Table of Contents

This reference outlines how the system manages mailing and email address information within Report and Communications, looking at opt-out information; invalid mailing and email addresses, and Do Not Mail information.

What does each of these fields mean? And what does the system do with the information?

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1. Invalid Email Address

Blue-Violet indicates one email address in the list of addresses is invalid
Orange-Red indicates all email addresses in the list are invalid

Communications Module

When previewing the results list of a recipient group, the person and invalid email will show if that person meets the criteria of the recipient group (ie: previews do not filter out invalid and opt-out email recipients).
When running a communications email item, invalid emails and opt-outs will automatically be removed from the send list.

Reporting Module

If a person meets the report criteria and the report results return the email address, their email will appear regardless if their email address is valid or invalid. If desired, you can opt to include the Email Invalid field in report results to see the necessary data. You can find this field in the Communications field group in the query and the results will show a checkbox to identify invalid emails.

2. Do Not Mail Here (Household Address)

A user-updated field to check when you know an individual is no longer at the mailing address listed and you do not want mail sent to this address.

Communications & Reporting Modules

If a person meets the query criteria their name and other requested information will show in the results, however, their address will appear blank and therefore will not be included in a mail-file generation.

3. Invalid Address (Household Address)

The address entered failed address verification (either via a third party address verification service integrated with Gnosis or by manual selection of the checkbox) and is deemed an undeliverable address.

Communications & Reporting Module

If a person meets the query criteria their name and other requested information will show in the results, however, their address will appear blank and therefore will not be included in a mail-file generation.

4. Opt-In/Out Settings

A person with access to their online portal has the ability to opt-out of a communication category(s) or all communications; a Gnosis user also has the ability to manage these settings in a person’s record. See Managing Communication Preferences (video training).

Communications Module

When previewing the results list of a recipient group, a person who is opted-out will be included if they meet the criteria of the recipient group, even though they have opted-out. If desired for review purposes, include the Comms_Opt_Out_All-Pref field in report criteria to exclude those who have opted-out of all communications, or include the field in the return results to see those you might expect to contact but that will be excluded during a communications run.

When running a communications item (any media type), the individual will automatically be removed from the send list. This action will happen regardless of whether the Comms_Opt_Out_All-Pref field is included in the recipient group criteria.

Reporting Module

If a person meets the report criteria and the report results return email and mailing address info, their address info will appear regardless if they have opted-out of all communications. If desired for review purposes, include the Comms_Opt_Out_All-Pref field in report criteria to exclude those who have opted out of all communications, or include the field in the return results to see those you might expect to contact but that will be excluded during a communications run.

Access this field in the Communications section of available fields and the results will show “Opted Out” on applicable records.

The criteria line item to exclude those who have opted-out of all communications would appear as: Comms OptOut All Pref does not equal OptedOut

Guidance on Creating, Reviewing, and Sending Bulk Mailings

It is very important that reporting results obtained from the Reporting Module not be used as mailing lists. See this video on Creating a Mail File to use the system how it is designed to properly manage mailings.
If you have identified a report or ad hoc query as a potential start of a mailing list, you must copy/paste the criteria into a new recipient group within Communications and follow the steps outlined in the video link above.

Copying & Pasting Report Criteria

  1. On the criteria section of reporting or ad hoc, locate and single click the Copy to Clipboard button.
  2. Go to Communications > Recipient Groups > Create New Group
  3. On the criteria section of the recipient group settings, single click the Paste from Clipboard button.

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