transform emails into html emails dr. amy m. adams capital university [email protected] 1
TRANSCRIPT
How to get started
• Setup Colleague server to send email. Discuss with System Administrator (Implementing Envision E-mail).
• Change the S.EMAIL and S_MIO_MAIL Subroutines
– AnswerNet document 15215.44 describes changes that need to be made to the S.EMAIL and S_MIO_MAIL subroutines
• For the document type of EMAIL, change the Document Merge Subroutine to S.EMAIL or to a custom subroutine
• Also – since we were on UNIX – made change to SEMS
• Attended “Creating HTML Emails in Communications Management” via web conference on June 10, 2009
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Some Basic Info on DOC
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Author receives batch confirmation report after each
batch is sent
Hierarchy identifies which email address to use when the document is assigned
and processed.
Document Paragraphs
Create paragraph codes using your
institution’s naming convention
Can utilize rules to determine who
should receive the paragraph
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Define Custom Paragraphs
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Reference fields must exist in the merge file listed
Referenced fields must be preceded by the “@” symbol, field name must be in all capital letters (and spelled correctly), and
it must be followed by a space.
Required Sections of an HTML Email
• HTML Parameters
MIME-Version 1.0
Content-Type: text/html• Graphic and Font Information
<img src=“http:www.capital.edu/img/cap_logo.gif”>
<font face=“Arial, Verdana, sans-serif”>
<font size =“2”>• Email Text and HTML Tags
<html><body>
<p>Dear @FIRST.NAME ,</p>
<p>Here’s the <i>first</i> of many emails we’ll create at our institution using <b>HTML code</b>. This paragraph contains the body of the emails.</p>
<p>Sincerely,</p>
<p>Amy M. Adams, Ph.D.</p>
</body></html>
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Combine into 1st paragraph
Combine into 2nd paragraph
Create HTML Paragraph
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Use naming convention
Specify the MIME-Version and the
content type
Identify graphics to use in email
How to find URL
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Note the address (URL)
Note the Dimensions. Try to select graphics that are less than 600
pixels wide.
Sample Images
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http://www.wabash.edu/common/HeadLogo.gif
http://www.spalding.edu/images/top/header-trial-1.jpg
http://www.bw.edu/images/newlook/home_header_new.gif
http://www4.wittenberg.edu/graphics/light/witlogo.gif
http://www.delta.edu/images/system/deltacollegelogo.gifhttp://www.ohiodominican.edu/
ODUTemplateFiles/ODUStyleImages/sidebar-logo.gif
HTML Tags
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Taken from page 41 of “Creating HTML Emails in Communications Management” Datatel manual
Create your test HTML document
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Develop hierarchy for emails or modify
current hierarchy to include emails
Time to test your text HTML
• Send the document to someone – suggest it be yourself
• Make sure your emails are correct on NAE (or if choosing someone else, you can change their emails to yours)
• REMEMBER – whether you are in the test account or not – these emails are sent to whomever you choose!
• Can use PCB or PCEX to test emails
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Time to tackle current documents
• Concern – whatever graphic you link to needs to be on a public website…and what happens when that changes?
• Need ‘letterhead’ to help distinguish the importance of these emails
http://www.capital.edu/25677.gif
• Developed 3 different letterheads – Registrar, Financial Aid and Undergraduate Admissions
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Signature block
• Wanted signature line to look more robust and match current signature line being used in regular emails
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Signature Block - Continued
<html><body>
<font face="Arial, Verdana, sans-serif" size="2"> <p>Sincerely,</font></p>
<p><font color="#0086c5" size="3" face="Times New Roman, Times, serif">Brent A. Koerber</font><font color="#888078" size="1“ face="Arial, Verdana, sans-serif"><br />University Registrar</font></p>
<p><font color=#380982" size="4" face="Times New Roman, Times, serif">Capital University</font>
<br /><font color=#888078" size="1" face="Arial, Verdana, sans-serif">Office of the Registrar
<br />1 College and Main
<br />Columbus, OH 43209
<br />614-236-7167 (phone)
<br />614-236-6753 (fax)
<br />[email protected]</p>
</body></html>
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Different font size
Different fonts
Colors!
0086c5 = light blue888078 = gray380982 = purplehttp://www.2createawebsite.com/build/hex-color-chart-grid.html
RCGAPP- Grad Application Received
RDGAR Grad Application Rec’d
Confirm letter
Add other required codes
to indiv (IRQ)
RDGDAP – Degree Audit
prelim
RDGMT – Grad schedule
RDGDAF – Degree Audit Final/FERPA
RDGGV – Grad verification
RDGMISS1 – 1st Missing Items letter
RDGMISS1 – 2nd Missing Items letter
RDGMISSF – Final Missing Items letter
RDGCMP – Grad Reqmts
complete
RTGMISS – remove track
Track Complete?
RTGRADAdd (outgoing) document track
RTGMISS Add (outgoing) Missing
Grad Items
RRGRADAdd (incoming) request track
RCGDAF – Degree Audit
Final
RCGGV – Grad verification
RCGFN – FERPA Notice
RPGDAP
RPGMT
RPGDAF RPGFN
RPGMISSI RPGMDAFRPGMGVRPGMFN RPGMTFTPGMTSRPINCOMPRPNOREP RPGMENDRPGGV
RRGGVN
RRGDAFN
RRINCGRD
RRMFERPA
RRNRGD
RFERPA RRMTF
RRMTS
Also utilize
RDNGAP- Need Grad Application
RDGDEM – Need Updated Email
CM for Graduation Tracking
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Helpful Hints
1. Easier to detail into UTEC
2. Utilize CTRL+C and CTRL+V
3. Don’t forget to add ending body & html
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Time to PCEX
Change to Yes on Both
Best to use yourself
Save out of screenChange Output Device to H for Hold/Browse (do this twice)Emails are sent after you close the Report of Letter Requests Built
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Troubleshooting HTML Emails
• HTML tags appear in the sent email
– Make sure S_MIO_MAIL is updated (in BOTH Test & Production)
– Make sure S.EMAIL is updated & on DTYS
• Paragraphs all run together
– Make sure HTML tags are placed in the proper locations within email text
• Merge fields do not appear in emails
– Make sure they are set up correctly – just like plain text emails
• There are more troubleshooting tips in the manual
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