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5 Steps to Processing Marketing Efforts via Email

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Navigate to the “Marketing and Communications” functional area.

Click on “Email marketing”.

Create the Email Message

Create the Package (Insert the Email)

Create the Marketing Effort

(If you haven't already done so)

Add the Effort Settings &

Segment (Tie it to the Package)

Process/Send the Effort

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“Add a direct marketing email”.

Search for and select the desired export definition. **This is used to populate merge fields within the email and will determine what fields display in the downloaded output.** Click continue. You can choose “ASRV – Basic Email Export Def”, or “Email Export Def”, or “CDAG – Direct Mail Solicitation Export” if there isn’t one created specifically for your s/c/u.

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This will eventually be the body of the email.

At this point you’ll insert your HTML code – this is what will generate the look and feel of your email (what the constituents will see). GAIL is not designed to build emails. The most you should do is to make basic text edits after the HTML email code has been inserted. To insert your email code you will click on the “HTML” icon then copy and paste in the code. **For more information on this please work with your IT or communications team or contact our web group at askit@uga.edu.**

Save the email message.

Name: Name of the email (internal purposes) **use your naming convention. Description: Enter a brief description (internal purposes) Subject: Subject line seen by constituents when they receive the email From address: Email address the email shows as being sent from From name: Name the email shows as being sent from Reply address: Email address that replies should be delivered to Failure notification: Email address that failures will be forwarded to **enter records@uga.edu**

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Navigate to the “Marketing and Communications” functional area.

Click on “Packages”.

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Click on “Add an email package” and the screen below will appear.

In Training – Only one person can select a Package Code at a time - then save so the other trainees can get a unique code.

Save the package.

Package details Name: Name the package using your naming convention. (You can use the same name that you used for your message)

Description: Select a brief description of the package itself

Site: Enter your site

Category: Select a category

Package code: Select “Package”

Channel code: Select “Email”

Costs Not required but if you’d like to track costs you can do that here.

Primary content Message: Search for and select your previously created email message.

Export definition: This will automatically populate based on the email message you enter in the field above.

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Navigate to the “Marketing and Communications” functional area and choose “Direct Marketing Efforts” from the “Marketing Efforts” section. If you haven’t already done so, you’ll need to add a new marketing effort –or- copy and update from an existing effort. If you have, you’ll search for and select the existing effort. **If you need additional information on how to create marketing efforts please sign up for a marketing efforts class here**

From within the marketing effort click on the Effort Settings Tab. EFFORT SETTINGS TAB Source Code

Export Review the default settings and click the Edit button to make any necessary changes, then click save.

Source code: Defaults to “Annual Giving”.

Dept/Program: The Simple Email Template defaults to Academic Affairs with automatic value of “VA”. You must choose your site here, instead, and hit tab, then the value will automatically populate.

Marketing Effort: This will default to Marketing Effort. You’ll enter your own value (this must be 2 letters and 2 numbers) ex: ED16

**Ignore the rest of the fields.

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Activation You are allowed to change options here, however, the defaults are pre-set with your needs in mind and should remain set as they are currently.

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Address Processing

KPI’s The KPI’s tab allows for further tracking after the effort has been activated. Every option has been chosen by default, for consistent tracking.

Click on the Segments tab.

General User Preference: This option includes constituents with blank addresses.

ASRV – Primary and Residence: This includes primary (if none marked, then residence) addresses and excludes constituents with blank addresses.

Preferred Name Format: This option has been created to help users acquire the best output for name formats in mailings.

Events – Preferred Name Format: Select this option if/when one constituent meets the selection criteria but their spouse does not, and you would like to include them both in the mailing label. *Other site-specific preferences are available to use in the drop down box.

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Click “Add” to insert a new segment – choose “Constituent segment”. Or you can choose “Copy from another effort” if there is one meeting this same purpose.

The screen below will appear. Enter the “General” details.

Search for and select your segment. You can also create a segment at this point should you need to by clicking the add option found within the search screen.

Select your previously created package.

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Click Save.

Disregard the Ask Ladder

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UNIVERSE TAB

EXCLUSIONS TAB

This is the section that allows you to choose who to include in your effort i.e. one per household, all, etc.

For mail pieces you will most likely select “Qualifying individuals and organizations” and select the “Send to one per household” box. *For email pieces you’ll most likely drop down and choose “All qualifying constituents”.

Tip: If you’re going to tag all records with this marketing effort, you’ll want to remove the check mark for “Send to one person per household” after you get your export and before you Activate the effort (final step).

To delete a line item, highlight the line by clicking on the box to the left of the solicit code name and pressing delete on your keyboard.

Add new line items by using the drop down arrow that appears on the blank line.

You could enter a selection here and it would be excluded from the overall segment of the effort.

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Now you’re ready to test the effort and review the data. It’s important that you don’t skip this step as this is the way for you to verify your data before fully activating the effort.

To test you’ll click “Calculate segment counts” found on the explorer bar.

When the status indicates completion you’ll navigate back into the DME frame by clicking “Go to…”.

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Before you can export and email the marketing effort you must activate it. **Keep in mind that once an effort has been activated you cannot make any changes to it. ** To activate the marketing effort click “Activate Marketing Effort”.

The screen below will appear. Search for and select your desired appeal. Verify that the “Refresh segment selections and filters” box is checked (the other boxes can be checked as well depending on your outcome).

Click Start when all information has been entered. This is the process that will tag the records in GAIL as having received a piece of communication.

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The following screen will appear – here, you’ll see the recent status and history. Click “Go to” in order to get back to the main marketing effort screen.

Now that you’ve activated the effort you can export and send the email message. Click “Export Effort”.

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The screen below will appear. The preview tab will show you a preview of the people who match your selection criteria. Enter a description if desired and click “Start”.

The screen below will appear. From here you will need to actually “send” the effort via Blackbaud Internet Solutions email job. Click “Download output” if you need to download an excel file that contains a list of constituents who received the marketing effort. To complete the final send you’ll click “Start email job”.

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When the dialog box below appears, enter the date the marketing effort will be sent out in the send date field. ***IMPORTANT: Once you click start you cannot undo this process. ***

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*Please ensure that a non-disclosure form has been signed before sharing information with an individual or vendor outside of GAIL. When sharing data all documents must be sent through the SendFiles application. http://dar.uga.edu/GAIL/ask-it/

Once the appropriate mandatory forms have been received, then you may use UGA’s secure file transmittal method of SENDFILES. Do not ever send GAIL data through regular email as it is not secure by any means.