Transform Emails into HTML Emails Dr. Amy M. Adams Capital University [email protected] 1.

Transform Emails into HTML EmailsDr. Amy M. AdamsCapital [email protected]

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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

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Some Basic Info on DOC

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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

Create paragraph codes using your

institution’s naming convention

Can utilize rules to determine who

should receive the paragraph

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Define Custom Paragraphs

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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

• 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>

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Combine into 1st paragraph

Combine into 2nd paragraph

Create HTML Paragraph

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Use naming convention

Specify the MIME-Version and the

content type

Identify graphics to use in email

Example of graphic

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Right click on graphic & Click on Properties

How to find URL

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Note the address (URL)

Note the Dimensions. Try to select graphics that are less than 600

pixels wide.

Sample Images

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http://www.wabash.edu/common/HeadLogo.gif

http://www.spalding.edu/images/top/header-trial-1.jpg

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.gifhttp://www.ohiodominican.edu/

ODUTemplateFiles/ODUStyleImages/sidebar-logo.gif

HTML Tags

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

Create the Email Body

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Create your test HTML document

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Develop hierarchy for emails or modify

current hierarchy to include emails

Add test paragraphs

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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

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Results!

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HTML tags worked as well

Graphic appears!

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

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Signature block

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

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Signature Block - Continued

<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)

 [email protected]

</body></html>

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Different font size

Different fonts

Colors!

0086c5 = light blue888078 = gray380982 = purplehttp://www.2createawebsite.com/build/hex-color-chart-grid.html

RCGAPP- Grad Application Received

RDGAR Grad Application Rec’d

Confirm letter

Add other required codes

to indiv (IRQ)

RDGDAP – Degree Audit

prelim

RDGMT – Grad schedule

RDGDAF – Degree Audit Final/FERPA

RDGGV – Grad verification

RDGMISS1 – 1st Missing Items letter

RDGMISS1 – 2nd Missing Items letter

RDGMISSF – Final Missing Items letter

RDGCMP – Grad Reqmts

complete

RTGMISS – remove track

Track Complete?

RTGRADAdd (outgoing) document track

RTGMISS Add (outgoing) Missing

Grad Items

RRGRADAdd (incoming) request track

RCGDAF – Degree Audit

Final

RCGGV – Grad verification

RCGFN – FERPA Notice

RPGDAP

RPGMT

RPGDAF RPGFN

RPGMISSI RPGMDAFRPGMGVRPGMFN RPGMTFTPGMTSRPINCOMPRPNOREP RPGMENDRPGGV

RRGGVN

RRGDAFN

RRINCGRD

RRMFERPA

RRNRGD

RFERPA RRMTF

RRMTS

Also utilize

RDNGAP- Need Grad Application

RDGDEM – Need Updated Email

CM for Graduation Tracking

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Begin to “Transform” Emails

Insert HTML Paragraph

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Detail on Paragraph

Insert HTML Coding

Move Subject Line to EMLD

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Helpful Hints

1. Easier to detail into UTEC

2. Utilize CTRL+C and CTRL+V

3. Don’t forget to add ending body & html

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Time for Testing!

Change Author to Yourself!

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Another Helpful Hint

Change Addresses to Your Own!

Enter Subject

Line

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Time to PCEX

Change to Yes on Both

Best to use yourself

Save out of screenChange Output Device to H for Hold/Browse (do this twice)Emails are sent after you close the Report of Letter Requests Built

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Success!!

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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

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Questions?Dr. Amy M. AdamsCapital [email protected]

Transform Emails into HTML Emails Dr. Amy M. Adams Capital University [email protected] 1.

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