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5 Steps to Processing Event Invitations via EmailCreate the EmailMessageCreate the Package(Insert the Email)Create the Event(If you haven'talready done so)Create theInvitation (Insertthe Package)Process/Send theInvitationStep 1: Create the Email MessageNavigate to the “Marketing and Communications” functional area.Click on “Email marketing”.UGAF 20141
“Add a direct marketing email”.Search for and select the desired export definition. **This is used to populate merge fields within the email andwill determine what fields display in the downloaded output.** Click continue.UGAF 20142
This will eventually be the body of the email.ASRV – Homecoming Tailgate – Fall 2014Email message to be sent out for the 2014 Fall HomecomingTailgate.Please join us for the 2014 Homecoming Tailgatebda92087@uga.eduDanielle FreeASRV – Homecoming Tailgate – Fall 2014 records@uga.edubda92087@uga.eduName: Name of the email (internalpurposes) **use your namingconvention.Description: Enter a brief description(internal purposes)Subject: Subject line seen byconstituents when they receive theemailFrom address: Email address theemail shows as being sent fromFrom name: Name the email shows asbeing sent fromReply address: Email address thatreplies should be delivered toFailure notification: Email addressthat failures will be forwarded to **enterrecords@uga.edu**At this point you’ll insert your HTML code – this is what will generate the look and feel of your email (whatthe constituents will see). GAIL is not designed to build emails. You’ll want to build your template inMailChimp or have someone build the email for you. To insert your email code you will click on the “HTML”icon then copy and paste in the code. **For more information on this please work with your IT orcommunications team or contact our web group at askit@uga.edu.**You will also need to add links to communication preference and privacy policy pages at this point. To do thisyou will click on the “chain link” icon – the screen you see below will appear.Select “Special page”. Choose “Email PreferencesPage” and select the page that corresponds toyour site.**Contact askit@uga.edu if there is not apage that meets your needs.** Click ok.Repeat the same steps. Select “Special page” andchoose “Privacy Page”. Select the generic “PrivacyPolicy (Alumni, Dornors & Friends) option. Clickok.Save the email message.UGAF 20143
Step 2: Create the PackageNavigate to the “Marketing and Communications” functional area.Click on “Packages”.Click “Add an email package” and the screen below will appear.UGAF 20144
The screen below will appear.Package detailsName: Name the package using yournaming convention. (You can use the samename that you used for your message)ASRV – Homecoming Tailgate Package – Fall 2014Package for the Homecoming Tailgate Fall 2014.Description: Select a brief description ofthe package itselfSite: Enter your siteDevelopment and Alumni RelationsCategory: Select a categorySocialPackage code: Select “Package”PackageChannel code: Select “Email”EmailCostsNot required but if you’d like to track costsyou can do that here.Primary contentMessage: Search for and select youpreviously created email message.ASRV – Homecoming Tailgate – Fall 2014Event Basic ExportExport definition: This will automaticallypopulate based on the email message youenter in the field above.Save the package.Step 3: Create the EventNavigate to the “Events” functional area. If you haven’t already done so you’ll need to add a new event. If youhave, you’ll search for and select the existing event. **If you need additional information on how to createevents please sign up for an events class at http://dar.uga.edu/gail**UGAF 20145
Step 4: Create the InvitationFrom within the event click on the “Invitations” tab.Click “Add” to create a new invitation.The screen below will appear. Enter the “General” details.GeneralName: Give your invitation a name usingyour naming convention. **This will appearas the tag on any constituent’s record thatreceives the invitation**Description: Describe the invitation.Mail date: This is the date that you plan tosend the invitation. **This can be a futuredate**Ignore this section.UGAF 20146
Click on the “Processing Options” tab.Processing OptionsSelect “Send through email only”Email Package: Search for andselect the email package youcreated previously.ASRV – Homecoming Tailgate Package – Fall 2014Address processing: Select“General User Preference”Name format: Select “PreferredName Format”Include: Select “All qualifyingconstituents” **This will send eachindividual in the invitee list anemail invitation.**Save the invitation.Step 5: Process and send the InvitationSelect and click on the desired invitation name to add invitees.UGAF 20147
The screen below will appear. Click “Add” to select your desired constituents.Choose “Constituent” if you are addinginvitees individually.Choose “Multiple constituents” if you addinga selection of constituents created by askit.When you select to add “Multiple constituents” the box below will appear. Search for and select the selectionthat you had IT create for you.You must also process your own exclusions when you choose to add multiple constituents. Click “Exclusions”and the screen below will appear.Here, you will add/remove “solicit codes”that pertain to your mailing.For example, if this were a College ofEducation email invitation the list of solicitcodes would appear like this:No University ContactDo Not EmailDo Not Email – COE**You would remove the Do Not Solicit andDo Not Mail solicit codes being as they donot pertain to this specific mailing**Click “ok” to save your exclusions.UGAF 20148
When you are satisfied that your list of invitees is complete and you are ready to send the invitation “Send” theinvitation. Click “start” when the next dialogue box appears. This is not the actual sending of the email, it is theprocess that tags constituent records.You will be redirected to a status screen. This screen is where you will select to actually SEND the invitation.Click the two green arrows beside the export definition name to expand more options. Click “Start BlackbaudInternet Solutions email job” to schedule the send. Click “Download output” to download an Excel file of theinvitees.UGAF 20149
When the dialog box below appears you will schedule when your email is to be entered into the Blackbaudemail queue. *****IMPORTANT: Once you click start you cannot undo this process. Your email will be sent onthe date you selected as the send date.*****UGAF 201410
Click “Start Blackbaud Internet Solutions email job” to schedule the send. Click “Download output” to download an Excel file of the invitees. UGAF 2014 10 When the dialog box below appears you will schedule when your e
