In the IUIE, how can I use mailing functions in a data extract?

Note: Data extract screens in the IUIE have screen titles denoting the type of function being performed. Screens begin with one of the following prefixes:

• Basic
• Email Functions
• Notification Email
• Mail Merge
• Advanced

Selecting the mailing function

In the Basic screen, data extracts have a Mailing button when a datagroup has columns defined by the Information Provider as containing an email address and when a given IUIE user is in the relevant security group.

When you click Mailing, you will see the Email Functions screen, where you may select from two mailing functions:

• Notification Email: Send a form letter to each email address in the query results.
  
  
• Mail Merge: Send a form letter with data merged from query results.

Click the button for the type of mailing you want to perform, or click Basic to return to the Basic screen.

Screen information

Each data extract mailing screen is the Basic screen with additional information necessary for a given mailing function:

• For "Notification Email", you must supply an email message "Body", "Subject", and "From" field. You may replace the default values in these fields, as well as those in the "ReplyTo" and "Notify Upon Completion" fields, with values of your choosing.
  
  
• "Mail Merge" has the fields noted above for "Notification Email", as well as checkboxes to select columns to be included in result records.

Note: It is important to type the email message directly into the mailing request file. If you must compose the message outside of the IUIE, use a plain text editor. Avoid using either Word or WordPerfect, as they introduce invisible characters that Unix can't process; this will cause mailings to truncate or fail.

For both mailing functions, a set of radio buttons allows you to select one mail address column, which will be included in output records as the first column. You must choose one of the radio buttons.

For the Mail Merge function, as you select each column, its technical name is added to the Field listbox. Highlight an item in this box and click Insert Field Selection to add a reference to the value of that column to the body of the request at the current cursor location. Click Save Settings to save a common query combination.

For both mailing functions, the "Additional Criteria" field from the Advanced screen provides more control of the returned set of addresses or merge records.

Executing the mailing

To proceed with the mailing, click Preview. You will see a confirmation screen, and the system will send an email message similar to those that recipients will see to the "Notify Upon Completion" address. You will also receive an email message with a link to the Completed Report. If the preview email message appears satisfactory, to complete the mailing:

1. Go to the Completed Report, either through the link in the email message or through My Catalog.
   
   
2. View the full list of recipients and email content (if desired).
   
   
3. Send the email to the complete list by clicking Send Mail.

Note: Email is not delivered to all recipients until you click Send Mail. Any entry in the Completed Reports folder with an envelope icon has not yet been mailed.

Also see:

• In the IUIE, what are the components of a mailing request file?
• In the IUIE, what are the mailing functions?
• Information for PDQ publishers regarding mailing functions
• Access information for the IUIE Mailing functions