Logilys - User contributions [en]

ProDon:Update-Help - from ProDon 4 to ProDon 5

2016-09-07T16:55:19Z

Flebel: /* Interesting New Feature for Online Donations */

= '''PLEASE, MAKE SURE YOUR ARE AT VERSION 4.7.3.8 OR LATER IN ORDER TO BENEFIT FROM THE MOST RECENT VERSION OF THE MIGRATION ASSISTANT.''' =

== Introduction ==

The client files structure in '''''ProDon 5''''' is quite different from the one in '''''ProDon 4'''''. Consequently, you cannot simply carry out the update with the Web Update Utility.

We have designed a Migration Assistant to update '''''ProDon''''' from '''''version 4''''' to '''''version 5''''', in which you must answer questions before being allowed to update to the new version.

As a first step, this documentation will explain you the impact of the update on your client files.

Then, we will explain you how to start and use the Migration Assistant.

'''CAUTION :''' 

It is very important to fully understand the impact the update will have on your client files before you start answering the questions in the Migration Assistant,

'''Questions in the Migration Assistant FOCUS ONLY ON COMPANIES CLIENT FILES THAT HAVE A MAIN CONTACT. Meaning that the client file in Prodon 4 refers to both a company AND an individual.'''

'''"COMPANY ONLY" AND "INDIVIDUAL ONLY" CLIENT FILES WILL NOT BE AFFECTED BY THE UPDATE.'''

If you have any doubt you understood an explanation, please contact us so we can give you more detailed explanations. 

== General Warnings Concerning the Update to '''''ProDon 5''''' ==

Here are some very important warnings you should consider before updating to '''''ProDon 5.'''''

Because of the new structure of clients and the addition of the notion of relations, you might have to modify certain elements in '''Prodon 5'''.
*For each client file that have both a company and an individual, the update will create a new client file for the individual. Unless the contact (individual) of the company also has a link defined to it's personal client file, in that case, the relation will be created between the company and the individual existing file, the update will not create a new client file for the individual. Therefore, you will find more client files in client management. By splitting client files with both a company and an individual into two different client files, you migth have '''A LOT''' of duplicate client files to merge.
*All custom fields will be converted into characteristics.
*After the update, you will need to :
**Modify views containing contact fields.
**Modify filters in Client Management using contact fields as a criteria.
**Create in the new "Relations" tab, custom reports in Client Management might have to be created in the new "Relations" tab (unless it does not contain companies).
**Create in the new "Relations" tab, exportations in Client Management containing contact information (ex. : externaly conducted sollicitation).
**If you use the automatic importation tool (ImportAuto.exe), you will have to review the callup procedure of the tool.
**If you have website to 'IMakeAnOlineDonation' web form integration ,you will have to review the integration process on your website.
*There miight issues using the "Default Canvasser" if, in the same company, the canvasser differs between contacts.

== Interesting New Feature for Online Donations ==

Logilys has created LogiZone. This is a web-based service which facilitates the use of IMakeAnOnlineDonation.

At the top of each web form, you will find a new section allowing the donor to create an account or to sign. This section will be activated automatically on all your forms once you updated to '''''ProDon 5''''' and you will be unable to deactivate it.

A LogiZone account is a user profile in which the donor registers his/her contact information. There are two types of accounts: a personal account and an organization account.
*Personal account: Allows the donor to save its personal information and his/her family members as well.
*Organization account: Allows the donor to save its own contact information and his/her colleagues as well.

Creating a Logizone account saves a lot of time and prevents the donor from having to enter his/her contact information each time he/she fills in an online donation form. In addition to saving time, the LogiZone account will also make it possible for the donor to have access to his/her transactions history, have access to the tax receipts and even print them. 
== Impact of the Update on Client Files ==

In '''''ProDon 4''''', it is possible to enter the name of an individual as well as a company name in the same client file. Therefore, you sometimes find yourself with several client files with the same company name, but with different individuals with different names. 

For example:

{| width="462" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| 
| '''First Name Last Name'''
| '''Title'''
| '''Company Name'''
|-
| '''File 1''' 
| Pierre Brochu
| President
| Logilys
|-
| '''File 2''' 
| Christian Dubois
| VP-Operations
| Logilys
|-
| '''File 3''' 
| Mélanie Bourgeois
| Sales Director
| Logilys
|}

 

In order to improve data structure in '''''ProDon 5''''', it is no longer possible to enter the name of an individual in a corporate file.

Relations must now be used to document the name and the information of the contact person(s) for each company. 

When updating from '''''ProDon 4''''' to '''''ProDon 5''''', client files will be edited consequently. 

 

Here is the illustration of what will happen to corporate files containing the name of an individual.

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| [[Image:Update Help from ProDon 4 to ProDon 5 001.png]]
|}

 

Therefore, if you had 3 client files for the Logilys company with 3 different individuals and different names in each file (as displayed in the table above), you will end up with 6 client files after the update: 

{| width="462" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| 
| '''First Name Last Name'''
| '''Title'''
| '''Company Name'''
|-
| '''File 1'''
| 
| 
| Logilys 
|-
| '''File 2'''
| 
| 
| Logilys 
|-
| '''File 3'''
| 
| 
| Logilys 
|-
| '''File 4'''
| Pierre Brochu 
| President 
| 
|-
| '''File 5'''
| Christian Dubois 
| VP-Operations 
| 
|-
| '''File 6'''
| Mélanie Bourgeois 
| Sales Director 
| 
|}

Please note that this is completely normal, the second step of the update is going to merge the duplicates that will have been created.

 

=== Assigning Information to the Right Client ===

Since a corporate client file (containing a company name and the name of an individual) in '''''ProDon 4''''' will become 2 distinct files in '''''ProDon 5''''', you have to choose where the file information originating from '''''ProDon 4''''' must be stored in '''''ProDon 5'''''. 

'''''ProDon''''' is configured to automatically transfer information either to the corporate file, to the individual's file, to both files or to the relation file between the company and the individual.

 

Then, for some information, you will have to choose where the information will be stored (either in the corporate file, in the individual's file, in both files or in the relation file between the company and the individual). 

'''NOTE :''' Corporate files not containing the name of an individual and individual's files (with no company name) will be stored in their current formulation. The choices you make will be applied to the files containing both a company name '''AND''' the name of an individual.

 

'''In order to choose in which file(s) the information must be stored, it is mandatory to start the Update Support Tool.'''

'''To know how to start the tool, [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Using_the_Update_Support_Tool|click here]].'''

 


'''CAUTION :'''

In '''''ProDon 4''''', the corporate file was linked to the individual's file with a name identical to the main contact of the corporate file. In '''''ProDon 5''''', the individual's file will store all information documented in the individual's file originating from '''''ProDon 4'''''. Then it will receive some additional information originating from the corporate file in '''''ProDon 5'''''.

For more information, see the notes under the table below. 

 

Here is a table detailing where each piece of information originating from the corporate file in '''''ProDon 4''''' will be stored in '''''ProDon 5''''', and for which information a choice will have to be made. 

{| width="900" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| rowspan="2" style="text-align: center;" | '''Information originating from the corporate file in '''''ProDon 4'' 
| style="text-align: center;" colspan="6" | '''Location Where Information Will Be Stored in '''''ProDon 5'' 
|-
| style="text-align: center;" | '''Corporate File''' 
| style="text-align: center;" | '''Individual's File''' 
| style="text-align: center;" | '''Relation File'''
| style="text-align: center;" | '''Choice to be made''' 
|-
| Tile, first name and last name 
| style="text-align: center;" | 
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Title
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
| style="text-align: center;" | 
|-
| Company name and company name continued
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Address'''1''' 
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Means of communication'''2''' 
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Division and sector 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Reference number 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Comment 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Picture of the client file 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Date of birth
| style="text-align: center;" | 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Entry date
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client wants to remain anonymous”'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client is inactive”'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client is a beneficiary”
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Box “This client no longer wishes to receive calls'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client never wants receipts” with date
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client wants an annually consolidated receipt”
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client does not want any amount to be suggested”'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “Exclude from mass mailing” with date and reason'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “Deceased” with date of the death 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| GL account for designated gifts
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Checkbox “This client is a canvasser”
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Default canvasser 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Default third-party client 
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Categories
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Characteristics of the client file
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Custom static lists
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Custom dynamic lists
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Custom fields of the client file
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Advanced analysis characteristics
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Instant payment tokens
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Warnings
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Documents recorded in the client folder
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Transactions
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Commitments
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Mailings
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Invoices
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Contacts and links (will become relations)
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Tasks
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
| style="text-align: center;" | 
|-
| Visibility (functionality of the multiorganization module)'''4'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|}

{| width="900" cellspacing="1" cellpadding="0" border="0"
|-
| valign="top" |
'''1'''


|
In '''''ProDon 5''''', a file may contain more than one address (e.g.: default address, seasonal, work, etc).

If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would contain the address of the individual's file originating from '''''ProDon 4''''' as a default address and the address of the corporate file originating from '''''ProDon 4''''' as a secondary address.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would only contain the address of the corporate file originating from '''''ProDon 4''''' as a secondary address. 

|-
| valign="top" |
'''2''' 

|
A means of communication is either a telephone number, an email address or a website.

In '''''ProDon 5''''', a file may contain more than one email address, more than one cell phone number, more than one home phone number, etc. If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would contain the means of communication of both the individual and the corporate file originating from '''''ProDon 4'''''.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would only contain the means of communication of the corporate file originating from '''''ProDon 4'''''. 

|-
| valign="top" |
'''3''' 

|
If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would retain the '''value of the individual's file '''originating from '''''ProDon 4'''''.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would retain the '''value of the corporate file''' originating from '''''ProDon 4'''''. 

|-
| valign="top" |
'''4''' 

|
If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, both files (corporate and individual) in '''''ProDon 5''''' would retain the visibility which was assigned to them in '''''ProDon 4'''''.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, both files (corporate and individual) in '''''ProDon 5''''' would retain the visibility of the corporate file in '''''ProDon 5'''''.

|}

 

== Using the Update Support Tool ==

The Update Support Tool is located in the folder where '''''ProDon''''' is installed. 

This is the icon:[[Image:IconWizardUpdateProDon5.jpg]]

To start the application, double-click on the icon. 

'''CAUTION: '''All migration steps must absolutely be carried out in this order.''' '''

 

===   Steps 1 and 2 ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
By double-clicking on the icon, the following window will open automatically. Here is how to carry out steps 1 and 2. 

|-
| colspan="2" | [[Image:Update Help from ProDon 4 to ProDon 5 002.png]]
|-
| colspan="2" |
Step 1 in '''A''' tells you to read this documentation before starting the migration assistant. Please note that it is very important to fully understand the explanations of the section: [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Impact_of_the_Update_on_Client_Files|Impact of the Update on Client Files]], before starting the second step. In case of any further clarification or any questions, please contact Logilys, by making a request for technical support. 

Step 2 in '''B''' tells you that after having read and fully understood the impact of the update on your client files, you must fill out the questionnaire. To access the questionnaire, click on the “Questionnaire” tab in '''C'''.

The “Delete Questionnaire” button in '''D''' allows you to delete all the values that you have already selected in the questionnaire in '''C''' in order to start over again. 

|}

 

==== Answering the Questionnaire ====

Earlier in the documentation, we have explained to you that for some information of the corporate file originating from '''''ProDon 4''''', you will have to choose if you wish to store it either in the corporate file, in the individual's file or in both files in '''''ProDon 5'''''.

 

The following questionnaire will allow you to make these choices. You will notice that some pieces of information have already been selected; these are the default choices that will be appropriate for most users. 

 

'''CAUTION:''' Please note that choosing values in the assistant has '''NO''' impact on '''''ProDon 4'''''. These changes will apply once the update is carried out. 

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
By clicking on the "Questionnaire" tab, this is what will be displayed.

|-
| colspan="2" | [[Image:Update Help from ProDon 4 to ProDon 5 003.png]]
|-
| width="50%" |
'''A: '''Each tab contains a different type of information. All elements of all tabs must be completed before being able to start step 3. The percentage in '''D''' will be 100 when all is completed. [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Choices_Available_in_the_Various_Tabs|Click here to learn about the choices available in the various tabs]]. '''NOTE :''' If one of the tabs is not visible, it is simply because you do not have any value of this type in your '''''ProDon'''''.

|
'''B:''' This button allows you to export the full questionnaire to '''''Excel''''' (including all tabs in '''A''').

'''NOTE : '''The '''''Excel''''' file is for viewing only; it will not be possible to choose a value in the '''''Excel''''' file and then to reimport the data into the assistant.

|-
| width="50%" |
'''C:''' This section contains errors, which will have to be fixed before being able to start Step 3. For more information on possible errors, refer to [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Possible_Errors_.28Step_2.29|this section]].

|
'''D:''' The questionnaire must be 100% completed in order to be able to start Step 3.Once the percentage is 100, continue with [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Steps_3_to_6|the following steps]] of the assistant.

|}

 

===== Choices Available in the Various Tabs =====

The choices that are available differ from one tab to another. 

These are the 4 possible choices in the questionnaire: 

*Individual: the value will be stored in the individual's file only. 
*Company: the value will be stored in the company file only. 
*Both: the value will be stored in the individual's file AND in the company file. 
*Relation: the value will be stored in the relation file between the company and the individual. 

 

“Characteristics (Client)” Tab 

In regard to client characteristics, 4 choices will be available: individual, company, both or relation. 

The “relation” choice must be used if information is assigned to the individual, but in a professional context (example: an employee number). 

 

"Characteristics (Advanced Analysis)”, “Custom Field” and “Categories” Tabs 

In regard to advanced analysis characteristics, custom fields and categories, 3 choices will be available: individual, company or both. 

 

“Custom Static Lists” and “Custom Dynamic Lists” Tab

In regard to custom static lists, 4 choices will be available: individual, company, both or relation. 

In regard to custom dynamic lists, only 2 choices will be available: company or relation.

As for the client characteristics, the “Relation” choice must be used if the list is assigned to the individual, but in a professional context (example: solicitation list for an event).

 

“Other” Tab 

The "Other" tab contains 4 fields: 

*Check box “This client is a beneficiary” 3 choices are available for this field: individual, company or both. 

 

*Check box “This client is a canvasser” Only 2 choices are available for this field: individual or company. ** Note that if the selected choice is the individual, then the company will be selected as contact of the canvasser, moreover if the company is selected, then the individual will be selected as contact of the canvasser. Therefore, both pieces of information will always be stored. 

 

*Photo 3 choices are available for this field: individual, company or both. 

 

*Default Canvasser 3 choices are available for this field: individual, company or both.

 

 

===== Possible Errors (Step 2) =====

*''X'' active commitments by credit card have been found with the payment method ''Y''.
*''X'' active commitments by bank transfer have been found with the payment method ''Y''.
*''X'' untransferred transactions by credit card have been found with the payment method ''Y''.
*''X'' untransferred transactions by bank transfer have been found with the payment method ''Y''.
*The ''X'' form always includes a Perceptech payment method (''payment method description'').

 

All these errors are related to the '''''Perceptech''''' payment methods.

An error will be displayed if the assistant detects untransferred transactions, unfinished commitments or web forms using a '''''Perceptech''''' payment method.

In fact, from now on, it will be impossible to use the '''''Perceptech''''' payment methods in '''''ProDon 5'''''. If you are still with this supplier, please contact '''''Logilys''''', by making a request for technical support.

 

=== Steps 3 to 6 ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After completing steps 1 and 2, you must return to the “Migration Steps” tab, in order to take note of the following steps.

|-
| colspan="2" | [[Image:Update Help from ProDon 4 to ProDon 5 004.png]]
|-
| colspan="2" |
'''STEP 3 :'''

Some warnings can be generated according to the choices made in the questionnaire.

By clicking on the “Generate Report” button, an Excel file containing the list of errors in step 2 and the warnings of step 3 will be displayed. 

'''CAUTION: '''

Errors must be '''COMPLETELY''' fixed before being able to start step 4. 

Warnings will not block you from moving on to step 4. However, it is very important to take note of them. For more information on possible warnings, refer to [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Possible_Warnings_.28Step_3.29|this section]]. 

 

'''STEP 4 :'''

If you did not have any error or you have now fixed them and taken note of the warnings, you can now start step 4 in order to perform a backup and create the file. 

Note that the 2 buttons of this step will not be accessible as long as the errors are not fixed and the report in step 3 will not have been generated.

 

'''STEP 5 :'''

If the file was not created in step 4, the “WizardUpdateProDon5.7z” file will not be available and the sentence “the file has not been created” will be displayed in red. 

Otherwise, you only have to send in the “WizardUpdateProDon5.7z” file by following the steps detailed in the image above. 

 

'''STEP 6 :'''

We will contact you within a week after receipt of the file in order to further assist you with the continuation of the update process.

|}

 

==== Possible Warnings (Step 3) ====

If an importation module is active in '''''ProDon''''', you may you find this warning in the report.

*You will have to verify ''# ''imports after the update in order to ensure you that the associations comply with the new structure. ''This warning indicates that due to the changes made to the client file, it might be necessary to re-instate some associations in your imports, once the update will have been carried out.''

 

For the next warnings, please note that you will find, in the report, a warning by client file for which the situation is applicable.

*Unable to uncheck the "This client is a canvasser" option for company ''X'' (''UCN''). ''This warning indicates that if you selected the choice “Individual” for the field “This client is a canvasser” ("other" tab) and the company file had already been used as canvasser in a transaction, the box “This client is a canvasser” will remain checked in the corporate file and will also be checked in the individual's file. ''
*Unable to uncheck the "This client is a canvasser" option for individual ''Y'' (''UCN''). ''This warning indicates that if you selected the choice “Company” for the field “This client is a canvasser” ("other" tab) and the individual's file had already been used as canvasser in a transaction, the box “This client is a canvasser” will remain checked in the individual's file and will also be checked in the corporate file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''. '' 
*The company and the individual are both canvassers. The information of individual ''Y ''(''UCN'') will not be replaced with that of company ''X'' (''UCN''). ''This warning indicates that regardless of your selection for the field “This client is a canvasser” ("other" tab), if both client files in relation (company and individual) had already been selected as canvassers in a transaction, the box “This client is a canvasser” will remain checked in both files.'' ''**Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a photo/picture/image. The photo/picture/image of company ''X'' (''UCN'') will be ignored. ''This warning indicates that if you selected the choice “Individual” or “Both” for the photo/picture/image ("other" tab) and the individual's file already had a photo/picture/image, the photo/picture/image in the individual's file will be kept. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a default canvasser. The default canvasser of company ''X'' (''UCN'') will be ignored. ''This warning indicates that if you selected the choice “Individual” or “Both” for the field “Default canvasser” ("other" tab) and the individual's file already had a default canvasser, the default canvasser in the individual's file will be kept. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Unable to uncheck the "This client is a beneficiary" option for company ''X'' (''UCN''). ''This warning indicates that if you selected the choice “Individual” for the field “This client is a beneficiary” ("other" tab) and the company file had already been a beneficiary, the box “This client is a beneficiary” will remain checked in the corporate file and will also be checked in the individual's file.'' 
*Unable to uncheck the "This client is a beneficiary" option for individual ''Y'' (''UCN''). ''This warning indicates that if you selected the choice “Company” for the field “This client is a beneficiary” ("other" tab) and the individual's file had already been a beneficiary, the box “This client is a beneficiary” will remain checked in the individual's file and will also be checked in the corporate file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''. '' 
*Individual ''Y'' (''UCN'') already has a value for custom field ''Z''. The value of company ''X'' (''UCN'') will replace the value of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for a custom field and and the individual's file already had a value for said custom field, the value the company file in relation with the individual will replace that of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a value for unique characteristic ''Z''. The value of company ''X'' (''UCN'') will replace the value of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for a characteristic and the individual's file already had a value for said characteristic, the value the company file in relation with the individual will replace that of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has the same value for multiple value characteristic ''Z'' as company ''X'' (''UCN''). The company note and group will be copied in the characteristic of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for a characteristic and the individual's file already had the same value as the corporate file with which it is in relation for said characteristic, the values of the note and group of the corporate file characteristic will be copied in the characteristic of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a value for unique characteristic ''Z'' for donation occasion ''ABC''. The value of company ''X'' (''UCN'') will replace the value of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for an advanced analysis characteristic and the individual's file already had a value for said characteristic, the value the company file in relation with the individual will replace that of the individual's file. **Only if the individual's file was linked to the corporative file in ProDon 4'' 
*Individual ''Y'' (''UCN'') already has the same value for multiple value characteristic ''Z'' for donation occasion ''ABC'' as company  ''X'' (''UCN''). The company note and group will be copied in the characteristic of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for an advanced analysis characteristic and the individual's file already had the same value as the corporate file with which it is in relation for said characteristic, the values of the note and group of the corporate file characteristic will be copied in the characteristic of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 

 

== After the Update ==

As explained earlier in the "[[ProDon:Update-Help_-_from_ProDon_4_to_ProDon_5#Impact_of_the_Update_on_Client_Files|Impact of the Update on Client Files]]", it will be mandatory to proceed with a mass merge of clients. 

Refer to "[[ProDon:Searching_and_Eliminating_Duplicates|Searching and Eliminating Duplicates]]" to learn about the detection and mass merge procedure of duplicates. 

 

Moreover, if you have an importation module, do not forget to check the associations of all imports that you are going to use in the future.

 

 

{{Footer}}

ProDon:Update-Help - from ProDon 4 to ProDon 5

2016-09-07T16:03:58Z

Flebel: /* Interesting New Feature for Online Donations */

= '''PLEASE, MAKE SURE YOUR ARE AT VERSION 4.7.3.8 OR LATER IN ORDER TO BENEFIT FROM THE MOST RECENT VERSION OF THE MIGRATION ASSISTANT.''' =

== Introduction ==

The client files structure in '''''ProDon 5''''' is quite different from the one in '''''ProDon 4'''''. Consequently, you cannot simply carry out the update with the Web Update Utility.

We have designed a Migration Assistant to update '''''ProDon''''' from '''''version 4''''' to '''''version 5''''', in which you must answer questions before being allowed to update to the new version.

As a first step, this documentation will explain you the impact of the update on your client files.

Then, we will explain you how to start and use the Migration Assistant.

'''CAUTION :''' 

It is very important to fully understand the impact the update will have on your client files before you start answering the questions in the Migration Assistant,

'''Questions in the Migration Assistant FOCUS ONLY ON COMPANIES CLIENT FILES THAT HAVE A MAIN CONTACT. Meaning that the client file in Prodon 4 refers to both a company AND an individual.'''

'''"COMPANY ONLY" AND "INDIVIDUAL ONLY" CLIENT FILES WILL NOT BE AFFECTED BY THE UPDATE.'''

If you have any doubt you understood an explanation, please contact us so we can give you more detailed explanations. 

== General Warnings Concerning the Update to '''''ProDon 5''''' ==

Here are some very important warnings you should consider before updating to '''''ProDon 5.'''''

Because of the new structure of clients and the addition of the notion of relations, you might have to modify certain elements in '''Prodon 5'''.
*For each client file that have both a company and an individual, the update will create a new client file for the individual. Unless the contact (individual) of the company also has a link defined to it's personal client file, in that case, the relation will be created between the company and the individual existing file, the update will not create a new client file for the individual. Therefore, you will find more client files in client management. By splitting client files with both a company and an individual into two different client files, you migth have '''A LOT''' of duplicate client files to merge.
*All custom fields will be converted into characteristics.
*After the update, you will need to :
**Modify views containing contact fields.
**Modify filters in Client Management using contact fields as a criteria.
**Create in the new "Relations" tab, custom reports in Client Management might have to be created in the new "Relations" tab (unless it does not contain companies).
**Create in the new "Relations" tab, exportations in Client Management containing contact information (ex. : externaly conducted sollicitation).
**If you use the automatic importation tool (ImportAuto.exe), you will have to review the callup procedure of the tool.
**If you have website to 'IMakeAnOlineDonation' web form integration ,you will have to review the integration process on your website.
*There miight issues using the "Default Canvasser" if, in the same company, the canvasser differs between contacts.

== Interesting New Feature for Online Donations ==

Logilys has created LogiZone. This is a web-based service which will facilitate the use of IMakeAnOnlineDonation.

At the top of each web form, you will find a new section allowing the donor to create an account or to sign. This section will be activated automatically on all your forms once you updated to '''''ProDon 5''''' and you will be unable to deactivate it.

A LogiZone account is a user profile in which the donor registers his/her contact information. There are two types of accounts: a personal account and an organization account.
*Personal account: Allows the donor to save its personal information and his/her family members as well.
*Organization account: Allows the donor to save its own contact information and his/her colleagues as well.

Creating a Logizone account saves a lot of time and prevents the donor from having to enter his/her contact information each time he/she fills in an online donation form. In addition to saving time, the LogiZone account will also make it possible for the donor to have access to his/her transactions history, have access to the tax receipts and even print them. 
== Impact of the Update on Client Files ==

In '''''ProDon 4''''', it is possible to enter the name of an individual as well as a company name in the same client file. Therefore, you sometimes find yourself with several client files with the same company name, but with different individuals with different names. 

For example:

{| width="462" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| 
| '''First Name Last Name'''
| '''Title'''
| '''Company Name'''
|-
| '''File 1''' 
| Pierre Brochu
| President
| Logilys
|-
| '''File 2''' 
| Christian Dubois
| VP-Operations
| Logilys
|-
| '''File 3''' 
| Mélanie Bourgeois
| Sales Director
| Logilys
|}

 

In order to improve data structure in '''''ProDon 5''''', it is no longer possible to enter the name of an individual in a corporate file.

Relations must now be used to document the name and the information of the contact person(s) for each company. 

When updating from '''''ProDon 4''''' to '''''ProDon 5''''', client files will be edited consequently. 

 

Here is the illustration of what will happen to corporate files containing the name of an individual.

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| [[Image:Update Help from ProDon 4 to ProDon 5 001.png]]
|}

 

Therefore, if you had 3 client files for the Logilys company with 3 different individuals and different names in each file (as displayed in the table above), you will end up with 6 client files after the update: 

{| width="462" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| 
| '''First Name Last Name'''
| '''Title'''
| '''Company Name'''
|-
| '''File 1'''
| 
| 
| Logilys 
|-
| '''File 2'''
| 
| 
| Logilys 
|-
| '''File 3'''
| 
| 
| Logilys 
|-
| '''File 4'''
| Pierre Brochu 
| President 
| 
|-
| '''File 5'''
| Christian Dubois 
| VP-Operations 
| 
|-
| '''File 6'''
| Mélanie Bourgeois 
| Sales Director 
| 
|}

Please note that this is completely normal, the second step of the update is going to merge the duplicates that will have been created.

 

=== Assigning Information to the Right Client ===

Since a corporate client file (containing a company name and the name of an individual) in '''''ProDon 4''''' will become 2 distinct files in '''''ProDon 5''''', you have to choose where the file information originating from '''''ProDon 4''''' must be stored in '''''ProDon 5'''''. 

'''''ProDon''''' is configured to automatically transfer information either to the corporate file, to the individual's file, to both files or to the relation file between the company and the individual.

 

Then, for some information, you will have to choose where the information will be stored (either in the corporate file, in the individual's file, in both files or in the relation file between the company and the individual). 

'''NOTE :''' Corporate files not containing the name of an individual and individual's files (with no company name) will be stored in their current formulation. The choices you make will be applied to the files containing both a company name '''AND''' the name of an individual.

 

'''In order to choose in which file(s) the information must be stored, it is mandatory to start the Update Support Tool.'''

'''To know how to start the tool, [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Using_the_Update_Support_Tool|click here]].'''

 


'''CAUTION :'''

In '''''ProDon 4''''', the corporate file was linked to the individual's file with a name identical to the main contact of the corporate file. In '''''ProDon 5''''', the individual's file will store all information documented in the individual's file originating from '''''ProDon 4'''''. Then it will receive some additional information originating from the corporate file in '''''ProDon 5'''''.

For more information, see the notes under the table below. 

 

Here is a table detailing where each piece of information originating from the corporate file in '''''ProDon 4''''' will be stored in '''''ProDon 5''''', and for which information a choice will have to be made. 

{| width="900" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| rowspan="2" style="text-align: center;" | '''Information originating from the corporate file in '''''ProDon 4'' 
| style="text-align: center;" colspan="6" | '''Location Where Information Will Be Stored in '''''ProDon 5'' 
|-
| style="text-align: center;" | '''Corporate File''' 
| style="text-align: center;" | '''Individual's File''' 
| style="text-align: center;" | '''Relation File'''
| style="text-align: center;" | '''Choice to be made''' 
|-
| Tile, first name and last name 
| style="text-align: center;" | 
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Title
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
| style="text-align: center;" | 
|-
| Company name and company name continued
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Address'''1''' 
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Means of communication'''2''' 
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Division and sector 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Reference number 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Comment 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Picture of the client file 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Date of birth
| style="text-align: center;" | 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Entry date
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client wants to remain anonymous”'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client is inactive”'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client is a beneficiary”
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Box “This client no longer wishes to receive calls'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client never wants receipts” with date
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client wants an annually consolidated receipt”
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client does not want any amount to be suggested”'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “Exclude from mass mailing” with date and reason'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “Deceased” with date of the death 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| GL account for designated gifts
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Checkbox “This client is a canvasser”
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Default canvasser 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Default third-party client 
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Categories
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Characteristics of the client file
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Custom static lists
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Custom dynamic lists
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Custom fields of the client file
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Advanced analysis characteristics
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Instant payment tokens
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Warnings
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Documents recorded in the client folder
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Transactions
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Commitments
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Mailings
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Invoices
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Contacts and links (will become relations)
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Tasks
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
| style="text-align: center;" | 
|-
| Visibility (functionality of the multiorganization module)'''4'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|}

{| width="900" cellspacing="1" cellpadding="0" border="0"
|-
| valign="top" |
'''1'''


|
In '''''ProDon 5''''', a file may contain more than one address (e.g.: default address, seasonal, work, etc).

If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would contain the address of the individual's file originating from '''''ProDon 4''''' as a default address and the address of the corporate file originating from '''''ProDon 4''''' as a secondary address.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would only contain the address of the corporate file originating from '''''ProDon 4''''' as a secondary address. 

|-
| valign="top" |
'''2''' 

|
A means of communication is either a telephone number, an email address or a website.

In '''''ProDon 5''''', a file may contain more than one email address, more than one cell phone number, more than one home phone number, etc. If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would contain the means of communication of both the individual and the corporate file originating from '''''ProDon 4'''''.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would only contain the means of communication of the corporate file originating from '''''ProDon 4'''''. 

|-
| valign="top" |
'''3''' 

|
If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would retain the '''value of the individual's file '''originating from '''''ProDon 4'''''.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would retain the '''value of the corporate file''' originating from '''''ProDon 4'''''. 

|-
| valign="top" |
'''4''' 

|
If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, both files (corporate and individual) in '''''ProDon 5''''' would retain the visibility which was assigned to them in '''''ProDon 4'''''.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, both files (corporate and individual) in '''''ProDon 5''''' would retain the visibility of the corporate file in '''''ProDon 5'''''.

|}

 

== Using the Update Support Tool ==

The Update Support Tool is located in the folder where '''''ProDon''''' is installed. 

This is the icon:[[Image:IconWizardUpdateProDon5.jpg]]

To start the application, double-click on the icon. 

'''CAUTION: '''All migration steps must absolutely be carried out in this order.''' '''

 

===   Steps 1 and 2 ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
By double-clicking on the icon, the following window will open automatically. Here is how to carry out steps 1 and 2. 

|-
| colspan="2" | [[Image:Update Help from ProDon 4 to ProDon 5 002.png]]
|-
| colspan="2" |
Step 1 in '''A''' tells you to read this documentation before starting the migration assistant. Please note that it is very important to fully understand the explanations of the section: [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Impact_of_the_Update_on_Client_Files|Impact of the Update on Client Files]], before starting the second step. In case of any further clarification or any questions, please contact Logilys, by making a request for technical support. 

Step 2 in '''B''' tells you that after having read and fully understood the impact of the update on your client files, you must fill out the questionnaire. To access the questionnaire, click on the “Questionnaire” tab in '''C'''.

The “Delete Questionnaire” button in '''D''' allows you to delete all the values that you have already selected in the questionnaire in '''C''' in order to start over again. 

|}

 

==== Answering the Questionnaire ====

Earlier in the documentation, we have explained to you that for some information of the corporate file originating from '''''ProDon 4''''', you will have to choose if you wish to store it either in the corporate file, in the individual's file or in both files in '''''ProDon 5'''''.

 

The following questionnaire will allow you to make these choices. You will notice that some pieces of information have already been selected; these are the default choices that will be appropriate for most users. 

 

'''CAUTION:''' Please note that choosing values in the assistant has '''NO''' impact on '''''ProDon 4'''''. These changes will apply once the update is carried out. 

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
By clicking on the "Questionnaire" tab, this is what will be displayed.

|-
| colspan="2" | [[Image:Update Help from ProDon 4 to ProDon 5 003.png]]
|-
| width="50%" |
'''A: '''Each tab contains a different type of information. All elements of all tabs must be completed before being able to start step 3. The percentage in '''D''' will be 100 when all is completed. [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Choices_Available_in_the_Various_Tabs|Click here to learn about the choices available in the various tabs]]. '''NOTE :''' If one of the tabs is not visible, it is simply because you do not have any value of this type in your '''''ProDon'''''.

|
'''B:''' This button allows you to export the full questionnaire to '''''Excel''''' (including all tabs in '''A''').

'''NOTE : '''The '''''Excel''''' file is for viewing only; it will not be possible to choose a value in the '''''Excel''''' file and then to reimport the data into the assistant.

|-
| width="50%" |
'''C:''' This section contains errors, which will have to be fixed before being able to start Step 3. For more information on possible errors, refer to [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Possible_Errors_.28Step_2.29|this section]].

|
'''D:''' The questionnaire must be 100% completed in order to be able to start Step 3.Once the percentage is 100, continue with [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Steps_3_to_6|the following steps]] of the assistant.

|}

 

===== Choices Available in the Various Tabs =====

The choices that are available differ from one tab to another. 

These are the 4 possible choices in the questionnaire: 

*Individual: the value will be stored in the individual's file only. 
*Company: the value will be stored in the company file only. 
*Both: the value will be stored in the individual's file AND in the company file. 
*Relation: the value will be stored in the relation file between the company and the individual. 

 

“Characteristics (Client)” Tab 

In regard to client characteristics, 4 choices will be available: individual, company, both or relation. 

The “relation” choice must be used if information is assigned to the individual, but in a professional context (example: an employee number). 

 

"Characteristics (Advanced Analysis)”, “Custom Field” and “Categories” Tabs 

In regard to advanced analysis characteristics, custom fields and categories, 3 choices will be available: individual, company or both. 

 

“Custom Static Lists” and “Custom Dynamic Lists” Tab

In regard to custom static lists, 4 choices will be available: individual, company, both or relation. 

In regard to custom dynamic lists, only 2 choices will be available: company or relation.

As for the client characteristics, the “Relation” choice must be used if the list is assigned to the individual, but in a professional context (example: solicitation list for an event).

 

“Other” Tab 

The "Other" tab contains 4 fields: 

*Check box “This client is a beneficiary” 3 choices are available for this field: individual, company or both. 

 

*Check box “This client is a canvasser” Only 2 choices are available for this field: individual or company. ** Note that if the selected choice is the individual, then the company will be selected as contact of the canvasser, moreover if the company is selected, then the individual will be selected as contact of the canvasser. Therefore, both pieces of information will always be stored. 

 

*Photo 3 choices are available for this field: individual, company or both. 

 

*Default Canvasser 3 choices are available for this field: individual, company or both.

 

 

===== Possible Errors (Step 2) =====

*''X'' active commitments by credit card have been found with the payment method ''Y''.
*''X'' active commitments by bank transfer have been found with the payment method ''Y''.
*''X'' untransferred transactions by credit card have been found with the payment method ''Y''.
*''X'' untransferred transactions by bank transfer have been found with the payment method ''Y''.
*The ''X'' form always includes a Perceptech payment method (''payment method description'').

 

All these errors are related to the '''''Perceptech''''' payment methods.

An error will be displayed if the assistant detects untransferred transactions, unfinished commitments or web forms using a '''''Perceptech''''' payment method.

In fact, from now on, it will be impossible to use the '''''Perceptech''''' payment methods in '''''ProDon 5'''''. If you are still with this supplier, please contact '''''Logilys''''', by making a request for technical support.

 

=== Steps 3 to 6 ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After completing steps 1 and 2, you must return to the “Migration Steps” tab, in order to take note of the following steps.

|-
| colspan="2" | [[Image:Update Help from ProDon 4 to ProDon 5 004.png]]
|-
| colspan="2" |
'''STEP 3 :'''

Some warnings can be generated according to the choices made in the questionnaire.

By clicking on the “Generate Report” button, an Excel file containing the list of errors in step 2 and the warnings of step 3 will be displayed. 

'''CAUTION: '''

Errors must be '''COMPLETELY''' fixed before being able to start step 4. 

Warnings will not block you from moving on to step 4. However, it is very important to take note of them. For more information on possible warnings, refer to [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Possible_Warnings_.28Step_3.29|this section]]. 

 

'''STEP 4 :'''

If you did not have any error or you have now fixed them and taken note of the warnings, you can now start step 4 in order to perform a backup and create the file. 

Note that the 2 buttons of this step will not be accessible as long as the errors are not fixed and the report in step 3 will not have been generated.

 

'''STEP 5 :'''

If the file was not created in step 4, the “WizardUpdateProDon5.7z” file will not be available and the sentence “the file has not been created” will be displayed in red. 

Otherwise, you only have to send in the “WizardUpdateProDon5.7z” file by following the steps detailed in the image above. 

 

'''STEP 6 :'''

We will contact you within a week after receipt of the file in order to further assist you with the continuation of the update process.

|}

 

==== Possible Warnings (Step 3) ====

If an importation module is active in '''''ProDon''''', you may you find this warning in the report.

*You will have to verify ''# ''imports after the update in order to ensure you that the associations comply with the new structure. ''This warning indicates that due to the changes made to the client file, it might be necessary to re-instate some associations in your imports, once the update will have been carried out.''

 

For the next warnings, please note that you will find, in the report, a warning by client file for which the situation is applicable.

*Unable to uncheck the "This client is a canvasser" option for company ''X'' (''UCN''). ''This warning indicates that if you selected the choice “Individual” for the field “This client is a canvasser” ("other" tab) and the company file had already been used as canvasser in a transaction, the box “This client is a canvasser” will remain checked in the corporate file and will also be checked in the individual's file. ''
*Unable to uncheck the "This client is a canvasser" option for individual ''Y'' (''UCN''). ''This warning indicates that if you selected the choice “Company” for the field “This client is a canvasser” ("other" tab) and the individual's file had already been used as canvasser in a transaction, the box “This client is a canvasser” will remain checked in the individual's file and will also be checked in the corporate file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''. '' 
*The company and the individual are both canvassers. The information of individual ''Y ''(''UCN'') will not be replaced with that of company ''X'' (''UCN''). ''This warning indicates that regardless of your selection for the field “This client is a canvasser” ("other" tab), if both client files in relation (company and individual) had already been selected as canvassers in a transaction, the box “This client is a canvasser” will remain checked in both files.'' ''**Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a photo/picture/image. The photo/picture/image of company ''X'' (''UCN'') will be ignored. ''This warning indicates that if you selected the choice “Individual” or “Both” for the photo/picture/image ("other" tab) and the individual's file already had a photo/picture/image, the photo/picture/image in the individual's file will be kept. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a default canvasser. The default canvasser of company ''X'' (''UCN'') will be ignored. ''This warning indicates that if you selected the choice “Individual” or “Both” for the field “Default canvasser” ("other" tab) and the individual's file already had a default canvasser, the default canvasser in the individual's file will be kept. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Unable to uncheck the "This client is a beneficiary" option for company ''X'' (''UCN''). ''This warning indicates that if you selected the choice “Individual” for the field “This client is a beneficiary” ("other" tab) and the company file had already been a beneficiary, the box “This client is a beneficiary” will remain checked in the corporate file and will also be checked in the individual's file.'' 
*Unable to uncheck the "This client is a beneficiary" option for individual ''Y'' (''UCN''). ''This warning indicates that if you selected the choice “Company” for the field “This client is a beneficiary” ("other" tab) and the individual's file had already been a beneficiary, the box “This client is a beneficiary” will remain checked in the individual's file and will also be checked in the corporate file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''. '' 
*Individual ''Y'' (''UCN'') already has a value for custom field ''Z''. The value of company ''X'' (''UCN'') will replace the value of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for a custom field and and the individual's file already had a value for said custom field, the value the company file in relation with the individual will replace that of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a value for unique characteristic ''Z''. The value of company ''X'' (''UCN'') will replace the value of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for a characteristic and the individual's file already had a value for said characteristic, the value the company file in relation with the individual will replace that of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has the same value for multiple value characteristic ''Z'' as company ''X'' (''UCN''). The company note and group will be copied in the characteristic of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for a characteristic and the individual's file already had the same value as the corporate file with which it is in relation for said characteristic, the values of the note and group of the corporate file characteristic will be copied in the characteristic of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a value for unique characteristic ''Z'' for donation occasion ''ABC''. The value of company ''X'' (''UCN'') will replace the value of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for an advanced analysis characteristic and the individual's file already had a value for said characteristic, the value the company file in relation with the individual will replace that of the individual's file. **Only if the individual's file was linked to the corporative file in ProDon 4'' 
*Individual ''Y'' (''UCN'') already has the same value for multiple value characteristic ''Z'' for donation occasion ''ABC'' as company  ''X'' (''UCN''). The company note and group will be copied in the characteristic of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for an advanced analysis characteristic and the individual's file already had the same value as the corporate file with which it is in relation for said characteristic, the values of the note and group of the corporate file characteristic will be copied in the characteristic of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 

 

== After the Update ==

As explained earlier in the "[[ProDon:Update-Help_-_from_ProDon_4_to_ProDon_5#Impact_of_the_Update_on_Client_Files|Impact of the Update on Client Files]]", it will be mandatory to proceed with a mass merge of clients. 

Refer to "[[ProDon:Searching_and_Eliminating_Duplicates|Searching and Eliminating Duplicates]]" to learn about the detection and mass merge procedure of duplicates. 

 

Moreover, if you have an importation module, do not forget to check the associations of all imports that you are going to use in the future.

 

 

{{Footer}}

ProDon:Update-Help - from ProDon 4 to ProDon 5

2016-09-07T15:53:18Z

Flebel: /* Introduction */

= '''PLEASE, MAKE SURE YOUR ARE AT VERSION 4.7.3.8 OR LATER IN ORDER TO BENEFIT FROM THE MOST RECENT VERSION OF THE MIGRATION ASSISTANT.''' =

== Introduction ==

The client files structure in '''''ProDon 5''''' is quite different from the one in '''''ProDon 4'''''. Consequently, you cannot simply carry out the update with the Web Update Utility.

We have designed a Migration Assistant to update '''''ProDon''''' from '''''version 4''''' to '''''version 5''''', in which you must answer questions before being allowed to update to the new version.

As a first step, this documentation will explain you the impact of the update on your client files.

Then, we will explain you how to start and use the Migration Assistant.

'''CAUTION :''' 

It is very important to fully understand the impact the update will have on your client files before you start answering the questions in the Migration Assistant,

'''Questions in the Migration Assistant FOCUS ONLY ON COMPANIES CLIENT FILES THAT HAVE A MAIN CONTACT. Meaning that the client file in Prodon 4 refers to both a company AND an individual.'''

'''"COMPANY ONLY" AND "INDIVIDUAL ONLY" CLIENT FILES WILL NOT BE AFFECTED BY THE UPDATE.'''

If you have any doubt you understood an explanation, please contact us so we can give you more detailed explanations. 

== General Warnings Concerning the Update to '''''ProDon 5''''' ==

Here are some very important warnings you should consider before updating to '''''ProDon 5.'''''

Because of the new structure of clients and the addition of the notion of relations, you might have to modify certain elements in '''Prodon 5'''.
*For each client file that have both a company and an individual, the update will create a new client file for the individual. Unless the contact (individual) of the company also has a link defined to it's personal client file, in that case, the relation will be created between the company and the individual existing file, the update will not create a new client file for the individual. Therefore, you will find more client files in client management. By splitting client files with both a company and an individual into two different client files, you migth have '''A LOT''' of duplicate client files to merge.
*All custom fields will be converted into characteristics.
*After the update, you will need to :
**Modify views containing contact fields.
**Modify filters in Client Management using contact fields as a criteria.
**Create in the new "Relations" tab, custom reports in Client Management might have to be created in the new "Relations" tab (unless it does not contain companies).
**Create in the new "Relations" tab, exportations in Client Management containing contact information (ex. : externaly conducted sollicitation).
**If you use the automatic importation tool (ImportAuto.exe), you will have to review the callup procedure of the tool.
**If you have website to 'IMakeAnOlineDonation' web form integration ,you will have to review the integration process on your website.
*There miight issues using the "Default Canvasser" if, in the same company, the canvasser differs between contacts.

== Interesting New Feature for Online Donations ==

Logilys has created LogiZone. This is a web-based service which will facilitate the use of IMakeAnOnlineDonation.

You will find a section allowing the donor to create an account or to sign in at the top of each form. This section will be activated automatically on all your forms when you update to '''''ProDon 5''''' and you will be unable to deactivate it.

 

A LogiZone account is a profile in which the donor will be able to register his/her contact information. There are two types of accounts: the personal account and the organization account.

*Personal account: Allows the donor and his/her family members to save their complete contact information.
*Organization account: Allows the donor and his/her colleagues to save their complete contact information.

 

Registering by creating an account saves a lot of time and prevents the donor from having to enter his/her contact information each time he/she fills in an online donation form. In addition to saving time, the LogiZone account will also make it possible for the donor to keep a history of his/her transactions. Official donation receipts will also be stored there automatically. Moreover, it will also be possible to print them out at any time.

 

 

== Impact of the Update on Client Files ==

In '''''ProDon 4''''', it is possible to enter the name of an individual as well as a company name in the same client file. Therefore, you sometimes find yourself with several client files with the same company name, but with different individuals with different names. 

For example:

{| width="462" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| 
| '''First Name Last Name'''
| '''Title'''
| '''Company Name'''
|-
| '''File 1''' 
| Pierre Brochu
| President
| Logilys
|-
| '''File 2''' 
| Christian Dubois
| VP-Operations
| Logilys
|-
| '''File 3''' 
| Mélanie Bourgeois
| Sales Director
| Logilys
|}

 

In order to improve data structure in '''''ProDon 5''''', it is no longer possible to enter the name of an individual in a corporate file.

Relations must now be used to document the name and the information of the contact person(s) for each company. 

When updating from '''''ProDon 4''''' to '''''ProDon 5''''', client files will be edited consequently. 

 

Here is the illustration of what will happen to corporate files containing the name of an individual.

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| [[Image:Update Help from ProDon 4 to ProDon 5 001.png]]
|}

 

Therefore, if you had 3 client files for the Logilys company with 3 different individuals and different names in each file (as displayed in the table above), you will end up with 6 client files after the update: 

{| width="462" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| 
| '''First Name Last Name'''
| '''Title'''
| '''Company Name'''
|-
| '''File 1'''
| 
| 
| Logilys 
|-
| '''File 2'''
| 
| 
| Logilys 
|-
| '''File 3'''
| 
| 
| Logilys 
|-
| '''File 4'''
| Pierre Brochu 
| President 
| 
|-
| '''File 5'''
| Christian Dubois 
| VP-Operations 
| 
|-
| '''File 6'''
| Mélanie Bourgeois 
| Sales Director 
| 
|}

Please note that this is completely normal, the second step of the update is going to merge the duplicates that will have been created.

 

=== Assigning Information to the Right Client ===

Since a corporate client file (containing a company name and the name of an individual) in '''''ProDon 4''''' will become 2 distinct files in '''''ProDon 5''''', you have to choose where the file information originating from '''''ProDon 4''''' must be stored in '''''ProDon 5'''''. 

'''''ProDon''''' is configured to automatically transfer information either to the corporate file, to the individual's file, to both files or to the relation file between the company and the individual.

 

Then, for some information, you will have to choose where the information will be stored (either in the corporate file, in the individual's file, in both files or in the relation file between the company and the individual). 

'''NOTE :''' Corporate files not containing the name of an individual and individual's files (with no company name) will be stored in their current formulation. The choices you make will be applied to the files containing both a company name '''AND''' the name of an individual.

 

'''In order to choose in which file(s) the information must be stored, it is mandatory to start the Update Support Tool.'''

'''To know how to start the tool, [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Using_the_Update_Support_Tool|click here]].'''

 


'''CAUTION :'''

In '''''ProDon 4''''', the corporate file was linked to the individual's file with a name identical to the main contact of the corporate file. In '''''ProDon 5''''', the individual's file will store all information documented in the individual's file originating from '''''ProDon 4'''''. Then it will receive some additional information originating from the corporate file in '''''ProDon 5'''''.

For more information, see the notes under the table below. 

 

Here is a table detailing where each piece of information originating from the corporate file in '''''ProDon 4''''' will be stored in '''''ProDon 5''''', and for which information a choice will have to be made. 

{| width="900" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| rowspan="2" style="text-align: center;" | '''Information originating from the corporate file in '''''ProDon 4'' 
| style="text-align: center;" colspan="6" | '''Location Where Information Will Be Stored in '''''ProDon 5'' 
|-
| style="text-align: center;" | '''Corporate File''' 
| style="text-align: center;" | '''Individual's File''' 
| style="text-align: center;" | '''Relation File'''
| style="text-align: center;" | '''Choice to be made''' 
|-
| Tile, first name and last name 
| style="text-align: center;" | 
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Title
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
| style="text-align: center;" | 
|-
| Company name and company name continued
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Address'''1''' 
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Means of communication'''2''' 
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Division and sector 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Reference number 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Comment 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Picture of the client file 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Date of birth
| style="text-align: center;" | 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Entry date
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client wants to remain anonymous”'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client is inactive”'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client is a beneficiary”
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Box “This client no longer wishes to receive calls'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client never wants receipts” with date
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client wants an annually consolidated receipt”
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client does not want any amount to be suggested”'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “Exclude from mass mailing” with date and reason'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “Deceased” with date of the death 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| GL account for designated gifts
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Checkbox “This client is a canvasser”
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Default canvasser 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Default third-party client 
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Categories
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Characteristics of the client file
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Custom static lists
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Custom dynamic lists
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Custom fields of the client file
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Advanced analysis characteristics
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Instant payment tokens
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Warnings
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Documents recorded in the client folder
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Transactions
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Commitments
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Mailings
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Invoices
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Contacts and links (will become relations)
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Tasks
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
| style="text-align: center;" | 
|-
| Visibility (functionality of the multiorganization module)'''4'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|}

{| width="900" cellspacing="1" cellpadding="0" border="0"
|-
| valign="top" |
'''1'''


|
In '''''ProDon 5''''', a file may contain more than one address (e.g.: default address, seasonal, work, etc).

If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would contain the address of the individual's file originating from '''''ProDon 4''''' as a default address and the address of the corporate file originating from '''''ProDon 4''''' as a secondary address.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would only contain the address of the corporate file originating from '''''ProDon 4''''' as a secondary address. 

|-
| valign="top" |
'''2''' 

|
A means of communication is either a telephone number, an email address or a website.

In '''''ProDon 5''''', a file may contain more than one email address, more than one cell phone number, more than one home phone number, etc. If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would contain the means of communication of both the individual and the corporate file originating from '''''ProDon 4'''''.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would only contain the means of communication of the corporate file originating from '''''ProDon 4'''''. 

|-
| valign="top" |
'''3''' 

|
If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would retain the '''value of the individual's file '''originating from '''''ProDon 4'''''.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would retain the '''value of the corporate file''' originating from '''''ProDon 4'''''. 

|-
| valign="top" |
'''4''' 

|
If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, both files (corporate and individual) in '''''ProDon 5''''' would retain the visibility which was assigned to them in '''''ProDon 4'''''.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, both files (corporate and individual) in '''''ProDon 5''''' would retain the visibility of the corporate file in '''''ProDon 5'''''.

|}

 

== Using the Update Support Tool ==

The Update Support Tool is located in the folder where '''''ProDon''''' is installed. 

This is the icon:[[Image:IconWizardUpdateProDon5.jpg]]

To start the application, double-click on the icon. 

'''CAUTION: '''All migration steps must absolutely be carried out in this order.''' '''

 

===   Steps 1 and 2 ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
By double-clicking on the icon, the following window will open automatically. Here is how to carry out steps 1 and 2. 

|-
| colspan="2" | [[Image:Update Help from ProDon 4 to ProDon 5 002.png]]
|-
| colspan="2" |
Step 1 in '''A''' tells you to read this documentation before starting the migration assistant. Please note that it is very important to fully understand the explanations of the section: [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Impact_of_the_Update_on_Client_Files|Impact of the Update on Client Files]], before starting the second step. In case of any further clarification or any questions, please contact Logilys, by making a request for technical support. 

Step 2 in '''B''' tells you that after having read and fully understood the impact of the update on your client files, you must fill out the questionnaire. To access the questionnaire, click on the “Questionnaire” tab in '''C'''.

The “Delete Questionnaire” button in '''D''' allows you to delete all the values that you have already selected in the questionnaire in '''C''' in order to start over again. 

|}

 

==== Answering the Questionnaire ====

Earlier in the documentation, we have explained to you that for some information of the corporate file originating from '''''ProDon 4''''', you will have to choose if you wish to store it either in the corporate file, in the individual's file or in both files in '''''ProDon 5'''''.

 

The following questionnaire will allow you to make these choices. You will notice that some pieces of information have already been selected; these are the default choices that will be appropriate for most users. 

 

'''CAUTION:''' Please note that choosing values in the assistant has '''NO''' impact on '''''ProDon 4'''''. These changes will apply once the update is carried out. 

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
By clicking on the "Questionnaire" tab, this is what will be displayed.

|-
| colspan="2" | [[Image:Update Help from ProDon 4 to ProDon 5 003.png]]
|-
| width="50%" |
'''A: '''Each tab contains a different type of information. All elements of all tabs must be completed before being able to start step 3. The percentage in '''D''' will be 100 when all is completed. [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Choices_Available_in_the_Various_Tabs|Click here to learn about the choices available in the various tabs]]. '''NOTE :''' If one of the tabs is not visible, it is simply because you do not have any value of this type in your '''''ProDon'''''.

|
'''B:''' This button allows you to export the full questionnaire to '''''Excel''''' (including all tabs in '''A''').

'''NOTE : '''The '''''Excel''''' file is for viewing only; it will not be possible to choose a value in the '''''Excel''''' file and then to reimport the data into the assistant.

|-
| width="50%" |
'''C:''' This section contains errors, which will have to be fixed before being able to start Step 3. For more information on possible errors, refer to [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Possible_Errors_.28Step_2.29|this section]].

|
'''D:''' The questionnaire must be 100% completed in order to be able to start Step 3.Once the percentage is 100, continue with [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Steps_3_to_6|the following steps]] of the assistant.

|}

 

===== Choices Available in the Various Tabs =====

The choices that are available differ from one tab to another. 

These are the 4 possible choices in the questionnaire: 

*Individual: the value will be stored in the individual's file only. 
*Company: the value will be stored in the company file only. 
*Both: the value will be stored in the individual's file AND in the company file. 
*Relation: the value will be stored in the relation file between the company and the individual. 

 

“Characteristics (Client)” Tab 

In regard to client characteristics, 4 choices will be available: individual, company, both or relation. 

The “relation” choice must be used if information is assigned to the individual, but in a professional context (example: an employee number). 

 

"Characteristics (Advanced Analysis)”, “Custom Field” and “Categories” Tabs 

In regard to advanced analysis characteristics, custom fields and categories, 3 choices will be available: individual, company or both. 

 

“Custom Static Lists” and “Custom Dynamic Lists” Tab

In regard to custom static lists, 4 choices will be available: individual, company, both or relation. 

In regard to custom dynamic lists, only 2 choices will be available: company or relation.

As for the client characteristics, the “Relation” choice must be used if the list is assigned to the individual, but in a professional context (example: solicitation list for an event).

 

“Other” Tab 

The "Other" tab contains 4 fields: 

*Check box “This client is a beneficiary” 3 choices are available for this field: individual, company or both. 

 

*Check box “This client is a canvasser” Only 2 choices are available for this field: individual or company. ** Note that if the selected choice is the individual, then the company will be selected as contact of the canvasser, moreover if the company is selected, then the individual will be selected as contact of the canvasser. Therefore, both pieces of information will always be stored. 

 

*Photo 3 choices are available for this field: individual, company or both. 

 

*Default Canvasser 3 choices are available for this field: individual, company or both.

 

 

===== Possible Errors (Step 2) =====

*''X'' active commitments by credit card have been found with the payment method ''Y''.
*''X'' active commitments by bank transfer have been found with the payment method ''Y''.
*''X'' untransferred transactions by credit card have been found with the payment method ''Y''.
*''X'' untransferred transactions by bank transfer have been found with the payment method ''Y''.
*The ''X'' form always includes a Perceptech payment method (''payment method description'').

 

All these errors are related to the '''''Perceptech''''' payment methods.

An error will be displayed if the assistant detects untransferred transactions, unfinished commitments or web forms using a '''''Perceptech''''' payment method.

In fact, from now on, it will be impossible to use the '''''Perceptech''''' payment methods in '''''ProDon 5'''''. If you are still with this supplier, please contact '''''Logilys''''', by making a request for technical support.

 

=== Steps 3 to 6 ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After completing steps 1 and 2, you must return to the “Migration Steps” tab, in order to take note of the following steps.

|-
| colspan="2" | [[Image:Update Help from ProDon 4 to ProDon 5 004.png]]
|-
| colspan="2" |
'''STEP 3 :'''

Some warnings can be generated according to the choices made in the questionnaire.

By clicking on the “Generate Report” button, an Excel file containing the list of errors in step 2 and the warnings of step 3 will be displayed. 

'''CAUTION: '''

Errors must be '''COMPLETELY''' fixed before being able to start step 4. 

Warnings will not block you from moving on to step 4. However, it is very important to take note of them. For more information on possible warnings, refer to [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Possible_Warnings_.28Step_3.29|this section]]. 

 

'''STEP 4 :'''

If you did not have any error or you have now fixed them and taken note of the warnings, you can now start step 4 in order to perform a backup and create the file. 

Note that the 2 buttons of this step will not be accessible as long as the errors are not fixed and the report in step 3 will not have been generated.

 

'''STEP 5 :'''

If the file was not created in step 4, the “WizardUpdateProDon5.7z” file will not be available and the sentence “the file has not been created” will be displayed in red. 

Otherwise, you only have to send in the “WizardUpdateProDon5.7z” file by following the steps detailed in the image above. 

 

'''STEP 6 :'''

We will contact you within a week after receipt of the file in order to further assist you with the continuation of the update process.

|}

 

==== Possible Warnings (Step 3) ====

If an importation module is active in '''''ProDon''''', you may you find this warning in the report.

*You will have to verify ''# ''imports after the update in order to ensure you that the associations comply with the new structure. ''This warning indicates that due to the changes made to the client file, it might be necessary to re-instate some associations in your imports, once the update will have been carried out.''

 

For the next warnings, please note that you will find, in the report, a warning by client file for which the situation is applicable.

*Unable to uncheck the "This client is a canvasser" option for company ''X'' (''UCN''). ''This warning indicates that if you selected the choice “Individual” for the field “This client is a canvasser” ("other" tab) and the company file had already been used as canvasser in a transaction, the box “This client is a canvasser” will remain checked in the corporate file and will also be checked in the individual's file. ''
*Unable to uncheck the "This client is a canvasser" option for individual ''Y'' (''UCN''). ''This warning indicates that if you selected the choice “Company” for the field “This client is a canvasser” ("other" tab) and the individual's file had already been used as canvasser in a transaction, the box “This client is a canvasser” will remain checked in the individual's file and will also be checked in the corporate file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''. '' 
*The company and the individual are both canvassers. The information of individual ''Y ''(''UCN'') will not be replaced with that of company ''X'' (''UCN''). ''This warning indicates that regardless of your selection for the field “This client is a canvasser” ("other" tab), if both client files in relation (company and individual) had already been selected as canvassers in a transaction, the box “This client is a canvasser” will remain checked in both files.'' ''**Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a photo/picture/image. The photo/picture/image of company ''X'' (''UCN'') will be ignored. ''This warning indicates that if you selected the choice “Individual” or “Both” for the photo/picture/image ("other" tab) and the individual's file already had a photo/picture/image, the photo/picture/image in the individual's file will be kept. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a default canvasser. The default canvasser of company ''X'' (''UCN'') will be ignored. ''This warning indicates that if you selected the choice “Individual” or “Both” for the field “Default canvasser” ("other" tab) and the individual's file already had a default canvasser, the default canvasser in the individual's file will be kept. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Unable to uncheck the "This client is a beneficiary" option for company ''X'' (''UCN''). ''This warning indicates that if you selected the choice “Individual” for the field “This client is a beneficiary” ("other" tab) and the company file had already been a beneficiary, the box “This client is a beneficiary” will remain checked in the corporate file and will also be checked in the individual's file.'' 
*Unable to uncheck the "This client is a beneficiary" option for individual ''Y'' (''UCN''). ''This warning indicates that if you selected the choice “Company” for the field “This client is a beneficiary” ("other" tab) and the individual's file had already been a beneficiary, the box “This client is a beneficiary” will remain checked in the individual's file and will also be checked in the corporate file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''. '' 
*Individual ''Y'' (''UCN'') already has a value for custom field ''Z''. The value of company ''X'' (''UCN'') will replace the value of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for a custom field and and the individual's file already had a value for said custom field, the value the company file in relation with the individual will replace that of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a value for unique characteristic ''Z''. The value of company ''X'' (''UCN'') will replace the value of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for a characteristic and the individual's file already had a value for said characteristic, the value the company file in relation with the individual will replace that of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has the same value for multiple value characteristic ''Z'' as company ''X'' (''UCN''). The company note and group will be copied in the characteristic of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for a characteristic and the individual's file already had the same value as the corporate file with which it is in relation for said characteristic, the values of the note and group of the corporate file characteristic will be copied in the characteristic of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a value for unique characteristic ''Z'' for donation occasion ''ABC''. The value of company ''X'' (''UCN'') will replace the value of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for an advanced analysis characteristic and the individual's file already had a value for said characteristic, the value the company file in relation with the individual will replace that of the individual's file. **Only if the individual's file was linked to the corporative file in ProDon 4'' 
*Individual ''Y'' (''UCN'') already has the same value for multiple value characteristic ''Z'' for donation occasion ''ABC'' as company  ''X'' (''UCN''). The company note and group will be copied in the characteristic of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for an advanced analysis characteristic and the individual's file already had the same value as the corporate file with which it is in relation for said characteristic, the values of the note and group of the corporate file characteristic will be copied in the characteristic of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 

 

== After the Update ==

As explained earlier in the "[[ProDon:Update-Help_-_from_ProDon_4_to_ProDon_5#Impact_of_the_Update_on_Client_Files|Impact of the Update on Client Files]]", it will be mandatory to proceed with a mass merge of clients. 

Refer to "[[ProDon:Searching_and_Eliminating_Duplicates|Searching and Eliminating Duplicates]]" to learn about the detection and mass merge procedure of duplicates. 

 

Moreover, if you have an importation module, do not forget to check the associations of all imports that you are going to use in the future.

 

 

{{Footer}}

ProDon:Update-Help - from ProDon 4 to ProDon 5

2016-09-07T14:47:47Z

Flebel: /* Introduction */

= '''PLEASE, MAKE SURE YOUR ARE AT VERSION 4.7.3.8 OR LATER IN ORDER TO BENEFIT FROM THE MOST RECENT VERSION OF THE MIGRATION ASSISTANT.''' =

== Introduction ==

The client file structure in '''''ProDon 5''''' is quite different from the one in '''''ProDon 4'''''. Consequently, you cannot simply carry out the update with the Web Update Utility.

We have designed a Migration Assistant to update '''''ProDon''''' from '''''version 4''''' to '''''version 5''''', in which you must answer questions before being allowed to update to the new version.

As a first step, this documentation will explain you the impact of the update on your client files.

Then, we will explain you how to start and use the Migration Assistant.

'''CAUTION :''' 

It is very important to fully understand the impact the update will have on your clients files before you start answering the questions of the Migration Assistant,

'''Questions in the Migration Assistant FOCUS ONLY ON COMPANIES CLIENT FILES THAT HAVE A MAIN CONTACT. Meaning that the client file in Prodon 4 refers to a both a company AND an individual.'''

'''"COMPANY ONLY" AND "INDIVIDUAL ONLY" CLIENT FILES WILL NOT BE AFFECTED BY THE UPDATE.'''

If you have any doubt you understood correctly an explanation, please contact us so we can give you more detailed explanations. 

== General Warnings Concerning the Update to '''''ProDon 5''''' ==

Here are some very important warnings you should consider before updating to '''''ProDon 5.'''''

Because of the new structure of clients and the addition of the notion of relations, you might have to modify certain elements in '''Prodon 5'''.
*For each client file having both a company and an individual, the update will create a new client file for the individual. Unless the contact (individual) of the company also had a link defined to it's personal client file
*'''''ProDon 5''''' is currently a beta version, which means that despite the fact that the version has been tested and that it is relatively stable, it is more prone to bugs. However, please be assured that if you get a blocking error message (preventing you from using a functionality), your request for support will be dealt with as a priority, so that the situation is resolved as soon as possible.
*The translation of '''''ProDon 5''''' is not complete. Therefore, if '''''ProDon''''' is used in English, please note that some elements are still in French. However, JeDonneEnLigne/IMakeAnOnlineDonation has been fully translated.
*No help documentation (wiki) has yet been drafted for '''''ProDon 5'''''. But in most cases, documentation on '''''ProDon 4''''' is still applicable and our technical support service is available should you have any questions.
*Due to a new structure when it comes to clients and relations in '''''ProDon 5''''', you may have to review/correct/edit some elements: - Some master documents (e.g.: from now on, in all master documents, fields starting with “CS_” will always have to be used instead of fields starting with “C_”, and some fields linked to the clients/contacts may have to be reviewed). - Some views and some filters of client management (if contact fields were used in the filter criteria). - Some exports with information on clients/contacts (e.g.: for an externally conducted sollicitation). - If you use the Automatic Import Utility (ImportAuto.exe), the call up procedure will have to be reviewed for the utility.

 

== Interesting New Feature for Online Donations ==

Logilys has created LogiZone. This is a web-based service which will facilitate the use of IMakeAnOnlineDonation.

You will find a section allowing the donor to create an account or to sign in at the top of each form. This section will be activated automatically on all your forms when you update to '''''ProDon 5''''' and you will be unable to deactivate it.

 

A LogiZone account is a profile in which the donor will be able to register his/her contact information. There are two types of accounts: the personal account and the organization account.

*Personal account: Allows the donor and his/her family members to save their complete contact information.
*Organization account: Allows the donor and his/her colleagues to save their complete contact information.

 

Registering by creating an account saves a lot of time and prevents the donor from having to enter his/her contact information each time he/she fills in an online donation form. In addition to saving time, the LogiZone account will also make it possible for the donor to keep a history of his/her transactions. Official donation receipts will also be stored there automatically. Moreover, it will also be possible to print them out at any time.

 

 

== Impact of the Update on Client Files ==

In '''''ProDon 4''''', it is possible to enter the name of an individual as well as a company name in the same client file. Therefore, you sometimes find yourself with several client files with the same company name, but with different individuals with different names. 

For example:

{| width="462" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| 
| '''First Name Last Name'''
| '''Title'''
| '''Company Name'''
|-
| '''File 1''' 
| Pierre Brochu
| President
| Logilys
|-
| '''File 2''' 
| Christian Dubois
| VP-Operations
| Logilys
|-
| '''File 3''' 
| Mélanie Bourgeois
| Sales Director
| Logilys
|}

 

In order to improve data structure in '''''ProDon 5''''', it is no longer possible to enter the name of an individual in a corporate file.

Relations must now be used to document the name and the information of the contact person(s) for each company. 

When updating from '''''ProDon 4''''' to '''''ProDon 5''''', client files will be edited consequently. 

 

Here is the illustration of what will happen to corporate files containing the name of an individual.

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| [[Image:Update Help from ProDon 4 to ProDon 5 001.png]]
|}

 

Therefore, if you had 3 client files for the Logilys company with 3 different individuals and different names in each file (as displayed in the table above), you will end up with 6 client files after the update: 

{| width="462" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| 
| '''First Name Last Name'''
| '''Title'''
| '''Company Name'''
|-
| '''File 1'''
| 
| 
| Logilys 
|-
| '''File 2'''
| 
| 
| Logilys 
|-
| '''File 3'''
| 
| 
| Logilys 
|-
| '''File 4'''
| Pierre Brochu 
| President 
| 
|-
| '''File 5'''
| Christian Dubois 
| VP-Operations 
| 
|-
| '''File 6'''
| Mélanie Bourgeois 
| Sales Director 
| 
|}

Please note that this is completely normal, the second step of the update is going to merge the duplicates that will have been created.

 

=== Assigning Information to the Right Client ===

Since a corporate client file (containing a company name and the name of an individual) in '''''ProDon 4''''' will become 2 distinct files in '''''ProDon 5''''', you have to choose where the file information originating from '''''ProDon 4''''' must be stored in '''''ProDon 5'''''. 

'''''ProDon''''' is configured to automatically transfer information either to the corporate file, to the individual's file, to both files or to the relation file between the company and the individual.

 

Then, for some information, you will have to choose where the information will be stored (either in the corporate file, in the individual's file, in both files or in the relation file between the company and the individual). 

'''NOTE :''' Corporate files not containing the name of an individual and individual's files (with no company name) will be stored in their current formulation. The choices you make will be applied to the files containing both a company name '''AND''' the name of an individual.

 

'''In order to choose in which file(s) the information must be stored, it is mandatory to start the Update Support Tool.'''

'''To know how to start the tool, [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Using_the_Update_Support_Tool|click here]].'''

 


'''CAUTION :'''

In '''''ProDon 4''''', the corporate file was linked to the individual's file with a name identical to the main contact of the corporate file. In '''''ProDon 5''''', the individual's file will store all information documented in the individual's file originating from '''''ProDon 4'''''. Then it will receive some additional information originating from the corporate file in '''''ProDon 5'''''.

For more information, see the notes under the table below. 

 

Here is a table detailing where each piece of information originating from the corporate file in '''''ProDon 4''''' will be stored in '''''ProDon 5''''', and for which information a choice will have to be made. 

{| width="900" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| rowspan="2" style="text-align: center;" | '''Information originating from the corporate file in '''''ProDon 4'' 
| style="text-align: center;" colspan="6" | '''Location Where Information Will Be Stored in '''''ProDon 5'' 
|-
| style="text-align: center;" | '''Corporate File''' 
| style="text-align: center;" | '''Individual's File''' 
| style="text-align: center;" | '''Relation File'''
| style="text-align: center;" | '''Choice to be made''' 
|-
| Tile, first name and last name 
| style="text-align: center;" | 
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Title
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
| style="text-align: center;" | 
|-
| Company name and company name continued
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Address'''1''' 
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Means of communication'''2''' 
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Division and sector 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Reference number 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Comment 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Picture of the client file 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Date of birth
| style="text-align: center;" | 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Entry date
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client wants to remain anonymous”'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client is inactive”'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client is a beneficiary”
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Box “This client no longer wishes to receive calls'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client never wants receipts” with date
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client wants an annually consolidated receipt”
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client does not want any amount to be suggested”'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “Exclude from mass mailing” with date and reason'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “Deceased” with date of the death 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| GL account for designated gifts
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Checkbox “This client is a canvasser”
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Default canvasser 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Default third-party client 
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Categories
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Characteristics of the client file
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Custom static lists
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Custom dynamic lists
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Custom fields of the client file
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Advanced analysis characteristics
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Instant payment tokens
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Warnings
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Documents recorded in the client folder
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Transactions
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Commitments
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Mailings
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Invoices
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Contacts and links (will become relations)
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Tasks
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
| style="text-align: center;" | 
|-
| Visibility (functionality of the multiorganization module)'''4'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|}

{| width="900" cellspacing="1" cellpadding="0" border="0"
|-
| valign="top" |
'''1'''


|
In '''''ProDon 5''''', a file may contain more than one address (e.g.: default address, seasonal, work, etc).

If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would contain the address of the individual's file originating from '''''ProDon 4''''' as a default address and the address of the corporate file originating from '''''ProDon 4''''' as a secondary address.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would only contain the address of the corporate file originating from '''''ProDon 4''''' as a secondary address. 

|-
| valign="top" |
'''2''' 

|
A means of communication is either a telephone number, an email address or a website.

In '''''ProDon 5''''', a file may contain more than one email address, more than one cell phone number, more than one home phone number, etc. If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would contain the means of communication of both the individual and the corporate file originating from '''''ProDon 4'''''.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would only contain the means of communication of the corporate file originating from '''''ProDon 4'''''. 

|-
| valign="top" |
'''3''' 

|
If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would retain the '''value of the individual's file '''originating from '''''ProDon 4'''''.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would retain the '''value of the corporate file''' originating from '''''ProDon 4'''''. 

|-
| valign="top" |
'''4''' 

|
If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, both files (corporate and individual) in '''''ProDon 5''''' would retain the visibility which was assigned to them in '''''ProDon 4'''''.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, both files (corporate and individual) in '''''ProDon 5''''' would retain the visibility of the corporate file in '''''ProDon 5'''''.

|}

 

== Using the Update Support Tool ==

The Update Support Tool is located in the folder where '''''ProDon''''' is installed. 

This is the icon:[[Image:IconWizardUpdateProDon5.jpg]]

To start the application, double-click on the icon. 

'''CAUTION: '''All migration steps must absolutely be carried out in this order.''' '''

 

===   Steps 1 and 2 ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
By double-clicking on the icon, the following window will open automatically. Here is how to carry out steps 1 and 2. 

|-
| colspan="2" | [[Image:Update Help from ProDon 4 to ProDon 5 002.png]]
|-
| colspan="2" |
Step 1 in '''A''' tells you to read this documentation before starting the migration assistant. Please note that it is very important to fully understand the explanations of the section: [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Impact_of_the_Update_on_Client_Files|Impact of the Update on Client Files]], before starting the second step. In case of any further clarification or any questions, please contact Logilys, by making a request for technical support. 

Step 2 in '''B''' tells you that after having read and fully understood the impact of the update on your client files, you must fill out the questionnaire. To access the questionnaire, click on the “Questionnaire” tab in '''C'''.

The “Delete Questionnaire” button in '''D''' allows you to delete all the values that you have already selected in the questionnaire in '''C''' in order to start over again. 

|}

 

==== Answering the Questionnaire ====

Earlier in the documentation, we have explained to you that for some information of the corporate file originating from '''''ProDon 4''''', you will have to choose if you wish to store it either in the corporate file, in the individual's file or in both files in '''''ProDon 5'''''.

 

The following questionnaire will allow you to make these choices. You will notice that some pieces of information have already been selected; these are the default choices that will be appropriate for most users. 

 

'''CAUTION:''' Please note that choosing values in the assistant has '''NO''' impact on '''''ProDon 4'''''. These changes will apply once the update is carried out. 

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
By clicking on the "Questionnaire" tab, this is what will be displayed.

|-
| colspan="2" | [[Image:Update Help from ProDon 4 to ProDon 5 003.png]]
|-
| width="50%" |
'''A: '''Each tab contains a different type of information. All elements of all tabs must be completed before being able to start step 3. The percentage in '''D''' will be 100 when all is completed. [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Choices_Available_in_the_Various_Tabs|Click here to learn about the choices available in the various tabs]]. '''NOTE :''' If one of the tabs is not visible, it is simply because you do not have any value of this type in your '''''ProDon'''''.

|
'''B:''' This button allows you to export the full questionnaire to '''''Excel''''' (including all tabs in '''A''').

'''NOTE : '''The '''''Excel''''' file is for viewing only; it will not be possible to choose a value in the '''''Excel''''' file and then to reimport the data into the assistant.

|-
| width="50%" |
'''C:''' This section contains errors, which will have to be fixed before being able to start Step 3. For more information on possible errors, refer to [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Possible_Errors_.28Step_2.29|this section]].

|
'''D:''' The questionnaire must be 100% completed in order to be able to start Step 3.Once the percentage is 100, continue with [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Steps_3_to_6|the following steps]] of the assistant.

|}

 

===== Choices Available in the Various Tabs =====

The choices that are available differ from one tab to another. 

These are the 4 possible choices in the questionnaire: 

*Individual: the value will be stored in the individual's file only. 
*Company: the value will be stored in the company file only. 
*Both: the value will be stored in the individual's file AND in the company file. 
*Relation: the value will be stored in the relation file between the company and the individual. 

 

“Characteristics (Client)” Tab 

In regard to client characteristics, 4 choices will be available: individual, company, both or relation. 

The “relation” choice must be used if information is assigned to the individual, but in a professional context (example: an employee number). 

 

"Characteristics (Advanced Analysis)”, “Custom Field” and “Categories” Tabs 

In regard to advanced analysis characteristics, custom fields and categories, 3 choices will be available: individual, company or both. 

 

“Custom Static Lists” and “Custom Dynamic Lists” Tab

In regard to custom static lists, 4 choices will be available: individual, company, both or relation. 

In regard to custom dynamic lists, only 2 choices will be available: company or relation.

As for the client characteristics, the “Relation” choice must be used if the list is assigned to the individual, but in a professional context (example: solicitation list for an event).

 

“Other” Tab 

The "Other" tab contains 4 fields: 

*Check box “This client is a beneficiary” 3 choices are available for this field: individual, company or both. 

 

*Check box “This client is a canvasser” Only 2 choices are available for this field: individual or company. ** Note that if the selected choice is the individual, then the company will be selected as contact of the canvasser, moreover if the company is selected, then the individual will be selected as contact of the canvasser. Therefore, both pieces of information will always be stored. 

 

*Photo 3 choices are available for this field: individual, company or both. 

 

*Default Canvasser 3 choices are available for this field: individual, company or both.

 

 

===== Possible Errors (Step 2) =====

*''X'' active commitments by credit card have been found with the payment method ''Y''.
*''X'' active commitments by bank transfer have been found with the payment method ''Y''.
*''X'' untransferred transactions by credit card have been found with the payment method ''Y''.
*''X'' untransferred transactions by bank transfer have been found with the payment method ''Y''.
*The ''X'' form always includes a Perceptech payment method (''payment method description'').

 

All these errors are related to the '''''Perceptech''''' payment methods.

An error will be displayed if the assistant detects untransferred transactions, unfinished commitments or web forms using a '''''Perceptech''''' payment method.

In fact, from now on, it will be impossible to use the '''''Perceptech''''' payment methods in '''''ProDon 5'''''. If you are still with this supplier, please contact '''''Logilys''''', by making a request for technical support.

 

=== Steps 3 to 6 ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After completing steps 1 and 2, you must return to the “Migration Steps” tab, in order to take note of the following steps.

|-
| colspan="2" | [[Image:Update Help from ProDon 4 to ProDon 5 004.png]]
|-
| colspan="2" |
'''STEP 3 :'''

Some warnings can be generated according to the choices made in the questionnaire.

By clicking on the “Generate Report” button, an Excel file containing the list of errors in step 2 and the warnings of step 3 will be displayed. 

'''CAUTION: '''

Errors must be '''COMPLETELY''' fixed before being able to start step 4. 

Warnings will not block you from moving on to step 4. However, it is very important to take note of them. For more information on possible warnings, refer to [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Possible_Warnings_.28Step_3.29|this section]]. 

 

'''STEP 4 :'''

If you did not have any error or you have now fixed them and taken note of the warnings, you can now start step 4 in order to perform a backup and create the file. 

Note that the 2 buttons of this step will not be accessible as long as the errors are not fixed and the report in step 3 will not have been generated.

 

'''STEP 5 :'''

If the file was not created in step 4, the “WizardUpdateProDon5.7z” file will not be available and the sentence “the file has not been created” will be displayed in red. 

Otherwise, you only have to send in the “WizardUpdateProDon5.7z” file by following the steps detailed in the image above. 

 

'''STEP 6 :'''

We will contact you within a week after receipt of the file in order to further assist you with the continuation of the update process.

|}

 

==== Possible Warnings (Step 3) ====

If an importation module is active in '''''ProDon''''', you may you find this warning in the report.

*You will have to verify ''# ''imports after the update in order to ensure you that the associations comply with the new structure. ''This warning indicates that due to the changes made to the client file, it might be necessary to re-instate some associations in your imports, once the update will have been carried out.''

 

For the next warnings, please note that you will find, in the report, a warning by client file for which the situation is applicable.

*Unable to uncheck the "This client is a canvasser" option for company ''X'' (''UCN''). ''This warning indicates that if you selected the choice “Individual” for the field “This client is a canvasser” ("other" tab) and the company file had already been used as canvasser in a transaction, the box “This client is a canvasser” will remain checked in the corporate file and will also be checked in the individual's file. ''
*Unable to uncheck the "This client is a canvasser" option for individual ''Y'' (''UCN''). ''This warning indicates that if you selected the choice “Company” for the field “This client is a canvasser” ("other" tab) and the individual's file had already been used as canvasser in a transaction, the box “This client is a canvasser” will remain checked in the individual's file and will also be checked in the corporate file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''. '' 
*The company and the individual are both canvassers. The information of individual ''Y ''(''UCN'') will not be replaced with that of company ''X'' (''UCN''). ''This warning indicates that regardless of your selection for the field “This client is a canvasser” ("other" tab), if both client files in relation (company and individual) had already been selected as canvassers in a transaction, the box “This client is a canvasser” will remain checked in both files.'' ''**Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a photo/picture/image. The photo/picture/image of company ''X'' (''UCN'') will be ignored. ''This warning indicates that if you selected the choice “Individual” or “Both” for the photo/picture/image ("other" tab) and the individual's file already had a photo/picture/image, the photo/picture/image in the individual's file will be kept. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a default canvasser. The default canvasser of company ''X'' (''UCN'') will be ignored. ''This warning indicates that if you selected the choice “Individual” or “Both” for the field “Default canvasser” ("other" tab) and the individual's file already had a default canvasser, the default canvasser in the individual's file will be kept. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Unable to uncheck the "This client is a beneficiary" option for company ''X'' (''UCN''). ''This warning indicates that if you selected the choice “Individual” for the field “This client is a beneficiary” ("other" tab) and the company file had already been a beneficiary, the box “This client is a beneficiary” will remain checked in the corporate file and will also be checked in the individual's file.'' 
*Unable to uncheck the "This client is a beneficiary" option for individual ''Y'' (''UCN''). ''This warning indicates that if you selected the choice “Company” for the field “This client is a beneficiary” ("other" tab) and the individual's file had already been a beneficiary, the box “This client is a beneficiary” will remain checked in the individual's file and will also be checked in the corporate file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''. '' 
*Individual ''Y'' (''UCN'') already has a value for custom field ''Z''. The value of company ''X'' (''UCN'') will replace the value of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for a custom field and and the individual's file already had a value for said custom field, the value the company file in relation with the individual will replace that of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a value for unique characteristic ''Z''. The value of company ''X'' (''UCN'') will replace the value of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for a characteristic and the individual's file already had a value for said characteristic, the value the company file in relation with the individual will replace that of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has the same value for multiple value characteristic ''Z'' as company ''X'' (''UCN''). The company note and group will be copied in the characteristic of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for a characteristic and the individual's file already had the same value as the corporate file with which it is in relation for said characteristic, the values of the note and group of the corporate file characteristic will be copied in the characteristic of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a value for unique characteristic ''Z'' for donation occasion ''ABC''. The value of company ''X'' (''UCN'') will replace the value of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for an advanced analysis characteristic and the individual's file already had a value for said characteristic, the value the company file in relation with the individual will replace that of the individual's file. **Only if the individual's file was linked to the corporative file in ProDon 4'' 
*Individual ''Y'' (''UCN'') already has the same value for multiple value characteristic ''Z'' for donation occasion ''ABC'' as company  ''X'' (''UCN''). The company note and group will be copied in the characteristic of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for an advanced analysis characteristic and the individual's file already had the same value as the corporate file with which it is in relation for said characteristic, the values of the note and group of the corporate file characteristic will be copied in the characteristic of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 

 

== After the Update ==

As explained earlier in the "[[ProDon:Update-Help_-_from_ProDon_4_to_ProDon_5#Impact_of_the_Update_on_Client_Files|Impact of the Update on Client Files]]", it will be mandatory to proceed with a mass merge of clients. 

Refer to "[[ProDon:Searching_and_Eliminating_Duplicates|Searching and Eliminating Duplicates]]" to learn about the detection and mass merge procedure of duplicates. 

 

Moreover, if you have an importation module, do not forget to check the associations of all imports that you are going to use in the future.

 

 

{{Footer}}

ProDon:Update-Help - from ProDon 4 to ProDon 5

2016-09-07T14:33:44Z

Flebel: Version révisée

= '''PLEASE, MAKE SURE YOUR ARE AT VERSION 4.7.3.8 OR LATER IN ORDER TO BENEFIT FROM THE MOST RECENT VERSION OF THE MIGRATION ASSISTANT.''' =

== Introduction ==

The client file structure in '''''ProDon 5''''' is quite different from the one in '''''ProDon 4'''''. Consequently, you cannot simply carry out the update with the Web Update Utility.

We have designed a Migration Assistant to update '''''ProDon''''' from '''''version 4''''' to '''''version 5''''', in which you must answer questions before being allowed to update to the new version.

As a first step, this documentation will explain the impact of the update on your client files.

Then, we will explain you how to start and use the Migration Assistant.

'''CAUTION :''' 

It is very important to fully understand the impact the update will have on your client's files before you start answering the questions of the Migration Assistant,

'''Questions in the Migration Assistant FOCUS ONLY ON COMPANIES CLIENT FILES THAT HAVE A MAIN CONTACT. Meaning that the client file in Prodon 4 refers to a company AND an individual.'''

'''"COMPANY ONLY" AND "INDIVIDUAL ONLY" CLIENT FILES WILL NOT BE AFFECTED BY THE UPDATE.'''

If you have any doubt you understood correctly an explanation, please contact us so we can give you more detailed explanations. 

== General Warnings Concerning the Update to '''''ProDon 5''''' ==

Here are some warnings that you should consider before updating to '''''ProDon 5'''''.

 

*'''''ProDon 5''''' is currently a beta version, which means that despite the fact that the version has been tested and that it is relatively stable, it is more prone to bugs. However, please be assured that if you get a blocking error message (preventing you from using a functionality), your request for support will be dealt with as a priority, so that the situation is resolved as soon as possible.
*The translation of '''''ProDon 5''''' is not complete. Therefore, if '''''ProDon''''' is used in English, please note that some elements are still in French. However, JeDonneEnLigne/IMakeAnOnlineDonation has been fully translated.
*No help documentation (wiki) has yet been drafted for '''''ProDon 5'''''. But in most cases, documentation on '''''ProDon 4''''' is still applicable and our technical support service is available should you have any questions.
*Due to a new structure when it comes to clients and relations in '''''ProDon 5''''', you may have to review/correct/edit some elements: - Some master documents (e.g.: from now on, in all master documents, fields starting with “CS_” will always have to be used instead of fields starting with “C_”, and some fields linked to the clients/contacts may have to be reviewed). - Some views and some filters of client management (if contact fields were used in the filter criteria). - Some exports with information on clients/contacts (e.g.: for an externally conducted sollicitation). - If you use the Automatic Import Utility (ImportAuto.exe), the call up procedure will have to be reviewed for the utility.

 

== Interesting New Feature for Online Donations ==

Logilys has created LogiZone. This is a web-based service which will facilitate the use of IMakeAnOnlineDonation.

You will find a section allowing the donor to create an account or to sign in at the top of each form. This section will be activated automatically on all your forms when you update to '''''ProDon 5''''' and you will be unable to deactivate it.

 

A LogiZone account is a profile in which the donor will be able to register his/her contact information. There are two types of accounts: the personal account and the organization account.

*Personal account: Allows the donor and his/her family members to save their complete contact information.
*Organization account: Allows the donor and his/her colleagues to save their complete contact information.

 

Registering by creating an account saves a lot of time and prevents the donor from having to enter his/her contact information each time he/she fills in an online donation form. In addition to saving time, the LogiZone account will also make it possible for the donor to keep a history of his/her transactions. Official donation receipts will also be stored there automatically. Moreover, it will also be possible to print them out at any time.

 

 

== Impact of the Update on Client Files ==

In '''''ProDon 4''''', it is possible to enter the name of an individual as well as a company name in the same client file. Therefore, you sometimes find yourself with several client files with the same company name, but with different individuals with different names. 

For example:

{| width="462" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| 
| '''First Name Last Name'''
| '''Title'''
| '''Company Name'''
|-
| '''File 1''' 
| Pierre Brochu
| President
| Logilys
|-
| '''File 2''' 
| Christian Dubois
| VP-Operations
| Logilys
|-
| '''File 3''' 
| Mélanie Bourgeois
| Sales Director
| Logilys
|}

 

In order to improve data structure in '''''ProDon 5''''', it is no longer possible to enter the name of an individual in a corporate file.

Relations must now be used to document the name and the information of the contact person(s) for each company. 

When updating from '''''ProDon 4''''' to '''''ProDon 5''''', client files will be edited consequently. 

 

Here is the illustration of what will happen to corporate files containing the name of an individual.

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| [[Image:Update Help from ProDon 4 to ProDon 5 001.png]]
|}

 

Therefore, if you had 3 client files for the Logilys company with 3 different individuals and different names in each file (as displayed in the table above), you will end up with 6 client files after the update: 

{| width="462" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| 
| '''First Name Last Name'''
| '''Title'''
| '''Company Name'''
|-
| '''File 1'''
| 
| 
| Logilys 
|-
| '''File 2'''
| 
| 
| Logilys 
|-
| '''File 3'''
| 
| 
| Logilys 
|-
| '''File 4'''
| Pierre Brochu 
| President 
| 
|-
| '''File 5'''
| Christian Dubois 
| VP-Operations 
| 
|-
| '''File 6'''
| Mélanie Bourgeois 
| Sales Director 
| 
|}

Please note that this is completely normal, the second step of the update is going to merge the duplicates that will have been created.

 

=== Assigning Information to the Right Client ===

Since a corporate client file (containing a company name and the name of an individual) in '''''ProDon 4''''' will become 2 distinct files in '''''ProDon 5''''', you have to choose where the file information originating from '''''ProDon 4''''' must be stored in '''''ProDon 5'''''. 

'''''ProDon''''' is configured to automatically transfer information either to the corporate file, to the individual's file, to both files or to the relation file between the company and the individual.

 

Then, for some information, you will have to choose where the information will be stored (either in the corporate file, in the individual's file, in both files or in the relation file between the company and the individual). 

'''NOTE :''' Corporate files not containing the name of an individual and individual's files (with no company name) will be stored in their current formulation. The choices you make will be applied to the files containing both a company name '''AND''' the name of an individual.

 

'''In order to choose in which file(s) the information must be stored, it is mandatory to start the Update Support Tool.'''

'''To know how to start the tool, [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Using_the_Update_Support_Tool|click here]].'''

 


'''CAUTION :'''

In '''''ProDon 4''''', the corporate file was linked to the individual's file with a name identical to the main contact of the corporate file. In '''''ProDon 5''''', the individual's file will store all information documented in the individual's file originating from '''''ProDon 4'''''. Then it will receive some additional information originating from the corporate file in '''''ProDon 5'''''.

For more information, see the notes under the table below. 

 

Here is a table detailing where each piece of information originating from the corporate file in '''''ProDon 4''''' will be stored in '''''ProDon 5''''', and for which information a choice will have to be made. 

{| width="900" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| rowspan="2" style="text-align: center;" | '''Information originating from the corporate file in '''''ProDon 4'' 
| style="text-align: center;" colspan="6" | '''Location Where Information Will Be Stored in '''''ProDon 5'' 
|-
| style="text-align: center;" | '''Corporate File''' 
| style="text-align: center;" | '''Individual's File''' 
| style="text-align: center;" | '''Relation File'''
| style="text-align: center;" | '''Choice to be made''' 
|-
| Tile, first name and last name 
| style="text-align: center;" | 
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Title
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
| style="text-align: center;" | 
|-
| Company name and company name continued
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Address'''1''' 
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Means of communication'''2''' 
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Division and sector 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Reference number 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Comment 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Picture of the client file 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Date of birth
| style="text-align: center;" | 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Entry date
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client wants to remain anonymous”'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client is inactive”'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client is a beneficiary”
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Box “This client no longer wishes to receive calls'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client never wants receipts” with date
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client wants an annually consolidated receipt”
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “This client does not want any amount to be suggested”'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “Exclude from mass mailing” with date and reason'''3'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Box “Deceased” with date of the death 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| GL account for designated gifts
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Checkbox “This client is a canvasser”
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Default canvasser 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
|-
| Default third-party client 
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Categories
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Characteristics of the client file
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Custom static lists
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Custom dynamic lists
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Custom fields of the client file
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Advanced analysis characteristics
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X
|-
| Instant payment tokens
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Warnings
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Documents recorded in the client folder
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Transactions
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Commitments
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Mailings
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Invoices
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Contacts and links (will become relations)
| style="text-align: center;" | X
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | 
|-
| Tasks
| style="text-align: center;" | 
| style="text-align: center;" | 
| style="text-align: center;" | X 
| style="text-align: center;" | 
|-
| Visibility (functionality of the multiorganization module)'''4'''
| style="text-align: center;" | X 
| style="text-align: center;" | X 
| style="text-align: center;" | 
| style="text-align: center;" | 
|}

{| width="900" cellspacing="1" cellpadding="0" border="0"
|-
| valign="top" |
'''1'''


|
In '''''ProDon 5''''', a file may contain more than one address (e.g.: default address, seasonal, work, etc).

If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would contain the address of the individual's file originating from '''''ProDon 4''''' as a default address and the address of the corporate file originating from '''''ProDon 4''''' as a secondary address.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would only contain the address of the corporate file originating from '''''ProDon 4''''' as a secondary address. 

|-
| valign="top" |
'''2''' 

|
A means of communication is either a telephone number, an email address or a website.

In '''''ProDon 5''''', a file may contain more than one email address, more than one cell phone number, more than one home phone number, etc. If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would contain the means of communication of both the individual and the corporate file originating from '''''ProDon 4'''''.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would only contain the means of communication of the corporate file originating from '''''ProDon 4'''''. 

|-
| valign="top" |
'''3''' 

|
If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would retain the '''value of the individual's file '''originating from '''''ProDon 4'''''.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, the individual's file in '''''ProDon 5''''' would retain the '''value of the corporate file''' originating from '''''ProDon 4'''''. 

|-
| valign="top" |
'''4''' 

|
If the corporate file originating from '''''ProDon 4''''' was linked to an individual's file with a name identical to the main contact of the corporate file, both files (corporate and individual) in '''''ProDon 5''''' would retain the visibility which was assigned to them in '''''ProDon 4'''''.

If the corporate file originating from '''''ProDon 4''''' was not linked to an individual's file with a name identical to the main contact of the corporate file, both files (corporate and individual) in '''''ProDon 5''''' would retain the visibility of the corporate file in '''''ProDon 5'''''.

|}

 

== Using the Update Support Tool ==

The Update Support Tool is located in the folder where '''''ProDon''''' is installed. 

This is the icon:[[Image:IconWizardUpdateProDon5.jpg]]

To start the application, double-click on the icon. 

'''CAUTION: '''All migration steps must absolutely be carried out in this order.''' '''

 

===   Steps 1 and 2 ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
By double-clicking on the icon, the following window will open automatically. Here is how to carry out steps 1 and 2. 

|-
| colspan="2" | [[Image:Update Help from ProDon 4 to ProDon 5 002.png]]
|-
| colspan="2" |
Step 1 in '''A''' tells you to read this documentation before starting the migration assistant. Please note that it is very important to fully understand the explanations of the section: [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Impact_of_the_Update_on_Client_Files|Impact of the Update on Client Files]], before starting the second step. In case of any further clarification or any questions, please contact Logilys, by making a request for technical support. 

Step 2 in '''B''' tells you that after having read and fully understood the impact of the update on your client files, you must fill out the questionnaire. To access the questionnaire, click on the “Questionnaire” tab in '''C'''.

The “Delete Questionnaire” button in '''D''' allows you to delete all the values that you have already selected in the questionnaire in '''C''' in order to start over again. 

|}

 

==== Answering the Questionnaire ====

Earlier in the documentation, we have explained to you that for some information of the corporate file originating from '''''ProDon 4''''', you will have to choose if you wish to store it either in the corporate file, in the individual's file or in both files in '''''ProDon 5'''''.

 

The following questionnaire will allow you to make these choices. You will notice that some pieces of information have already been selected; these are the default choices that will be appropriate for most users. 

 

'''CAUTION:''' Please note that choosing values in the assistant has '''NO''' impact on '''''ProDon 4'''''. These changes will apply once the update is carried out. 

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
By clicking on the "Questionnaire" tab, this is what will be displayed.

|-
| colspan="2" | [[Image:Update Help from ProDon 4 to ProDon 5 003.png]]
|-
| width="50%" |
'''A: '''Each tab contains a different type of information. All elements of all tabs must be completed before being able to start step 3. The percentage in '''D''' will be 100 when all is completed. [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Choices_Available_in_the_Various_Tabs|Click here to learn about the choices available in the various tabs]]. '''NOTE :''' If one of the tabs is not visible, it is simply because you do not have any value of this type in your '''''ProDon'''''.

|
'''B:''' This button allows you to export the full questionnaire to '''''Excel''''' (including all tabs in '''A''').

'''NOTE : '''The '''''Excel''''' file is for viewing only; it will not be possible to choose a value in the '''''Excel''''' file and then to reimport the data into the assistant.

|-
| width="50%" |
'''C:''' This section contains errors, which will have to be fixed before being able to start Step 3. For more information on possible errors, refer to [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Possible_Errors_.28Step_2.29|this section]].

|
'''D:''' The questionnaire must be 100% completed in order to be able to start Step 3.Once the percentage is 100, continue with [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Steps_3_to_6|the following steps]] of the assistant.

|}

 

===== Choices Available in the Various Tabs =====

The choices that are available differ from one tab to another. 

These are the 4 possible choices in the questionnaire: 

*Individual: the value will be stored in the individual's file only. 
*Company: the value will be stored in the company file only. 
*Both: the value will be stored in the individual's file AND in the company file. 
*Relation: the value will be stored in the relation file between the company and the individual. 

 

“Characteristics (Client)” Tab 

In regard to client characteristics, 4 choices will be available: individual, company, both or relation. 

The “relation” choice must be used if information is assigned to the individual, but in a professional context (example: an employee number). 

 

"Characteristics (Advanced Analysis)”, “Custom Field” and “Categories” Tabs 

In regard to advanced analysis characteristics, custom fields and categories, 3 choices will be available: individual, company or both. 

 

“Custom Static Lists” and “Custom Dynamic Lists” Tab

In regard to custom static lists, 4 choices will be available: individual, company, both or relation. 

In regard to custom dynamic lists, only 2 choices will be available: company or relation.

As for the client characteristics, the “Relation” choice must be used if the list is assigned to the individual, but in a professional context (example: solicitation list for an event).

 

“Other” Tab 

The "Other" tab contains 4 fields: 

*Check box “This client is a beneficiary” 3 choices are available for this field: individual, company or both. 

 

*Check box “This client is a canvasser” Only 2 choices are available for this field: individual or company. ** Note that if the selected choice is the individual, then the company will be selected as contact of the canvasser, moreover if the company is selected, then the individual will be selected as contact of the canvasser. Therefore, both pieces of information will always be stored. 

 

*Photo 3 choices are available for this field: individual, company or both. 

 

*Default Canvasser 3 choices are available for this field: individual, company or both.

 

 

===== Possible Errors (Step 2) =====

*''X'' active commitments by credit card have been found with the payment method ''Y''.
*''X'' active commitments by bank transfer have been found with the payment method ''Y''.
*''X'' untransferred transactions by credit card have been found with the payment method ''Y''.
*''X'' untransferred transactions by bank transfer have been found with the payment method ''Y''.
*The ''X'' form always includes a Perceptech payment method (''payment method description'').

 

All these errors are related to the '''''Perceptech''''' payment methods.

An error will be displayed if the assistant detects untransferred transactions, unfinished commitments or web forms using a '''''Perceptech''''' payment method.

In fact, from now on, it will be impossible to use the '''''Perceptech''''' payment methods in '''''ProDon 5'''''. If you are still with this supplier, please contact '''''Logilys''''', by making a request for technical support.

 

=== Steps 3 to 6 ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After completing steps 1 and 2, you must return to the “Migration Steps” tab, in order to take note of the following steps.

|-
| colspan="2" | [[Image:Update Help from ProDon 4 to ProDon 5 004.png]]
|-
| colspan="2" |
'''STEP 3 :'''

Some warnings can be generated according to the choices made in the questionnaire.

By clicking on the “Generate Report” button, an Excel file containing the list of errors in step 2 and the warnings of step 3 will be displayed. 

'''CAUTION: '''

Errors must be '''COMPLETELY''' fixed before being able to start step 4. 

Warnings will not block you from moving on to step 4. However, it is very important to take note of them. For more information on possible warnings, refer to [[ProDon:Update-Help - from ProDon 4 to ProDon 5#Possible_Warnings_.28Step_3.29|this section]]. 

 

'''STEP 4 :'''

If you did not have any error or you have now fixed them and taken note of the warnings, you can now start step 4 in order to perform a backup and create the file. 

Note that the 2 buttons of this step will not be accessible as long as the errors are not fixed and the report in step 3 will not have been generated.

 

'''STEP 5 :'''

If the file was not created in step 4, the “WizardUpdateProDon5.7z” file will not be available and the sentence “the file has not been created” will be displayed in red. 

Otherwise, you only have to send in the “WizardUpdateProDon5.7z” file by following the steps detailed in the image above. 

 

'''STEP 6 :'''

We will contact you within a week after receipt of the file in order to further assist you with the continuation of the update process.

|}

 

==== Possible Warnings (Step 3) ====

If an importation module is active in '''''ProDon''''', you may you find this warning in the report.

*You will have to verify ''# ''imports after the update in order to ensure you that the associations comply with the new structure. ''This warning indicates that due to the changes made to the client file, it might be necessary to re-instate some associations in your imports, once the update will have been carried out.''

 

For the next warnings, please note that you will find, in the report, a warning by client file for which the situation is applicable.

*Unable to uncheck the "This client is a canvasser" option for company ''X'' (''UCN''). ''This warning indicates that if you selected the choice “Individual” for the field “This client is a canvasser” ("other" tab) and the company file had already been used as canvasser in a transaction, the box “This client is a canvasser” will remain checked in the corporate file and will also be checked in the individual's file. ''
*Unable to uncheck the "This client is a canvasser" option for individual ''Y'' (''UCN''). ''This warning indicates that if you selected the choice “Company” for the field “This client is a canvasser” ("other" tab) and the individual's file had already been used as canvasser in a transaction, the box “This client is a canvasser” will remain checked in the individual's file and will also be checked in the corporate file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''. '' 
*The company and the individual are both canvassers. The information of individual ''Y ''(''UCN'') will not be replaced with that of company ''X'' (''UCN''). ''This warning indicates that regardless of your selection for the field “This client is a canvasser” ("other" tab), if both client files in relation (company and individual) had already been selected as canvassers in a transaction, the box “This client is a canvasser” will remain checked in both files.'' ''**Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a photo/picture/image. The photo/picture/image of company ''X'' (''UCN'') will be ignored. ''This warning indicates that if you selected the choice “Individual” or “Both” for the photo/picture/image ("other" tab) and the individual's file already had a photo/picture/image, the photo/picture/image in the individual's file will be kept. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a default canvasser. The default canvasser of company ''X'' (''UCN'') will be ignored. ''This warning indicates that if you selected the choice “Individual” or “Both” for the field “Default canvasser” ("other" tab) and the individual's file already had a default canvasser, the default canvasser in the individual's file will be kept. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Unable to uncheck the "This client is a beneficiary" option for company ''X'' (''UCN''). ''This warning indicates that if you selected the choice “Individual” for the field “This client is a beneficiary” ("other" tab) and the company file had already been a beneficiary, the box “This client is a beneficiary” will remain checked in the corporate file and will also be checked in the individual's file.'' 
*Unable to uncheck the "This client is a beneficiary" option for individual ''Y'' (''UCN''). ''This warning indicates that if you selected the choice “Company” for the field “This client is a beneficiary” ("other" tab) and the individual's file had already been a beneficiary, the box “This client is a beneficiary” will remain checked in the individual's file and will also be checked in the corporate file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''. '' 
*Individual ''Y'' (''UCN'') already has a value for custom field ''Z''. The value of company ''X'' (''UCN'') will replace the value of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for a custom field and and the individual's file already had a value for said custom field, the value the company file in relation with the individual will replace that of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a value for unique characteristic ''Z''. The value of company ''X'' (''UCN'') will replace the value of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for a characteristic and the individual's file already had a value for said characteristic, the value the company file in relation with the individual will replace that of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has the same value for multiple value characteristic ''Z'' as company ''X'' (''UCN''). The company note and group will be copied in the characteristic of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for a characteristic and the individual's file already had the same value as the corporate file with which it is in relation for said characteristic, the values of the note and group of the corporate file characteristic will be copied in the characteristic of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 
*Individual ''Y'' (''UCN'') already has a value for unique characteristic ''Z'' for donation occasion ''ABC''. The value of company ''X'' (''UCN'') will replace the value of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for an advanced analysis characteristic and the individual's file already had a value for said characteristic, the value the company file in relation with the individual will replace that of the individual's file. **Only if the individual's file was linked to the corporative file in ProDon 4'' 
*Individual ''Y'' (''UCN'') already has the same value for multiple value characteristic ''Z'' for donation occasion ''ABC'' as company  ''X'' (''UCN''). The company note and group will be copied in the characteristic of the individual. ''This warning indicates that if you selected the choice “Individual” or “Both” for an advanced analysis characteristic and the individual's file already had the same value as the corporate file with which it is in relation for said characteristic, the values of the note and group of the corporate file characteristic will be copied in the characteristic of the individual's file. **Only if the individual's file was linked to the corporative file in '''ProDon 4'''.'' 

 

== After the Update ==

As explained earlier in the "[[ProDon:Update-Help_-_from_ProDon_4_to_ProDon_5#Impact_of_the_Update_on_Client_Files|Impact of the Update on Client Files]]", it will be mandatory to proceed with a mass merge of clients. 

Refer to "[[ProDon:Searching_and_Eliminating_Duplicates|Searching and Eliminating Duplicates]]" to learn about the detection and mass merge procedure of duplicates. 

 

Moreover, if you have an importation module, do not forget to check the associations of all imports that you are going to use in the future.

 

 

{{Footer}}

ProDon:Preparing the Master Document

2016-04-27T13:54:48Z

Flebel: /* Tags */

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

== Editing the Master Document ==

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
 

=== Formatting Rules ===
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.
 
'''Table'''
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
 
'''Image'''
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high.
 
'''Text'''
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work.
* Do not use any text box.
* Be careful with the use of special characters, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns (<SHIFT> + <ENTER>), because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

 
=== '''Tags''' ===
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list. If a required tag is missing in the master document, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else.
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator.
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe.
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization).
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tags are specific for additional ProDon modules (version 5 only) and configured by adding a hyperlink to a selected text.'''
{| class="wikitable"
|[LINK_WEB_FORM]
|To open a web form and automaticly adding the recepient's personal informations to it.
|OnlineDonation module
|-
|RECEIPTS]
|To give a recepient access to it's E-Receipt.
|E-Receipt module
|}'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

=== Examples of Layouts ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

=== Adding Hyperlinks ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}

ProDon:Preparing the Master Document

2016-04-27T13:48:33Z

Flebel: /* Tags */

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

== Editing the Master Document ==

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
 

=== Formatting Rules ===
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.
 
'''Table'''
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
 
'''Image'''
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high.
 
'''Text'''
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work.
* Do not use any text box.
* Be careful with the use of special characters, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns (<SHIFT> + <ENTER>), because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

 
=== '''Tags''' ===
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list. If a required tag is missing in the master document, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else.
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator.
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe.
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization).
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tags are specific for additional ProDon modules and configured by adding a hyperlink to a selected text.'''
{| class="wikitable"
|[LINK_WEB_FORM]
|To open a web form and automaticly adding the recepient's personal informations to it.
|OnlineDonation module
|-
|RECEIPTS]
|To give a recepient access to it's E-Receipt.
|E-Receipt module
|}'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

=== Examples of Layouts ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

=== Adding Hyperlinks ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}

ProDon:Preparing the Master Document

2016-04-27T13:47:25Z

Flebel: /* Examples of Layouts */

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

== Editing the Master Document ==

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
 

=== Formatting Rules ===
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.
 
'''Table'''
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
 
'''Image'''
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high.
 
'''Text'''
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work.
* Do not use any text box.
* Be careful with the use of special characters, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns (<SHIFT> + <ENTER>), because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

 
=== '''Tags''' ===
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list. If a required tag is missing in the master document, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization)
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tags are specific for additional ProDon modules and configured by adding a hyperlink to a selected text.'''
{| class="wikitable"
|[LINK_WEB_FORM]
|To open a web form and automaticly adding the recepient's personal informations
|OnlineDonation module
|-
|RECEIPTS]
|To give a recepient access to it's E-Receipt
|E-Receipt module
|}'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

=== Examples of Layouts ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

=== Adding Hyperlinks ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}

ProDon:Preparing the Master Document

2016-04-27T13:46:47Z

Flebel: /* Formatting Rules */

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

== Editing the Master Document ==

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
 

=== Formatting Rules ===
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.
 
'''Table'''
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
 
'''Image'''
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high.
 
'''Text'''
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work.
* Do not use any text box.
* Be careful with the use of special characters, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns (<SHIFT> + <ENTER>), because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

 
=== '''Tags''' ===
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list. If a required tag is missing in the master document, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization)
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tags are specific for additional ProDon modules and configured by adding a hyperlink to a selected text.'''
{| class="wikitable"
|[LINK_WEB_FORM]
|To open a web form and automaticly adding the recepient's personal informations
|OnlineDonation module
|-
|RECEIPTS]
|To give a recepient access to it's E-Receipt
|E-Receipt module
|}'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

==== Examples of Layouts ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

==== Adding Hyperlinks ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}

ProDon:Preparing the Master Document

2016-04-27T13:46:05Z

Flebel: /* Formatting Rules */

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

== Editing the Master Document ==

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
 

==== Formatting Rules ====
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.
 
'''Table'''
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
 
'''Image'''
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high.
 
'''Text'''
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work.
* Do not use any text box.
* Be careful with the use of special characters, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns (<SHIFT> + <ENTER>), because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

 
==== '''Tags''' ====
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list. If a required tag is missing in the master document, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization)
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tags are specific for additional ProDon modules and configured by adding a hyperlink to a selected text.'''
{| class="wikitable"
|[LINK_WEB_FORM]
|To open a web form and automaticly adding the recepient's personal informations
|OnlineDonation module
|-
|RECEIPTS]
|To give a recepient access to it's E-Receipt
|E-Receipt module
|}'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

==== Examples of Layouts ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

==== Adding Hyperlinks ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}

ProDon:Preparing the Master Document

2016-04-27T13:44:54Z

Flebel:

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

== Editing the Master Document ==

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
 

==== Formatting Rules ====
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.
 
'''Table'''
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
 
'''Image'''
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high.
 
'''Text'''
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work.
* Do not use any text box.
* Be careful with the use of special characters, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns (<SHIFT> + <ENTER>), because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

 
==== '''Tags''' ====
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list. If a required tag is missing in the master document, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization)
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tags are specific for additional ProDon modules and configured by adding a hyperlink to a selected text.'''
{| class="wikitable"
|[LINK_WEB_FORM]
|To open a web form and automaticly adding the recepient's personal informations
|OnlineDonation module
|-
|RECEIPTS]
|To give a recepient access to it's E-Receipt
|E-Receipt module
|}'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

==== Examples of Layouts ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

==== Adding Hyperlinks ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}

ProDon:Preparing the Master Document

2016-04-27T13:43:09Z

Flebel:

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

== Editing the Master Document ==

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
 

==== Formatting Rules ====
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.
 
'''Table'''
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
 
'''Image'''
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high.
 
'''Text'''
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work.
* Do not use any text box.
* Be careful with the use of special characters, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns (<SHIFT> + <ENTER>), because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

 
==== '''Tags''' ====
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list. If a required tag is missing in the master document, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization)
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tags are specific for additional ProDon modules and configured by adding a hyperlink to a selected text.'''
{| class="wikitable"
|[LINK_WEB_FORM]
|To open a web form and automaticly adding the recepient's personal informations
|OnlineDonation module
|-
|RECEIPTS]
|To give a recepient access to it's E-Receipt
|E-Receipt module
|}'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

==== Examples of Layouts ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

==== Adding Hyperlinks ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}

ProDon:Preparing the Master Document

2016-04-27T13:42:18Z

Flebel:

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

== Editing the Master Document ==

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
 

==== Formatting Rules ====
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.
 
'''Table'''
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
 
'''Image'''
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high.
 
'''Text'''
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work.
* Do not use any text box.
* Be careful with the use of special characters, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns (<SHIFT> + <ENTER>), because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

 
==== '''Tags''' ====
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list. If a required tag is missing in the master document, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization)
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tags are specific for additional ProDon modules and configured by adding a hyperlink to a selected text.'''
{| class="wikitable"
|[LIEN_FORMULAIRE]
|To open a web form and automaticly adding the recepient's personal informations
|OnlineDonation module
|-
|[RECUS]
|To give a recepient access to it's E-Receipt
|E-Receipt module
|}'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

==== Examples of Layouts ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

==== Adding Hyperlinks ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}

ProDon:Preparing the Master Document

2016-04-27T13:41:13Z

Flebel: /* Formatting Rules */

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

== Editing the Master Document ==

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
 

==== Formatting Rules ====
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.

 
'''Table'''
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
 
'''Image'''
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high.
 
'''Text'''
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work.
* Do not use any text box.
* Be careful with the use of special characters, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns (<SHIFT> + <ENTER>), because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

 
==== '''Tags''' ====
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list. If a required tag is missing in the master document, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization)
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tags are specific for additional ProDon modules and configured by adding a hyperlink to a selected text.'''
{| class="wikitable"
|[LIEN_FORMULAIRE]
|To open a web form and automaticly adding the recepient's personal informations
|OnlineDonation module
|-
|[RECUS]
|To give a recepient access to it's E-Receipt
|E-Receipt module
|}'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

==== Examples of Layouts ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

==== Adding Hyperlinks ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}

ProDon:Preparing the Master Document

2016-04-27T13:38:06Z

Flebel:

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

== Editing the Master Document ==

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

 

==== Formatting Rules ====
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
 
'''Table'''
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
 
'''Image'''
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high.
 
'''Text'''
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work.
* Do not use any text box.
* Be careful with the use of special characters, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns (<SHIFT> + <ENTER>), because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

 
==== '''Tags''' ====
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list. If a required tag is missing in the master document, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization)
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tags are specific for additional ProDon modules and configured by adding a hyperlink to a selected text.'''
{| class="wikitable"
|[LIEN_FORMULAIRE]
|To open a web form and automaticly adding the recepient's personal informations
|OnlineDonation module
|-
|[RECUS]
|To give a recepient access to it's E-Receipt
|E-Receipt module
|}'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

==== Examples of Layouts ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

==== Adding Hyperlinks ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}

ProDon:Preparing the Master Document

2016-04-27T13:32:55Z

Flebel: /* Tags */

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

=== Editing the Master Document ===

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

 

==== Formatting Rules ====
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
 
'''Table'''
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
 
'''Image'''
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high.
 
'''Text'''
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work.
* Do not use any text box.
* Be careful with the use of special characters, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns (<SHIFT> + <ENTER>), because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

 
==== '''Tags''' ====
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list. If a required tag is missing in the master document, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization)
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tags are specific for additional ProDon modules and configured by adding a hyperlink to a selected text.'''
{| class="wikitable"
|[LIEN_FORMULAIRE]
|To open a web form and automaticly adding the recepient's personal informations
|OnlineDonation module
|-
|[RECUS]
|To give a recepient access to it's E-Receipt
|E-Receipt module
|}'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

==== Examples of Layouts ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

==== Adding Hyperlinks ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}

ProDon:Preparing the Master Document

2016-04-27T13:17:27Z

Flebel: /* Formatting Rules */

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

=== Editing the Master Document ===

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

 

==== Formatting Rules ====
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
 
'''Table'''
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
 
'''Image'''
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high.
 
'''Text'''
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work.
* Do not use any text box.
* Be careful with the use of special characters, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns (<SHIFT> + <ENTER>), because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

 
==== '''Tags''' ====
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list. If a required tag is missing in the master document, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization)
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

==== Examples of Layouts ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

==== Adding Hyperlinks ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}

ProDon:Preparing the Master Document

2016-04-26T20:59:22Z

Flebel: /* Tags */

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

=== Editing the Master Document ===

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

 

==== Formatting Rules ====
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
 
'''Table'''
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
 
'''Image'''
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high r.
 
'''Text'''
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work in an E-mail Blast.
* Do not use any text box in a master document.
* Be careful with the use of special characters in a master document, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns, because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

 
==== '''Tags''' ====
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list. If one or the other tag was not added to the E-mail Blast, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization)
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

==== Examples of Layouts ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

==== Adding Hyperlinks ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}

ProDon:Preparing the Master Document

2016-04-26T20:58:45Z

Flebel:

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

=== Editing the Master Document ===

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

 

==== Formatting Rules ====
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
 
'''Table'''
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
 
'''Image'''
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high r.
 
'''Text'''
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work in an E-mail Blast.
* Do not use any text box in a master document.
* Be careful with the use of special characters in a master document, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns, because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

 
==== '''Tags''' ====
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list, in all E-mail Blasts. If one or the other tag was not added to the E-mail Blast, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization)
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

==== Examples of Layouts ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

==== Adding Hyperlinks ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}

ProDon:Preparing the Master Document

2016-04-26T20:58:08Z

Flebel: /* Formatting Rules */

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

=== Editing the Master Document ===

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

 

==== Formatting Rules ====
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
 
'''Table'''
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
 
'''Image'''
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high r.
 
'''Text'''
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work in an E-mail Blast.
* Do not use any text box in a master document.
* Be careful with the use of special characters in a master document, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns, because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

==== '''Tags''' ====
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list, in all E-mail Blasts. If one or the other tag was not added to the E-mail Blast, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization)
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

==== Examples of Layouts ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

==== Adding Hyperlinks ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}

ProDon:Preparing the Master Document

2016-04-26T20:57:17Z

Flebel:

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

=== Editing the Master Document ===

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

 

==== Formatting Rules ====
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
 
Table
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
 
Image
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high r.
 
Text
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work in an E-mail Blast.
* Do not use any text box in a master document.
* Be careful with the use of special characters in a master document, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns, because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

==== '''Tags''' ====
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list, in all E-mail Blasts. If one or the other tag was not added to the E-mail Blast, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization)
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

==== Examples of Layouts ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

==== Adding Hyperlinks ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}

ProDon:Preparing the Master Document

2016-04-26T20:57:00Z

Flebel: /* Formatting Rules */

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

=== Editing the Master Document ===

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

 

==== Formatting Rules ====
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.
 
Table
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
 
Image
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high r.
 
Text
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work in an E-mail Blast.
* Do not use any text box in a master document.
* Be careful with the use of special characters in a master document, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns, because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

==== '''Tags''' ====
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list, in all E-mail Blasts. If one or the other tag was not added to the E-mail Blast, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization)
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

==== Examples of Layouts ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

==== Adding Hyperlinks ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}

ProDon:Preparing the Master Document

2016-04-26T20:55:52Z

Flebel: /* Formatting Rules */

{{Header_ProDon_TOC}} 

== Introduction ==

The E-mail Blast module allows you to send emails massively and compile statistics for each mailing made (number of emails sent, opened, rejected, etc.), in order to assess the effectiveness of the mailings. A reject management is also integrated to avoid any problem with spam. To learn how to view mailing statistics, see [[ProDon:Viewing Mailing Statistics|this document]]. 

 

Moreover, Internet users can subscribe to distribution lists to receive information emails of interest to them, from the organization website. Following their subscription, they receive an automatic confirmation email specifically designed for that purpose. 

 

Sending an E-mail Blast can be summed up in three steps: You must first prepare the master document, then prepare the distribution list and finally send the E-mail Blast. 

 

This document focuses on the preparation of the master document. To learn how to prepare a distribution list, see [[ProDon:Preparing the Distribution List|this document]]. To learn how to send an E-mail Blast, see [[ProDon:Sending the E-mail Blast|this document]]. 

 

== Preparing the E-mail Blast Master Document ==

You must prepare the master document prior to sending the E-mail Blast.

There are two types of master documents: customized master documents and general master documents. A general master document is a document that does not contain any merge fields. A customized master document is a document that contains merge fields, in order to customize the E-mail Blast for each recipient.

The preparation of the master document implies either updating the existing master document, or creating a new one.

'''CAUTION: '''A master document designed for a mass mailing cannot be used for an E-mail Blast and vice-versa, since a document designed for an E-mail Blast must follow many [[ProDon:Preparing the Master Document#Formatting_Rules|formatting rules]].

To update an old master document or to create a new master document, go to the "Master document management". 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
To do so, click on the "Mailings" menu, then select "[[Image:Bouton document maître.png]] Master documents".

|-
| colspan="2" | [[Image:Preparing the Master Document 001.png]]
|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "[[Image:Bouton document maître.png]] Master documents", this window opens.

|-
| colspan="2" | {{Anchor||MasterDocumentManagement}}[[Image:Preparing the Master Document 002.png]]
|-
| width="50%" |
'''A:''' This tab contains the active master documents that are available for use in the software.  

| width="50%" |
'''B:''' This tab contains the master documents provided by '''''Logilys''''' as reference. It is possible to duplicate them and modify them according to your needs.  

|-
|
'''C:''' This tab contains the inactive master documents that are unavailable for use in the software. 

|
'''D:''' The "Receipts" type document cannot be used for an E-mail Blast. 

|-
|
'''E:''' The [[Image:Button add plus.png]] button allows you to create a new master document. 

|
'''F:''' The [[Image:Bouton dupliquer.png]] button allows you to duplicate a document in order to use it as template for a new master document. To do so, select the document to duplicate at '''J''', then click on the [[Image:Bouton dupliquer.png]] button. 

|-
|
'''G:''' The [[Image:Button Edit.png]] button allows you to modify the configuration of a master document. To do so, select the document to modify at '''J''', then click on the [[Image:Button Edit.png]] button.

|
'''H:''' The [[Image:Button cancel.png]] button allows you activate and deactivate a master document in order to take it from the "Active documents" tab at '''A''', to the "Deactivate documents" tab at '''C''', or vice-versa. To do so, select the document at '''J''', then click on the [[Image:Button cancel.png]] button.

|-
|
'''I:''' The [[Image:Button Minus remove delete.png]] button allows you to delete a master document. To do so, select the document to delete at '''J''', then click on the [[Image:Button Minus remove delete.png]] button.

'''NOTE:''' This operation is not recommended, it is advisable to deactivate a master document rather than deleting it. See '''point''' '''H''' to learn how to deactivate a document. 

|
'''J:''' It is the list of all the active documents that are available for use in the software. 

|}

 

=== Adding, Modifying or Duplicating the E-mail Blast Master Document ===

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Button add plus.png]], [[Image:Button Edit.png]] or [[Image:Bouton dupliquer.png]] button of [[#MasterDocumentManagement|this window]], the following window opens. 

|-
| colspan="2" | {{Anchor||ModificationConsultationDocumentMaître}}[[Image:Preparing the Master Document 003.png]]
|-
| width="50%" |
'''A:''' Name the master document.

'''NOTE:''' It is recommended to enter "E-mails Blast" in the name of the master document in order to easily find the master document intended for the E-mail Blast.

| width="50%" |
'''B:''' Always select option "Use a document no matter what language" because option "A document per language" does not work for E-mail Blast master documents. Therefore, you must always create a master document for each language in which the document will be sent. 

|-
|
'''C: '''The [[Image:Bouton Ouvrir Editeur.png]] button allows you to open the document in the editor. After clicking on that button, '''''Word''''' opens. To learn how to create the master document in '''''Word''''', see [[ProDon:Preparing the Master Document#Editing_the_Master_Document|this section]].

|
'''D:''' Select the type of document "Client (e.g. mailing, mass mailing, labels)". All other types of documents do not work for the E-mails Blast.

|-
|
'''E:''' These fields cannot be used in E-mail Blast master documents.

|
'''F:''' This tab allows you to choose the merge fields that will be available when creating the master document in '''''Word'''''.

|-
|
'''G:''' Select the merge fields that should be on the master document. To do so, select the field, then press the space bar of the keyboard. '''NOTE:''' The fields must be checked in the master document '''AND''' in the distribution list. If they are not checked in both places, they will not be merged in the mailing. 

|
'''H:''' These tabs cannot be used in an E-mail Blast master document. 

 

|-
|
'''I:''' The [[Image:Button Search.png]] button allows you to display or not the [[Common functions:Search Bar|search bar]]. 

|
'''J:''' The [[Image:Button Edit.png]] button allows you to modify configurable fields.

|-
|
'''K:''' The [[Image:Detect field button.png]] button chek all the fields that have been inserted in the master document. 

|
'''L:''' The [[Image:Button funky check mark.png]] button allows you to check all the merge fields at '''G'''.

|-
|
'''M:''' The [[Image:Button funky x.png]] button allows you to uncheck all the merge fields at '''G'''.

|
'''N:''' After entering all the desired information, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button. 

|-
|
'''O:''' To cancel the modification or the creation of the master document, click on the "[[Image:Bouton annuler.png]] Cancel edit" button.

| 
|-
| colspan="2" |
'''CAUTION:''' It is important to only check, at '''G''', the merge fields necessary for the customization of the E-mail Blast, since the fields that were activated here cannot be deactivated once the mailing is made. For each mailing, all the fields checked will therefore have to be synchronized one by one with the fields included in the distribution list, which will significantly increase the amount of time necessary for the E-mail Blast mailing. To deactivate fields on the mailing server website of the E-mail Blast, contact '''''Logilys'''''. 

'''NOTE:''' It is mandatory to check at least one field at '''G''', so when writing a general type E-mail Blast, you must check at least one field here and not check anything in the distribution list. When producing general type E-mail Blasts, it is recommended to always check the same merge fields in each master document (e.g. "Title"). 

|}

 

=== Editing the Master Document ===

After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button of [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]], '''''Word''''' opens in order to create the master document. 

 

==== Formatting Rules ====
Since the document will be converted in an HTML page from '''''Word''''', there are several rules to follow when creating a master document, in order for the layout to be suitable for the E-mail Blast and alike as possible when receiving the E-mail Blast on '''''Outlook, Hotmail, Gmail''''', etc.

Always use the "Save" button and not "Save as". '''''ProDon''''' saves the document in a particular location and you must not modify its location.

'''Table'''
* The document must be wrtiten in a table. To view an example of master document in a table, see '''point A''' of the "Examples of Layouts" section.
* Never fraction the cells, create a table with many columns right from the start.
* If the width of the cells has to be modified, resize them by using the table properties and not by simply sliding a line of the table from left to right.
'''Image'''
* Use only JPG format images. Do not use any image in bitmap (.bmp) or animated gif (.gif) format, because these formats are not optimized for the Web.
* Only one image can be inserted per cell and do not write any text with an image. To view an example of image in a cell, see '''point B''' of the "Examples of Layouts" section''.''
* Try to always import an image with the right size (do not crop or resize it once in the '''''Word''''' document) because it will be pixelated.
* If an image is used as header or footer banner, make sure it is exactly the same width as the table by resizing it with the image properties.
* The maximum size of an image is 450 pixels wide by 1110 pixels high r.
'''Text'''
* Use only one type of font (colour, size, font, etc) per cell.
* The use of rules in '''''Word''''' (e.g. if... therefore... otherwise) does not work in an E-mail Blast.
* Do not use any text box in a master document.
* Be careful with the use of special characters in a master document, some do not work (e.g. special bullets). If this type of character is used, make sure to test the email well, prior to sending the real mailing.
* Use carriage returns, because certain people configure their default emails in double-space and by using carriage returns, you want to avoid that the E-mail Blast is double-spaced, regardless of the configuration of the recipient.
* When adding hyperlinks in an email, do not write the Internet address, use a link like "Click here" instead. To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.

==== '''Tags''' ====
A tag is a special code allowing a fonctionaliy in your E-mail Blast.

The Antispam Law requires the sender to display it’s postal address and to offer the option to unsubscribe from a list, in all E-mail Blasts. If one or the other tag was not added to the E-mail Blast, it will automatically be added by '''''ProDon''''' at the end of the E-mail Blast.

'''The following tags are configured by adding a hyperlink to a selected text.'''
* To learn how to add a hyperlink to a '''''Word''''' document, see the "Adding Hyperlinks" section.
* To view examples of hyperlinks, see '''point C''' of the "Examples of Layouts" section.
{| class="wikitable"
|[FORWARD]
|To encourage people to transfer the email to someone else
|
|-
|[SHOWEMAIL]
|To inform people that it is possible to view the email with an Internet navigator
|
|-
|[UNSUBSCRIBE]
|To offer people the option to unsubscribe
|Required
|-
|[GLOBAL_UNSUBSCRIBE]
|To offer people the option to unsubscribe from all distribution lists (no longer receive E-mail Blasts from the organization)
|
|-
|[SHARE]
|To offer people to generate a URL address to share the E-mail Blast on '''''Facebook, Twitter,''''' etc,
|
|}
'''The following tag is configured by entering it as text directly in the master document.'''
{| class="wikitable"
|[CLIENTS.ADDRESS]
|To display the address of the organization, write in text in the master document
|Required
|}
 

==== Examples of Layouts ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on the [[Image:Bouton Ouvrir Editeur.png]] button, '''''Word''''' opens to create the master document. 

'''NOTE:''' Follow all [[ProDon:Preparing the Master Document#Adding_Hyperlinks|formatting rules]]. 

|-
| colspan="2" | [[Image:Preparing the Master Document 004.png]]
|-
| width="50%" |
'''A:''' It is very important to create the master document in a table. 

'''CAUTION:''' When creating the table, insert enough columns so you do not have to add some later on. Also avoid to resize the columns of the table by moving a line of the table with the mouse, go to the table properties instead. 

'''NOTE:''' It is possible to make the lines of the table invisible, so they do not appear on the email.

| width="50%" |
'''B:''' Never add more than one image per cell. If the image takes more than one cell, merge the cells before inserting the image. In this example, 4 cells have been merged so the image can take the full width of the table and the height was adjusted automatically.

'''NOTE:''' The image must have the right dimension before being inserted in the table, you must not resize it. 

|-
|
'''C:''' These are three hyperlinks. To learn how to add hyperlinks, see [[ProDon:Preparing the Master Document#Adding_Hyperlinks|this section]].

|
'''NOTE:''' To learn how to add merge fields to the document, see the [[ProDon:Preparing the Master Document#Adding_Hyperlinks|"Creating a Document"]] section of the [[ProDon:Master Document Management|"Master Document Management"]] document.

|}

Once the master document is created,  close '''''Word'''''. 

'''NOTE:''' See the [[ProDon:Preparing the Master Document#Formatting_Rules|"Formatting Rules"]] section to learn how to save the document.

After closing '''''Word''''', go back in '''''ProDon''''', [[ProDon:Preparing the Master Document#Adding.2C_Modifying_or_Duplicating_the_E-mail_Blast_Master_Document|this window]] should still be open. If all the necessary information has been specified, click on the "[[Image:Button Check mark Confirm.png]] Confirm edit" button.

 

==== Adding Hyperlinks ====

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" | [[Image:Preparing the Master Document 005.png]]
|-
| width="50%" |
'''A:''' To add a hyperlink, select the text in which the link must be added, then right-click.

| width="50%" |
'''B:''' After right-clicking on the text selected at '''A''', this menu opens, click on "Hyperlink...".

|}

 

{| width="200" cellspacing="1" cellpadding="1" border="1" class="wikitable"
|-
| colspan="2" |
After clicking on "Hyperlink..." this window opens.

|-
| colspan="2" | [[Image:Preparing the Master Document 006.png]]
|-
| width="50%" |
'''A:''' Enter the address to which the hyperlink must lead. The hyperlink of this example is used to forward the email to someone else.

| width="50%" |
'''B:''' After entering the address to which the hyperlink must lead, click on the "OK" button.

|}

 

{{Footer_ProDon_Version|4.6.7.19}}