How to Create an Email Message in BBIS

1 How to Create an Email Message in BBIS BEFORE YOU BEGIN To get BBIS* access: Go to https://connect1.osu.edu/alumni/osuaa- login Click search for your record and follow the steps to create an account Allow time for the transaction to be processed. BlackBaud will send you an email after your user account is created. Send your user name from the BlackBaud email to Kim Byce, who will set up your access. *BBIS stands for BlackBaud Internet Solution SETTING UP BBIS MESSAGES BBIS login: http://connect1.osu.edu/login.aspx 1. Create list This step can occur at any time, first or last. However, if you plan to insert conditional content in your message, or are sending to an imported list, you will need to have the list created prior to creating the template or message. If sending to a query, note that most times Charles Wieand or Sam Sheth will create the list for you, instead of just creating the query. If this is the case you can skip creating a new list and go right to the template/message creation stage. a. Email à lists

2 b. +new list à Data source i. If from a query, constituents à Give a list name (with proper prefix; see BBIS unit prefixes below), add query (search by name when prompted name will have been communicated to e- mail admin by Charles Wieand, Sam Sheth, or other query creator) NOTE: After attaching a query to a list, there is a loading period for new queries. If it s a large query, the list will not be ready immediately allow time for the list to load before you need it to send your message. ii. If from an external file, imported list à Give a list name (with proper prefix), browse and add file NOTE: File must be standard.csv format, with the first row of the file containing field names. Required fields are recipient name (appears in to field on e- mail) and e- mail address. NOTE: Best practice dictates that we avoid using imported lists whenever possible. If you must send to an audience that s only available via imported list (i.e., data parameters don t exist that can be captured by a query), a better option is to send the.csv file to 2tech@osu.edu and request that a query be built from it. The help desk will then get back to you with a query or list name. You will then send the message to a constituent list, using a none, appeal, or constituent data source template. iii. If you re making an ad- hoc list to send to testers or another small audience, user defined à Give a list name, save. Find list, click to edit, click view/edit list, +new recipient NOTE: Once someone is added to a user- defined list, they can t be deleted from it. Rather, you can go into the

3 list and toggle on and off whom you want to receive it on a per- message basis. 2. Create template a. E- mail à templates b. +new template or copy existing c. Name using proper prefix d. Select data source i. None: Most versatile; can be used to send to a query, user- defined list, or imported list. Doesn t support merge fields. Doesn t send to opt- ins. ii. Appeal: Sends to opt- ins automatically upon selection of an appeal code. Also can send to queries. Doesn t support merge fields. iii. Constituent: Supports merge fields from TAS. Only sends to queries. Doesn t send to opt- ins. iv. Imported list: Supports merge fields from.csv docs. Only sends to one imported list at a time. Doesn t send to opt- ins. Doesn t support TAS merge fields. 1. The data (via.csv doc) must be uploaded into a BBIS list prior to creating the template. Once it exists as a list, you will select it from the data source dropdown list when creating the template. v. Registered users: Rarely used. Sends to all registered BBIS users (supervisor rights only). Doesn t send to opt- ins, queries, or imported lists. NOTE: By selecting a data source, you will be locked into that data source for that template and subsequent messages, and will need to create a new template should All templates for your unit need to be named with your unit prefix; see BBIS unit prefixes below.

4 the data source change. To avoid being locked in (and if you don t care about sending to opt- ins or using merge fields), choose none as your default data source. e. Paste HTML optional (you can do this at the message level, too) f. Select appeal code optional (you can do this at message level, too) 3. Create message g. Email à messages h. +new message OR choose +new message from the template screen after creating your template OR copy an existing message. i. Give message new name and save. j. Edit HTML k. Include required links ( Insert tab à Link à Create link to special page dropdown): i. PRIVACY POLICY There is only one privacy page, and it must be linked to from every message ii. COMMUNICATION PREFERENCES PAGE These are many of these pages. Select the one specific to your unit. For example, Wexner messages should link to the Communications Preferences Wexner Center page. l. If using merge fields (constituent data source only for TAS merge fields, imported list data source only for merge fields from the imported list), click Insert tab, Merge fields. List of possible fields will be displayed; place as needed. m. Select appeal code. Filter by unit prefix and/or category (see BBIS appeal codes.xlsx for list of valid codes). n. Either hand- key Test emails or attach Test lists. You can Note: Many admins typically copy an existing message, then paste in new HTML. This is quicker than starting at the template level each time. (But if your data source needs to change, then you need to go back and start with a template of the needed data source.) All messages for your unit need to be named with your unit prefix; see BBIS unit prefixes below. Each unit has approx. one to three appeal codes; more can be created if needed (contact Kim Byce for this).

also select recipient lists at this time, if applicable. o. Send test. NOTE: Test messages look identical to final messages when they are received. It s a good idea to give the testers a warning that the test will be coming soon. p. Send final. Once you hit send there is no way to revise, retract or delete the message. So make sure it s final before hitting Send final. NOTE: Large messages can take a while to be sent. Expect delays especially if there are merge fields present in the message. You can get a head start on e- mail loading by using the send after date function, which is how you can schedule messages in advance. 5

6 Picture Guide to Creating an Email Message Log in to http://connect1.osu.edu/login.aspx using your BBIS/TAS username and password.

This is the BBIS home page. 7

8 Choose Messages from the Email drop- down menu.

9 Filter by Name = AA to get this view. Press the pencil to edit an existing message. Press (not shown) to copy a message.

10 This is what you see when you copy a message.

If copying html code from Dreamweaver, click on View/HTML Code. Replace existing code with the Dreamweaver code and Save. 11

12 To choose a list, highlight the list name and click ADD.

Result of selecting a list 13

14 Save message frequently. Must have name of email, subject, from address, from name, and appeal code to save message.

15 Adding a Photo to an Email Message Before You Begin: Resize photo, save for Web, rename with appropriate prefix. Write down the height and width. In BBIS, choose SITE EXPLORER, Image Library.

Click on Add Images. 16

Upload the image from your computer. 17

Add alt text to the image. 18

The image will automatically upload to the Images folder, but you want it in the appropriate Email folder (create one with your prefix). Before you move the image, hover over it and write down the ID number. You ll use this ID number in the email. 19

You want to replace this photo. Go to View. 20

Click on HTML Code. 21

Replace four items related to your new photo: alt text, height, imageid, and width. If you want to align the image to the left or center, change the img align code. Click Update. 22

23 BBIS Unit Prefixes AA ADV ASC ATH ATH_BC CED CHEE COM COM_BIOMED COM_SHRS DEN DEV DEV_EVENTS DEV_WAP DEV_PG DEV_AG DEV_CFR DEV_DR DEV_PC DEV_REC DEV_ADMIN EHE ENG ENG_ARC ENG_MSE FAES FAES_EXT_4H FAES_ATI FAES_ENR Alumni Association Advancement College of Arts and Sciences Athletics Buckeye Club Continuing Education Center for Higher Education Enterprise College of Medicine School of Biomedical Science School of Heath and Rehabilitation Science College of Dentistry University Development Development Events Women and Philanthropy Planned Giving Annual Giving Corporate and Foundation Relations Donor Relations President's Club Development Records Development Administration College of Education and Human Ecology College of Engineering Knowlton School of Architecture Materials Science and Engineering College of Food, Agriculture and Environmental Sciences 4H Agricultural Technical Institute School of Environment and Natural Resources

24 FAES_STONE Stone Lab FCOB Fisher College of Business GOV_REL Government Relations JGS John Glenn School of Public Affairs LAW Moritz College of Law LIB University Libraries LMC Lima Campus MED Wexner Medical Center MED_CHRI James MED_CHRI_Pelotonia Pelotonia MNC Mansfield Campus MRC Marion Campus NUR College of Nursing NWC Newark Campus Scholarship and Student Support (formerly Academic OAA Affairs) OPT College of Optometry PH College of Public Health PHR College of Pharmacy PRNT Parents Program RES Office of Research RES_OEE Office of Energy and Environment STUDL Student Life STUDL_BLF Buckeye Leadership Fellows SWK College of Social Work UNIV University UPRES University President VME College of Veterinary Medicine WCA Wexner Center for the Arts