1. Transform Emails into HTML Emails Dr. Amy M. Adams Capital University aadams@capital.edu 1

2. 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 2

3. Some Basic Info on DOC 3 Author receives batch confirmation report after each batch is sent Hierarchy identifies which email address to use when the document is assigned and processed.

4. Document Paragraphs Create paragraph codes using your institution’s naming convention Can utilize rules to determine who should receive the paragraph 4

5. Define Custom Paragraphs 5 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.

6. Required Sections of an HTML Email HTML Parameters MIME-Version 1.0 Content-Type: text/html Graphic and Font Information Email Text and HTML Tags 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. 6 Combine into 1st paragraph Combine into 2nd paragraph

7. Create HTML Paragraph 7 Use naming convention Specify the MIME- Version and the content type Identify graphics to use in email

8. Example of graphic 8 Right click on graphic & Click on Properties

9. How to find URL 9 Note the address (URL) Note the Dimensions. Try to select graphics that are less than 600 pixels wide.

10. Sample Images 10 http://www.wabash.edu/common/HeadLogo.gif http://www.spalding.edu/images /top/header-trial-1.jpg http://www.bw.edu/images/new look/home_header_new.gif http://www4.wittenberg.edu /graphics/light/witlogo.gif http://www.delta.edu/images /system/deltacollegelogo.gif http://www.ohiodominican.edu/ODUTemplate Files/ODUStyleImages/sidebar-logo.gif

11. HTML Tags 11 Taken from page 41 of “Creating HTML Emails in Communications Management” Datatel manual

12. Create the Email Body 12

13. Create your test HTML document 13 Develop hierarchy for emails or modify current hierarchy to include emails

14. Add test paragraphs 14 HTML Parameters and Graphic and Font Information Email text and HTML Tags

15. 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 15

16. Results! 16 HTML tags worked as well Graphic appears!

17. 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 17

18. Signature block Wanted signature line to look more robust and match current signature line being used in regular emails 18

19. Signature Block - Continued 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) registrar@capital.edu 19 Different font size Different fonts Colors! 0086c5 = light blue 888078 = gray 380982 = purple http://www.2createawebsite.com/build/ hex-color-chart-grid.html

20. 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 – 1 st Missing Items letter RDGMISS1 – 2nd Missing Items letter RDGMISSF – Final Missing Items letter RDGCMP – Grad Reqmts complete RTGMISS – remove track Track Complete? RTGRAD Add (outgoing) document track RTGMISS Add (outgoing) Missing Grad Items RRGRAD Add (incoming) request track RCGDAF – Degree Audit Final RCGGV – Grad verification RCGFN – FERPA Notice RPGDAP RPGMT RPGDAF RPGFN RPGMISSI RPGMDAF RPGMGV RPGMFN RPGMTF TPGMTS RPINCOMP RPNOREP RPGMEND RPGGV RRGGVN RRGDAFN RRINCGRD RRMFERPA RRNRGD RFERPA RRMTF RRMTS Also utilize RDNGAP- Need Grad Application RDGDEM – Need Updated Email CM for Graduation Tracking 20

21. Begin to “Transform” Emails Insert HTML Paragraph 21

22. Detail on Paragraph Insert HTML Coding Move Subject Line to EMLD 22

23. Helpful Hints 1.Easier to detail into UTEC 2.Utilize CTRL+C and CTRL+V 3.Don’t forget to add ending body & html 23

24. Time for Testing! Change Author to Yourself! 24

25. Another Helpful Hint Change Addresses to Your Own! Enter Subject Line 25

26. Time to PCEX Change to Yes on Both Best to use yourself Save out of screen Change Output Device to H for Hold/Browse (do this twice) Emails are sent after you close the Report of Letter Requests Built 26

27. Success!! 27

28. 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 28

29. 29 Questions? Dr. Amy M. Adams Capital University aadams@capital.edu