UT Foundation Policies

10.1 Encompass Email

EFFECTIVE: 10/26/2018 · REVISED: 11/1/2020

General Purpose

An email naming convention is a set of rules that applies to the creation of an Encompass email. Admins use the internal name to identify an email in the Email Home queue and later in email reporting. It will not be seen by recipients. Questions? Contact online@utfi.org. Please use the following naming convention— CampusType YYMM Descriptor Detail (appeal/source)* builder Campus = A single letter denoting the campus sender. A – Institute of Agriculture C – Chattanooga H – Health Science Center K – Knoxville M – Martin P – Pulaski S – System V – Vol for Life Type = A single letter denoting the type of email. A – Annual Giving Appeal C – Crowdfunding (VOLstarter, LaunchUTC) D – Day of Giving (Big Orange Give, Captain’s Challenge, Mocs Give Day) E – Event I – Informational (a news release, like a new dean named, or Champions News) M – Marketing N – Newsletter (a standard newsletter containing multiple news items) O – Other (a survey or anything else that doesn’t fit an existing type) R – Recurring (birthday, pledge reminder) S – Stewardship (anniversary emails, Grateful Vol Day, Tennessee Tailgates, etc.) W – Win-Back Campaign YYMM = Year and month the email is released, like 1810. Descriptor  = one word to generally identify the college, chapter, or group of recipients. It is important to use the same descriptor every time you send an email to a group. Please refer to the master list of common descriptors. If you have questions or an addition to the list, email online@utfi.org. Detail = one or two words to describe content of the email and/or specific segment information. If an email is plain text, add ‘PT’ after the details. For example—
  • HE 1807 Golden Grad Homecoming PT abc
  • ME 1808 Memphis Sendoff Students PT* abc
(appeal/source) = appeal or source code for annual giving emails. 1A, 1B = used to denote versions in A/B testing campaign * = an asterisk should be used to denote a reminder or FWD email. If it’s a second reminder, include two asterisks. If it’s the first email, no asterisk is needed. builder = three-letter lowercase initials of person who built the email. Examples
  • AN 2011 TN Magic Moments lpv
  • HE 2010 Patricia Johnson Seminar ** mlh
  • HE 2010 CGHS 3MT* khb
  • MD 2006 True Match AAS Non-Alumni (emwed1g) khb
  • KE 2011 HCB Town Hall 2s mlh
EFFECTIVE: 10/26/2018 · REVISED: 11/1/2020

Email address data must originate from ANDI

Request a report from User Experience. Indicate that you will be contacting individuals via email and select YES – iModules Format Needed. This ensures the report has the required columns for formatting purposes.

Why using ANDI data matters:

  • Contacting preferred email address
  • Honors constituent contact preferences and email subscriptions
  • Enables prepopulation of constituent data on Encompass forms (event registrations, online giving, etc.)
  • Links Encompass data updates and giving transactions to constituent record in ANDI
  • Ties online engagement data to constituent record, which feeds into various business intelligence models

Alumni and non-alumni email lists are formatted differently

The Encompass database contains complete ANDI records of all graduated alumni except for especially prominent alumni and those who have requested to not be contacted by the university. A list of ANDI ID numbers can be uploaded for alumni recipients only. Non-alumni recipients must be uploaded as a “list” in the List and Segment Manager.

Specifications for an alumni email list

CSV of ANDI ID numbers formatted as 10 digits with leading zeros. You will need a generic header in cell A1.

Specifications for a non-alumni email list

CSV with the columns Email, First Name, Last Name. Column headers must be capitalized and ordered as shown. Need help? The Online Engagement Team is happy to help format email lists. Simply attach the ANDI report(s) to your email request and we’ll take care of the rest. If you have questions, contact online@utfi.org.

Tips for formatting a email list

When you start from an ANDI report containing a mix of alumni and non-alumni, sort by the RECORD_TYPE column. Copy and paste the ALUMNI–GRADUATES into a different xls. Sort by email score and remove zeros (required) plus any other score for segmentation purposes. Delete all columns except for ID Number. Put “ID” as a column header in A1. Format as 10 digits and save as csv. Upload as CSV of ID. To format as 10 digits–
  • Right click the column header and select Format Cells
  • On the pop-up window, select Custom under Category
  • Under Type, highlight General and delete
  • Enter ten zeros (0000000000)
  • Click OK
All other RECORD_TYPES are considered non-alumni recipients. Delete all columns except FIRST NAME, LAST NAME, EMAIL_ADDRESS. Reorder the columns with the following headers: Email, First Name, Last Name. Delete duplicate email addresses. Save as csv. Upload to Lists & Segments Manager following the instructions.  Related: Adding an Audience  Related: Lists and Segments Manager

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


Audience: Email Author, Communications Admin

General Purpose

Email Home allows administrators to start, edit, and schedule campaigns. Email Home houses campaigns that are in a draft state, campaigns that have been released and are queued to send, and a history of sent emails.

Accessing

Log into Encompass at your site below. If you’re unsure of the email address associated with your login, email online@utfi.org.

Hover over Email on the top menu and select Email Home.


Home

The gear icon provides options for: release, copy, preview and delete. For General Campaigns, there will be an option for Export Estimated Recipients if the Audience has been set and a Subscription Category selected. General Campaigns will also have an option to Convert to A/B Testing Campaign.

Search

Each area (Drafts, Queued, History) will have a search box. You can search by keywords in the email name or description.

Create Email Campaign

The Create Email Campaign button will be used to start a new campaign. A small window will appear and you’ll need to choose the type of Campaign you want to create.

  • General Campaign – Create a single message campaign
  • Segmented Campaign – Create a grouping of emails under a single campaign with multiple audiences
  • A/B Testing Campaign – Test variables of a given email to find the best result

Drafts

Once an email is started, a draft will be created and it will display on the Drafts tab. There are several actions you can take–

Define Subject Line – clicking on the subject line will move you to the Email Details so you can edit any of the details.

Add Sender or the Sender Name – clicking on Add Sender or the Sender Name will move you to the Email Details so edit any of the details.

Add Audience or Edit Audience – clicking on the Audience link will move you to the Assign Audience area where you will be able to select previously created Lists and Segments or upload an ID CSV file.

Schedule – clicking on Schedule will move you to the scheduling area so you can determine when you want your email sent as well as the frequency.

Build from Template or Edit Content – Clicking Template will allow you to select the template you want to use for the email and then edit the content. Edit Content will be shown after you make the template decision.

Release
 – the Release button is active and visible to certain admins after all required steps are complete. Not all admins have this option.

Preview – The left side of the screen will show an approximate view of the message. You will need to send a preview of the message to see what the message will look like in various email clients.

More Options

  1. Check a box by the Email Name. Multiple boxes can be checked.
  2. Click the More Options button.

Delete

    1. Click Delete.
  1. Confirm or cancel when you see the confirmation window.

Note: Once an email is deleted, it cannot be restored.

Copy/Reuse

  1. Click Copy/Reuse.
  2. A new draft card will be added that is a copy of the selected email.

Convert to Segmented Campaign

Note: This option will only be available for General Campaigns

  1. Click Convert to Segmented Campaign.
  2. You will be moved to the Global Campaign Details.

Convert to A/B Testing Campaign

Note: This option will only be available for General Campaigns.

  1. Click Convert to A/B Testing Campaign.
  2. You will be moved to the Email Details.

Queued

Once an email has been released, the email card will move to the Queued tab.

For General Campaigns and A/B Testing Campaigns, you can Return To Draft. Once it is a draft, you can take additional actions.

For a Segmented Campaign, clicking any of the linked items will move you to Segmented Campaign Home. You can view Version information. You cannot make changes to the Versions. You can Return to Draft from this area as well.

Note: A Scheduled email can be returned to Drafts until 5 minutes before the scheduled date/time of send. Emails set to Send Immediately cannot be returned to Drafts.

Preview is now an option in the gear icon. The left side of the screen will show an approximate view of the message. You will need to send a preview of the message to see what the message will look like in various email clients.


History

Once emails are sent, they will appear in under the History tab. You can see date sent, email name and subject line, recipient count, email category, sender and status.

Gear Options

Depending on your administrative rights, you may not see all the options shown below.

View in Browser – allows you to see what the email looked like.

View Recipients – will move you to an Email Reporting screen so you can view the recipients and the lists/segments used.

Tip: Click on the email name in the breadcrumb at the top of the page to be taken to the email reporting dashboard with metrics for that email.

Export Exceptions – will export the exceptions so you can see why an intended recipient did not receive the email. Only Super Admins and Email List and Segment Managers will see this option.

Copy as General Campaign – will create a new General Campaign and add it to the Draft tab.

Copy Entire Segmented Campaign – will create a new Segmented Campaign and move you to Segmented Campaign Home.

Preview – The left side of the screen will show an approximate view of the message. You will need to send a preview of the message to see what the message will look like in various email clients.;

Name / Subject Line

The Name will be a clickable link. Clicking the name will move admins to the Email Reporting data for the message.

Clicking the Segmented Campaign Name will move admins to the roll-up report for the Segmented Campaign.

Recipients

The Actual Recipients value is a clickable link. Clicking the value will move admins to Sent details in Email Reporting.

The Intended value can be higher than the Actual number. This can happen when an Email List or Email List with Merge Fields is used. All records (member records and non-member records) associated with the email address are pulled in and counted in the intended count. For example, if an Email List or Email List with Merge Fields includes the email address of george@gmail.com and in the database there are three non-member records with the email address of george@gmail.com, then that one row in the Email List or Email List with Merge Fields will count as 3 in the intended value.

Status Column

The Status column will indicate the status of the message.

Hovering over the icon will display a message/tool tip so you can determine if you need to take action.

Red icon – indicates there was a problem with the email and no one received it.

Green icon – indicates the email was successfully sent.

Spinning icon – indicates the email is in the process of sending.

EFFECTIVE: 10/26/2018 · REVISED: 5/18/2022 Audience: Email Author, Communications Admin

General Purpose

The Encompass email marketing platform is a web-based application used only to distribute emails with a primary advancement message to audiences comprised of mostly alumni and donors. This guide will teach you how to create standardized emails using best practices in Encompass. If you have questions, contact online@utfi.org. Jump ahead to any section—
Create New Email
Select Template
Build from HTML
Edit Content
Create a Version
Editor Buttons, Shortcuts & Tips
Send Preview
Set Schedule

Accessing

Log into Encompass at your site below. If you’re unsure of the email address associated with your login, email online@utfi.org.
Hover over Email on the top menu and select Email Home.

Create New Email

  1. Click the Create Email Campaign button and select Campaign Type:
  2. Enter Campaign Name using the email naming convention: CampusType YYMM Descriptor Detail (appeal/source)* builder
  3. Click Start Campaign
  4. Enter the Email Details and click Save.
    • Name – Same as campaign name.
    • Subject – The subject line of your email. Limited to 70 characters.
    • Pre-header –Think of the pre-header as an extension of your subject line. This is seen on the inbox screen of some email clients, like Gmail and Outlook.
    • Description – Include a short description about the distribution list.
    • Notification Email Addresses – Add up to 20 email addresses to receive notifications when emails have completed sending or failed to send within the community.
    • Sender – Select a Sender Identity from the dropdown menu. The from name, from email and contact information found in the email footer correspond to the Sender Identity. If you need a new sender identity, submit a request via https://services.utfi.org/sender
    • Reply Handling Address – This defaults to the sender email address; however, it can be overwritten.
    • From Name – This defaults to what is set in the Sender Identity; however, it can be overwritten once a Sender has been selected. This is helpful if you have an instance of needing a different From Name with the same footer information.
    • Subscription Category - Select an appropriate email category. Alumni can unsubscribe from an email category.

Select Template

  1. Click build from Template on the Draft card.
  2. Choose a template from the dropdown menu. Your branded templates will be listed at the top and start with a date i.e. 2018 UTAA General Template.
  3. Once a template has been selected, use View Template to make sure it is the template you want.
  4. Click Next to use the template and move to the Edit Content step. Click Exit to leave this screen without saving your selection.
Note: Once you click Next, you will be locked into the chosen template and you won’t be able to pick a different one.

Build from HTML

Note: This option will only be available to Advanced HTML Email Author admins.
  1. Click HTML on the Draft card.
  2. Copy and paste the HTML in the HTML area.
  3. Enter a plain text version of the HTML below. Mailchimp offers a free HTML to Text Email Converter: https://templates.mailchimp.com/resources/html-to-text/
  4. Include the required sender tokens and unsubscribe token in the HTML and plain text versions.
Note: These required tokens will be carried over if you Clone HTML from an iModules template, and no further action is needed.

Required Sender Tokens

##Sender_Org## ##Sender_Address## ##Sender_City## ##Sender_State## ##Sender_Postal##

Required Unsubscribe Tokens

Option 1: ##Unsubscribe## ##Unsubscribe## will be replaced with the word “Unsubscribe” and hyperlinked with a unique URL for each recipient. Option 2: Use ##Unsubscribe_URL## in an hyperlinked element to control the wording. For example— <a style=”color: #f2f2f0 !important; text-decoration: underline !important;” href=”##Unsubscribe_URL##”> Manage your email subscription preferences</a> Note: Do not place ##Unsubscribe_URL## it in a href tag for the plain text version. For example— Manage your email subscription preferences (##Unsubscribe_URL#)

Edit Content

Your template contains default text and images that provide guidelines and best practices for building an email. To edit the template’s various content areas, follow the instructions below. Questions? Contact online@utfi.org.

Edit Image

Note: The recommended dimensions are at least 600 px wide for our responsive templates.
  1. Double-click the placeholder image to open the Image Manager.
  2. Find/upload the desired image to the appropriate folder and click Insert. The new image will now show on the template.
  3. With the new image selected (indicated by a dotted line), use the Image Settings menu on the right to update the alt text and URL. You must complete this step for every image on the template.

Edit Text (Headlines, Body Text, Event Details, Spotlights, etc.)

  1. Double-click the text to activate the text area. A toolbar will appear indicating that you can make text edits.
  2. Delete the default text.
  3. Type or right click to paste your text.
  4. Use the toolbar to bold or italicize text. Do not change any default settings (alignment, font size, line height, text color, etc). You may adjust the alignment and heading if the formatting is stripped.
  5. To add a link, highlight the desired text and click the hyperlink icon. Insert your URL in the pop-up window. If linking to an email address, select Email from the Link Type dropdown and enter the address. Click OK.

Edit Button

  1. Double-click the button text to activate the text area. A toolbar will appear indicating that you can make text edits.
  2. Edit text as necessary.
  3. With the button selected (indicated by a dotted line and shadow), use the Style menu on the right to update the URL. You must complete this step for every button on the template.

Delete or Duplicate a Content Area

To remove or duplicate a content area from the template, follow these steps—
  1. Click anywhere in the content area you want to delete or duplicate.
  2. Looking at the template breadcrumb below the main toolbar, click through the steps until the desired area is selected, as indicated by a dotted line. Depending on the template, this could require selecting a box, multicolumn or full width element.
  3. Click Delete or Duplicate.
  4. To undo, click the undo icon.

Document Manager (Link to PDF)

  1. Place your cursor in the text where you would like to insert the link. Do not highlight text.
  2. Click Document Manager on the editor toolbar.
  3. Upload the file you wish to link. The filename will display as the Link Text.
  4. To customize the Link Text, overwrite the filename with the text you’d like linked in the email. Click Insert.
  5. To rename the link once it has been inserted, double-click the link and update the Display Text field.

Clone HTML

Note: This option will only be available to Advanced HTML Email Author admins.
  1. When working with the message body, click the Clone HTML button.
  2. A window will appear to assign a name to the HTML email.
  3. Click Create HTML.
  4. You will be moved to the HTML workflow window with HTML populated from the template.
  5. Copy and paste the HTML into Dreamweaver to update URLs, as needed.
  6. Copy and paste the finished HTML into the HTML area of the workflow.
  7. Before saving, you will be required to enter a plain text version of the HTML. Mailchimp offers a free HTML to Text Email Converter: https://templates.mailchimp.com/resources/html-to-text/
  8. Click Save.
  9. Two drafts will now appear in the Drafts queue. HTML draft is indicated by parentheses. Delete the non-HTML draft when it’s no longer needed.
Note: Using this option will create a new copy of the message, including email details. A change made in one message will not be reflected in the other message. They are unique messages once the clone takes place. You can edit the template and clone HTML multiple times.

Token Manager

A new option is now available when editing email content called Token Manager. When a text area is activated, the Token Manager is located in the editor toolbar. There will be several iterations of this new feature. Round one will give you access to Token Manager in the Email and Template Editors with the following Email System Tokens. ##Sender_Org## ##Sender_Address## ##Sender_Address_2## ##Sender_City## ##Sender_State## ##Sender_Postal## ##Sender_Country## ##Unsubscribe## ##Unsubscribe_URL## ##Webview## ##Community Name## ##Group Name## ##Date## ##Now## Look for future enhancements such as availability in the HTML editor, additional tokens and more.

Create a Version

If you created a segmented campaign, you can create versions of an email once you have selected a template and saved the draft.
    1. On the draft card, click Versions
    2. Click the box next to the first email you created and click Create Version
    3. Enter a Name and select how you want to build the version.
      • Copy content from an existing version – clone an existing email in the campaign. Select email from dropdown.
      • Create from existing template – start from scratch with a template. Select email from dropdown.
      • Create an HTML version from scratch
    4. Click Add Version

    Prioritize Versions

    There will be a Prioritize Versions tile on Segmented Campaign Home. By default, it will be toggled to ON. When toggled to on, if recipients are in the audience of one or more versions of the email, they will receive only the first version. Drag and drop versions to change the order. Note: For a prioritized Segmented Campaign, there will only ever be one email sent to a given email address. If you assign different ID numbers to different version audiences, but the accounts share the same email address, only one message will be sent to the highest version. The number in the priority column will update after the drag and drop is complete.

    Buttons, Shortcuts & Tips

    • The auto-save feature saves a version of the work in the editor every 2 minutes.
    • Click Save to save your work. Click More Options > Save & View to see a preview of your email. Click  More Options > Preview to move to the Preview step. Click Exit to leave this screen (you will lose changes from your last save).
    • When working in a segmented campaign, click Manage Versions to toggle between different emails.
    • Use the undo button to undo the last text edit, including adding a hyperlink. It doesn’t undo an update to an image or button link.
    • Use the redo button to redo the last action.
    • Common keyboard shortcuts like Ctrl + A and Ctrl + Z work in the text editor.
    • Do not copy/paste with keyboard shortcuts directly from Word into a text element. If you do, the formatting won’t be stripped off. To strip the formatting, copy the content and then right click inside of the text element and choose “Paste”. You will then have the option to paste (CTRL + V) the content in a pop-up window.
    • A dotted line indicates the area you have selected with one click. At this point, you have not fully clicked into the text editor. It’s not until you double-click and see the editor toolbar that you are able to make edits.
    • If you use Firefox to access iModules, we recommend following the instructions here (https://www.askvg.com/how-to-disable-or-customize-backspace-key-in-mozilla-firefox/) to disable the feature that enables the keyboard backspace/delete button to go back to the previous page you visited in your browser.
    • Likewise, if you’re prone to accidental swiping on your mouse, you might want to disable the Magic Mouse gesture that allows you to swipe between browser pages with one or two fingers. This is a known problem in Chrome but may apply to other browsers.

Send Preview

You must send at least one preview before scheduling your email. Always send one to yourself and to anyone who needs to approve the email. If you do not have rights to release an email, send a preview to online@utfi.org for review and release. For newsletters, please submit a release request via https://services.utfi.org/newsletter/

 Email Preview Enhancement (1/20/21)

Admins are now able to view and/or send an email preview from the Drafts, Queued, and History tabs as well as from email reporting with our new preview modal. Send Preview in Email Editor will also take on this new look (More Options > Preview).
  The Email Preview screen displays the From/Sender Name, Subject, Preheader and preview. Note: This Preview is approximate. Please use Send Preview to view the actual email in the email client(s) of your choice.

Send Preview Screen

  • For the reply to, provide your email address so you receive questions or comments.
  • To add recipients, enter an email address and press the Enter key or press the Add button. Limited to 20 recipients.
  • Populate sender tokens from selected sender identity if not already populated.
  • Add comments to recipients. Be specific, note which email/version it is, request feedback/revisions/approval, and include your name so recipients know who is sending the preview.
  • Click the Send Preview button to send the preview email. Exit will take you back to Email Home.
Note: Tokens will populate with information on file for the person sending the preview i.e. Your Contact Information

Set Schedule

Click  Schedule from the Draft card and choose from two options—

Send Immediately

  1. Click the Send Immediately Upon Release radio button.
  2. Click Save.
The Draft card will show Send Immediately. If you want to adjust the schedule, click on the Send Immediately wording.

Send on Specific Future Date(s)

  1. Click the Send on Specific Future Date(s) radio button.
  2. Click Next.
  3. Set the date, time and time zone.
  4. If you would like to add another send date, click Add Another Send Date.
  5. Once all of your dates are set, click Save.
Note: The Draft card shows the first date selected and will indicate if there are additional dates. Hovering over the additional date indicator, a box will appear listing all dates on which the email will be sent. Times will convert on the Draft card to show in the time zone set to your computer.

Schedule – Segmented Campaign

There is a Schedule tile on Segmented Campaign Home. Click Select Schedule to set the Global Schedule. The standard scheduling options will be provided. The schedule can be changed on a per version basis by clicking on the date/time link for a version.
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 online@utfi.org.  RelatedLists and Segments Manager

Accessing

Log into Encompass at your site below. If you’re unsure of the email address associated with your login, email online@utfi.org.
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.

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 online@utfi.org. 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.

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 online@utfi.org 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.

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.

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.
EFFECTIVE: 10/26/2018 · REVISED: 5/18/2022 Audience: Lists and Segments Admin

General Purpose

Before an email list is available to add to an email draft, it must be added to the 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 online@utfi.org.
Hover over Email on the top menu and select Lists and Segments.

Add a List

A file that contain email addresses and first and last names for non-alumni recipients. The Online Engagement Team routinely delete lists once they’re no longer in use. Do not delete.
  1. Click Add List.
  2. Upload a CSV file (15 MB or less) with the required columns in order: Email, First Name, Last Name.
  3. Once a file has been uploaded, the Estimated Recipient Count will sum the successful rows. Missing or invalid emails will be excluded from the count. Note: You will receive an error message if there are duplicate email addresses.
  4. List Name – Use the following naming convention: zz – Email Name nonalumni
  5. List Description – Note when the list can be deleted with your initials, like “delete after 1/1/19 khb”
  6. Click Save.

Add a Custom List

A file that contains email addresses and first and last names for lists that will be frequently reused ie. internal staff lists, etc.
  1. Click Add List.
  2. Upload a CSV file (15 MB or less) with the required columns in order: Email, First Name, Last Name.
  3. Once a file has been uploaded, the Estimated Recipient Count will sum the successful rows. Missing or invalid emails will be excluded from the count. Note: You will receive an error message if there are duplicate email addresses.
  4. List Name – Use the following naming convention: yy – List Name MMDDYY
  5. List Description – Note “updated by initials”
  6. Click Save.

Add a Merge Field List

Using an email list with merge fields allows you to tokenize custom email content per individual email recipient. The tokenized data is driven by additional columns on the email list. Merge Field Lists can be used for alumni and non-alumni recipients. The system will attempt to match the email address to an existing record at the time of email send. If no match is found, a new non-member record is created. If the system matches to an existing record, token population will be driven off of the data in Email List (Merge Fields) file. No data will be overwritten in the constituent record. Note: To create merge fields in Excel, start with columns Email, First Name, Last Name. Continue to add columns of data with custom column headers (no ##). Column headers are case sensitive. We suggest using lower case words with no spaces because there’s less room for error (Examples: donorname, bogcollege, scholar1). We recommend 15 or fewer columns. Data must be present for every individual since this is the only data source being used. Delete all duplicate email addresses before uploading the file otherwise you will receive an error message.
  1. Click Add List.
  2. Select Email List (Merge Fields).
  3. Upload a CSV file (15 MB or less) with the required columns in order: Email, First Name, Last Name.
  4. List Name – Use the following naming convention: zz – Email Name tokenname*
  5. List Description – Note when the list can be deleted with your initials, like “delete after 1/1/19 khb”
  6. Click Save.
  7. Once a file has been uploaded, the Estimated Recipient Count will sum the successful rows. Missing or invalid emails will be excluded from the count.
  8. A list of tokenized names will display below. You can copy and paste the tokens into an email.
  9. Click Save.
*Tip: Including the token name in the list name is not required but it is a quick way to confirm that the correct token is used in the body of the email.

Updating a List

An email list may not be deleted or edited from the Lists and Segments Manager once it is attached to an email in drafts or in the queue. If you need to update a list, detach the original list from the email, edit the list by replacing the file, and save.
  • Navigate to Lists and Segments Manager under the Email Menu
  • Use the search bar to find list
  • Click the gear icon and select Edit List
  • Under Replace File, upload updated CSV file
  • If replacing a custom yy list, change the date in the list name to indicate last update
  • Click Save
EFFECTIVE: 10/26/2018 · REVISED: 5/18/2022 Audience: Email Author, Communications Admin, Email Reporting

Accessing

Log into Encompass at your site below. If you’re unsure of the email address associated with your login, email online@utfi.org.
Hover over Email on the top menu and select Email Reporting.

Search All Emails

The flyout navigation is accessed through an icon of three parallel bars – hamburger.png located in the upper left on the email reporting landing page. Select All Email List. Use the search bar to search by email name. Click the email name to be taken to the Email Detail View. Note: Segmented email campaigns will have a > symbol next the name in the All Email List. Click the > to expand the list of segments. Click the top-level campaign to see rolled-up reporting of all segments plus a list of individual email summaries below.

Filters and Opens by Device

  • The default date range is the last thirty days but this filter can be modified to a range of your choosing.
  • The earliest date you can set is 1/1/2018.
  • The subscription category filter auto-completes and you can only select one category filter at a time. Click the Apply button in order to utilize the filter selections.
  • Opens by Device will show the top 4 device types and then aggregate the remainder into the “other” percent which also includes unidentifiable devices.
  • Device types include Mobile Phone, Mobile Device, Tablet, Desktop and Other.
  • The Google mail app does not pass a user agent string so it can’t be classified.

Email Detail View

Metrics appear as they are received, in near-real time without refreshing the page. Click any of the key metrics to drill further down in email reporting.  Related: Reporting metrics definitions and reporting FAQs

Exports

Exports in Email Reporting give administrators the ability to store and distribute performance metrics.

PNG

Clicking the camera icon on the grey footer downloads a PNG file to your computer that is a scaled snapshot of the reporting content page you are viewing. The PNG is great for printing, sharing as is, or cropping for inclusion in reports.

CSV

Clicking the blue “Export Results” button on any drill down report will download a CSV file to your computer. Columns and values represent all data in the results grid. The export includes limiting values to any search terms applied. Recipient details (name, constituent ID, Encompass Member ID, class year) will be present in the CSV if the data is available in the results grid.
EFFECTIVE: 8/11/2020 · REVISED: 5/18/2022 Audience: Email Author, Communications Admin

General Purpose

Instead of guessing what resonates with your constituents, A/B testing helps you make decisions based on data. It will tell you if your email marketing campaign is working or more importantly if it is not. Variables include subject line, pre-header or from name and sending address. If you have questions, contact online@utfi.org.

 A/B Testing Campaign Enhancements (1/20/21)

  • Copy an A/B Testing Campaign from the More Options Menu and the Gear Icon
  • View Template from the Content Page in the workflow
  • Navigation Buttons added to Email Editor Page
  • Convert HTML general campaign to an A/B testing Campaign

Quick Takeaways: How A/B Testing Differs from Other Campaigns

  • A/B Campaigns have a breadcrumb navigation where you can click ahead to steps in process.
  • Previews: Recipients receive a preview of each version; the same comment appears at the top of both.
  • A/B Split: Email admins can set split criteria without selecting an audience. In other words, email admins who have the OE Team upload their lists can set these preferences in advance.
  • Once deployed, the A/B Campaign will remain in the queued area until the winner is released.
  • The notification email address(es) receive a copy of the A, B, and winning version.
  • Reporting: Overall performance section will show rows for A/B/Winner

Jump ahead to any section—

Navigation
Details & Testing Variables
Build from Template
Audience
A/B Split
Summary Page
Email Reporting
Parameters
Best Practices

Accessing

Log into Encompass at your site below. If you’re unsure of the email address associated with your login, email online@utfi.org.
Hover over Email on the top menu and select Email Home.
With A/B Testing Campaigns, a new breadcrumb navigation has been introduced. If admins click a radio button further along in the build process and the work on the current step hasn’t saved, a warning message will appear. Admins can also use the NEXT button to move to the next step in the process. Note: This navigation won’t show in the content editing step of the build process.  Related video: Navigation

Email Details & Testing Variables

The Campaign Details for A/B Testing Campaigns is very similar to General Campaigns. You will need to provide the required information and click NEXT: Continue in order to move past the Details. You will need to select one of the following testing variables:

Subject Line Test

You will need to set two subjects limited to 70 characters each. The subject line cannot contain the webview or unsubscribe token. You can change the subjects until the message is within 5 minutes of the scheduled date/time of send.  Related video: Subject Line Test

Pre-header Test

You will need to set two pre-headers. They cannot contain the webview or unsubscribe token. You can change the pre-headers until the message is within 5 minutes of the scheduled date/time of send.  Related video: Pre-header Test

Sender/From Test

You will need to set values for both Sender A and Sender B. Tokens cannot be used to overwrite From Name box. You can change the Sender/From until the message is within 5 minutes of the scheduled date/time of send.  Related video: Sender/From Test

Build From Template

  1. From Email Home, choose Template.
  2. If a template hasn’t been chosen yet, click Content in the navigation or Next: Content.
  3. Choose the template from the dropdown list and use the navigation or button to move on and work with the message body.
Note: Once a template is chosen and you proceed to the Content step, you cannot choose a different template.  Related video: Build from Template

Audience

Selecting the Audience for A/B Testing Campaigns is the same as General Campaigns and Segmented Campaigns. There are a few different ways to get to the Audience area.
  1. Click Audience in the navigation from any step of the A/B Testing Campaign process.
  2. Use the Next: Audience button on the Preview step.
  3. From the Summary step, use the Edit button.
Note: If the Audience has been selected, information will be provided in the Inclusive Audience and Exclusive Audience areas.  Related video: Audience

A/B Split

When an A/B Testing Campaign is created, the admin will need to set configuration details.

Accessing

There are a few different ways to get to the A/B Split area.
  1. Click A/B Split in the navigation from any step of the A/B Testing Campaign process.
  2. From the Audience selection screen since working with the A/B Split is the next step in the process. Audience selection is the same for A/B Testing Campaigns as it is for General Campaigns and Segmented Campaigns. You can either set the Audience and then click NEXT: A/B Split or move to the A/B Split and set the Audience later.
  3. Select Schedule from Email Home. You will be taken directly to the A/B Split screen.

Determine test group size

Use the drag and drop slider to set the test group. The two testing groups must be the same percentage. If the Audience and Subscription Category have been set, the overall estimated Audience number will be shown. The tests and winner will also indicate the number of people assigned to each.  Related video: Set Test Group Size

Identity how the winner will be decided

At this time, the Open Rate will be the deciding factor. The version with the highest open rate at the end of the testing period will be sent to the remaining recipients.

Decide when test will start

You will need to decide when the test will start. You can have the test start immediately or send at a later date/time. Time Zone will default to the time zone set for your computer.  Related video: Schedule

Choose how long the test will run

Set how many hours the test will run for. The default value is 4. You may find the Testing Parameters article helpful in determining how long you would like your test to run for.  Related video: Set Test Duration Click NEXT: Summary or Summary in the navigation to see a recap of the A/B Testing Campaign. You can release the Campaign from the Summary.  

Summary Page

The Summary page provides a summary of the A/B Testing Campaign settings. Edit buttons are available for each area so admins can easily navigate to an area they need to work with. If the Audience and Subscription Category have been set, admins will also be able to export the estimated recipients. Admins can also release the A/B Testing Campaign from this screen. The campaign can also be released from the gear icon on Email Home.  Related video: Summary

Email Reporting

Email Reporting for A/B Testing Campaigns has a different look when you’re drilled into a specific campaign; however, all of the same great information you’re used to is still present!

Accessing

  1. From Email Reporting home, click on the name of a test message or the winner.
  2. From the History area of Email Home, click on the name of a test message or the winner.
  3. From the Released for Queued screen, click on the View Live Results button (only applicable for Send Immediately).

Test Complete

If the test is complete and a winner has been sent, the screen will indicate which test was the winner (A or B).

Test In Progress

If the test is still taking place, the page will indicate the test is in progress. There is an option to Cancel Automated Send and Manually Select Winner. Clicking the Cancel Automated Send button will cause a warning box to display so you can confirm that you want to cancel the automated send. If you confirm, then no winner will be sent. Clicking the Manually Select Winner button will cause a box to display so you can pick Test A or Test B as the winner and immediately send that one to the remaining audience.

Layout

When you are looking at a specific A/B Testing Campaign, the landing page will start with Campaign Activity on the left and Campaign Details on the right (as shown above). The lower portion of the screen will display Overall Performance. If the test is still taking place, only the tests will display (as shown below). If the winner has been sent, there will be a row for the winner. The Export Results can be used to export the information. Links at the top allow you to move to specific areas to get information.

Drilldown Reports

When looking at the drilldown reports, the top area will show metric information. The View Details link can be used to expand the area to see how each test did as well as the winner (if sent). A search box is available as well as filtering options. Based upon the filters being used, the results will be shown. In the image below, the Audience area is being looked at. The Export Results button can be used to export the data.  Related video: Email Reporting

Parameters

Cochran’s formula was used to calculate the recommended test size group.
Audience Size
300 or less
400
500
600
700
800-900
1,000
1,100 – 1,200
1,300 – 1,400
1,500 – 1,800
1,900 – 2,300
2,400 – 3,200
3,300 -4,900
5,000 or more
Test Group
100%
80%
70%
65%
55%
50%
45%
40%
35%
30%
25%
20%
15%
10%
A
50%
40%
35%
32.5%
27.5%
25%
22.5%
20%
17.5%
15%
12.5%
10%
7.5%
5%
B
50%
40%
35%
32.5%
27.5%
25%
22.5%
20%
17.5%
15%
12.5%
10%
7.5%
5%
Winner
0%
20%
35%
35%
45%
50%
55%
60%
65%
70%
75%
80%
85%
90%
Based on research, the winner will be correctly chosen 80% of the time if you run your test 2-5 hours. Your own institutional results may vary.

Best Practices

Why you should A/B test your marketing campaigns

Instead of guessing what resonates with your constituents, A/B testing helps you make decisions based on data. It will tell you if your marketing campaign is working or more importantly if it is not.

Guidelines

Set Goals – Know what and why you want to test Do you know your baseline? Know where you stand now to show positive/negative trends. Look at how you can improve your open rates. This will help you determine your hypothesis. A hypothesis is an idea about what you need to test, why it needs to be tested, and what changes you’ll see after you make any changes. Focus on frequently sent emails To start, only focus on testing emails you send frequently. Then start branching out to other email campaigns. Audience Ensure your audience is large enough so when the system randomly selects the test group your results will be statistically significant. Test one element at a time To understand what is really impacting your results, it’s best to select one variable at a time. Wait the optimum amount of time Be patient! it is important to wait long enough to gather enough data to ensure the right email is being selected as the winner. See the recommended parameters. Check results You want to make sure the results mean something before you move forward and implement them into your marketing strategy. Confirm the results of tests and build on your leanings. Test and test again What resonates with your audience today may change as time goes on. There fore, it is important to continue to test and identify how your constituents respond. Avoid these mistakes
  • Not having a hypothesis
  • Comparing results from outdated campaigns
  • Changing metrics mid-way
  • Not segmenting your audience before testing

Variables – ideas and tips to test

Subject Line
  • Personalization – use tokens to personalize one of the subject lines
  • Question vs. Statement
  • Short subject line vs. a longer subject line – Ideally subject lines should be 40 characters or less
  • Emoji vs no emoji
  • Add humor vs. being straight forward
  • Change around the words slightly between subject lines
  • Sense of urgency vs. no urgency
Pre-Header
  • Personalization – use tokens to personalize one of the subject lines
  • Question vs. Statement
  • Emoji vs no emoji
  • Short Pre-Header vs. a longer Pre-Header
  • Generally, keep Pre-Header text between 40-130 characters
  • Most mobile Pre-Header text is between 30-55 characters long
  • Add call to action vs. no call to action
  • Do not repeat the subject line
  • Make your subject line and Pre-Header text work together
  • Build curiosity
From Name and Sender Address Ask yourself – Will the targeted audience more likely recognize and respond to an individual’s name, institution or group?
  • Department/Group Name vs. Individual’s Name (maybe a high profile figure name)
  • Full Name vs. First Name only
  • Different email addresses
EFFECTIVE: 10/26/2018 · REVISED: 5/18/2022 Audience: Event Admin

General Purpose

An Event admin can create a paid or free event using an existing template that contains standard form fields. Minor updates can be made to the form, and the event landing page and associated confirmation emails can be configured. Jump ahead to any section—
Create Event from Template
Set Registration Dates, Guests
Edit Event Preview
Delete/Add Field
Update Fees
Update Finish Page, Confirmation Emails
Verify Form
Configure Payment Gateway
Change Display Settings
Paid Event with Donation

Accessing

Log into Encompass at your site below. If you’re unsure of the email address associated with your login, email online@utfi.org.
Hover over Events on the top menu and select Events Home.

Create Event from Template

Click the Create New Event button.
  1. Enter Event Name.
  2. Select Event Listing(s). This dictates if and where an event displays on the website. Note: Choose Event No Display while building the registration so it isn’t public.
  3. Enter Custom URL (if needed).
  4. Click to enable Identity Checkpoint.
  5. Click to enable Pre-populate user profile data from return link.
  6. Enter event Start/End Date.
  7. Click Advanced Settings to set time zone.
  8. Upload an image. Optional depending on web template.
  9. Select the radio button Use an existing event template.
Note: The radio button is easy to overlook. It’s located above the Detail Page Layout dropdown menu. Choose the appropriate existing event template from the grid by clicking the lightning bolt icon. After clicking the Clone button, you will be taken to the event in Build Form Mode.

Set Registration Dates, Guest Allowances, Registration Limit

From the event build screen, click Content Properties. You will now see the pop-up Events – Create Event. Update the following fields, as needed:
  1. Registration Settings: Enter a start and end date for when users are able to register. Note: The start date begins at 12:01a.m. CT and the end date ends at 11:59 p.m. CT.
  2. Guests: Check the box to allow registrants to bring guests. Uncheck the box if guests are not allowed.
  3. Registration limits across all registrants: (Optional) Set a limit on the number of people who can register.
  4. Registration limit per registrant: (Optional) Set a limit on the number of guests an individual can register. For example, if the limit is four, the member can only register himself and three guests for the event.
Click Save. You will now see the pop-up Event – Event Center Content. Click Next to be taken back to the form or follow the instructions below to update the event text.

Edit Event Preview and Event Description

From the event build screen, click Content Properties (pencil icon). You will see the pop-up Events – Create Event. Click Save to advance to next screen called Event – Event Center Content. Update the following areas:
  • Event Preview: Enter a short event description. This will appear on the events calendar page.
  • Event Description: Enter Event Description for the event detail page. Refer to sample HTML or existing event pages for formatting examples.
Complete the Contact and Location text boxes if you are using a Mobile Event Detail Page Layout. Most landing pages aren’t configured to display those entries by default. Click Next when you are finished. You will be taken back to the event form. To preview your event detail page, click View Content. You can continue to make edits on the event detail page.

Deleting and Adding Fields

You may remove fields if they are not needed by hovering over the right side of the field and clicking the X. If you need to add a field, contact online@utfi.org.

Updating Registration Fee for Paid Event

If this is a paid event, you can edit the existing registration field to reflect the appropriate price(s). You do not need to add a new field.
  1. Hover over the right side of the Registration Fee field and click Edit (pencil icon).
  2. Update display name, if needed
  3. Click Next
  4. Click the gear icon beside Admission and select Edit
  5. Update the Price field and click Save
  6. Click Finish. Note: You can set an overall limit to the number of commerce items that can be purchased.
To add an additional commerce item, use the following steps:
  1. Hover over the right side of the Registration Fee field and click Edit (pencil icon).
  2. Update display name, if needed
  3. Click Next
  4. Click Add Price/ Fee
  5. Enter Label
  6. Set Price
  7. Click Save
  8. Click Finish
If guests are not allowed, remove the instructional text from the Registration category. This is noted in all caps.
  1. On the Registration header, click Manage Category and select Category Settings
  2. Click the HTML tab and delete the entire paragraph tag <p>You will have…</p>
  3. Click Save

Update Finish Page, Member & Admin Confirmation Emails

Always edit/update three areas under the Manage Form dropdown.
  • Finish Page: What registrants see after submitting form. Default language provided.
  • Member Confirmation Email: Email sent to registrants upon completing registration. We suggesting including event details, reminders, parking/attire info, contact, etc. To edit, click the HTML tab and update text between the tags starting with “You have registered for…”
Note: Using the Document Manager (Link to PDF) in Confirmation Emails When you insert a PDF into a confirmation email using the Document Manager, it defaults to an abbreviated URL, like /s/1341/images/editor_documents/yakitori_recipe.pdf, rather than the full URL https://alumni.tennessee.edu/s/1341/images/editor_documents/yakitori_recipe.pdf. This causes the link to appear broken for recipients. Follow these steps to ensure the full URL is inserted.
    1. Place your cursor in the text where you would like to insert the link. Do not highlight text.
    2. Click Document Manager on the editor toolbar.
    3. Upload the file you wish to link. The filename will display as the Link Text.
    4. To customize the Link Text, overwrite the filename with the text you’d like linked in the email. Click Insert.
    5. Right click the hyperlink in the email and select Properties.
    6. Add the corresponding alumni website prefix to the URL field before the “/s/1341/images/editor_documents/” ie.) https://alumni.tennessee.edu, https://alumni.uthsc.edu, http://alumni.utc.edu. etc.
  • Admin Confirmation Email: Email sent to admins when someone registers. Email populates complete registration information with token [Form No Blanks] and any commerce data via [Commerce Form Data]. Update the subject line to include the event name. This email can be sent to non-Encompass admins but they must have a UTFI confidentiality waiver on file. Email online@utfi.org for more information.

Verify Form

When you have completed all of your edits, click the link to verify your form. This is located in the dialogue box with the stop sign at the top of the form. After verifying, be sure to test your form in a browser where you are not logged into Encompass. Make necessary changes.

Configure Payment Gateway for Paid Event

If it is a paid event, contact Kate Brimer (kbrimer@utfi.org) to configure the payment gateway before the event goes live. Do not promote the event until you have a green light from the Online Engagement Team.

Change Display Settings

Once your event has been reviewed, approved, and the payment gateway is set up, change the display settings of your event, if needed. Click Content Properties. To make event appear on both the homepage and the full events calendar listing page, multi-select Event Homepage Listing and Event Listing. You can select Chapter listings, too. If event is private or limited to a select group, keep Events-No Display selected.

Setting Up a Paid Event with Donation

If a portion of the event cost includes a donation, follow the steps below. Please allow for 2 business days to receive confirmation from the Online Engagement Team. Do not promote the event until you receive confirmation.
  1. Request an appeal code.
  2. Build the paid event in Encompass following the steps above.
  3. Submit a setup request to Kate Brimer (kbrimer@utfi.org) with the following information:
      • Name of the event in Encompass
      • Event ID in Encompass – numerals only ex. 34279
      • Registration start date
      • Registration end date
    • Breakdown of cost and gift split ie. Cost: $75 ($35 cost/$40 donation)
    • The account/allocation code to which the gift will be deposited
    • The account/allocation code to which the non-gift portion will be deposited
    • Appeal code
Note: Make note on the event landing page and under the registration field on the form that a portion of the registration price is a non-refundable, tax deductible donation to a specific fund ie. “Please note: $25 of each registration is a non-refundable, tax-deductible donation to the Memphis Alumni Chapter Scholarship Endowment.” Copy and paste: Please note: $X of each registration is a non-refundable, tax-deductible donation to the XXXXXXXXX Fund.
EFFECTIVE: 10/26/2018 · REVISED: 5/18/2022 Audience: Event Admin

General Purpose

An Event Admin can add a placeholder for an upcoming event to the event calendar with a few pieces of information. The item will roll off the calendar after the event start date.

Accessing

Log into Encompass at your site below. If you’re unsure of the email address associated with your login, email online@utfi.org.
Click Content and navigate to the event calendar on the alumni website. UTAA | UTC | UTHSC | UTIA | UTK | UTM

Instructions

  1. Click the calendar icon
  2. Event Name: Enter an event name. Limited to 75 characters.
  3. Event Listing/Calendar: Select the Listing or Calendar where you want the event to be displayed. Use Control or Shift to select multiple items.
  4. Set the Start/End Date and Time for when the event is taking place.
  5. Toggle to Advanced Mode to set time zone.
  6. Upload Image allows you to upload a thumbnail image. Not all news listing types supports this. Alt Text must be entered for an image.
  7. Event Type: Choose Calendar Announcement.
  8. Enter 2-3 sentences in the Event Summary.
  9. Click Create.
EFFECTIVE: 10/26/2018 · REVISED: 5/18/2022 Audience: Event Admin

General Purpose

If the event registration is handled outside of Encompass (ex. Eventbrite), an event admin can create a landing page that links to the third-party registration and have it display on the alumni website’s event calendar.

Accessing

Log into Encompass at your site below. If you’re unsure of the email address associated with your login, email online@utfi.org.
Click Content and navigate to the event calendar on the alumni website. UTAA | UTC | UTHSC | UTIA | UTK | UTM

Adding an Event

Click the Create New Event icon. You will now see a pop-up called Events – Create Event.
  1. Enter Event Name.
  2. Select Event Listing(s). This dictates if and where an event displays on the website. Note: Choose Event No Display while building the registration so it isn’t public.
  3. Enter Custom URL (if needed).
  4. Enter event Start/End Date.
  5. Skip Upload an image.
  6. Select Event Type — Event with Detail Page (No Registration of RSVP).
  7. Select Detail Page Layout — *2018 Event or Virtual Event (external).
  8. Check the box “Create content as unique page”.
  9. Enter short Event Preview text. Two to three sentences should be sufficient. This will appear on the events calendar page.
  10. Enter full text in the Event Description for the event landing page; built into the layout are formatted date and time, a button to link to the external website; and a note indicating that the event is hosted by the UTAA (Virtual Event only). Refer to sample HTML or existing event pages for formatting examples. Click Next.
Once on the landing page, the registration button will need to be updated
  1. On the toolbar, click View Mode > Layout Edit.
  2. Hover over the registration button until the area turns green, click to activate a pop-up window.
  3. Click anywhere in the linked “Register Now” text.
  4. Click the hyperlink manager icon from the editor menu.
  5. Add the new link to the URL field.
  6. Click OK.
  7. Click Save.
  8. Click Save Changes on the toolbar.
  9. On the toolbar, click Layout Edit and select Inline Edit to continue editing the page; or select View Mode to view the page.
  10. Be sure to click Save Changes on the toolbar if you make further edits to the page.
  11. When all edits are made, change the display setting of your event by clicking Content Properties. To make event appear on both the homepage and the full events calendar listing page, multi-select Event Homepage Listing and Event Listing. You can select Chapter listings, too. If event is private or limited to a select group, keep Events-No Display selected.

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

Audience: Event Admin, Event Reporting Admin

General Purpose

There are a number of ways to access an event report in Encompass.


Accessing

Log into Encompass at your site below. If you’re unsure of the email address associated with your login, email online@utfi.org.

Hover over Events in the top menu and select Events Home.


Creating a Custom Event Data Export (“Registration Report”)

This comprehensive report includes all fields from the registration form plus commerce information. We suggest maintaining a master spreadsheet and relabeling the column headers, as needed. If you opt to receive a daily/weekly report with new registrants, add them to your master list.

  1. Find your event in the events grid or use the keyword search function. Click the gear icon beside the event name and select Create Reports.
  2. Select Create New Export under the Custom Event Data Export header.
  3. Settings
    • Select report frequency—
      • On-Demand. Click Save this export to be used again later.
      • Once at scheduled date. Select date to run export. Select Email a link to the file.
      • Daily/weekly. Select date range for report to run. Select Email a link to the file.
    • Enter Export Name and click Next
  4. Configure Data
    • If you selected on-demand, make no changes. Click Next.
    • If you selected once at a scheduled date, make no changes. Click Next.
    • If you selected daily/weekly, select limit export to only use data updated since last run. Click Next.
  5. Field List—Make no changes. Click Next.
  6. Preview—A sample of your report. Click Next.
  7. Notification Email—This step is included if you selected a scheduled report to be emailed to you. Update the recipients. Note: The recipient must be an Encompass admin to download the report via email. Request event reporting access via the Admin Rights Request Form.
  8. Finish—The report should automatically download. Open or save it.

 Related video: Event Reporting


Running an On-Demand Report

  1. Log in to Encompass
  2. Hover over Events in toolbar and select Reporting.
  3. Click the dropdown menu under Single Event Reports and search for the name of the event.
  4. Select the event and click Show Reports.
  5. Click the gear icon beside the existing on-demand report under Custom Event Data Export and select Run Export.
  6. Select the date range to filter the report and click Run Report.
  7. Click Download File.

Downloading Automated Report via Email Link

When you request to receive a scheduled export via email, click the “Click Here” link to initiate download of the report. It will prompt you to log in to Encompass if you aren’t currently logged in, otherwise the download will automatically begin.

Once the file has downloaded, log out by clicking the person icon in the upper right hand corner and selecting Logout.


One-Click Event Reports

These canned reports may be useful to get a brief overview of your event. They will not include custom fields on your form (such as name tag, dietary restrictions, etc.). To view those fields, you will need to run a Custom Event Data Report. These quick reports may be exported in a variety of formats, including .PDF, .DOC and .XLS.

It’s likely that you’ll continue to rely on your Custom Reports, but these may prove useful in some circumstances.

  1. Hover over Events in toolbar and select Reporting.
  2. Click the dropdown menu under Single Event Reports and search for the name of the event.
  3. Select the event and click Show Reports.
  4. The four canned reports appear along the top in boxes. Click Get Report.

Registration Report

The Registration Report is a list of all registrants (Primary Registrant and Guests) for the Event and the related Activities.

Each registrant is displayed on row of their own under the Event and Activities they are registered to attend. Columns include: Name, Constituent ID, Class Year, Email, Guest Of.

The report is sorted by last name, so the Primary Registrant and their Guests will not always be grouped together. Each guest will have the name of the person who registered them in the ‘Guest Of’ column.

Itinerary Report

The Itinerary Report shows the events and/or activities the primary registrant and each guest is registered to attend.

There is one page for each primary registrant, so that the report can be printed and handed to the primary registrant as their itinerary.

The name of each is under one column and is displayed as Last Name, First Name.  The report is sorted on the Last Name.

Commerce Item Report

The Commerce Item Report generates a report based on each commerce item in the Event and related Activities.

It is organized by specific commerce item and displays the primary registrant (and guests) who purchased each item, the number purchased and the total dollar amount.

This report does include $0 dollar (free) items.

Name Badge Report

We do not recommend using this report as most events include a custom Name Tag field on the registration form. Run a Custom Event Data Report and use the Name Tag column.

EFFECTIVE: 10/26/2018 · REVISED: 5/18/2022 Audience: Event Admin, Event Data Entry Admin

General Purpose

The adjustments function allows you to adjust both fee-based and free event registrations, as well as the associated guest registrations.  Note: After you adjust an item, you will still need to refund the money to the constituent through your payment gateway. This adjustment process releases the fee/commerce item for someone else to purchase and updates reporting.  Related video: Event Adjustments

Accessing

Log into Encompass at your site below. If you’re unsure of the email address associated with your login, email online@utfi.org.
Hover over Events in the top menu and select Events Home.

Adjusting a Submission

Adjustments are done through the Submissions grid. The Submissions grid will include a row for every registrant (Primary Registrant and Guests) on the event. To adjust an item on a new event:
  • Click the gear icon next to the event in the main Event grid.
  • Select Submissions / Adjustments to go to the Submissions for that event.
  • Locate the registrant and or guest to be adjusted. You can fully or partially adjust an event/activity fee or commerce item for either the registrant or the guest. You can also un-register the registrant or guest for a particular free event or activity, or change an RSVP on a Simple Event.
The Adjustments option will open an Adjustments grid. The grid includes all commerce items and non-commerce items that drive registration or that don’t drive registration that are associated with the selected registrant. The Adjustments grid includes the following columns:
  • Item - The commerce items and the non-commerce items (both those that drive registration and that don’t drive registration) on the event associated with the registrant.
  • Quantity - The number of the specific item associated with the primary registrant.  For a fee control, this number will always be 1.
  • Price - The price of a single item.
  • Total - The quantity multiplied by the price.
  • Pay Type - The payment option used to pay for the item.
  • Authorization Code - The authorization code associated with the payment of the item.
  • Date - The date and time the form was submitted.
Click the Adjust button in the grid next to the item you want to adjust.
  • A commerce item will display in the adjustments grid with all of the columns in the grid filled out; however, a non-commerce item will only have the name, quantity (will always be 1) and the date. The grid is sorted alphabetically by default, but can be sorted by all columns in the grid.
The Adjust button will open a new window that shows the item, price and quantity to be adjusted and allows the admin to do a full or partial adjustment.
  • Adjusting the following item: Shows the item you want to adjust and the quantity purchased.
  • Type of Adjustment: Select either Full Item Adjustment or Partial Item Adjustment
Note:  Partial adjustment is only available if the quantity is greater than 1, so this option would be seen on a commerce item where more than 1 was purchased by the registrant.  When the quantity is greater than 1 and the partial item adjustment option is selected, a quantity box will appear letting the admin enter the number of items to adjust.
  • Click Confirm.  The Confirm button will return you to the adjustments grid and the changes will be reflected in the grid. The Cancel link will return you to the adjustments grid and no changes will be made.
A new row will be added to the Submissions grid in red text showing the adjustment.  The row will show the following in the columns:
  • Item Name – The item name will be the same.
  • Quantity – A negative number will display in the quantity.  The number is the number of items that were adjusted.  For example, if the admin adjusted off a quantity of 1, then the quantity would show -1.
  • Price – The price of a single item.
  • Total – The total amount adjusted in parenthesis.
  • Payment Type – This will be left blank.
  • Authorization Code – This will be left blank.
  • Date – The date the adjustment was done.
The Adjust button is never displayed on the row showing the adjustment, and it is removed from an item that has been fully adjusted Form-Driven Example A Form-Driven event registration will show up in the adjustment grid as a single line item.  The item displays the event name and the quantity is always 1.  There will be no price, total or payment information for this type of registration. Fee-Driven Example A Fee-Driven event registration will show up in the adjustment grid as a single line item.  The item displays the Event Name – Field Name or Activity Name – Field Name if it is an activity with a fee. The quantity will always be 1 if a fee control is used, but could be greater than 1 if a commerce item is used. The line item would include the price, total, payment information and the date. Activity-Driven Example An Activity-Driven registration could have fee-based activities that drive the registration and/or RSVP based registrations that drive the registration. The adjustments grid would not include a line item for the main event, only for the activities. A row would be added for each registered activity. RSVP activities will include the Activity Name – Field Name for the item and will always have a quantity of 1. There will be no price, total or payment information. Activities with a fee will include the Activity Name – Field Name for the item, the quantity, price, total and payment information.

Simple RSVP

A Simple RSVP registration item will show up in the adjustments grid as a single line item.  The item name is Event Name – Field Name and the quantity is always 1. There will be no price, total or payment information for this type of registration.

Reporting

When an item is adjusted to ‘0’ or a registrant is adjusted from an activity or event, the item or registrant no longer shows up in the canned event reports which includes the Registration Report, the Itinerary Report and the Commerce Item report. These reports do not show history; they are a snapshot of real time data.

Attendee List

When a person is adjusted off of the activity and/or event, his/her name is completely removed from the attendee list. If a Primary Registrant is completely adjusted off, but the guest remains, the Primary Registrant’s name will remain under the Guest’s name, but it will be grayed out.

Export

When a commerce item is adjusted off, the export will show the original line item and will show a new row for each adjustment that is made. A new row is added for each the primary registrant and each guest even if the adjustment is made just to the primary registrant. For example:  In the export below, 4 items were adjusted from George Washington’s registration. You see the original row for George Washington and 4 rows showing the items that are adjusted. You also see the original row for Martha, and 4 rows that show nothing was adjusted from her record. If an RSVP registration for an event or activity is adjusted off, the ‘is registered’ field for that record will change from a ‘TRUE’ to ‘FALSE’.  A new row is not added to the export. If a Form-Driven event is adjusted off, the ‘is registered’ field for that record will change from a ‘TRUE’ to ‘FALSE’.  A new row is not added to the export.

Business Rules

    • On Form-Driven and Fee-Driven events, the registration driver on the main event cannot be fully adjusted until after all of the activities on the event for the particular registrant have been adjusted. An admin will be able to select the Adjust button on the main event registration driver row. If the event still has activities on it, the adjustment modal window will include a warning message at the top letting the admin know the item can’t be fully adjusted until all the activities the user is registered for under that event have been adjusted.
  • A Primary Registrant cannot be adjusted before a guest is adjusted.
EFFECTIVE: 10/26/2018 · REVISED: 5/18/2022 Audience: Campaigns Admin, Campaigns Reporting Admin   Related: Encompass Support Documentation

General Purpose

Donation reporting allows admins to obtain a list of anyone who has donated/purchased anything for any online campaign (“giving form”) within the date range. Name, ID, Campaign,  Amount, and Billing Information are included by default.

Accessing

Log into Encompass at your site below. If you’re unsure of the email address associated with your login, email online@utfi.org.

Reporting for a Specific Campaign

  1. Hover over Donations on the top menu and select  Donations Home.
  2. Click the Excel icon next to the Campaign for which you want to pull reporting information.
  3. Choose Run the Report Immediately. You will then need to make a choice between the following options.
  • Include all members who submitted this form.
  • Include all members who submitted this form between [start date] and [end date].
We typically leave all other check boxes as they are and click Next.
  • Include incomplete e-commerce transactions: Select this option to include any purchases that were started but not completed by the user.  You can use this information to follow-up with the user or research issues with your form.
  • Customize query: Indicate here if you would like to use the Data Viewer to further refine your report based on member data fields. Use this option to refine a particular report to include only certain types of members, or members from a particular region, etc.
  • Include Voided Transactions: This option is checked by default. The report will show all transactions, including all fully-adjusted (voided) commerce items.  Uncheck the box to exclude voided transactions from the report.
  • Reporting Filters:  There are additional filters that can be applied such as by Level or Amount. If you want to apply additional filters, select them here.
3. On Select Fields screen, leave all fields selected. This gives you all information collected on the form. Click Next. 4. On Sort/Save Export Fields List, if you’ve left all fields selected, there’s no reason to save the export fields list. Leave the default selection. Click Next. 5. On Preview screen, click Next. 6. If your campaign contains Designations you will have two files available to download. By default, it will export to Excel as a CSV file.
  • Download Export File – this the normal Campaign report.
  • Download Designations File – this file will contain only the Designations information. Each Designation will have its own row of data and will correlate to one row of data in the Campaign report file.
There are other options shown on the screen as well.
  • I do not want to Save this Export
  • Save this Export for Future Use – You can save and schedule the report to be pulled and sent to you at regular intervals. With a scheduled report, you can set up who will receive the email notification so the report can be downloaded. As a best practice, you should set an End Date for the scheduled report for a single Campaign so that it does not continue to run after the Campaign has ended.
    • Data Output – select either:
      • All Available Data – Produces a cumulative report that includes all data requested in the query, across the lifespan of the form, event, or campaign.
      • Data Updated Since Last Run – The report will export data per the configured query from the last time the report was run. For example, a weekly report will only show you the data updated within the last week.

Reporting for All Campaigns – Giving Transaction Report

This export will pull in giving transactions across all active campaigns for a defined date range. It does not include offline transactions. The export consolidates both the gift and designation information in one report.  Related video: OE Video Tutorial (password: iModsUTFI)  Related video: Encompass Video Tutorial
  1. On the top gray toolbar, hover over Donations and under Report click Giving Transaction Exports.
  2. Click the gear icon beside XXX reconciliation and select Run Export.
  3. Select Filter data based on when users submitted the form and select the desired time frame. (If you want to do an all-time report, enter a start date of 1/1/11.)
  4. Click Download Export File.
If gifts to multiple designations are made in a single transactioneach gift is outlined on a separate row with the column headers below. Note that the Transaction ID is the same for each. 
  • Order Total = amount drafted today  
  • Donation Amount = amount available for allocation for all designations  
  • Designation Allocation = amount allocated to each designation 
For a recurring transactions—  
  • Order Total = amount drafted today  
  • Donation Amount = total gift amount to date for allocation for all designations  
  • Designation Allocation = current collected amount allocated to each designation 
  Export Columns included and their order:   Commerce Identifiers, if applicable (unique per client)  Community Name  Community ID  Campaign Name – Giving Form Name  Campaign ID  Constituent ID – ANDI ID  Member ID  First Name  Last Name  Additional Fields defined by each client (unique per GID)  Order Total  Transaction ID  Purchase Date  Merchant Account Name   Authorization Code  Customer Trans Number  Retrieval Code  Appeal Code  Donation Amount  Designation Name  Designation ID  Designation Allocation  Designation Instructions (Filled In Value)  Billing Name  Credit Card Type  Billing Email  Billing Phone  Billing Street 1  Billing Street 2  Billing City  Billing State  Billing Zip  Billing Country  Scheduled Payments Active  Payment Frequency  Total Scheduled Amount  Next Payment Amount  Next Payment Date  Payments Remaining  Payment Type  Amount to Date  First Payment Date  Original Trans ID  Event Name  Event ID  Designation Identifiers (unique per client) 
EFFECTIVE: 10/26/2018 · REVISED: 5/18/2022 Audience: Campaigns Admin, Campaigns Reporting Admin

General Purpose

Create a vanity URL that pre-populates one or more funds on an Encompass giving form.

Accessing

Log into Encompass at your site below. If you’re unsure of the email address associated with your login, email online@utfi.org.

Pre-populating the Fund

1. From the admin dashboard screen, hover over Donations and select Designations. 2. Use the search bar to find the desired fund(s). Note: If fund is not listed, email online@utfi.org for more information or submit the Designation Request Form (https://services.utfi.org/designationto have it added.  3. Make note of the three- to four-digit number in the Encompass ID column for the fund(s) you want to pre-populate on the giving form. 4. Open the main giving form in a new tab. The long URL will look something like this: https://securelb.imodules.com/s/1341/utc/form/interior_form.aspx?sid=1341&gid=3&pgid=4310&cid=6419  5. At the end of this URL, add the following:  https://securelb.imodules.com/s/1341/utc/form/interior_form.aspx?sid=1341&gid=3&pgid=4310&cid=6419&dids=x&bledit=1&src=shrturl  6. Replace x with the Encompass ID(s). For multiple funds, separate each number with a period ie. &dids=x.x.x  7. If you have an appeal code, add &appealcode=XXXXXXXX to the end of the URL, where the Xs are your appeal code from ANDI. 8. Enter your new URL into a browser in which you are not logged in to Encompass. You should see that your fund name is now populating under Designations on the form. If you do not see your fund name, or if you are seeing a different fund name from the one you were expecting, go back to the Designations screen and find the correct Encompass ID for your fund. 

Creating a Short URL

1. Once you’ve verified that the correct fund is populating, paste your new URL into a browser in which you are logged in to Encompass and click enter.  2. At the top or bottom of the giving form webpage, you should see a small chain link icon. If you do not see this link, make sure you are logged in to Encompass. Click link icon to open the Link Builder. 
  • Enter your desired short URL.
  • Name: Enter Giving Link – Fund Name  
  • Description: If link includes appeal code, enter Giving Link FYXX – Fund Name 
3. Click Save. Verify that your new short URL is working.
EFFECTIVE: 10/26/2018 · REVISED: 5/18/2022 Customizations can be combined and listed in any order at the end of the giving form URL. Questions? Contact online@utfi.org.

Common Customizations

Editable list of single or multiple designations

  • &dids=x
  • &dids=x.x.x
https://securelb.imodules.com/s/1341/utc/form/interior_form.aspx?sid=1341&gid=3&pgid=4310&cid=6419&dids=x https://securelb.imodules.com/s/1341/utc/form/interior_form.aspx?sid=1341&gid=3&pgid=4310&cid=6419&dids=x.x.x

Uneditable designation(s)

  • &bledit=1
  • Locks the “edit” link to the pop-up box of designations and shows a non-editable list of pre-selected designations.
  • Note: If a designation exists in Encompass but has not been added to the designation set, include &bledit=1 to force the pre-population of the fund on the giving form. It will not appear otherwise.
https://securelb.imodules.com/s/1341/utc/form/interior_form.aspx?sid=1341&gid=3&pgid=4310&cid=6419&dids=x.x.x&bledit=1

Custom sort order 

  • &sort=1 
  • By default, designations are displayed in alphabetical order.
  • To control the sort order, enter &dids= followed by the designation IDs entered in the order you wish them to appear.
  • Then add &sort=1.
https://securelb.imodules.com/s/1341/utc/form/interior_form.aspx?sid=1341&gid=3&pgid=4310&cid=6419&dids=x.x.x&sort=1

Preset Designations Anchor Jump

  • &pdid=xxxx
  • Once a donor clicks to expand the collection pop-up, they will automatically be scrolled down to the selected set.
  • Enter the query string anchor value of the set in your collections. This can be found on the admin view of a designation collection.

Pre-populate giving amount

  • &amount=x
  • Includes a giving amount that will populate in the Total Gift Amount box. Donor can change the amount.
https://securelb.imodules.com/s/1341/utc/form/interior_form.aspx?sid=1341&gid=3&pgid=4310&cid=6419&amount=20.19

Appeal codes

  • &appealcode=xxxxxxxxx
  • Can be used in conjunction with any of the above.
  • The appeal code will show in reporting and at the bottom of the Admin Confirmation email.
https://securelb.imodules.com/s/1341/utc/form/interior_form.aspx?sid=1341&gid=3&pgid=4310&cid=6419&appealcode=xxxxxxxxx

Source codes

  • &src=
  • There are a few forms that require &source= (If you have any questions, ask online@utfi.org)
  • Common sources: email (=em;) short URL (=shrturl); Give to UT links for colleges/dept/centers (=webutkclg); personal fundraising pages (=webprsnl)
https://securelb.imodules.com/s/1341/uthsc/form/interior_form.aspx?sid=1341&gid=4&pgid=4418&cid=6573&src=em

Payment Type

*these are case sensitive

Give Now as the only option

  • &paymenttype=nowonly
  • Donors won’t see any of the other payment options (scheduled payments or perpetual giving if available). The donor can only make a one-time gift.

Scheduled Payments as the only option

  • &paymenttype=scheduledonly
  • Donors won’t see any of the other payment options (give now or perpetual giving if available). The donor can only make a scheduled/recurring gift. The checkbox will be checked and grayed out so the donor can’t modify it. Donors will be able to set up the recurring payment schedule that works for them.

Scheduled Payments as the default option

  • &paymenttype=scheduled
  • Scheduled payments will be selected and opened by default. Donors can leave it as the default option and set up a recurring gift or they can make a different selection.

Perpetual Giving as the only option

  • &paymenttype=perpetualonly
  • Donors won’t see any of the other payment options (give now or scheduled payments if available). The donor can only make a perpetual gift. The checkbox will be checked and grayed out so the donor can’t modify it. Donors will be able to set up the perpetual gift that works for them.

Perpetual Giving as the default option

  • &paymenttype=perpetual
  • Perpetual giving will be selected and opened by default. Donors can leave it as the default option and set up a perpetual gift or they can make a different selection.

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