logging in from an Alert Email

  • Click on “Login” in the top right of the alert email
  • Your username will be automatically populated
  • Type in your password and click “Login”


Tip #2 – Adjust User Settings to Suit Your Needs

The Meltwater News platform is often used across several departments in a company – from marketing to PR to human resources. User settings allow you to tailor the platform to the needs of each user. These settings are located in the static toolbar on the bottom of the screen. Click on either “Users” or “Distribution” (depending on user permissions, see below). If you’re an Administrator, the “select user to view” drop-down menu allows you to change the settings for any user on the account.


Login Details

For each user, you can adjust login details such as username, password, email, name, title, department, and more. You can also adjust the language the platform is displayed in and the time zone to ensure email alerts are delivered on time.



  • In the top left of the screen, just below “User – Distribution”, click on the “Edit” link
  • Make any changes to the available fields and click “Save”


User Permissions

A Meltwater News user can be classified as either an “Administrator” or a “Regular” user. Administrators on the account can create and edit agents, statistics, newsfeeds and newsletters. They can also change the user settings for other users. A regular user is able to log in, view data and graphs, and change their own user settings.

To change user permissions, follow the instructions in “Login Details” section above and select the appropriate level of user permissions in the drop-down menu labeled “Privileges”.


Agent & Email Alert Settings

Agent and email alert settings define how a user experiences the Agents tab in Meltwater News and the daily email alerts sent out in the morning and afternoon.



This chart selects which agents (that is, searches in your account) are included in email alerts and which are visible in the Agents tab. Down the left side of this chart are the names of agents in your account, and across the top are the following categories:

  • Morning – an email alert users can schedule for the morning
  • Afternoon – a second email alert users can schedule for the afternoon
  • As-it-happens – this setting sends out an email alert every time a new article appears in the selected agent
  • Web – this setting lets you choose which agents are visible for the selected user on the Agents tab within the platform



These settings are dedicated to the daily email alerts that Meltwater News sends to clients with recent press. Keep in mind that any single email alert will include the articles or posts that were pulled into your account since the last alert was sent.

  • The first two drop-down menus adjust the timing of the morning and afternoon emails alerts
  • “Days” selects which days of the week a user will receive the alerts
  • The next three settings change the look and feel of the alert emails. You can select to display or hide the following parts of an article:
    • The opening text, that is the first sentence or so
    • The hit or match sentence, that is the sentence containing your search keywords
    • The country in which the article was published
    • “Report Style” changes the format of the emails. Select between HTML, Simple HTML or Plain Text, based on the needs of your email client.


Tip #3 – Get to Know the “Agents” Tab

An agent is a search query composed of keywords and designed to target only the articles or posts that are relevant to your business. The agents make up the core of the Meltwater News platform, feeding information to the analyze, newsfeed and newsletter tools.



  • On the Agents tab you can change which agent or agents you’re viewing in the top left of the screen
  • The default view is “All Agents”, which displays the five most recent articles from each agent
  • Use the drop-down menu to view the full list of articles for a single agent
  • The hit counter below the drop-down menu displays the number of hits for the selected view (“All Agents” or a single agent) in the last day, week and month



  • On the top right of the screen you can select which time period to view
  • First select to view results by day, week or month
  • Next select which day, month or year to view
  • The “Find” box allows you to type in keywords to focus in on specific articles only


Any articles on the Agents tab that are exact duplicates will be grouped together. Click on the plus sign on the left of any article to view all duplicates. You can also re-order agents on the Agents tab. To learn how, visit my recent blog post here on re-ordering agents. Any changes in the order of agents will be reflected in your daily email alerts.


Agent Settings



  • Click “Edit” next to the name of an agent to modify the keywords for that agent
  • Click “Delete” to delete an agent (don’t worry, a confirmation box appears in case you click this accidentally)
  • Click “Export” to receive a full Excel clip report for an agent during the selected time period. This clip report includes details on each article, including live links, date, country of publication and readership data.


Quick Tools

Located to the right of each article on the Agents tab, the six quick tools allow users to interact with articles. Select one or many articles by clicking the check box located to the left of each article. If you select an article with duplicates, a prompt will ask if you want to include just the single article you clicked on or all of the duplicate articles.



  • Forward – The envelope icon allows you to forward selected articles via email. You can choose to send the email from a generic Meltwater address or from the user’s email address.
  • Archive – The tab icon saves selected articles into the Archive tab in Meltwater News. The archive saves articles into folders to view later or for reporting on select articles, and can be used to populate the newsletter and newsfeed tools.
  • Hide – The next icon allows you to hide any irrelevant articles. Hiding an article means that it will be excluded from the newsfeed, the newsletter and any analytics pulled by this user.
  • Translate – The speech bubble icon performs an in-browser translation of the article into the user’s language
  • Share to Facebook – The Facebook icon allows users to share an article on Facebook
  • Share to Twitter – The Twitter icon allows users to share an article on Twitter


So there you have it, the three basic tips that you should know to get started using the Meltwater News platform. From this base of knowledge you’ll be all set to start monitoring brand, competitive and industry news to inform your strategy and increase the success of your PR and marketing programs. If there are any other topics you’d like to see on the Meltwater Success Blog, or if you’d like to write a guest post, send me an email at

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