PACMail 2.0 Manual Data Uploads

Transcription

1 Customer Support Document PACMail 2.0 Manual Data Uploads The purpose of this document is to define the procedure for creating a data export file from your back office and to successfully upload that file into your PACMail 2.0 account. Paciolan recommends using specific filtering techniques in order to target specific Patron records for Renewal, Single, Promo and iprofile marketing campaigns. Furthermore, Paciolan recommends using Custom Attributes within PACMail 2.0 to upload data to your contact records. The process defined in this document minimizes the impact of multiple accounts with duplicate addresses on file when including Patron specific information in the content of an message. If an campaign meets ALL of the following conditions, certain customers may not receive the intended account information to successfully access their online account: A renewal or iprofile campaign that requires imbedding specific account information into the message body of an (e.g., account number, PIN, etc.) Some contacts included in this campaign segment have multiple back office patron accounts with the same address Of these accounts, one or more do not have an online application or iprofile associated with the corresponding back office account (only these accounts are at risk of being affected) For additional support or questions regarding the PACMail 2.0 Manual Data Uploads process, please contact Customer Support at

2 Contents Contents... 2 PACMail 2.0 Manual Data Upload Process... 3 Identifying Accounts By Tagging via Request... 3 Checking the Patron Data Transfer... 3 Excluded Accounts... 4 Creating Data Export Files for Manual Uploads... 6 Sorting Your Date Export File (EXCEL)... 8 Preparing Your Data Export File for a Manual Data Upload Adding Custom Attributes Suggested Custom Attributes Renaming the Upload File Column Headings Manual Data Upload Process Addendum Page 2 of 23

3 PACMail 2.0 Manual Data Upload Process PACMail 2.0 Manual Data Uploads Identifying Accounts By Tagging via Request After you have tagged the TK.CUSTOMER records you want to include in your data upload file, Paciolan recommends that you run a quick count via Request to verify that you have tagged only the accounts you want target in your campaign. Note: The recommended best practice for the tag you add to the TK.CUSTOMER record is in the following format: season.linked/unlinked.mmddyy. For example, JP10.Linked is for linked accounts within season JP10 that were tagged on May 31, Checking the Patron Data Transfer Before you create the requests for your data upload files, check your data transfer screen for two (2) variables the Phone Type listed and whether or not you have the box checked to Include patrons without a comma in the NAME field (PACMail Only). To navigate to the Patron Data Transfer Parameters screen: Execute to process: PD.DATA.TRANSFER.E or File > Patron Database > Patrons > External Data Transfer > Data Transfer Parameters Page 3 of 23

4 Excluded Accounts You can build a request to identify tagged accounts that will not receive an . If an account does not have a valid address associated with the default Phone Type or they do not have a comma in their NAME field and that option is toggled off within the data transfer screen, then the account will not receive an . To best review records, Paciolan recommends running your request to an EXCEL file. 1. Creating an Excluded Accounts Request a. Selection: Make sure to use the OR operator to separate the criteria from the name criteria. Note: List the address code listed in the data transfer screen. For example, if the data transfer screen lists PE as the Phone Type, you need to use the PE.PHONE field and not E.PHONE. If you are including accounts that do not have a comma in the NAME field, then you can ignore the second selection set after the OR operator above. Page 4 of 23

5 b. Sorting: c. Display: Note: List the address code listed in the data transfer screen. For example, if the data transfer screen lists PE as the Phone Type, you need to use the PE.PHONE field and not E.PHONE. You can list both the linked and unlinked tags in the same request or run them separately. This will show you how many tagged accounts are not transferred to PACMail 2.0, thus resulting in those accounts not receiving an . You can utilize this list to update accounts accordingly in order to include them in the nightly data transfer feeds to Pacmail 2.0. You will need to either add a valid address to the account for the Phone Type specified in the data transfer screen or update the NAME field to include a comma. Page 5 of 23

6 Creating Data Export Files for Manual Uploads Paciolan recommends creating 2 data files for the upload that separate linked and unlinked accounts. 1. Creating Data Export Files via Request a. Selection: Make sure you use the AND operator when entering your selection criteria. Note: List the address code listed in the data transfer screen. For example, if the data transfer screen lists PE as the Phone Type, you need to use the PE.PHONE field and not E.PHONE. If you are including accounts that do not have a comma in the NAME field, then you can ignore the selection statement of NAME = [,]. Page 6 of 23

7 b. Sorting: c. Sample Display (for linked accounts): Note: List the address code listed in the data transfer screen. For example, if the data transfer screen lists PE as the Phone Type, you need to use the PE.PHONE field and not E.PHONE. U.EDATE is a custom dictionary that translates the Entry Date from the PD.PATRON record. (See Addendum) Page 7 of 23

8 d. Sample Display (for unlinked accounts) Note: List the address code listed in the data transfer screen. For example, if the data transfer screen lists PE as the Phone Type, you need to use the PE.PHONE field and not E.PHONE. U.EDATE is a custom dictionary that translates the Entry Date from the PD.PATRON record. (See Addendum) U.PIN is a custom dictionary that translates the Pin number from the EV.ACCOUNT record. (See Addendum) Your display criteria may differ from what is shown in the above examples depending on what data you want to upload to Pacmail 2.0. Sorting Your Date Export File (EXCEL) Sort the data file by to find any duplicate addresses. Any duplicate addresses will be updated with the first record in the upload file and all subsequent records with that will be ignored. It is important that you sort the data file so that the most important record for each address is listed first. PACMail currently sorts the data by entry date for each address. If you want to mimic that sort, once you have the file in EXCEL, sort the columns by entry date, address and customer number. Page 8 of 23

9 1. Sorting by Entry Date, Address and Customer Number. PACMail 2.0 Manual Data Uploads 2. Removing the Entry Date Column. After the file is sorted, you no longer need the entry date field. In Excel, highlight the entry date column, right click, and select delete. a. Highlight the Entry Date column b. Right click and select delete. Page 9 of 23

10 3. Save your spreadsheet as a Comma Delimited (.csv) file. Note: If you are using a Macintosh Operating System, then save your file as a Windows Comma-Delimited file. 4. You will need to rename your column headings with the Custom Attribute names in PACMail 2.0 associated to each column of data. To continue, select the appropriate document path based on the following: If you have defined Custom Attributes in your PACMail 2.0 account, then please see the Renaming the Upload File Column Headings topic. If you have not defined Custom Attributes in your PACMail 2.0 account, please proceed to the topic, Adding Custom Attributes. Sample of file for linked accounts Sample of a file for unlinked accounts Page 10 of 23

11 Preparing Your Data Export File for a Manual Data Upload Paciolan recommends creating Custom Attributes in PACMail 2.0. Newly created Custom Attributes allow you to maintain the data that is uploaded via the manual data upload process. In order to upload your file successfully, you will need to create your Custom Attributes prior to uploading your file. Adding Custom Attributes To add a Custom Attribute navigate to the Attributes module through the following path: Marketing > Attributes > Click Add button > Select Add New radio button Page 11 of 23

12 Suggested Custom Attributes We suggest to create a Custom Attribute for each column of data within your upload file. You do not need to create a Custom Attribute for the Address column. Note: If you have custom attributes built from previous manual data uploads and want to overwrite existing data values, then no new custom attributes are required to be built. 1. PACPatronNo: The number associated to a Patron (Customer or Donor) account. The data type set to TEXT. 2. PACPatronPIN: The PIN number associated to a Patron s unlinked account. The data type set to TEXT. Page 12 of 23

13 3. PACPatronTag: The Tag associated to a Patron s account defining the account as unlinked or linked. The data type set to Multiple Checkbox. Note: Utilizing the Multiple Checkbox data type allows you to add additional Attribute Choices. a. Add an attribute choice for each tag you will upload into the PACPatronTag attribute by clicking the add button. Note: You will need to update the PACPatronTag attribute with new attribute choices if new tags are being referenced in your upload file. Page 13 of 23

14 Renaming the Upload File Column Headings PACMail 2.0 Manual Data Uploads After your Custom Attributes are created, you will need to rename the column headings of your upload file with the associated Custom Attribute names. Be sure to save your file as a Comma-Delimited (.csv) file. Note: If you are using a Macintosh Operating System, then save your file as a Windows Comma- Delimited file. Linked Data Upload File Example: Note: The Phone Type column heading must be named as to map correctly as the Address is the key to the contact record. Do not include special characters in the column heading even if they exist in the attribute name. Special characters in the column heading will cause your upload to not load properly. You have the ability to manually map column headings to the appropriate attribute in PACMail 2.0. Unlinked Data Upload File Example: Note: The Phone Type column heading must be named as to map correctly as the Address is the key to the contact record. Do not include special characters in the column heading even if they exist in the attribute name. Special characters in the column heading will cause your upload to not load properly. You have the ability to manually map column headings to the appropriate attribute in PACMail 2.0. Page 14 of 23

15 Manual Data Upload Process To upload a date file navigate to the Contacts module through the following path: Marketing > Contacts > Click Upload button Page 15 of 23

16 1. Upload Source The first stage of the manual data uploads process. a. Upload Source Define the source of your upload file by clicking on the Browse button. PACMail 2.0 Manual Data Uploads i. A pop-up window will display prompting you to select a file to upload. Select your file and click the Open button. b. Leave the contact status as the default, Active. Page 16 of 23

17 c. Select the List where your contact records live to update. Note: Paciolan suggests uploading to your Default list. The Default list is the list of contact records that are updated from the back office during the nightly data transfer feed. d. Leave the Upload Delimiter as the default, Comma. e. Leave the Existing Contacts option toggled on to update information for existing contact records. Page 17 of 23

18 f. Toggle on the following Update Options if applicable: i. Leave all Update Options toggled off if uploading into your Custom Attributes for the first time. ii. If you are reusing Custom Attributes for your manual data upload that have been used previously, then toggle on the Do not overwrite multi-select attribute values option. Note: Selecting the Do not overwrite multi-select attribute values option will maintain all attribute choices within Custom Attributes with a data type of Multiple Checkbox. The upload file will append the attribute by checking on any additional attribute choices within the Multiple Checkbox attribute. Page 18 of 23

19 g. Leave the Trigger Messages option toggled off. h. Click the Continue button to proceed to the Map Attributes stage. Page 19 of 23

20 2. Map Attributes The second stage of the manual data uploads process. a. PACMail 2.0 will automatically match Column Names to names of Existing Attributes. Be sure to check that each Column Name matches the correct Attribute name. Note: Column Names that do not match the exact Attribute name will prompt you to select the appropriate Existing Attribute name by outlining the Existing Attributes field in red. Click the down arrow to see a drop-down menu of Attribute names and select the appropriate Attribute name for mapping. b. To continue to the Verify Upload stage, click the Continue button in the bottom right corner of the window. Page 20 of 23

21 3. Verify Upload The third stage of the manual data uploads process. a. Verify that the associated data within each column is mapped to the correct Attribute. b. After data verification, click the Import button in the bottom right corner of the window to being the upload process. Page 21 of 23

22 4. Confirmation The fourth stage of the manual data uploads process. a. The Confirmation stage will state that your upload file is in progress. To view the status of your upload details, click the blue View upload details hyperlink. To exit, click the Close button in the bottom right corner of the window. 5. Additional Data Verification Verify at least three (3) contact records within your upload file. a. Use the address as search criteria to verify a contact record was updated successfully. Highlight the contact record listed and click the Edit button in the top right corner of the screen. Use the scroll bar within the Attributes view of the contact record to verify that the custom attributes were updated successfully. Page 22 of 23

23 Addendum PACMail 2.0 Manual Data Uploads How to create the U.EDATE and U.PIN custom dictionaries in the TK.CUSTOMER file. (If you do not know how to access the screen to create a custom dictionary, please contact Customer Support) (F("PD.PATRON",CUSTOMER)<POS(PD.PATRON,ENTRY.DATE)>) You can copy and paste the line above into the derived field in the dictionary screen. I(TRANS("EV.ACCOUNT",@ID,1,"X")) You can copy and paste the line above into the derived field in the dictionary screen. Page 23 of 23