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Transform Emails into HTML Emails. Dr. Amy M. Adams Capital University aadams@capital.edu. 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
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Transform Emails into HTML Emails Dr. Amy M. Adams Capital University aadams@capital.edu
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
Some Basic Info on DOC 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 Can utilize rules to determine who should receive the paragraph Create paragraph codes using your institution’s naming convention
Define Custom Paragraphs 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 Combine into 1st paragraph • HTML Parameters MIME-Version 1.0 Content-Type: text/html • Graphic and Font Information <img src=“http:www.capital.edu/img/cap_logo.gif”> <font face=“Arial, Verdana, sans-serif”> <font size =“2”> • Email Text and HTML Tags <html><body> <p>Dear @FIRST.NAME ,</p> <p>Here’s the <i>first</i> of many emails we’ll create at our institution using <b>HTML code</b>. This paragraph contains the body of the emails.</p> <p>Sincerely,</p> <p>Amy M. Adams, Ph.D.</p> </body></html> Combine into 2nd paragraph
Create HTML Paragraph Use naming convention Specify the MIME-Version and the content type Identify graphics to use in email
Example of graphic Right click on graphic & Click on Properties
How to find URL Note the address (URL) Note the Dimensions. Try to select graphics that are less than 600 pixels wide.
Sample Images http://www.wabash.edu/common/HeadLogo.gif 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.gif http://www.ohiodominican.edu/ODUTemplateFiles/ODUStyleImages/sidebar-logo.gif http://www.spalding.edu/images/top/header-trial-1.jpg
HTML Tags Taken from page 41 of “Creating HTML Emails in Communications Management” Datatel manual
Create your test HTML document Develop hierarchy for emails or modify current hierarchy to include emails
Add test paragraphs 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
Results! Graphic appears! HTML tags worked as well
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
Signature block • Wanted signature line to look more robust and match current signature line being used in regular emails
Signature Block - Continued Different font size <html><body> <font face="Arial, Verdana, sans-serif" size="2"> <p>Sincerely,</font></p> <p><font color="#0086c5" size="3" face="Times New Roman, Times, serif">Brent A. Koerber</font><font color="#888078" size="1“ face="Arial, Verdana, sans-serif"><br />University Registrar</font></p> <p><font color=#380982" size="4" face="Times New Roman, Times, serif">Capital University</font> <br /><font color=#888078" size="1" face="Arial, Verdana, sans-serif">Office of the Registrar <br />1 College and Main <br />Columbus, OH 43209 <br />614-236-7167 (phone) <br />614-236-6753 (fax) <br />registrar@capital.edu</p> </body></html> Colors! Different fonts 0086c5 = light blue 888078 = gray 380982 = purple http://www.2createawebsite.com/build/hex-color-chart-grid.html
RRGRAD Add (incoming) request track RTGMISS Add (outgoing) Missing Grad Items RTGRAD Add (outgoing) document track RCGDAF – Degree Audit Final RDGMISS1 – 1st Missing Items letter RDGDAP – Degree Audit prelim RPGDAP Track Complete? RPGMISSI RPGMDAF RPGMGV RPGMFN RPGMTF TPGMTS RPINCOMP RPNOREP RPGMEND RCGGV – Grad verification RDGMISS1 – 2nd Missing Items letter RDGDAF – Degree Audit Final/FERPA RPGDAF RPGFN RCGFN – FERPA Notice RDGCMP – Grad Reqmts complete RDGMISSF – Final Missing Items letter RDGGV – Grad verification RPGGV Add other required codes to indiv (IRQ) RTGMISS – remove track RDGMT – Grad schedule RPGMT CM for Graduation Tracking RCGAPP-Grad Application Received RDGAR Grad Application Rec’d Confirm letter RRGDAFN RRGGVN RRMFERPA RRMTF RFERPA RRMTS RRINCGRD RRNRGD Also utilize RDNGAP-Need Grad Application RDGDEM – Need Updated Email
Begin to “Transform” Emails Insert HTML Paragraph
Detail on Paragraph Move Subject Line to EMLD Insert HTML Coding
Helpful Hints • Easier to detail into UTEC • Utilize CTRL+C and CTRL+V • Don’t forget to add ending body & html
Time for Testing! Change Author to Yourself!
Another Helpful Hint Change Addresses to Your Own! Enter Subject Line
Time to PCEX Change to Yes on Both 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 Best to use yourself
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
Questions? Dr. Amy M. Adams Capital University aadams@capital.edu