Blackbaud s Mailwise Service

Transcription

1 Blackbaud s Mailwise Service Blackbaud s Mailwise Service is the perfect solution for not-for-profit organisations who want to clean address and phone information on selected constituents. The Mailwise Service checks address information against Postal Address File (PAF), National Change of Address (NCOA) and Electoral-Roll Verification databases. Telephone numbers are checked and verified against the Ex-directory and Telephone Preference Service lists. Blackbaud will run your data through a free check, which will advise you on the match rate and cost of the data cleansing service. Your Blackbaud Account Manager will the report to you and discuss the report results. After the screening is complete and you wish to proceed with the service, Blackbaud will assist you in importing the cleansed addresses and phone details along with the attributes that will allow you to identify those records cleaned by the service. Please familiarise yourself with the information appended to the records, which can be found in Appendix A. Typically only the Primary Address and phone number is submitted for data cleansing. If your organisation wishes to submit multiple addresses for data cleansing, please refer to the Knowledgebase solution How to Export Multiple Addresses. or contact your Account Manager at solutions@blackbaud.co.uk or call Note: Including multiple addresses will result in a higher cost for this service as there is a charge based on the number of address records submitted. Mailwise Service Export Data for Audit Page 1

2 Table of Content: INSTRUCTIONS FOR SUBMITTING DATA:... 3 Create Query of Records to be Submitted Deciding What Records to Submit... 3 Creating the Query... 3 Export Constituents to be Submitted... 5 Export General Tab options... 6 Export Output Tab Options... 7 Version 7.81 (or earlier) field list:... 7 Version 7.82 to 7.93 field list:... 8 Version 7.94 (or later) field list:... 9 Export and Save the File Export The Control Report Version 7.81 (or earlier) Control Report: Version 7.82 to 7.93 Control Report: Version 7.94 (or later) Control Report: Sending Data to Blackbaud CD Post the CD to: Placed in your FTP folder Mailwise Service Export Data for Audit Page 2

3 INSTRUCTIONS FOR SUBMITTING DATA: Follow these steps to submit a data file containing the records to be screened to Blackbaud. CREATE QUERY OF RECORDS TO BE SUBMITTED. Deciding What Records to Submit When deciding what records should be submitted for Audit, if you have a number of individual constituents with no valid address, it may be better to send two files. Follow the instructions below for the first file, which would contain the active constituents in your database. The second would contain those constituents who have no valid address and these records can be processed in one of two ways: a) If the preferred address is present then you would simply follow the instructions below b) If the preferred address is blank because the last known address has been moved to an alternate address then you should include the fields for that alternate address in the export when following the instructions below. You should also include the preferred address import ID at the end of the fields selected in the Export. The preferred address import ID will allow us to automatically add any new address found to the preferred address on the Bio1 screen, should you decide to proceed with cleansing. Note: When creating the Query and Export that should include constituents that have been flagged as No Valid Address, ensure that the appropriate checkbox is ticked at the top right of the Query criteria screen and on the General tab of the Export. Creating the Query 1. Create a Constituent, STATIC query of the records you want to include in the screening. You must include Key Indicator equals Individual in the criteria. A constituent query is advised so it can be used as a check against the returned file, if required. It is recommended that non-uk addresses, deceased records and those records with a mail stop flag are excluded from the query, as including these records will increase the cost of the service. Your organisation may track mail stop flags as Solicit Codes or Attributes. Your organisation is responsible for including / excluding all appropriate records before submitting the dataset to Blackbaud for cleansing. Important: Blank addresses should not be included as we cannot locate people or check addresses when only the name is supplied. Similarly constituents who do not have either a title or first name should not be include. We need to be able to at least identify if the constituent is male or female. Mailwise Service Export Data for Audit Page 3

4 Example criteria: Key Indicator equals Individual AND ( Title 1 not blank OR First Name not blank ) AND Preferred Country one of United Kingdom, Northern Ireland, England, Scotland, Wales AND Preferred Address Line 1 not blank AND Preferred Send Mail To This Address equals Yes AND ( Solicit Code Description not one of Do not mail, Removed by request OR Constituent Specific Attributes Special Mailing Types Description does not equal Do Not Mail ) Note that this is simply one example of the criteria that may be used. You may have other countries that make up United Kingdom, for example Channel Islands, Jersey and so on. Also you may not use both Solicit Codes and an attribute to identify mailing opt outs. However it is important that your query does not include blank addresses, as it is not possible to find the address for individuals by name alone. Save and close this query and go to the Export link. Note: If submitting more than one file for Audit, please name the Queries appropriately for use later in the Export. Back to TOC Mailwise Service Export Data for Audit Page 4

5 EXPORT CONSTITUENTS TO BE SUBMITTED 2. Create a new Constituent Export, with one of the following formats: Excel (XLS), Comma Separated Values (CSV), Tab-delimited (TXT) or Access (MDB) Note: Some formats may have file size restrictions Choose, Create Now Mailwise Service Export Data for Audit Page 5

6 Export General Tab options In the General tab, pickup the Query created in Step 1 from the Include button. Under Head of Household Processing, select Export only constituents marked Head of Household. It is recommended that the boxes for Include these Constituents, Inactive Constituents, Deceased Constituents and Constituents with no valid address are unchecked. However, these should be checked / unchecked as appropriate for your organisation and the data that you are submitting. Check on Create control report Select Next Mailwise Service Export Data for Audit Page 6

7 Export Output Tab Options In the Output tab, ensure that you select the following fields in the following order: Version 7.81 (or earlier) field list: Field list if running Raiser s Edge version 7.81 or earlier Mailwise Service Export Data for Audit Page 7

8 Version 7.82 to 7.93 field list: Field list if running Raiser s Edge version 7.82 up to and including 7.93 Mailwise Service Export Data for Audit Page 8

9 Version 7.94 (or later) field list: Field list if running Raiser s Edge version 7.94 or later Mailwise Service Export Data for Audit Page 9

10 When the Phone Import ID is selected, the following screen will appear: Enter 1 as the number of Phone numbers to export and check on the Selected Phones button. Only one phone type will be exported and used. From the list of available phone types, highlight the main phone number type and move it to the right hand list by using the > button. When the phone types have been selected, choose OK to close the window. Up to three phone types can be included in the Export. For example a second home phone number may be available, or a mobile phone number. Note that the phone types / numbers included in the Export should only refer to home or mobile numbers, where the phone is either related to the home address or the individual. Therefore do not include Office or Work numbers or addresses as these cannot be audited. If including more than one phone number in the export file, click on the first field defined in the Output. In the example above this is New Constituent Export. Then select Preferred Address, Phones, Import ID and the above Phones screen will appear. Enter 1 as the number of Phone numbers to export and check on the Selected Phones button. From the list of available phone types, highlight the second phone number type to be included and move it to the right hand list by using the > button. Repeat this process for the third phone number to be included, if required. For more information please see How to export multiple phone numbers separately. Mailwise Service Export Data for Audit Page 10

11 Export and Save the File When the export has been set-up select Export now. Select a location for the data file and name it with your Organisation Name and date and select Save. When the export has completed, the following message box will appear which indicates the number of records which will be submitted for the Mailwise Service. Note: If Exporting more than one file for Audit, then please name the exports accordingly. For example, if the export includes constituents with No Valid Address flag the export could be your Organisation Name_NVA and date. Remember, if the preferred address is blank then include the appropriate alternate address fields in the Export and also the preferred address import ID. See Deciding What Records to Submit at the top of Page 3. Mailwise Service Export Data for Audit Page 11

12 Export The Control Report When OK is selected the Export Control Report will be displayed. Export this report to the same location as the data file and name it as your organisation name_date. This report should be included with the data submitted for cleansing and can be saved to retain an audit trail of records selected for this service. Version 7.81 (or earlier) Control Report: Control Report if running Raiser s Edge version 7.81 or earlier Mailwise Service Export Data for Audit Page 12

13 Version 7.82 to 7.93 Control Report: Control Report if running Raiser s Edge version 7.82 to 7.93 Mailwise Service Export Data for Audit Page 13

14 Version 7.94 (or later) Control Report: Control Report if running Raiser s Edge version 7.94 or later The export may be saved for future use. For more information on saving the control report to the hard drive of your workstation, please see the following Knowledgebase solution:- How to Export the Control Report Note: If exporting more than one file give the control report the same name as the export file. For example: Organisation Name_NVA_Date Back to TOC Mailwise Service Export Data for Audit Page 14

15 SENDING DATA TO BLACKBAUD 3. When the data file has been created, the data must be sent to Blackbaud. Blackbaud will accept data in the following formats: CD Please clearly label the CD with your name and contact details (including your address) along with your organisation name and site ID. Please include the export control report along with the export file. Post the CD to: Mailwise Service Blackbaud Europe Ltd Kintyre House West George Street Glasgow G2 2LW Placed in your FTP folder It is recommended that the export file is zipped before placing it in your FTP folder. Please refer to the Knowledgebase solution How to use WinZip for instructions on using Winzip. Save the zip file as your organisation name_date. 1. Go to 2. Click Support, Case Central (login required) 3. Scroll down to the bottom of the screen. 4. Click FTP from the menu on the left hand side 5. Select the Open FTP folder link 6. A window opens. Place your zipped data and Export control report in the window mailwise@blackbaud.co.uk when the file has been successfully transferred. Please ensure that the contains your name and contact details, along with your Organisation name and Site ID. For more information on FTP requirements please refer to the Knowledgebase solution How to Send Data to Blackbaud The free Mailwise report may take up to 5 business days to complete. Once completed, the Blackbaud Account Manager will contact you to discuss the report results and confirm if you wish to proceed with the service. Back to TOC Mailwise Service Export Data for Audit Page 15