4-H Online HelpSheet. c. Click Member: and click the double arrows 5/10/13

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1 Broadcast s and Adding documents within s You can send broadcast s through 4 H Online. Even better, you can include documents within these s to help improve communications between the office, 4 H leaders and members. A custom report needs to be made to specify the recipients. You can be very general (an list for all youth and adults) or very specific (an list for a particular project). To get specific on your targeted list you can set criteria through filters Standard Filters and Data Format Options (these links appear when you create or edit custom reports and appear under the dashboard). The steps below will outline the steps to create a general list that will be sent to youth and volunteers, creating the as well as inserting a document into the . Creating an List The first step for s is to create a custom report to build identify recipients 1. Login to 4 H Online 2. From the dashboard click the Reports icon 3. Select Custom from the Enrollment Reports options 4. Click Create Report 5. From the options listed below the dashboard click Report 6. On the Profile options you have the option to make a lot of selections for member, enrollment etc. a. Click Member: First Name and click the double arrows that selection will then appear on the list to the right b. Click Member: Last Name and click the double arrows c. Click Member: and click the double arrows

2 7. Scroll down the screen and check Include Member Second County Designation 8. Click Save Tips: If you plan to use custom reports in Excel separate First name from Last name as what is listed in the right hand box is actually listing the columns you would have if you exported this report into Excel. ALWAYS click Save as you work through the screens to build custom reports 9. From the options listed below the dashboard click Standard Filters 10. Scroll down, under Role check Adult and Youth as the with be sent to adults and youth 11. Under Status select Active and Pending so the goes to only active and/or pending members 12. Click Save To verify your report is working you can click View Report and the report should pull information from the criteria you selected above.

3 Optional: Document to insert into an If you do not want to insert a document into your you can proceed to the next step of building your Create a.pdf version of the document you want to send. Save it a file/spot where you will be able to easily locate it 2. Click on the Connect tab 3. Click Newsletters icon 4. Click Add Newsletter from the line of text that appears below the dashboard 5. Enter Newsletter title in the popup box that appears and click Create 6. Enter in your newsletter information a. Title b. Date c. Select if you want to share or not with Members and/or Managers if you are ing this document do not check these options as if you do this will appear on the home screen d. Select the document by clicking the Browse button e. Click Save

4 Building your 4-H Online HelpSheet 1. Click on the Connect tab 2. Click on the Broadcast s icon 3. Click Add Broadcast line of text appears under dashboard 4. Enter a title for your this is for your reference and click Create . Once you create more s you can use them as a template. You don t have to create a new for each you send 5. You have the option to select Send to Members OR Send to Families for this sample as we are sending to youth and adults I would check Send to Members also check Send to Family and Send to Second Household 6. Check Remove Unsubscribe Link that option allows families to opt out of receiving s if it is unchecked 7. Click Continue Note: Text messaging does not work at this point in Idaho

5 8. Enter in the subject of your . Include something to identify that it is 4 H news from your county 9. Always check the Use My As Reply To box. If this box is unchecked families do not have a way to reply back to s sent by the system. 10. Click Continue Note: If you have to leave/have a call you can click save at any point you can come back in and edit your at any time 11. This screen is where you build your . The Field Selection Screen may or may not appear if it doesn t there will be a bar that shows up at the bottom of the screen, you may need to scroll over to see the popup. a. You don t have to insert Name/ as the demonstration has illustrated. These fields are just like mail merge fields b. To insert a field simple double click on it and it will insert into the body. Family tab will provide family fields, Member will provide Member fields c. Enter in the verbiage you want for your d. Click on Newsletter tab in the Field Selection popup window and select the newsletter you want to insert click and the field will appear in the . e. Click Continue

6 12. Click Select Report(s) 13. The system will take you automatically to the Custom report folder. a. Check which report you want to use you have to make sure it has a check mark or it won t work b. Click Save 14. Once your report is selected you will be returned to the report selection screen. Click Continue 15. If you are ready to send the put a check in the Send now box and click Finish. a. OR if you are not ready to send you may simply click Exit Those are all the steps involved with broadcast s and including a document within broadcast s. If you have questions or need additional information please contact Erika [email protected]