eBlasts

Mobicint Lesssons eBlasts

This document provides a comprehensive guide to utilizing the eBlasts functionality within the FLEX system. eBlasts enable credit unions to send targeted marketing messages to selected member groups.

1. Overview of eBlasts

eBlasts facilitate the sending of marketing messages by leveraging CSV utilities (e.g., Marketing, ODBC) to query and select specific member groups.

Prerequisite: The eStatement module must be purchased to utilize eBlasts.

2. Email Configuration

Email Control Parameters are essential for configuring eBlasts and are accessed via the FLEX Main Menu:

  • Member Relations
    • Email Products
      • Email Control Parameters

2.1. Email Control Parameters

The FLEX PCWeb Department typically performs the initial configuration of these parameters based on credit union instructions. Multiple email products (e.g., for marketing, loans) can be added.

To add or edit an email product:

  • Navigate to Email Products.
  • Enter S in the desired product field or press F6 to add a new product.

Key parameters include:

  • Product Code: A FLEX-defined email product code.
  • Historical Expiration Date:
    • Controls which statements appear as “current” emails.
    • Example: A date of 4/1/15 means only items created after this date display in the “Emails List” function. Items created on or before this date are considered historical and appear in the “Historical” screen.
  • Email Addresses:
    • Sender Name: The credit union’s name, configured with the mail server.
    • Sender Address: The credit union’s email address, used for member replies.
    • Test Address: An email address for testing purposes, allowing preview before mass distribution.
  • Account Information:
    • SMTP Address: The SMTP (Simple Mail Transfer Protocol) address of the credit union’s email provider.
    • POP Password: The POP (Post Office Protocol) password, if required.
    • SMTP Password: The SMTP password, if required.
  • Miscellaneous Control:
    • Encrypt PDF:
      • Applies only to notices sent via email.
      • Encrypts the PDF notice, potentially requiring the member’s Audio PIN for access.
      • Options:
        • A: Require member’s Audio PIN.
        • N: Do not encrypt notice.
        • S: Last 4 digits of SSN (available from FLEX version 8.02).
    • Job Wait Time: Time in seconds for transmission to succeed or fail. Transmission fails if no response from the email server within this time.
    • Subject Line: The subject line of the email members receive (e.g., “You have an eBLAST From FLEX Credit Union!”).

2.2. Email Attachments

Attachments can be added to an Email Product.

To add attachments:

  1. Return to the Email Products List.
  2. Enter A next to the desired product.

Attachment Guidelines:

  • The first attachment sequence must be in HTML format to define the email body.
  • Subsequent sequences can be in different formats (PDF is common).
  • If the first sequence is not HTML, a PDF attachment may be used as corrupted code for the email body.
  • Maximum: 5 attachments allowed per product.
  • More attachments increase transmission time.

Before Sending Attachments:

  1. The attachment document must be placed on the server in the emailAttach folder.
  2. To access this folder:
    • Click Windows Start.
    • In the search field, type \\xxx.xxx.xxx (replace with credit union server IP Address).
    • The emailAttach folder should be available. If not, contact FLEX PCWeb Support.
  3. Place a copy of the document in the emailAttach folder.

To add a new attachment record in FLEX:

  1. Click F6.
  2. Type the exact name and path of the attachment as placed in the emailAttach folder (e.g., /emailattach/newsletter.pdf).

3. Creating Member Lists for eBlasts

Member lists for eBlasts must be created using a data collection method that exports to a .csv file with the member account number in Column A.

Methods for data collection:

  • Marketing module (purchased separately)
  • File Export Utility
  • Other data collection methods

Example Query (Marketing Module):

To promote Overdraft Line of Credits:

  • Filter for members with an EC checking type.
  • Filter for members who do NOT have an OD loan type.

Exporting the Query Results:

  1. After the query runs, results export to Excel.
  2. Save the file as a .csv (Comma delimited).
  3. Save the .csv file to the eblast folder on the i:drive.
    • Example File Name: ODLOC.CSV

4. Importing Email Lists (Email Import)

The Email Import function is used to bring your prepared member list into the FLEX system for eBlasting. It is found under:

  • Member Relations
    • Email Products
      • Email Import

Fields for Email Import:

  • I: Drive Folder Name: The folder on the i:drive where the exported and saved .csv file is located (e.g., EBLASTS).
  • Import File Name: The name of the .csv file (e.g., ODLOC.CSV).
  • E-Mail Product: The product name to be used (e.g., EBLASTS).
  • Which E-mail Address(es): Specifies which email address type to use for the eBlast.
    • A: All Addresses
    • S: Statement Address
    • R: Receipt Address
    • N: Notice Address
    • C: Credit Card Statement Address
    • M: CU Mailing Address
  • Include Accounts without Email Address:
    • N (No): Most common setting; prevents sending to accounts without an email address.
    • Y (Yes): Can be used to create a trigger for accounts missing an email address.
  • Initiate Send Process:
    • N (No): Most common setting; used to send a test email first.
    • Y (Yes): Initiates immediate email transmission.
  • Status Message: Not currently used.

5. Managing Email Products and Transmission

After configuration, attachments, and query imports are complete, you can manage and send eBlasts from the Email Products menu.

Email Products is found under:

  • Member Relations
    • Email Products

The Email Products screen has two main sections:

  1. Products: Displays the email products offered.
  2. Email List for [Product Name]: Displays accounts slated to receive the selected email product.

5.1. Product Actions (Top Section)

  • Emails:
    • Highlight a product and click Emails to view its status (pending, sent, error).
  • Historical:
    • Highlight a product and click Historical to view all email addresses where the product was previously sent.
    • These are emails no longer in the “Emails” function, as defined by the “Historical Expiration Date” in “Control Parameters.”
  • Transmit:
    • Highlight a product and click Transmit to send a notification to members.
    • This also sends the product as an email attachment, if configured.
    • Caution: Clicking Transmit sends all pending emails for that product, whether historical or not.

5.2. Email List Actions (Bottom Section)

The email list displays Status, Account, Email Address, File Date, and File Time for the highlighted product.

  • View:
    • Highlight an email address and click View to display the Email Record Detail before sending. This record shows the location of the product being sent.
  • Send:
    • Highlight an email address and click Send to send a specific product to that selected email address.
  • Change Address & Send:
    • Highlight an email address and click Change Address & Send to modify the selected email address and send the product.
    • Note: This action does not update the email address in Address Maintenance for the member account.
  • Test Email:
    • Highlight an email address (e.g., a staff member’s email) and click Test Email to send the email product only to that address.
    • Test emails create a Test Pending entry.
    • Note: Emails become pending items when Send, Change Address & Send, and Test Email functions are used. The Transmit button must be clicked to send pending emails to members.
  • Cancel Email:
    • Highlight an email address and click Cancel Email to cancel a pending email.

5.3. Testing Email Transmission

Testing is a critical step to verify content and delivery before mass sending.

Steps for Testing:

  1. Click Emails to generate the list for the desired product.
  2. In the lower section of the screen, highlight an email (typically a staff member’s email).
  3. Click Test Email. This creates a Test Pending entry.
  4. Click Transmit to send the test email.
    • Transmission time depends on system resources.
    • Caution: If there are no Test Pending items, clicking Transmit will send all other pending items.
  5. After testing, pending files can be sent to all members.

5.4. Email Transmission (Sending Pending Files)

Steps for Sending:

  1. Under the Email Products List section, highlight the product to send.
  2. Click Emails to display all pending items for that product.
  3. Verify the displayed pending emails and dates.
  4. Click Transmit.
    • Caution: Clicking Transmit immediately sends all pending emails found in the Emails List.

6. Member Account Configuration for eBlasts

Member accounts must be correctly configured to receive email products.

6.1. Address Maintenance

  1. In Address Maintenance, ensure the member’s Statement Code field is set to:
    • E – Email Statement
    • B – Both Email and Hard Copy Statement
  2. Verify a valid email address is present for the member.
  3. Check the product boxes (e.g., Statement, E-Alerts, Receipt, Notice, Card Statement, HELOC Statements, Newsletters, CU Mailings, Bad Address) that the member should receive via email.

7. Reports

The FLEX system provides several reports related to eBlasts and eStatements:

  • Current Period Flag Changes:
    • Displays changes made to statement codes on member accounts.
    • Identifies if changes occurred during the current period (before month-end).
    • An asterisk (*) next to an email product flag code indicates a change during the month.
  • Member E-Statements:
    • Identifies accounts configured to receive eStatements and/or paper statements.
    • Displays account number, email address, and record count.
  • Statement Flags and Errors:
    • Allows sorting by account, email address, or last name.
    • Options to include closed accounts and print/display output.
    • Displays information for accounts receiving eStatements: account number, member name, flags for all statement types, and designated email address.
  • Undefined Addresses:
    • Allows viewing accounts with an email product flagged but no email address defined.
    • Recommendation: Turn on Print Preview before generating this report as it runs immediately.
    • Displays account number, member name, statement code, and a message indicating the email address is not defined, facilitating corrections before sending email products.