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Not Just for the Web:Cascade and Mass Email
MessagesCascade User Conference
September 17, 2013
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UCO Configuration Overview
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Our Challenge
Distribution of Daily News
Daily newsletterStories submitted by the UCO communityCompiled by University RelationsEmailed to the UCO community
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Original Solution
Centralities Mark I
Born in 2001Hand typed daily in OutlookArchives in a shared Outlook folderHad to be sent before the close of business
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Centralities - 2001
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Original Solution
Centralities Mark II
Created in MS WordSent as HTML from WordAdded brandingRepeated typos due to Word->HTML translationStill archived in Outlook folderStill sent before close of business
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Centralities - 2005
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Centralities - 2008
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Centralities - 2009
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Plan for a New Version
Centralities Mark III
User friendly creation and editing of messagesQueue for sending at any timeUniversity brandedAutomatically go out to multiple mailing listsOnline version and online archive
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User-Friendly Editing
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The Solution
Email Message Asset – The Message
Simple two-column HTML pageLeft column for a block of upcoming eventsRight column for contentBase URL setSimple workflow: Edit -> Publish Preview -> Publish Production“View on Website” link
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Workflow
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Centralities - 2013
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The Metafile
Email Message Asset – The Metafile
Uses the asset ID as a unique identifierContains:
Send Date and Time Path to the HTML file All information for email headers
XML-based
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The Metafile
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The Archive
Published nightlySimple jQuery-based script to filter the links
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The Solution
Production Server-Side Script
Rewrite URLs for hostname changeExtract email information from the MetafileCheck if already processedSend the emailFinal cleanup
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Lessons Learned
TimingHTML and XML files are not published instantaneously or simultaneously
Protect People from ThemselvesMore automation equals less chance of user error
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Future Plans
Revise the edit formPublish the archive from the WorkflowAdd loggingErrors emailed to our Service DeskExpand solution to other areas of campus
President’s Office Cabinet Notes