In the IUIE, how can I use mailing functions in a data extract?

In the IUIE, data extract screen titles denote the function being performed. Screens begin with one of the following prefixes:

  • Basic
  • Email Functions
  • Notification Email
  • Mail Merge
  • Advanced

Selecting the mailing function

In the Basic screen, a Mailing button appears when a datagroup's columns contain email addresses, and when a given IUIE user is in the relevant security group.

Click Mailing, and from the Email Functions screen, select a mailing function:

  • Notification Email: Send a form letter to each email address in the query results.
  • Mail Merge: Send a form letter with data merged from query results.

Click the button for the type of mailing you want to perform, or click Basic to return to the Basic screen.

Screen information

Each data extract mailing screen is the Basic screen with additional information necessary for a given mailing function:

  • For "Notification Email", enter an email message "Body", "Subject", and "From" field. You can replace the default values in these fields, as well as those in the "ReplyTo" and "Notify Upon Completion" fields.
  • "Mail Merge" has the fields noted above for "Notification Email", as well as checkboxes to select columns for inclusion in result records.
Note:
It is important to type the email message directly into the mailing request file. If you must compose the message outside of the IUIE, use a plain text editor. Avoid using either Microsoft Word or WordPerfect, as they introduce invisible characters that Unix can't process; this will cause mailings to truncate or fail.

For both mailing functions, a set of radio buttons allows you to select which mail address column will be included in output records as the first column. You must choose one of the radio buttons.

For the Mail Merge function, as you select each column, its technical name is added to the Field listbox. Highlight an item in this box and click Insert Field Selection to add a reference to the value of that column to the body of the request at the current cursor location. Click Save Settings to save a common query combination.

For both mailing functions, the "Additional Criteria" field from the Advanced screen provides more control of the returned set of addresses or merge records.

Executing the mailing

To proceed with the mailing, click Preview. You will see a confirmation screen, and the system will send an email message to the "Notify Upon Completion" address, a message similar to the one that recipients will see. You will also receive an email message with a link to the Completed Report. If the preview email message appears satisfactory, to complete the mailing:

  1. Go to the Completed Report, either through the link in the email message or through My Catalog.
  2. If desired, view the full list of recipients and email content.
  3. Send the email to the complete list by clicking Send Mail.

Note: Email is not delivered to all recipients until you click Send Mail. Any entry in the Completed Reports folder with an envelope icon has not yet been mailed.

This is document anav in the Knowledge Base.
Last modified on 2010-12-11 00:00:00.

  • Fill out this form to submit your issue to the UITS Support Center.
  • Please note that you must be affiliated with Indiana University to receive support.
  • All fields are required.

Please provide your IU email address. If you currently have a problem receiving email at your IU account, enter an alternate email address.

  • Fill out this form to submit your comment to the IU Knowledge Base.
  • If you are affiliated with Indiana University and need help with a computing problem, please use the I need help with a computing problem section above, or contact your campus Support Center.

Please provide your IU email address. If you currently have a problem receiving email at your IU account, enter an alternate email address.