UT Foundation Policies

EFFECTIVE: 10/26/2018 · REVISED: 5/18/2022

Audience: Email Author, Communications Admin

General Purpose

How you add an audience to an email in Encompass depends on whether the recipients are alumni or non-alumni. Follow these instructions to properly add an audience to an email draft. If you have questions, contact [email protected].

 Related: Lists and Segments Manager

Accessing

Log into Encompass at your site below. If you’re unsure of the email address associated with your login, email [email protected].

alumni.tennessee.edu/loginalumni.utc.edu/loginalumni.utk.edu/loginalumni.utsouthern.edu/login

advanceutia.tennessee.edu/loginalumni.uthsc.edu/loginalumni.utm.edu/login

Hover over Email on the top menu and select Email Home. From the Email Home Drafts area, you will see an option to Add Audience.

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Alumni Recipients

Upload a CSV of IDs and/or add a segment.

Add CSV of IDs

Note: You will need a generic header in cell A1. Only one column of IDs is allowed. IDs must be formatted as 10-digits with leading zeros. The cap is 500,000 IDs per file. You can upload multiple files per email but they must have a unique file name.

1. Click Add Audience on the draft.
2. Click Add CSV of IDs.
3. Select a CSV file. The system will match to the IDs provided.
4. The added file(s) will display in the box.
5. Click Save.
6. Encompass will perform a match on your ID file(s) and provide a confirmation pop-up box.
   • Green box: all IDs matched.
   • Yellow box: corrected count of IDs displayed.
   • Red: invalid CSV file containing zero matching IDs.
7. The Draft card text will then read Edit Audience.

Add a Segment

A number of segments exist for use in the Lists and Segments Manager. If you need a segment added, contact [email protected].

Before beginning, navigate to the Lists and Segments Manager and refresh the segment. The number of recipients will display as zero on the draft card if this step isn’t taken. The email will release to the correct number of recipients regardless.

1. Click Add Audience on the email draft.
2. Use the Select Records for Inclusion search/dropdown to select the segment.
3. Click the Add button. The segment will be added to the selection box.
4. Click Save.

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Non-Alumni Recipients

Add a List

A list is an email address file for non-alumni recipients that has been added to the Lists and Segments Manager. Adding a list to the Lists and Segments Manager requires special administrative right. Please work with [email protected] if you need access.

Before beginning, navigate to the Lists and Segments Manager and refresh the list. The number of recipients will display as zero on the draft card if this step isn’t taken. The email will release to the correct number of recipients regardless.

1. Click Add Audience on the draft.
2. Use the Select Records for Inclusion search/dropdown to select a List. Note: Lists will be at the bottom of the menu as zz – Email Name non-alumni
3. Click the Add button. The List will be added to the selection box.
4. Click Save.

Note: Merge Field Email Lists cannot be combined with any other Audience options (Email Lists, Segments, or CSV of IDs). Only one Email List (Merge Fields) can be used per email. You cannot use multiple Email Lists (Merge Fields) for one email.

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Add Audience – Exclusions

A checkbox for excluding records will be available if you are using a List, Segment, or CSV of IDs. It will not be available for Email List with Merge Fields.

1. Check the box to exclude records.
2. Pick the List / Segment or upload the CSV of IDs you would like to use for excluding records.
3. Click Save.

Note: You cannot add the same audience to the Inclusion window AND the Exclusion window.

Note: Exclusions will trump inclusions.

Note: When dealing with Exclusions, the Email List is the only method that will ensure that all records with the same email address will be excluded.

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Making Changes

General Campaigns and A/B Testing Campaigns

Once an Audience has been set up, the Draft wording will change.

Clicking on Edit Audience will move you back to the Add Audience area for General Campaigns and A/B Testing Campaigns.

Refresh icon – clicking on the refresh icon will refresh the estimated Audience.

Note: The estimated Audience cannot be calculated if a Subscription Category has not been set.

Note: The estimated Audience factors in unsubscribes, invalid emails, audience exclusions, duplicate addresses, invalid format for email addresses, account disabled, deceased, preferred email is empty, spam report, and unknown.

Note: Refreshing the estimated Audience will not refresh Lists and Segments Home.

Note: “Updating” will show if the system is calculating the estimated Audience.

Segmented Campaigns

Once Audiences have been set up for all versions, the draft wording will change.

Clicking on Edit Audience will move you back to the Add Audience area for a version in a Segmented Campaign.

Note: All versions must have an audience populated before the refresh option will appear.

Note: The estimated count at the bottom is a total of all the versions.

Note: If prioritization is turned on, a recipient in more than one version will only be counted once.

Note: The estimated Audience factors in unsubscribes, invalid emails, audience exclusions, duplicate addresses, invalid format for email addresses, account disabled, deceased, preferred email is empty, spam report, and unknown.

Note: Refreshing the estimated Audience will not refresh Lists and Segments Home.

Note: “Updating” will show if the system is calculating the estimated Audience.

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