transform emails into html emails

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Transform Emails into HTML Emails Dr. Amy M. Adams Capital University [email protected] 1

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Transform Emails into HTML Emails. Dr. Amy M. Adams Capital University [email protected]. 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 - PowerPoint PPT Presentation

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Page 1: Transform Emails into  HTML Emails

Transform Emails into HTML EmailsDr. Amy M. AdamsCapital [email protected]

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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.

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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.

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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

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Create HTML Paragraph

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Use naming convention

Specify the MIME-Version and the

content type

Identify graphics to use in email

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Example of graphic

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Right click on graphic & Click on Properties

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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.

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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

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HTML Tags

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Taken from page 41 of “Creating HTML Emails in Communications Management” Datatel manual

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Create the Email Body

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Create your test HTML document

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Develop hierarchy for emails or modify

current hierarchy to include emails

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Add test paragraphs

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HTML Parameters and Graphic and Font

Information

Email text and HTML Tags

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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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Results!

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HTML tags worked as well

Graphic appears!

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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

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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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Begin to “Transform” Emails

Insert HTML Paragraph

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Detail on Paragraph

Insert HTML Coding

Move Subject Line to EMLD

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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 for Testing!

Change Author to Yourself!

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Another Helpful Hint

Change Addresses to Your Own!

Enter Subject

Line

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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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Success!!

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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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Questions?Dr. Amy M. AdamsCapital [email protected]