BLACKBAUD

Sending Emails Across Multiple Events

July 20, 2011

Presenter:

Kim Romaszewski, Technical Account Manager

EVENT EMAIL TEMPLATES

Communications > Event Email Templates

The Release Notes are fairly comprehensive for this enhancement, which allows an Organization to create a strategic mail plan and distribute it

to child events. PLEASE NOTE:

• Only Single mailings (i.e., not Split or Recurring mailings) are supported – Expect a post 9.3.9.1 deployment to include other options.

RECEIVER TEMPLATE QUERY

• The bottom button Other user must select receivers when sending the mailing

receiver list.

• If one of the PREVIOUS EVENTS conditions

the previous event must be constructed in the

o An event can only have one previous related event

o The query only goes back one event level, so if the 2009 event is the previous event for a 2010

previous event for the 2011 event, the Receiver query for the 2011 event would only reference the 2010 event.

o Coming in 9.3.9.1 on August 4th

will bring in Disabled events as well as active events.

user must select receivers when sending the mailing means that the individual agency can

If one of the PREVIOUS EVENTS conditions is selected in the Receiver Template Query, the relationship between the current event and

in the Properties area of the current event before the mailing goes out

An event can only have one previous related event

query only goes back one event level, so if the 2009 event is the previous event for a 2010 event, and the 2010 event is the

previous event for the 2011 event, the Receiver query for the 2011 event would only reference the 2010 event.

will bring in Disabled events as well as active events.

means that the individual agency can select their own

selected in the Receiver Template Query, the relationship between the current event and

before the mailing goes out.

event, and the 2010 event is the

previous event for the 2011 event, the Receiver query for the 2011 event would only reference the 2010 event.

SCHEDULING

• To maximize strategic mailing, mailings can be scheduled for

To maximize strategic mailing, mailings can be scheduled for x days before/after the event.

DISTRIBUTION

Distribution - Current Behavior:

Once a template has been distributed (Scheduled and Pushed Out) to the child accounts, if the child account wants to make any changes they

will need to take the following action:

1. If they want to change the content, they can do so anytime up until the mailing goes out

2. If they want to change the set receiver query, they CAN NOT do this and will have to duplicate the mailing set up as needed. Make sure

they delete the old scheduled mailing

3. If they want to change the UNSET receiver base, they can do so up until the scheduling. Once the scheduling has passed the mailing will

be considered closed and you will see a dash for the receiver query.

4. Once a mailing is created, you Distribute it to the accounts with selected events. One Mail Campaign and Mailing instance will be created

for each event that is associated with the mailing. If a local has 5 events included in the mailing, they will have 5 mailings instances.

5. After a mailing is distributed, the template can be updated. The Distribute button becomes an Update button. You can update all

mailings, those not modified, or just the schedule.

6. After a mailing is distributed, the local users can modify the content, receivers list and schedule before the mailing goes out.

7. A scheduled mailing instance will go out whether or not the local has reviewed it.

Distribution - Enhancements coming in next deployment of 9.3.9.1 slated for August 4th

.

Currently to push out an event email template from the National account it must be scheduled. That means if a child account does not go in and

review the mailing will go out as scheduled.

In the upcoming deployment there will be an enhancement to this functionality that will include an approval process. This means that National

will still have to schedule to distribute but at this point, unless the child site goes in and approves the email, it will not go out.

REPORTING

• Work as standard email reports at the local level

• At the National level, can select to report on specific events or across all events, e.g., how did our

Recruitment Email #1 do across events?

CONTENT EDITOR

Unlike other regular email campaigns, these mailings can now include many new EVENT MERGE FIELDS!

Event Merge Fields Available:

Event Name

Event Date

Days Until Event

Event Location

Event Contact eMail

Event Contact Phone

Event Contact Name

Hyperlinks to Register page

Hyperlinks to Donate page

Hyperlinks to Login page

Hyperlinks to Event Home page

Adding event goal post 9.3.9.1

CODE TO HYPERLINK EVENT FIELDS:

DONATION PAGE:

<a href=”[[EVENT:event_donation_hyperlink]]”>Donate</a>

REGISTRATION PAGE:

<a href=”[[EVENT:event_registration_hyperlink]]”>Register</a>

HOME PAGE:

<a href=”[[EVENT:event_home_hyperlink]]”>View Website</a>

LOGIN PAGE:

<a href=”[[EVENT:event_login_hyperlink]]”>Login</a>

VIEW PERSONAL WEBPAGE:

<a href="http://www.kintera.org/faf/donorReg/donorPledge.asp?ievent=[[event_id]]&supId=[[supporter_id]]">personal webpage</a>

RESET PASSWORD:

<a href=”https://www.kintera.com/Kintera_Sphere/login/asp/ResetPassword.aspx”click here</a>

QUESTIONS?

Kim Romaszewski

Technical Account Manager

kim.romaszewski@blackbaud.com