UT Foundation Policies

Encompass Training

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 [email protected].

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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.

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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.

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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 [email protected].

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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].

RelatedLists and Segments Manager

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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.

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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 [email protected].

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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 [email protected].

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10.2 Encompass Events

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.

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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.

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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.

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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.

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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.

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10.3 Encompass Donations

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.

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

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 [email protected].

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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 [email protected].

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