In versions of AudienceView prior to 6.8.10, customer correspondence extracts were created via Business Intelligence. For more information, refer to
Creating a Customer Correspondence Extract.
Using a BI customer query, AudienceView enables you to extract information you can use to generate customer correspondence. For example, you could use a BI query to extract those customers who have not made purchases in the last year.
The BI query will extract a downloadable file in a format specified by you (either Mail Merge, CSV or XML). You can then use this file to generate your printed correspondence.
If you will be creating a Mail Merge extract, you can specify which mail merge template to use for the merge.
Before You Begin
To generate a customer correspondence extract, ensure the following:
- If you will be creating a Mail Merge extract, ensure you have created the template to be used for the merge. For more information, refer to Creating a Mail Merge Template.
- If you will be creating a Mail Merge extract, ensure you have installed the mail merge plug-in. For more information, refer to Installing the Mail Merge Plug-in.
- Your customer query must include the following result members:
- Customer ID
- Default Address City
- Default Address Country
- Default First Name
- Default Last Names
- Default Middle Initial
- Default Address State
- Default Address Street
- Default Suffix
- Default Title
- Default Address Postal/Zip Code
Creating a Customer Correspondence Extract
To create a customer correspondence extract, complete the following:
- Open the Correspondence application from the AudienceView Desktop.
- Select the Messages tab.
The Messages|Search page appears.
- Click 'Create New'.
The Messages|Basic page appears.
- Select Extract from the 'Type' dropdown.
- Enter a name for the extract in the 'Name' field.
- Use the table below to complete the fields in correspondence section:
Field |
Description |
Correspondence Code |
Enter a code to represent the correspondence extract. This can be used to search for the extract on the Extracts tab. |
Appeal |
Enter the name of the appeal or click to search for it.
For more information, refer to The Find Appeals Dialog Box. |
Additional Info |
Enter any additional information that may be required. |
Description |
Enter a description of the correspondence extract. |
Solicitation Amount |
If soliciting for donations, enter an amount desired in the field. |
Response Due Date |
Enter a due date for an expected response in the field or click to select a date.
For more information, refer to Using the Calendar to Select a Date. |
Document |
If you are creating a mail merge extract, enter the file name of the mail merge template excluding the extension. For example, if the template name is Customer.doc, enter Customer.
This template must be placed in the Mail Merge Templates folder of the mail merge plug-in root installation directory. The default install location of the mail merge plug-in is C:\AudienceView. |
- Click 'Create'.
A window confirms that the application created the message.
- Click 'OK'.
- Select the Deliver tab.
The Message|Deliver page appears.
- Select the format in which you want to extract the data from the 'Extract Template' dropdown.
As of AudienceView 6.8.11, you must select Correspondence Extract CSV (text/csv) from the 'Extract Template' dropdown.
- Choose the extract output from the dropdown.
|
Information
AudienceView does not provide a template to output to text. |
- Click next to 'Extract'.
- Make a selection:
If you are |
Then |
emailing the extract, |
In the Email dialog box:
- Select the format of the extract (AVDOC, CSV, HTML) from the 'Extract Template' dropdown. To select multiple formats, use the SHIFT or CTRL buttons on your keyboard.
- Enter the email address of the recipient into the 'Email Address' field.
- Optionally, enter a subject and message into the 'Message Subject' and 'Message' fields, respectively.
- Click 'Extract'.
|
Information
When emailing an HTML extract with links and/or images, the links and/or images will not function. |
|
downloading the extract, |
In the Download dialog box:
- Select the format of the extract (AVDOC, CSV, HTML) from the 'Extract Template' dropdown.
- Click 'Extract'.
- Follow the Windows prompts to open or save the file.
|
printing the extract, |
In the Print dialog box:
- Select the format of the extract (AVDOC, CSV, HTML) from the 'Extract Template' dropdown.
- Select a printer from the 'Available Printers' field. The available printers are configured by your system administrator.
- Click 'Extract'.
|
viewing the extract on screen, |
In the Screen dialog box:
- Select the format of the extract (AVDOC, CSV, HTML) from the 'Extract Template' dropdown.
- Click 'Extract'.
|
saving the extract to a specificed server,
(As of AudienceView 6.8.10) |
In the HTTPS dialog box:
- Select the format of the extract (AVDOC, CSV, HTML) from the 'Template' dropdown.
- Enter the user name for server in the 'User Name' field.
- Enter the password for server in the 'Password' field.
- Enter the IP address or full URL, including the folder path or port number, for the server in the 'URL' field.
- Click 'Execute'.
|
saving the extract to an FTP site with secured delivery (SFTP)
(As of AudienceView 6.8.8) |
In the SFTP dialog box:
- Select the format of the extract (AVDOC, CSV, HTML) from the 'Template' dropdown.
- Enter the user name for the FTP site that you will be using in the 'User Name' field.
- Enter the password for the FTP site that youwill be using in the 'Password' field.
- Enter the full URL, including the folder path and port, for the FTP site/service in the 'URL' field.
- Enter the name that you want the extract to be saved as in the 'File Name' field.
- Click 'Execute'.
After you save the report, the field will display instead, allowing you to verify the URL. |