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How to Create an Message in BBIS

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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.    

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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  

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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  

   

All  templates  for  your  unit  need  to  be  named  with   your  unit  prefix;  see  BBIS  unit  prefixes  below.  

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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.    

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.  

               

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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.    

 

 

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Picture  Guide  to  Creating  an  Email  Message  

 

Log  in    to  

http://connect1.osu.edu/login.aspx   using  your  BBIS/TAS  username  and   password.  

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Choose  Messages  from  the  Email   drop-­‐down  menu.  

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

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If  copying  html  code  from  

Dreamweaver,  click  on  View/HTML   Code.  Replace  existing  code  with  the   Dreamweaver  code  and  Save.      

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

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

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Adding  a  Photo  to  an  Email  Message    

 

   

   

  In  BBIS,  choose  SITE  EXPLORER,  Image  Library.  

Before  You  Begin:  

Resize  photo,  save  for  Web,   rename  with  appropriate  prefix.   Write  down  the  height  and  width.  

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  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  

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BBIS  Unit  Prefixes

 

 

AA     Alumni  Association  

ADV     Advancement  

ASC     College  of  Arts  and  Sciences  

ATH     Athletics  

 

ATH_BC   Buckeye  Club  

CED      Continuing  Education  

CHEE   Center  for  Higher  Education  Enterprise  

COM    College  of  Medicine  

COM_BIOMED     School  of  Biomedical  Science  

COM_SHRS   School  of  Heath  and  Rehabilitation  Science  

DEN   College  of  Dentistry  

DEV     University  Development  

DEV_EVENTS   Development  Events  

DEV_WAP     Women  and  Philanthropy  

DEV_PG     Planned  Giving  

DEV_AG   Annual  Giving  

DEV_CFR   Corporate  and  Foundation  Relations  

DEV_DR   Donor  Relations  

DEV_PC   President's  Club  

DEV_REC     Development  Records  

DEV_ADMIN     Development  Administration  

EHE     College  of  Education  and  Human  Ecology  

ENG   College  of  Engineering  

ENG_ARC     Knowlton  School  of  Architecture   ENG_MSE   Materials  Science  and  Engineering  

FAES     College  of  Food,  Agriculture  and  Environmental  Sciences   FAES_EXT_4H     4H  

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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  

OAA     Scholarship  and  Student  Support  (formerly  Academic  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  

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