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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.
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.
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.
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.
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
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