EMAIL COMMUNICATION

Communication Request Process


Responsibility:    College/Department    EM Communications    EM Analysis and Reporting
  1. BUILD EMAIL.
    Resources:
  2. PROOF EMAIL COMMUNICATION FOR ACCURACY.
  3. SUBMIT A SLATE COMMUNICATIONS REQUEST.
    Resources:
    • Communications Request Form Project Type = Email Campaign (Contact your College's Slate Point Person for the log in information - see below.)
  4. REVIEW AND BUILD.
    1. Review request and email content
    2. Build query
  5. DISTRIBUTION.

Building An Email

Using the Purdue Email Builder

Common Uses: develop a brand new email when HTML expertise is not readily available; updating an existing email with a new banner graphic or call to action button

Project Duration: number of days college/department takes to build and proof email + 10 business days after the communications request for is submitted completely

Responsible Party: College/Department

STEPS

  1. Navigate out to the email template builder tool: admissions.purdue.edu/emailbuilder
  2. Select your College/Department from the dropdown menu
  3. Pick a template
  4. Choose the custom options if available, click Save/Next
  5. Fill in the text boxes for each area of the template, click Save/Next
  6. Select your images if the template includes images, click Save/Next
  7. Enter descriptive text for each image or use the default value available and enter the URL for any image you want to link to a webpage, click Save/Next
  8. Click the Preview button to see a preview of your email
  9. Copy the code by clicking the Click here to copy code below
  10. Navigate to Slate: apply.purdue.edu/manage
  11. Click on the Deliver icon from Slate's main navigation. Currently shaped like a bullhorn.
  12. Click the New Mailing button at the top left and provide the mailing details:
    1. Provide new name:
      1. Pre-applicant communication: name ends with current year - Example: 2018
      2. Applicant (with or without decision) communication: name ends with enrollment year + "EY" - Example: 2017EY
    2. Pick your college/department folder
    3. Opt Out:
      1. Pre-applicant communication: set to "Allow Unsubscribe"
      2. Applicant (with or without decision) communication: set to "No Unsubscribe"
    4. Click Save
  13. Click the Edit Message button at the top right
  14. Create/edit your message
    1. Sender: provide who the email is coming from – Example: "Purdue Office of Admissions" <admissions@purdue.edu>
    2. Recipient:
      1. For Student Communication – enter {{Email}}
      2. For Parent Communication – enter {{Parent-1-Email-Address}}, {{Parent-2-EmailAddress}}
    3. Cc: if student communication that is Cc'ing parents, enter {{Parent-1-EmailAddress}}, {{Parent-2-Email-Address}}
    4. Subject: enter your subject line; variable {{First-Name}} will populate the student's first name
    5. Email Body:
      1. Click Source button
      2. Delete any and all existing HTML code
      3. Paste in HTML code from Email Template Builder tool
      4. Click OK
      5. Add first and last name variable where necessary
        1. First Name: {{First-Name}}
        2. Last Name: {{Last-Name}}
      6. Click Save
  15. Click on the Send Test Message button on the right and enter your email address, then click Send Test to test the email
  16. Proof email thoroughly
  17. When email is ready to send, submit the Communications Request Form

Copying & Updating a Previously Sent Email

Common Uses: making minor revisions from a previously sent email

Project Duration: number of days college/department takes to build and proof email + 10 business days after the communications request for is submitted completely

Responsible Party: College/Department

STEPS

  1. Navigate to Slate: apply.purdue.edu/manage
  2. Click on the Deliver icon from Slate's main navigation. This is currently in the shape of a bullhorn.
  3. Find the previous version and click on email name. You can narrow the list by clicking on the college name under Folders, or by using the Search Mailings... bar at the top right of the page under the main navigation bar.
  4. Click the Copy Mailing button at the top right and provide these mailing details:
    1. Provide a new name:
      1. Pre-applicant communication: name ends with current year - Example: 2018
      2. Applicant (with or without decision) communication: name ends with enrollment year + "EY" - Example: 2018EY
    2. Pick your college/department folder
    3. Update user to be you
    4. Leave "Copy Query" checked
    5. Click copy
    6. Follow email archiving steps for previous email
  5. Click the Edit button at the top right to update the Opt Out.
    1. Opt Out:
      1. Pre-applicant communication: set to "Allow Unsubscribe"
      2. Applicant (with or without decision) communication: set to "No Unsubscribe"
    2. Click Save
  6. Click the Edit Message button at the top right.
  7. Create/edit your message
    1. Sender: provide who the email is coming from – Example: "Purdue Office of Admissions" <admissions@purdue.edu>
    2. Recipient:
      1. For Student Communication – enter {{Email}}
      2. For Parent Communication – enter {{Parent-1-Email-Address}}, {{Parent-2-EmailAddress}}
    3. Cc: if student communication that is Cc'ing parents, enter {{Parent-1-EmailAddress}}, {{Parent-2-Email-Address}}
    4. Subject: enter your subject line; variable {{First-Name}} will populate the student's first name
    5. Email Body:
      1. Update the text
      2. Paste in HTML code provided by M&M or Communications Staff
      3. Click OK
      4. Update/Add first and last name variable where necessary
        1. First Name: {{First-Name}}
        2. Last Name: {{Last-Name}}
      5. Click Save
    nter the list item content here
  8. Click on the Send Test Message button and enter your email address
  9. Proof email thoroughly
  10. When email is ready to send, submit the Communications Request Form

Leveraging the expertise of in-house communications staff or Marketing & Media to build HTML

Common Uses: development of a new email when HTML expertise is available in-house or is provided by Marketing & Media (M&M)

Project Duration: number of days college/department takes to build and proof email + 10 business days after the communications request for is submitted completely

Responsible Party: College/Department Communications Staff or M&M

STEPS

  1. Navigate to Slate: apply.purdue.edu/manage
  2. Click the New Mailing button at the top right and provide the mailing details:
    1. Provide new name:
      1. Pre-applicant communication: name ends with current year - Example: 2018
      2. Applicant (with or without decision) communication: name ends with enrollment year + "EY" - Example: 2017EY
    2. Pick your college/department folder
    3. Opt Out:
      1. Pre-applicant communication: set to "Allow Unsubscribe"
      2. Applicant (with or without decision) communication: set to "No Unsubscribe"
    4. Click Save
  3. Click the Edit Message button at the top right
  4. Create/edit your message
    1. Sender: provide who the email is coming from – Example: "Purdue Office of Admissions" <admissions@purdue.edu>
    2. Recipient:
      1. For Student Communication – enter {{Email}}
      2. For Parent Communication – enter {{Parent-1-Email-Address}}, {{Parent-2-EmailAddress}}
    3. Cc: if student communication that is Cc'ing parents, enter {{Parent-1-EmailAddress}}, {{Parent-2-Email-Address}}
    4. Subject: enter your subject line; variable {{First-Name}} will populate the student's first name
    5. Email Body:
      1. Click Source button
      2. Delete any and all existing HTML code
      3. Paste in HTML code from Email Template Builder tool
      4. Click OK
      5. Add first and last name variable where necessary
        1. First Name: {{First-Name}}
        2. Last Name: {{Last-Name}}
      6. Click Save
  5. Click on the Send Test Message button on the right and enter your email address, then click Send Test to test the email
  6. Proof email thoroughly
  7. When email is ready to send, submit the Communications Request Form. This should be someone within the College/Department and should be knowledgeable in email's intended audience.