User's Guide. Copyright 2005 Express Technology Inc.

Transcription

1 User's Guide Copyright 2005 Express Technology Inc.

2 I Express Server Table of Contents Foreword 0 Part I Introduction 2 Part II Installation 2 Part III Registering 3 Part IV Technical Support 3 Part V Program Setup 4 Part VI Setting Up Jobs 6 Part VII Job Properties 6 Part VIII Importing Jobs 8 Part IX Sending 10 Part X Auto Send Mode 11 Part XI Tasks 12 Part XII Removals / UnSubs 15 Part XIII Archiving Jobs 16 Part XIV Printing Reports 17 Part XV Customizing Reports 17 Index 18

3 Introduction 1 2 Introduction Express is powerful server software designed to manage and make outgoing bulk easy and fast. Express is not designed to replace your existing program such as Outlook except as it relates to bulk ing. Express is not intended to be a tool for producing unwanted (SPAM). Instead, Express is designed to allow you to communicate with customers, prospects, members and subscribers in an efficient and professional manner. Some of the post powerful features of Express include: Send to large groups of recipients completely unattended Send the same message to a large group of recipients Send a completely different message and to everyone in a large group of recipients Produce and import messages in text or HTML format Manage unlimited jobs with large groups of recipients in each job Import recipients and messages into any job Write recipients and jobs directly into the SQL database from other applications Include attachments, custom header tags, carbon copies and footers Manage a removal list of recipients who have unsubscribe from the list Use a standard SMTP account and server for sending Process jobs in manual or automatic send mode Sends summary to sender when job is complete Comfortable well designed interface makes program use a pleasure Adjustable width and arrangement of grid columns automatically remembered by program Easy installation and setup of server accounts and other information Built-in Report Builder allows you to completely customize and design reports 2 Installation If you ordered an installation CD from Express Technology, it will include all of the files you need to install Express and the MSDE (SQL) Database Engine. If you are installing from a download via the internet, you will want to start by downloading the MSDE (SQL) Database Engine if you do not already have Microsoft SQL or MSDE running. Next, you will need to download and install the Express installation program (EEInstall.exe). Installation Environment Express requires the Microsoft Database Engine (MSDE). When implementing Express in a network environment, perform the installation of the MSDE and Express at the Server (or Standalone) computer only. Do not install the MSDE or Express on the client workstations. You really only need to run Express on the server or a single workstation as you can allow it to run in Auto Send mode where s will be sent automatically. Installing The MSDE Database Engine Express requires the installation of the Microsoft Database Engine (MSDE). The MSDE provides a very robust and reliable database for our software products. You will not be bothered with data loss or index corruption. We strongly recommend that you first install the MSDE before installing any other applications. If you already have the MSDE or Microsoft SQL Server installed, this step is not necessary. To install the MSDE, simply click on the "Database Engine" button. If the file is not found, you will need

4 3 Express Server to download it from our website. The installation program will take you through a few simple steps to complete the process. The MSDE is the slowest of the installation programs but well worth it. Note: Please consult our website for specific details about system requirements and operating system requirements for installing the this software. Our comprehensive list of tech bulletins will provide up to date information. Starting The MSDE Database Engine You must start the database engine the first time. Click on Windows Start / Programs / MSDE / Service Manager. When the Service Manager window appears, check the Auto Start option. Next, click the green Start button to start the SQL database server. Installing Express To install Express , run the installation program EEInstall.exe. If the file is not found, you will need to download it from our website. The installation program will take you through a few simple steps to complete the process. Express initially installs as an evaluation copy. See the Registering section of this help for details on permanently registering your software. Connecting to the Database and Creating Database Tables For information on connecting Express to the SQL database server and creating the necessary tables, please see the Program Setup section. Utilities Several utilities are included on the Express Technology CD and are available for download from our web site. More than likely, your version of the Windows operating system already installed the HTML help system and the ODBC drivers. However, some releases did not include them so we provide the installs if needed. These items can be found by exploring the "Extras" folder on the CD. The ExpressUtility is an administrative tool that is handy for performing more advanced SQL queries of the data and for managing reports. For the most current information, check the Technical Bulletins (FAQ) index at our website. 3 Registering When Express is installed, it automatically issues a Serial Number unique to each customer. A Registration code will automatically be generated that grants a 30-Day Evaluation License. Each time you run the application during the evaluation period, a registration screen will appear reflecting the evaluation expiration data. When you purchase a permanent license for the application, you must provide the Serial Number and a corresponding permanent Registration Code will be issued. To register the application, go to Help / Registration. In the Registration screen, carefully enter the Registration Code provided and then click the Register button. Once the product is permanently registered, the registration screen will no longer appear each time the application is executed. You should keep your Serial Number and Registration Code on file in a safe place. If you have any problems, contact the Express Technology sales department. 4 Technical Support At Express Technology we are committed to making sure your experience with Express is pleasurable. We work hard to provide comprehensive Tech Bulletins for frequently asked questions (FAQ) in addition to providing prompt support answers.

5 Technical Support 4 Before contacting Express Technology for technical support, please take the time to carefully search the on-line help for a possible explanation. Make sure that you are asking a specific question about the Express Technology application instead of general Windows or computer use questions that might be appropriate for your IT department or local hardware dealer. If you are having a problem, please take the time to test the problem a couple of times to ensure consistency and a complete understanding of what is occurring. Our web site contains a designated page for submitting support issues. Please prepare your support questions in a manner that is specific and detailed. Please be specific about the module, screen name and other particulars. These steps will allow us to more promptly replicate the problem or address your question. For the most current information, check the Technical Bulletins (FAQ) at our web site at: Important Note: We recommend turning off the scanning of outgoing in your anti-virus software. Some anti-virus software may cause Express to generate an error or fail to send the s. Please submit support questions using the support page of our web site at: Web site access: support@expresstechnology.com Phone: Fax: Program Setup Before you can begin using Express server, you must setup two primary areas of information as shown in the screen shot below. This information will allow the program to function properly. To access the Setup screen, simply click on the Setup button at the top of the screen. You will notice that until the connection is made to the SQL database engine, most features of the program are disable as the program cannot save / retrieve data.

6 5 Express Server SQL Server Setup As mentioned under the installation section, Express requires the use / installation of the Microsoft SQL Server database engine. You may already have a full copy of MS SQL Server or you may wish to download the freeware version MSDE from our website or obtain from the CD. The SQL Server is usually the computer name or IP address where the database engine was installed. In addition, you must specify the database name to be used. We recommend using the default of Express . Once you have entered this information, click the Test SQL Connection button to test for a valid connection. Server Setup In addition, you must specify the server, Sender ID (account), Sender and Reply To addresses to use for sending . If you do not know this information, please obtain it from your system or administrator. The setup screen also includes an option to set the program to run in Auto Send mode when the application starts. See the Auto Send Mode help topic for more details. Standard Footer Text You can create standard footer text that will be appended to s. There is also an option in the Job Properties to indicate if the job is to include the standard footer text. When all information is entered, click the Ok button and Express will save your settings in the Express .ini file for future reference.

7 Setting Up Jobs 6 6 Setting Up Jobs Express has two primary aspects to the program data. These are Jobs and Tasks. For every Job, there can be unlimited Tasks. The relationship between Jobs and Tasks is commonly referred to as a Parent / Child, Master / Detail or One to Many data relationship. In order to send any with Express , you must first create a Job and then at least one Task. Express is not designed to be a regular application such as Outlook. Instead, it is a powerful server application for sending bulk s to groups of people. Each time the program is instructed to send a group of s, these are setup as a Job. Jobs can be setup in Express in any of three methods: 1. Manually setup job and tasks by direct data entry in the program 2. Manually setup job and imported tasks from an external file 3. Job and tasks created directly in the Express data tables by other applications Methods 2 and 3 are the most common methods of building jobs in Express . These are discussed in detail under the Importing Jobs help topic. You can easily manually create a new job from the main screen of Express . To do so, simply click on the Jobs menu button and select the New Job. A new job will be created and the Job screen will appear. You can also access the Job menu by right clicking on the Active Jobs or Complete Jobs list as shown in the screen shot below. For complete details on the Job data screen, see the Job Properties help topic. 7 Job Properties An job is simply a collection of tasks group together as a job. The Job Properties screen allows you to define certain default information concerning an job. Jobs can be setup in Express in any of three methods: 1. Manually setup job and tasks by direct data entry in the program 2. Manually setup job and imported tasks from an external file 3. Job and tasks created directly in the Express data tables by other applications

8 7 Express Server Methods 2 and 3 are the most common methods of building jobs in Express . These are discussed in detail under the Importing Jobs help topic. To edit Job Properties, simply right click on the Job and left click Edit Job Properties. The Job Properties window will appear as shown below: The following is an explanation of each filed: Job Number - The system assigned job number. This number is sequentially assigned as jobs are added. If importing a job from another application, the job number will be automatically inserted when the record is written. Job Name - The job name or description. If importing data, you must provide a job name. Status - The job status of (A)ctive or (C)omplete. Owner - The owner or creator of the job. This field is optional and is for information purposes only. Sender's - The address of the sender. If this value is not provided, it will be inherited from the Setup information. Summary To - When an address is placed in this field, a summary will automatically be send to that address when the job is completed. The value defaults to the Sender's but can be changed or deleted.

9 Job Properties 8 Reply To - The address for replies to the . If this value is not provided, it will be inherited from the Setup information. Subject - The subject for the s to be sent with this job. This subject is ignored if Same Subject Every is unchecked. Message Type - The type of message Plain or HTML. Include Standard Footer - Indicates if the standard footer is to be added to the bottom of all s for this job. The standard footer is created in the Setup information. Same Subject Every - Indicates if each is to use the subject from the job properties. If unchecked, you must enter or import a sperate subject for each . Same Message Every - Indicates if each is to use the message from the job properties. If unchecked, you must enter or import a sperate message for each . Same Attachments Every - Indicates if each is to use the attachments from the job properties. If unchecked, you must select or import a sperate list of attachments for each . Message Text - The message text to be sent with each . This text is ignored if Same Message Every is unchecked. View Html - A simple view only box to view the in HTML format if applicable. Attachments - A list of attachments to be included with each . This list is ignored if Same Attachments Every is unchecked. Header Tags - Optional user defined tags to be included in the header tags of the s to be sent. Total Tasks - Indicates the total number of tasks that were to be processed (completed jobs only). Attempted - Indicates the total number of tasks that were to attempted (completed jobs only). Successful - Indicates the total number of tasks that were successful (completed jobs only). Failed - Indicates the total number of tasks that failed (completed jobs only). 8 Importing Jobs Express is designed to be a convenient program for sending bulk to customers, prospects, members, etc. It is not intended to be used for SPAM or as a single program such as Outlook. The real power of Express is in the ability to populate the Jobs and Tasks by importing or populating data from other applications. There are two option for importing jobs into Express . Each method is listed and explained below. 1. Manually setup job and imported tasks from an external file 2. Job and tasks created directly in the Express data tables by other applications Manually Setup Job, Imported Tasks You can quickly setup a bulk job with Express using this method which allows you to import a list of addresses. This method is only effective for instances where you are sending the same message, subject and attachments to each user. To import s using this method, follow these steps: 1. Export or prepare an list in a text file with each line containing an address

10 9 Express Server Manually setup a new job providing the Job Name, Message and Subject Select the new Job in the list of Active Jobs Above the task list of s, click the Import List as show in Figure 1 below When the dialog window appears, select the text file containing the list and click the Import Into Job List button to populate the job with the addresses Once the list is populated, you can edit or adjust as desired. When you are ready to send the s, click the Send Job button. Figure 1 - Import List button Job and Task Created Directly Because Express is based on Microsoft SQL Server as the database Engine, you can also insert records directly into the program data. This is the real power of Express . You can use other tools to query data from other applications and build Jobs and Tasks into the data tables of Express . Accomplishing this tasks does require some knowledge of database concepts and may require programming knowledge to extract the data from your other applications. Below is an explanation of the steps involved and the data table schemas of Express Develop an ODBC or ADO connection to the SQL Server and the Express database. You will want to use the SQL user account of "etuser" and the password of "etrik22". Query the desired data to from your external application or data. Create a new job record in the Jobs table using Figure 2 below for schema details. Query the Jobs table to determine the system assigned job number for the newly created job. For each person that is to be ed, create a new task record in the Tasks table using Figure 3 below for schema details. Be sure to include the new job number in each task record. Open Express and select the Job as you are ready to Send the Job.

11 Importing Jobs 10 Figure 2 - Jobs Table Schema Figure 3 - Tasks Table Schema 9 Sending Sending the s of a job is as simple as the click of a button. To begin sending all tasks in a Job, take the following steps: Select the desired job from the list of Active Jobs Check the Job properties to insure all data is correct including the subject and message properties Click the Send Job button as shown in Figure 1 below Express will send all tasks for the selected job excluding any s found in the Removal List When the job is completed, Express will update the job with the number of s attempted, successful and failed. The start and finish times will also be recorded.

12 11 Express Server Figure 1 - Send Job Button To stop sending a job, click the Pause s button as shown below in Figure 2. Figure 2 - Pause s Button To have Express send all Active Jobs in sequence, use the Auto Send button or set Express to default to Auto Send Mode. For more details see the Auto Send Mode help topic. Important Note: We recommend turning off the scanning of outgoing in your anti-virus software. Some anti-virus software may cause Express to generate an error or fail to send the s. 10 Auto Send Mode Express can be set to Auto Send Mode which will cycle through each Active Job and send all s. As each job is completed, the job record will be updated with the number of s attempted, successful and failed. The start and finish time will also be recorded. To begin the Auto Send Mode, simply click the Auto Send button as shown below in Figure 1. Figure 1 - Auto Send Button

13 Auto Send Mode 12 To stop the auto send mode, click the Pause s button as shown below in Figure 2. Figure 2 - Pause s Button You can set Express to begin Auto Send Mode when the program opens. This is handled in the program Setup section. Putting the program in Auto Send Mode and leaving it in this mode allows you to develop external applications that write data to the Express data tables and have them automatically sent. Each time Express completes a job, it performs a query to obtain any new active jobs and proceeds to send the s. You can allow the program to run in the background or on a server and function as an spooler for bulk jobs. Note: When Express is in Auto Send Mode, you cannot make manual edits to the Job Properties or Tasks. You must first stop the server by clicking the Pause s button as shown in Figure 2 above. Important Note: We recommend turning off the scanning of outgoing in your anti-virus software. Some anti-virus software may cause Express to generate an error or fail to send the s. 11 Tasks Tasks are the individual addresses associated with a job. You can have unlimited tasks per job. While bulk individual tasks are usually imported into Express , you can manually enter or edit tasks as well. To enter or edit an task use the data navigator bar above the task grid and click on the Insert or Edit button as shown in Figure 1 below.

14 13 Express Server Figure 1 - Data Navigator For Tasks When the Insert or Edit button is clicked, the tasks window will appear with the individual task shown in the fields as shown below in Figure 2.

15 Tasks 14 Figure 2 - Tasks Edit Screen An explanation of each field follows: Status - The status of the records (Q)ued, (S)ent or (F)ailed. Mail From - The sender of the record, auto populated from the job properties or setup. Mail To - The recipient(s) address. Note you can click the Edit button as shown in Figure 2 above to access a full editor to add multiple names to the list. Mail CC - The carbon copy list of address. Note you can click the Edit button as shown in Figure 2 above to access a full editor to add multiple names to the list. Mail BCC - The blind carbon copy list of address. Note you can click the Edit button as shown in Figure 2 above to access a full editor to add multiple names to the list. Subject - The subject. Note if the Same Subject Every option is checked in the Job Properties, this subject will be ignored and the subject defined in the job will be used. Message - The message. Note if the Same Message Every option is checked in the Job Properties, this message will be ignored and the message defined in the job will be used. Attachments - The attachments list. Note if the Same Attachments Every option is checked in the Job Properties, this attachments list will be ignored and the attachments list defined in the job will be used. Progress - If you click the Send Mail Now button, this will show the progress of the . This is especially handy in testing your setup settings. Searching and Sorting Tasks To change the sort column, simply click on the column heading button. Clicking the same column

16 15 Express Server again will change the sort to descending. You can use the quick position field to instantly position to the record that matches the text typed. Deleting an Task You can remove an tasks by clicking on the Delete button in the data navigator bar. Removal Note If an address is included in the Removal / Unsub list, the recipient will not be ed even though they have a record in the tasks. Important Note: We recommend turning off the scanning of outgoing in your anti-virus software. Some anti-virus software may cause Express to generate an error or fail to send the s. 12 Removals / UnSubs Express is not intended to be a tool for producing unwanted (SPAM). Instead, Express is designed to allow you to communicate with customers, prospects, members and subscribers in an efficient and professional manner. When someone notifies you that they do not wish to receive s, you should add them to the remove / unsub list. If an address is included in the removal / unsub list, the recipient will not be ed even though they may have a record in the tasks. To access the Removal / Unsubs list, click on the Unsubs button in the main screen. The following screen will appear: Figure 1 - Removal / Unsubs List You can browse and edit the list using the data navigator bar across the top of the screen. Records can be added to the unsub list in any of 4 ways. These include: Manually entered addresses in the Removal / Unsubs list screen shown above in Figure 1. Sent to the Removal / Unsubs list by clicking on the Add To Unsubs List button found on the Tasks screen. Imported from a text file by using the Import Removal List button as shown in Figure 1 above. Directly written into the Removes database table using the schema shown below in Figure 2. Figure 2 - Removes Table Schema

17 Archiving Jobs Archiving Jobs Express allows you to delete or archive completed jobs. To delete or archive a completed job, right click on the completed job to access the pop-up menu. Then make the desired selection from the menu shown below. Selecting View Archived Jobs will access a displayed list of all archived jobs. You can sort and position to the desired job. Buttons at the top of the Archived Jobs screen allow you to convert a job back to active or complete. In addition, a button allows you to copy a job to a new job as shown below.

18 17 14 Express Server Printing Reports Express includes a built-in Report Builder that allows you to develop and maintain and unlimited number of reports based on the data of Express . Report Builder allows you to customize reports and create new reports. To access the list of available reports, click on the Reports button in the main screen. To print a report on the selected job, right click on the job and left click Report On This Job. All reports are first viewed on the screen and then optionally printed or exported to any number of formats including pdf, text, word, excel, etc. 15 Customizing Reports Express includes a built-in and extremely flexible Report Builder. The Report Builder will allow you to customized the existing reports as well as build you own reports, saving them for future use. This help does not address how to use the Report Builder to customize reports. However, complete details on the Report Builder including a tutorial are available from our website at the following link:

19 Index Index -Aaccount 4, 8 Active Jobs 10 ADO 8 Anti-Virus Software 3, 10 Archiving Jobs 16 attachments 2, 6, 12 Attempted 6 attempted s 10 Auto Send 4 Auto Send Mode 11 -Bbuilding jobs 6 bulk jobs 11 Tasks - Deleting 12 Tasks - Editing 12 Tasks - Inserting 12 Tasks Edit Screen 12 Jobs Table Schema 8 Removes 15 Removes database table Tasks Table Schema 8 Evaluation License 3 -FFailed 6 failed s 10 Fax 3 finish time 10 footers 2 -Hheader tags 2, 6 -C- -I- Creating Database 2 Creating s From Other Applications 8 Creating Jobs From Other Applications 8 Creating Jobs Manually 6 customize 2 Customizing Reports 17 Importing Data 8 Importing s Tasks 8 Importing Jobs 8 Importing Tasks 8 Include Standard Footer 6 Insert Tasks 12 Installation 2 Installation Environment 2 Installing Express 2 Introduction 2 -DDatabase 2, 4, 8 Database Engine 2, 4 Delete Tasks 12 Deleting Jobs 16 -EEdit Tasks 12 Progress 12 server 4 server software 2 spooler 11 tasks 6, 10, 12 -JJob menu 6 Job Name 6 Job Number 6 Job Properties 6 Job Summary 6 Jobs 6 Jobs - Archiving 16 Jobs - Deleting

20 19 Express Server Reports - Running -MMail BCC 12 Mail CC 12 Mail From 12 Mail To 12 Manually setup job 6 Message 12 Message Text 6 Message Type 6 Microsoft SQL Server 2 MSDE 4 MSDE Database Engine 2 -Nnavigator bar New Job OODBC Owner 8 6 -Ppassword 8 Pause s 10, 11 Phone 3 Printing Reports 17 -Rrecipients 2 Registering 3 Registration code 3 Removal / Unsub list 12 removal list 2, 10 Removals / UnSubs 15 Reply To 4, 6 Report Builder 2 Reporting - Active Jobs 17 Reporting - Complete Jobs 17 reports 2, 17 Reports - Customizing SSame Attachments Every 6 Same Message Every 6 Same Subject Every 6 Schema 8, 15 Searching 12 Searching Tasks 12 Sender 4 Sender ID 4 Sender's 6 Sending 10 Sending the s 10 Serial Number 3 server 2, 4 server software 2 setup 4 SMTP 2 Sorting 12 Sorting Tasks 12 SPAM 2, 15 SQL database 2 SQL database engine 4 SQL Server 2 SQL Server Setup 4 start time 10 Starting The MSDE Database Engine Status 6, 12 stop sending 10 stop the server 11 Subject 6, 12 Successful 6 successful s 10 Summary To 6 support 3 2 -Ttable 8 Table Schema 8, 15 tasks 6 tech bulletins 2 Technical Bulletins 3 Total Tasks 6

21 Index -Uunlimited 2 unscribed 2 user 8 Utilities 2 -VVeiw Html 6 Virus Software 3, 10 20