Transform Emails into HTML Emails

Transform Emails into HTML Emails Dr. Amy M. Adams Capital University aadams@capital.edu

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

Some Basic Info on DOC 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 Can utilize rules to determine who should receive the paragraph Create paragraph codes using your institution’s naming convention

Define Custom Paragraphs 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 Combine into 1st paragraph • HTML Parameters MIME-Version 1.0 Content-Type: text/html • Graphic and Font Information <img src=“http:www.capital.edu/img/cap_logo.gif”> • Email Text and HTML Tags <html><body> Dear @FIRST.NAME , Here’s the first of many emails we’ll create at our institution using HTML code. This paragraph contains the body of the emails. Sincerely, Amy M. Adams, Ph.D. </body></html> Combine into 2nd paragraph

Create HTML Paragraph Use naming convention Specify the MIME-Version and the content type Identify graphics to use in email

Example of graphic Right click on graphic & Click on Properties

How to find URL Note the address (URL) Note the Dimensions. Try to select graphics that are less than 600 pixels wide.

Sample Images http://www.wabash.edu/common/HeadLogo.gif 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.gif http://www.ohiodominican.edu/ODUTemplateFiles/ODUStyleImages/sidebar-logo.gif http://www.spalding.edu/images/top/header-trial-1.jpg

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

Create the Email Body

Create your test HTML document Develop hierarchy for emails or modify current hierarchy to include emails

Add test paragraphs HTML Parameters and Graphic and Font Information Email text and HTML Tags

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

Results! Graphic appears! HTML tags worked as well

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

Signature block • Wanted signature line to look more robust and match current signature line being used in regular emails

Signature Block - Continued Different font size <html><body> Sincerely, Brent A. Koerber University Registrar Capital University Office of the Registrar 1 College and Main Columbus, OH 43209 614-236-7167 (phone) 614-236-6753 (fax) registrar@capital.edu </body></html> Colors! Different fonts 0086c5 = light blue 888078 = gray 380982 = purple http://www.2createawebsite.com/build/hex-color-chart-grid.html

RRGRAD Add (incoming) request track RTGMISS Add (outgoing) Missing Grad Items RTGRAD Add (outgoing) document track RCGDAF – Degree Audit Final RDGMISS1 – 1st Missing Items letter RDGDAP – Degree Audit prelim RPGDAP Track Complete? RPGMISSI RPGMDAF RPGMGV RPGMFN RPGMTF TPGMTS RPINCOMP RPNOREP RPGMEND RCGGV – Grad verification RDGMISS1 – 2nd Missing Items letter RDGDAF – Degree Audit Final/FERPA RPGDAF RPGFN RCGFN – FERPA Notice RDGCMP – Grad Reqmts complete RDGMISSF – Final Missing Items letter RDGGV – Grad verification RPGGV Add other required codes to indiv (IRQ) RTGMISS – remove track RDGMT – Grad schedule RPGMT CM for Graduation Tracking RCGAPP-Grad Application Received RDGAR Grad Application Rec’d Confirm letter RRGDAFN RRGGVN RRMFERPA RRMTF RFERPA RRMTS RRINCGRD RRNRGD Also utilize RDNGAP-Need Grad Application RDGDEM – Need Updated Email

Begin to “Transform” Emails Insert HTML Paragraph

Detail on Paragraph Move Subject Line to EMLD Insert HTML Coding

Helpful Hints • Easier to detail into UTEC • Utilize CTRL+C and CTRL+V • Don’t forget to add ending body & html

Time for Testing! Change Author to Yourself!

Another Helpful Hint Change Addresses to Your Own! Enter Subject Line

Time to PCEX Change to Yes on Both Save out of screen Change Output Device to H for Hold/Browse (do this twice) Emails are sent after you close the Report of Letter Requests Built Best to use yourself

Success!!

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

Questions? Dr. Amy M. Adams Capital University aadams@capital.edu

Transform Emails into HTML Emails

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