Not Just for the Web: Cascade and Mass Email Messages

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Not Just for the Web: Cascade and Mass Email Messages

  1. 1. Not Just for the Web: Cascade and Mass Email Messages Cascade User Conference September 17, 2013
  2. 2. UCO Configuration Overview
  3. 3. Our Challenge Distribution of Daily News Daily newsletter Stories submitted by the UCO community Compiled by University Relations Emailed to the UCO community
  4. 4. Original Solution Centralities Mark I Born in 2001 Hand typed daily in Outlook Archives in a shared Outlook folder Had to be sent before the close of business
  5. 5. Centralities - 2001
  6. 6. Original Solution Centralities Mark II Created in MS Word Sent as HTML from Word Added branding Repeated typos due to Word->HTML translation Still archived in Outlook folder Still sent before close of business
  7. 7. Centralities - 2005
  8. 8. Centralities - 2008
  9. 9. Centralities - 2009
  10. 10. Plan for a New Version Centralities Mark III User friendly creation and editing of messages Queue for sending at any time University branded Automatically go out to multiple mailing lists Online version and online archive
  11. 11. User-Friendly Editing
  12. 12. The Solution Email Message Asset – The Message Simple two-column HTML page Left column for a block of upcoming events Right column for content Base URL set Simple workflow: Edit -> Publish Preview -> Publish Production “View on Website” link
  13. 13. Workflow
  14. 14. Centralities - 2013
  15. 15. The Metafile Email Message Asset – The Metafile Uses the asset ID as a unique identifier Contains:  Send Date and Time  Path to the HTML file  All information for email headers XML-based
  16. 16. The Metafile
  17. 17. The Archive Published nightly Simple jQuery-based script to filter the links
  18. 18. The Solution Production Server-Side Script Rewrite URLs for hostname change Extract email information from the Metafile Check if already processed Send the email Final cleanup
  19. 19. Lessons Learned Timing HTML and XML files are not published instantaneously or simultaneously Protect People from Themselves More automation equals less chance of user error
  20. 20. Future Plans Revise the edit form Publish the archive from the Workflow Add logging Errors emailed to our Service Desk Expand solution to other areas of campus  President’s Office  Cabinet Notes
  21. 21. David J. Lodge 405-974-2691 http://technology.uco.edu dlodge@uco.edu

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