emerge Help Document Table of Contents

Transcription

1 Table of Contents Logging Into emerge... 2 Navigation Bar... 3 Main Menu... 4 Creating a New Order... 6 Order Checklist... 6 Information... 7 Overview... 8 Geography... 9 List Select Demographics Shopping Cart Buttons Run Report Order Overview Segment Penetration Demographic Match Zip Penetration Creating an List My Orders My Trades Trade Requests Received Approving or Rejecting List Exchange Requests My Account My Information Manage Lists Search/Add Suppress Update My Suppress Reports emerge Reports Hygiene Reports Updated January 2010

2 Logging Into emerge 1. Go to 2. Click on Client Login in the upper right corner 3. Select emerge from the Services drop down menu (see diagram below) 4. Enter your Username ( address) and Password. 2

3 Navigation Bar The navigation bar is located horizontally along the top of each web page in the application. It allows you to quickly navigate to various items and displays your name and organization. The active page will be highlighted with a line above the name. Main Menu After logging in to emerge this is the first page you will see. Displayed are any Organization or System Announcements. This page is also the starting point for your emerge session where you can create a new order or jump to any of the pages shown above. My Trades This page displays all of the List Exchange Requests received for your organization along with the status. A yellow dot indicates that there is a request awaiting your approval. Green shows that you have approved an open order and a red dot means that the order has been closed. My Orders All of the list orders created by an organization are displayed along with their status. Orders can be updated or viewed depending on their status. Orders must be completed (output file created) or closed within 60 days of order creation or they will be closed automatically. Orders result in the creation of an output (.CSV) file. Orders and their selection criteria can be updated until the order is completed. My Account My Information displays information about you (the current user). You can update all of the fields except for Address and List Exchange Approver. Additionally, you can manage your organizations lists, and suppressions. Reports emerge allows you to create usage reports that include summary or detailed views of your orders, trade requests or requests you have made to others. This area allows you to download any hygiene reports created for your organization. Top of Page Navigation Support This displays all support options, including training times, emerge Help and FAQ documentation, and support links for phone or contact. Contact Us Your client will open up already addressed to a TRG contact person. Use this to provide feedback to TRG to better serve your emerge needs. Logout Logs you out of emerge. 3

4 Main Menu The Main Menu is the first page to display after logging into emerge. System and Organization Announcements System Announcements are used to communicate information to all emerge users such as scheduled down-time or new features added. Organization Announcements are used to communicate information to your specific organization where the information is visible only to the targeted organization. List Exchange Request notifications will appear in the Organization Announcement box. Community Reports This section appears for only those organizations that are members of a community list co-op This section includes reference reports that are available to everyone in the community. These reports show any analysis or reporting created to describe interaction between the organizations in the community. They are static files that can be downloaded and explored on your desktop. Some of these are reports that TRG creates and some are submitted by the community for access by users. Open Orders This lists all open orders you have in emerge. You can also click All Order to be taken to the My Orders page. 4

5 Buttons New Order An order is the terminology used to indicate any mailing list created or any research being done in emerge. Create a new order. Create an order to include an SCF and/or Zip filter, demographic filtering and add internal and external lists to the selection criteria. Order Overview Download an excel report that displays all the selection criteria of a specified order (including any geographic or demographic filters). Edit Order Edit the selected order. You re then directed to the Information edit page where you can begin the editing process to update geography, list selects, demographics and shopping cart. Complete Order This takes you to the shopping cart for an open order. This is essentially the same as confirming that you want to download the list, although at the shopping cart, you will need to click Complete Order again. Close Order This will close your order so that it cannot be opened or edited. 5

6 Creating a New Order Order Checklist When creating a new order in emerge, a pop-up will appear allowing you to download an order checklist. Use this checklist to frame your thinking around order creation. This is also helpful to compare upon completion of an order to ensure accuracy. 6

7 Information The first screen that appears when creating an order is Information. This page allows you to enter information about the order and its use. This information must be filled out completely if you are requesting trades in this order or if you are going to download the order. This information will be included in any permission requests that are sent to other organizations. If you do not complete this form now, you will be asked to enter it later (before you complete the order). Once you enter in the information requested, click Save. 7

8 Overview As soon as you create an order, the Overview will appear on the left side of the screen and will be available throughout your session. This view allows you to see your net counts with and without geography and suppression filters applied, as well as geography and lists that appear in your shopping cart. By pressing Recompute, emerge will display the latest net counts with any changes you may have made to your order. You can hide this Overview by clicking on the arrow to the right and unhide it by clicking the arrow again. 8

9 Geography Specifying geography filters the order results to only those Zip Codes, SCFs (Sectional Center Facility the first three digits of a zip code), Ranges or Radius that you specify. You can enter your various criteria by clicking the geography button (top row). If you add criteria to any page, you need to click Save Geography at the bottom to record your information. Only enter geography criteria to narrow down your results if you want to see all available names, do not enter any criteria under the Geography tab. 9

10 Top Row Buttons Zip The Zip screen provides an opportunity to enter Zip Codes. On the left, you can enter Zips to include and on the right, you can specifically enter Zips that you might want to exclude. You do not need to enter Zips to both include and exclude. Once you enter your Zips, click Save Geography. SCF The SCF screen provides an opportunity to enter SCFs (Sectional Center Facility the first three digits of a zip code). On the left, you can enter SCFs to include and on the right, you can specifically enter SCFs that you might want to exclude. You do not need to enter SCFs to both include and exclude. Once you enter your SCFs, click Save Geography. ZIP/SCF Range The Zip/SCF Range screen provides an opportunity to enter ranges of Zips and/or SCFs. For example, you might want all Zips from to You could quickly enter this by using a range. On the left, you can enter ranges to include and on the right, you can specifically enter ranges that you might want to exclude. You do not need to enter ranges to both include and exclude. Once you enter your ranges, click Save Geography. Radius If you want to include Zip Codes from a particular area, you can do so quickly by using Radius. You will need to enter a center point Zip Code and a number that represents the miles from that Zip to include. For example if your institution is in the Zip Code and you want to find all names within 25 of your location, you enter and 25 on the Radius screen. After you hit Save Geography, emerge will take you back to the Zip screen (see above) and will have added all Zip Codes that are within 25 miles. This functionality is only available up to 30 miles from the Zip Code selected. Upload If you have a list of Zip Codes that you do not want to enter by hand into emerge, you can upload an Excel file for quick importing. On the Upload screen, you will see this text: Click here for an acceptable template format. By following that link, emerge will show you a template that you can use to enter your geography criteria and then upload into the system. First download the template. Then, if the file does not open automatically, please open the file. Notice that this Excel file has two tabs: Geography and Geography Sample. The sample tab has instructions with sample data. If you are going to enter your information, please do so on the Geography tab and Save As to rename the file and save on your computer. The template shows you where to enter your criteria please do not remove the blue-colored cells as emerge uses them as stopping points when importing. Then go back to the Upload page under Geography in emerge and click Browse. Then navigate to the file and select it. Once the path appears on the page, click Save Geography and the criteria will be imported. Clear All This button will remove any geography criteria you may have entered on any of the above screens. 10

11 Bottom Row Buttons Add Rows On the Zip, SCF and Ranges screens, you can add additional rows if necessary. The default is set to 2, but you can enter any number and then hit Add Rows. The number of rows you specify will be then be added to the bottom of your form. Lookup If you want to see a list of all Zip Codes and the corresponding City, State and County in your community database, click the Lookup button. The columns are sortable by clicking once or twice on the column headings. Please be aware that this page could take a long time to load depending on the size of your community as well as the speed of your Internet connection. Clear Page If you want to remove the criteria on a given page within the Geography tab, click Clear Page to do so. If you want to remove all geography criteria, hit Clear All (in top row buttons). Save Geography In order to record any changes you have made to the current page, you must hit Save Geography. 11

12 List Select Each organization within emerge stores patrons in groups, called Lists. A list might be current single ticket buyers or lapsed donors, for example. Each list is identified by the Organization which supplied the name, the Buyer Type (like a subscriber or donor for example), the fiscal Year of the purchase, and an Event Description. In order to continue your order, you will need to select one or more lists to add to your shopping cart. You do this at the List Select screen. 12

13 Top Row Buttons In order to reduce the need to scroll through long lists of lists, emerge uses filters. The top row buttons allow you to filter. Once you filter your lists, you can then View Lists to show the results of your filter and then add any or all to your Shopping Cart. Organization The organization page shows all organizations that participate in the community database (or, for individual clients, your own organization). Select one or more organizations and hit Save Filter or View Lists. Buyer Type This page displays all buyer types that are contained in the database. Select one or more buyer types and hit Save Filter or View Lists. Year All fiscal years that are included in the database are shown. Select one or more years and hit Save Filter or View Lists. Event Description This page allows you to search for Lists based on keyword descriptions. Enter one or more keywords and hit Save Filter or View Lists. You can also enter partial words and emerge will return matching results. Clear All This button will remove any List Select filter criteria you may have entered on any of the above screens. 13

14 Bottom Row Buttons Select All This button places check marks next to all selections on the current page. You will need to hit Save Filter or View Lists to record those selections. Clear Page If you want to remove the filter criteria on a given page within the List Select tab, click Clear Page to do so. If you want to remove all List Select filter criteria, hit Clear All (in top row buttons). Save Filter This allows you to record filter criteria on the current page and then move to another filter page without displaying the Lists immediately. View Lists This button saves your changes to the current screen as well as displays Lists that match the filter criteria you have specified. Previous Orders This button allows you to select previous orders to be used as suppression segments for the order you are creating. Add to Cart (Save) When you are viewing lists, you can select lists to add to your shopping cart by checking the box or boxes next to the list(s) and clicking the Add to Cart (Save) button. 14

15 Demographics The demographics tab allows you to limit your selects to those that match certain demographic variables. On the left, there are variable categories. When you click on a category, specific variables will appear on the right. In the example below, by clicking Age on the left, the right side displays those variables that pertain to Age. After you have selected each variable, click Save. As you select demographic variables and save them, the demographic charge will change (upper right corner). This is the cost per thousand records you extract from emerge. Keep in mind that there is no charge to utilize the demographics in emerge, only to download a list using these variables; research is always free and encouraged. For information about each variable, click the variable click the +. icon next to the variable. To select specifics within each There is a minimum charge for downloading a list with demographic variables. If you choose to pay by credit card, the minimum is $25 and if you choose to pay by invoice, the minimum is $40. You will not be charged until you complete the list and will only be charged for those records you choose to download. 15

16 Shopping Cart The Shopping Cart is where you assemble your Lists and Suppressions and view available quantities. Each column is sortable and totals are displayed below. The quantities that display are Gross, Net and Multi. Gross the number of non-deduplicated households, less any suppression segments Net the number of deduplicated households Multi the number of households that appear in more than one of the lists in the cart (these appear in their highest ranking segment) Priority To change the ranking (priority) of the lists in your shopping cart, simply click on the list you are wanting to move and drag and drop it to the position of your choice. You can also click on the number or dash in the column for a drop-down menu to appear; this will allow you to change the priority to Suppress or any ranking number. Click Update Counts to run the Merge/Purge process with your new priority ranking. Keycode You can create a keycode for any list within your order. The keycode allows for manual response reporting. For example: 1234 can be put in the keycode field which will be in the output file emerge creates. Your mailhouse can laser this onto any mailing and as patrons call in, the box office can collect the number on the lower left of your mailing label. This allows you to track response to a mailing. The keycode field in emerge allows for letters, number, symbols or any combination thereof. 16

17 Checkmark Column Lists that you do not own will have a symbol to the left. The caution triangle means that the list has not been requested of the organization that owns the list. Green indicates that the list is approved for use. Yellow indicates that the list has yet to be approved or rejected. For yellow lists emerge can send a follow-up to the list approver(s) of the organization requesting that they approve/reject your request by clicking the Requests button at the bottom of the page. Red indicates that use of the lists, from another organization, has been denied. Your own lists will not have a colored dot. A download file can still be produced with lists in a non-green status. Those lists will simply be ignored and not included in the output file. 17

18 Buttons Run Report Select from the dropdown menu the report you would like to run and click on Run Report to execute. Order Overview Download an excel report that displays all the selection criteria of a specified order (including any geographic or demographic filters). Segment Penetration This report shows the overlap among any selected list segments. Find out the number of patrons and percentage of cross over between any two or any group of segments. After running the report, it is completed and ed to you - generally within the hour, depending on the size of the file. Demographic Match The report provides a demographic profile - age, education, income, presence of children, and other key metrics - in statistical and graph format. After running the report, it is completed and ed to you - generally within the hour, depending on the size of the file. Zip Penetration The Zip Penetration Report counts the number of distinct households from your organization s selected lists (does not include other organizations lists), by zip code, and compares those results against the number of households per zip based on census data. The actual penetration is represented as a percentage. This report is also downloadable in an excel format by clicking Download to Excel. Remove Lists To remove lists from your cart, check the box on the left side of the grid and then select Remove Lists. Update Counts If you change the priority order of the cart and/or remove lists, click Update Counts to recalculate totals. This will run a new merge/purge process on your Shopping Cart. Requests When you are comfortable with the contents of your cart and are ready to ask permission of others (if necessary), click Requests. If you have not already completed the details on the Information tab, you will be required to complete those. s will then be sent out to all organizations that own data you have included in your shopping cart. Once you have received responses from the organizations, you can then complete your order. 18

19 Select All *Only viewable if you have one or more lists ready for download. Select the type you would like from the drop down and click Select All. This moves the quantities available to the Qty column and indicates the type in the Type column. Gross the number of non-deduplicated households, less any suppression segments Net the number of deduplicated households Multi the number of households that appear in more than one of the lists in the cart (these appear in their highest ranking segment) Complete Order *Only viewable if you have one or more lists ready for download. Once your Selected count is adequate for you, you are ready to download this file. Click Complete Order and then confirm your download in the pop-up window that appears. If you selected demographic criteria, the pop-up window will allow you to put in credit card information or choose to be invoiced. 19

20 Creating an List Creating an list in emerge is just like creating a mail list. Start by clicking on New Order in the Main Menu or My Orders screen. Once the Information screen pops up, fill in the information as you would for any other order. You will now notice a drop-down option, however, that allows the selection of an list under List Use. Select and continue to create the order as you normally would. You can still filter using geography, demographics, or any list selection criteria. After selecting lists and adding them to the Shopping Cart, you will notice that your Do Not segment is automatically added to the cart (in the same way a mailing list has the Do Not Mail segment automatically added). If you choose to change your list type once you are the Shopping Cart, you can do so by changing the drop-down selection under List Use in the bottom portion of the Shopping Cart. After changing the drop-down selection, you must select Update Counts. If you change to Mail, the Do Not Mail segment will be added to the Shopping Cart and Do Not will be taken out, and vice-versa. 20

21 When your Shopping Cart is as you would like it, you can complete the order. Do so by clicking Complete Order. Your list will now be available to download under My Orders. Click on the download icon. Select Download when the pop-up appears and specify where you d like the list downloaded to. 21

22 My Orders All of the orders ever created by your organization are displayed along with the status if there is any list exchange requests associated. Orders can be updated or viewed-only depending on their status. Orders must be completed (an output file created) or closed within 60 days of the order creation or they will be closed automatically. Status A Green status represents orders that are ready to be completed because all requests have been either approved or denied, but none are still pending. Yellow indicates that you have list exchange requests out to other organizations and they have yet to approve or reject your request. Red indicates that the order has been completed (output file created) or closed (no output file was created). Closed orders cannot be reused and the View Order Details window is read-only. The list also displays when the order was closed and the user who last executed the order. For orders not fulfilled or closed, you can Edit Order or Complete Order. You can also view the downloaded quantities of completed orders by clicking Order Overview. The orders list can be sorted (alternating ascending /descending order) by clicking the column headers. 22

23 Download ( ) On the My Orders page, the third column from the left shows orders available for download. If you see that icon ( ) next to an order, you may click the icon to start downloading the output file. This icon will display for 15 days after your complete an order. After clicking on the icon the following pop-up will appear. You can select to include addresses or phone numbers to your already selected records. Selecting s or phones will not exclude any record from being downloaded, but will simply add those fields to your file. Records with addresses are unique records that have at least one associated with them. Total addresses are the number of addresses within the file; a single record could have multiple addresses associated with it. 23

24 Buttons New Order Create a new order. Order Overview Download an excel report that displays all the selection criteria of a specified order (including any geographic or demographic filters). For orders that have been completed, downloaded counts are also visible in this report. Edit Order Edit the selected order. You re then directed to the Information page where you can begin the editing process to update geography, list selects and demographics. Complete Order Completing an Order is the same as confirming your desire to download the output file. You are then directed to the Shopping Cart page where you see gross, net and multi counts available. Close Order Close the selected order without creating an output (download) file. If there are lists in the order that were requested from another organization, via List Exchange Request, then an is automatically generated to that organization indicating that the order has been closed and none of their information was retrieved. Once the order is closed, it cannot be reopened or edited. 24

25 My Trades Trade Requests Received All of the Trade Requests received for your organization are displayed along with their status. Exchange requests can be updated up to the time the order has actually been completed (an output file created). Orders must be completed or closed within 60 days of order creation or they will be closed automatically. Status The status is shown by a colored dot next to each within the list. A Green status represents orders where you have assigned a value of either approve or reject to all the lists requested. Yellow signifies there are lists that are neither approved nor rejected and are therefore in a pending state. Red indicates that the order has been completed or closed. Buttons Order Info The Order Info button displays a printable window regarding the specific request that contains order information such as the requestor, the use of your list(s) and other order information. It also contains a listing of the lists requested, request status and quantity. Next The Next button takes you to the approval page where a listing of the requested lists and corresponding quantities is displayed along with a drop-down box where, for each list, you need to approve or reject the request. Select any requests that have a yellow dot, and then hit Next. 25

26 Approving or Rejecting List Exchange Requests To approve or reject a list exchange request, click on the -SELECT- button and a dropdown menu will appear. Select Approve or Reject and click Update. If you want to send a message back to the requestor, please do so in the Response to Send to Requestor text box. The status, for each list, can be changed at any time up to the point before the order is executed and an output file is created. Each time an update is made; an is created and sent to the requesting organization. You must click the Update button to save your updates. You can also opt to include any seed names you have defined at the Manage Seeds screen. Buttons Back Go back to the previous page. Update Saves changes made to any of the fields on the page and sends an to the list requestor. 26

27 My Account My Account is where account information is maintained and lists are managed. My Information The first tab is called My Information and allows you to change your account information (name, phone number, and password). If you make any changes, click Update. If you have need to change your address or list exchange approver status or add or remove users, you must contact TRG directly. 27

28 Manage Lists The next tab allows you to manage your lists that reside in emerge. Priority The Manage Lists tab allows you to set a default priority (ranking); this means that every time you put lists into the shopping cart, they will appear with the same ranking using the priority code you assign here. To change the ranking (priority) of the lists in your Manage Lists tab, simply click on the list you want to move and drag and drop it to the position of your choice. You can also click on the number or dash in the column for a drop-down menu to appear; this will allow you to change the priority to Suppress or any ranking number. Keycode The Manage Lists tab allows you to set a default keycode for every list in your database so it will appear in the shopping cart for every order you create. The keycode allows for manual response tracking. For example: 1234 can be put in the keycode field which will be in the output file emerge creates. Your mailhouse can laser this onto any mailing and as patrons call in, the box office can collect the number on the lower left of your mailing label. This allows you to track response to a mailing. The keycode field in emerge allows for letters, number, symbols or any combination thereof. Allow Trade *Only applicable for those organizations that are members of a list co-op. The Allow Trade checkmark indicates if a list is viewable to other organizations within the community database. If the box is not checked, only members from your organization will know the list is on emerge. If the box is checked, you may receive trade requests for that list. Please keep in mind that you will always have the option to accept or reject an exchange request even if this box is checked. Auto Approve *Only applicable for those organizations that are members of a list co-op. The Auto Approve checkbox allows you to denote which lists (if any) you want available to anyone who requests, without them waiting for your approval. This box means that anyone who requests the list will be granted rights to use it. You will be notified when the list is used, but you cannot reject the trade request. 28

29 Manage Seeds emerge allows you to enter seed names (decoys) that can be added to the lists you pull from the system, as well as to the trade files you release to other organizations. You can set a default to add names to all of your organization s orders and/or to any trades, but you can always change that setting when creating an order and when approving a request. The seed names will be randomly planted throughout any lists that are generated in emerge and will be very difficult to identify. 29

30 Search/Add Suppress The Search/Add Suppress tab is where you can search for a patron by last name and/or street address. Enter the information you have and click Search Records. emerge will then display all names in the entire database (for co-ops, it searches the entire community database) that match your criteria. To see more information about any resulting name, select the dot to the left and click Show Suppression Information. At the bottom you will see the settings that your organization maintains for that patron. Make any necessary changes and click Update. This is exactly how you would add an existing patron to your Do Not Mail list, for example. REMEMBER: When a patron requests to be put on any suppression list, make the changes to your internal system as well as in emerge. 30

31 Update My Suppress The final tab is Update My Suppress. This is where you can display all names you have in each of your four suppression files: Do Not Mail, Do Not Call, Do Not and Do Not Trade. You first select your list at the top and then click Search Records. Your results will display below. Select any name and then Show Suppression Information to view all the suppression settings for that name. At the bottom you will see the settings that your organization maintains for that patron. Make any necessary changes and click Update. 31

32 Reports emerge Reports You can generate reports that show a summary of orders, details of orders, trade requests you have made of others and trade requests that you have received. You can also specify the time frame by entering a start and end date by using a pre-defined setting in the drop down window. Finally, you can select output as PDF or CSV. Once you have made your selections, hit Print to continue. Hygiene Reports If your organization has a hygiene contract with TRG (quarterly NCOA, etc.), results from that hygiene can be found under Hygiene Reports. After each round of hygiene, you can download the Hygiene Report, which includes Good Moves, Bad Moves, and Undeliverables, as well as the certification (including COA and CASS) that you can take to your mailhouse or USPS as proof of hygiene. Simply click on the report you wish to download to receive the report. 32

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