Bulletin Address Coupons - Revision history

CoreenCorcoran: /* NEW CRM */

2021-07-11T17:41:04Z

NEW CRM

← Older revision		Revision as of 17:41, 11 July 2021
Line 26:		Line 26:
	#*Double-check if there are new names from last time. There should not be any new names coming onto the mail out list. All new members/donors are expected to be email only. If there is no indication that the person should be receiving email, change the Edit Communication Preferences > Preferred Communication Method to Email.		#*Double-check if there are new names from last time. There should not be any new names coming onto the mail out list. All new members/donors are expected to be email only. If there is no indication that the person should be receiving email, change the Edit Communication Preferences > Preferred Communication Method to Email.
	#Add in the contact information for the following people grandfathered to receive the Bulletin:		#Add in the contact information for the following people grandfathered to receive the Bulletin:
	#*Mrs. Sherry Camboia        157 Lynedale Cres.    Woodstock    ON    N0J 1C0		#*Mrs. Sherry Camboia        157 Lynedale Cres.    Woodstock    ON    N0J 1C0 (has been added to Bulletin Mail Subscribers list)
	#*Library and Archives Canada    Attn: J. Emard, Legal Deposit Division    395 Wellington Street    Ottawa    ON    K1A 0N4 (2 copies)		#*Library and Archives Canada    Attn: J. Emard, Legal Deposit Division    395 Wellington Street    Ottawa    ON    K1A 0N4 (2 copies)
	#*James Tester McIntosh        3 Hills Road    Ajax    ON    L1S 2W2 (2 copies)		#*James Tester McIntosh        3 Hills Road    Ajax    ON    L1S 2W2 (2 copies)
	#*Ms. Karen Selick        Box 96    Bloomfield    ON    K0K 1G0		#*Ms. Karen Selick        Box 96    Bloomfield    ON    K0K 1G0 (has been added to Bulletin Mail Subscribers list)
	#*Mr. Timothy Wilkins        R.R. #1, 364920 Evergreen St.    Burgessville    ON    N0J 1C0		#*Mr. Timothy Wilkins        R.R. #1, 364920 Evergreen St.    Burgessville    ON    N0J 1C0 (has been added to Bulletin Mail Subscribers list)
	#Update Membership Expiration Date and Msg from previous mailings.		#Update Membership Expiration Date and Msg from previous mailings.
	#Go to [MS Publisher and Window Envelopes] section.		#Go to [MS Publisher and Window Envelopes] section.

CoreenCorcoran: /* NEW CRM */

2021-02-10T01:31:07Z

NEW CRM

← Older revision		Revision as of 01:31, 10 February 2021
Line 13:		Line 13:

	= Extracting Data from CRM =		= Extracting Data from CRM =
			NOTE: I have saved a file Bulletin Mailing Coupons Fall 2020.xlsx as the default mailing list. If you need an updated list for any reason, follow NEW CRM instructions.

	=== NEW CRM ===		=== NEW CRM ===

	#Search > Find Contacts > IN: Bulletin Mail Subscribers		#Search > Find Contacts > IN: Bulletin Mail Subscribers
	#Export Contacts. There should be about 25 people on the list.		#Export Contacts.
			#*There should be about 25 people on the list.
			#*Select All
			#*Actions > Export Contacts
			#*Export PRIMARY fields > Continue
			#*Save As > .xlsx
			#*Double-check if there are new names from last time. There should not be any new names coming onto the mail out list. All new members/donors are expected to be email only. If there is no indication that the person should be receiving email, change the Edit Communication Preferences > Preferred Communication Method to Email.
	#Add in the contact information for the following people grandfathered to receive the Bulletin:		#Add in the contact information for the following people grandfathered to receive the Bulletin:
	#*Mrs. Sherry Camboia        157 Lynedale Cres.    Woodstock    ON    N0J 1C0		#*Mrs. Sherry Camboia        157 Lynedale Cres.    Woodstock    ON    N0J 1C0

CoreenCorcoran: /* Extracting Data from CRM */

2021-02-04T17:09:23Z

Extracting Data from CRM

← Older revision		Revision as of 17:09, 4 February 2021
Line 25:		Line 25:
	#*Mr. Timothy Wilkins        R.R. #1, 364920 Evergreen St.    Burgessville    ON    N0J 1C0		#*Mr. Timothy Wilkins        R.R. #1, 364920 Evergreen St.    Burgessville    ON    N0J 1C0
	#Update Membership Expiration Date and Msg from previous mailings.		#Update Membership Expiration Date and Msg from previous mailings.
			#Go to [MS Publisher and Window Envelopes] section.

	=== OLD CRM ===		=== OLD CRM ===
Line 147:		Line 148:
	== Create 3-up Merge File ==		== Create 3-up Merge File ==

	Copy each group of extracted contacts (Members, Donors, Inquiries and Exchanges), one below each other, into the print file, [[Media:~~Bulletin_Mailing_Coupons~~.xlsx\|Bulletin Mailing Coupons]] workbook. Make sure all columns for each group are aligned.		Copy each group of extracted contacts (Members, Donors, Inquiries and Exchanges), one below each other, into the print file, [[Media:Bulletin Mailing Coupons.xlsx\|Bulletin Mailing Coupons]] workbook. Make sure all columns for each group are aligned.

	#Open the print file '''Bulletin Mailing Coupons.xlxs''' and delete all data rows.		#Open the print file '''Bulletin Mailing Coupons.xlxs''' and delete all data rows.

CoreenCorcoran at 01:28, 9 November 2020

2020-11-09T01:28:51Z

← Older revision		Revision as of 01:28, 9 November 2020
Line 223:		Line 223:




	= Create Donor/Address coupons =		= Create Donor/Address coupons =

	#Start MS Publisher and open the Mail Coupons.pub file. Confirm you want to use the '''Bulletin Mailing Coupons'' file as the merge file. It will be looking for a file on the D:\ drive but click through until you can select the file you just created.		#Start MS Publisher and open the Mail Coupons.pub file. Confirm you want to use the '''Bulletin Mailing Coupons'' file as the merge file. It will be looking for a file on the D:\ drive but click through until you can select the file you just created.<br/> '''<span style="color:#c0392b">NOTE: HAVING ISSUES WITH THE ADDRESSEE NOT SHOWING UP FOR THE FIRST RECORD ON EACH PAGE. MANUALLY ADDED THEM USING ADOBE ACROBAT - MAKE SURE YOU DELETE EXTRA SPACES.</span>'''
	#Update the "Date" text box in the lower right corner of each of the three coupons to show the current month. This is useful for reporting the Source for donations sent in by mail. It also is useful on returned mail.		#Update the "Date" text box in the lower right corner of each of the three coupons to show the current month. This is useful for reporting the Source for donations sent in by mail. It also is useful on returned mail.
	#If you have a colour printer, merge to the Printer.		#If you have a colour printer, merge to the Printer.

CoreenCorcoran at 17:19, 8 November 2020

2020-11-08T17:19:03Z

← Older revision		Revision as of 17:19, 8 November 2020
Line 13:		Line 13:

	= Extracting Data from CRM =		= Extracting Data from CRM =

			=== NEW CRM ===

			#Search > Find Contacts > IN: Bulletin Mail Subscribers
			#Export Contacts. There should be about 25 people on the list.
			#Add in the contact information for the following people grandfathered to receive the Bulletin:
			#*Mrs. Sherry Camboia        157 Lynedale Cres.    Woodstock    ON    N0J 1C0
			#*Library and Archives Canada    Attn: J. Emard, Legal Deposit Division    395 Wellington Street    Ottawa    ON    K1A 0N4 (2 copies)
			#*James Tester McIntosh        3 Hills Road    Ajax    ON    L1S 2W2 (2 copies)
			#*Ms. Karen Selick        Box 96    Bloomfield    ON    K0K 1G0
			#*Mr. Timothy Wilkins        R.R. #1, 364920 Evergreen St.    Burgessville    ON    N0J 1C0
			#Update Membership Expiration Date and Msg from previous mailings.

			=== OLD CRM ===

	CRM has separate Search functions for Memberships, Donations and Inquiries. It is not possible to "Extract" donation information when searching for Members, or Membership information (other than Member or Associate) such as Start and End Dates when searching for donations. Make a separate extract for each category and merge the results.		CRM has separate Search functions for Memberships, Donations and Inquiries. It is not possible to "Extract" donation information when searching for Members, or Membership information (other than Member or Associate) such as Start and End Dates when searching for donations. Make a separate extract for each category and merge the results.
Line 69:		Line 83:
	#Copy the sheet to the first file (Mail 17-06.xlxs) as the second sheet, rename it "Donors" and save the file.		#Copy the sheet to the first file (Mail 17-06.xlxs) as the second sheet, rename it "Donors" and save the file.



			== Search for and Extract Inquiries <span style="color:#ecf0f1"><span style="background-color:#e74c3c">(Executive decided to eliminate Inquiries from mailout in July 2020)</span></span> ==
	== Search for and Extract Inquiries <span style="color:#ecf0f1;"><span style="background-color:#e74c3c;">(Executive decided to eliminate Inquiries from mailout in July 2020)</span></span> ==

	#<Search - Advanced Search>		#<Search - Advanced Search>
Line 93:		Line 107:
	#Sort by country and delete all US addresses that look like test data.		#Sort by country and delete all US addresses that look like test data.
	#For all records, insert a message such as; �"Please send a donation to help the Party, or better yet, join us at ontariolibertarian.ca"		#For all records, insert a message such as; �"Please send a donation to help the Party, or better yet, join us at ontariolibertarian.ca"
	#Copy the sheet to the first file (Mail 17-06.xlxs) as the third sheet, rename it "Inquiries" and save the file.		#Copy the sheet to the first file (Mail 17-06.xlxs) as the third sheet, rename it "Inquiries" and save the file.

	== Select and Export Exchanges ==		== Select and Export Exchanges ==
Line 189:		Line 203:
	If the results look good, Copy the column starting from the first Canadian Postal Code and Paste-Special-Values in the '''Postal Code''' column, Delete the new (temporary) column.		If the results look good, Copy the column starting from the first Canadian Postal Code and Paste-Special-Values in the '''Postal Code''' column, Delete the new (temporary) column.






	== Create 3-up format ==		== Create 3-up format ==
Line 206:		Line 220:
	##If there is only 1, it should be in the third set of columns. The second set should have the same number of records as the first.		##If there is only 1, it should be in the third set of columns. The second set should have the same number of records as the first.
	##If there are 2 blank coupons, the second set will have one less record as well.		##If there are 2 blank coupons, the second set will have one less record as well.
	##Move the excess records to the third set of columns.		##Move the excess records to the third set of columns.



	= Create Donor/Address coupons =		= Create Donor/Address coupons =
Line 219:		Line 234:
	#Keep the cut pages in sequence (top third on top, middle third next and bottom third last).		#Keep the cut pages in sequence (top third on top, middle third next and bottom third last).
	#Remove any blank coupons from the back of the second and third batches.		#Remove any blank coupons from the back of the second and third batches.
	#Separate the Address coupons that require two copies (e.g. Library and Archives).		#Separate the Address coupons that require two copies (e.g. Library and Archives).



	= Stuff and Mail Bulletins =		= Stuff and Mail Bulletins =

CoreenCorcoran at 21:06, 20 July 2020

2020-07-20T21:06:21Z

← Older revision		Revision as of 21:06, 20 July 2020
Line 220:		Line 220:
	#Remove any blank coupons from the back of the second and third batches.		#Remove any blank coupons from the back of the second and third batches.
	#Separate the Address coupons that require two copies (e.g. Library and Archives).		#Separate the Address coupons that require two copies (e.g. Library and Archives).


	= Stuff and Mail Bulletins =		= Stuff and Mail Bulletins =
Line 225:		Line 226:
	Currently Maureen Dance is paid $200 per issue to stuff the envelops with the Address/Donor Coupon, ''Bulletin'' and #9 Return Envelope. Since the Jim McIntosh currently prints the address coupons, he purchases the required stamps. Either he will pick up the Bulletins from the printer and deliver them with the address coupons and stamps to Maureen, or he will arrange for MDS Express to pick up and deliver them. Alternatively, if Maureen is willing to buy stamps (e.g. on her credit card) and be reimbursed with her fee, the coupons could be printed and cut before ''Bulletin'' goes to the printer and mailed to her.		Currently Maureen Dance is paid $200 per issue to stuff the envelops with the Address/Donor Coupon, ''Bulletin'' and #9 Return Envelope. Since the Jim McIntosh currently prints the address coupons, he purchases the required stamps. Either he will pick up the Bulletins from the printer and deliver them with the address coupons and stamps to Maureen, or he will arrange for MDS Express to pick up and deliver them. Alternatively, if Maureen is willing to buy stamps (e.g. on her credit card) and be reimbursed with her fee, the coupons could be printed and cut before ''Bulletin'' goes to the printer and mailed to her.

	Maureen will then mail any excess copies of ''Bulletin'' to the Party Secretary or whoever is responsible for for sending out New Member Kits. She will include receipts for any postage she has purchased with the two copies of ''Bulletin'' sent to the Treasurer. If Jim delivers the ''Bulletin'' to Maureen, he will (usually) remove the copies intended for New Member Kits and mail or deliver them to the Secretary.		Maureen will then mail any excess copies of ''Bulletin'' to the Party Secretary or whoever is responsible for for sending out New Member Kits. She will include receipts for any postage she has purchased with the two copies of ''Bulletin'' sent to the Treasurer. If Jim delivers the ''Bulletin'' to Maureen, he will (usually) remove the copies intended for New Member Kits and mail or deliver them to the Secretary and include receipts for any postage she has purchased with the two copies of ''Bulletin'' sent to the Treasurer.

	and include receipts for any postage she has purchased with the two copies of ''Bulletin'' sent to the Treasurer.

	The Treasurer will prepare a 2-up invoice (one for Maureen and one for the Party) for Maureen's services (Professional Fees) and for any stamps she purchased (Postage) to go with the cheque for her services (categorized as "Professional Services" for Elections Ontario).		The Treasurer will prepare a 2-up invoice (one for Maureen and one for the Party) for Maureen's services (Professional Fees) and for any stamps she purchased (Postage) to go with the cheque for her services (categorized as "Professional Services" for Elections Ontario).

LibertarianCFO: /* Inquiries */ Make note in heading readable, delete Inquiries with an email first.

2020-07-18T19:16:28Z

Inquiries: Make note in heading readable, delete Inquiries with an email first.

← Older revision		Revision as of 19:16, 18 July 2020
Line 70:		Line 70:


	== Search for and Extract Inquiries <span style="background-color:#~~c0392b~~">(Executive decided to eliminate Inquiries from mailout in July 2020)</span> ==
			== Search for and Extract Inquiries <span style="color:#ecf0f1;"><span style="background-color:#e74c3c;">(Executive decided to eliminate Inquiries from mailout in July 2020)</span></span> ==

	#<Search - Advanced Search>		#<Search - Advanced Search>
Line 85:		Line 86:
	#[Continue] and [Download File].		#[Continue] and [Download File].
	#Open the CiviCRM_Contact_Search downloaded file.		#Open the CiviCRM_Contact_Search downloaded file.
			#Remove everyone with an email address (unless the item is to be mailed to select or all inquiries).
	#Search CRM for the first name in the list. Check the Change Log and confirm the earliest entry is not more than 2 years ago. If it is, you will need to delete one or more records. The records are in sequence by "Internal Contact ID", which are assigned sequentially as records are added. Check every fifth record until you find one that was added less than two years ago. Check the previous records until you find the last one added more than two years ago, and delete it and all prior records.		#Search CRM for the first name in the list. Check the Change Log and confirm the earliest entry is not more than 2 years ago. If it is, you will need to delete one or more records. The records are in sequence by "Internal Contact ID", which are assigned sequentially as records are added. Check every fifth record until you find one that was added less than two years ago. Check the previous records until you find the last one added more than two years ago, and delete it and all prior records.
	~~#Remove everyone with an email address.~~
	#Fill the '''Member or Associate?''' column with "Inquiry".		#Fill the '''Member or Associate?''' column with "Inquiry".
	#Change the heading on the next column to '''Msg.'''		#Change the heading on the next column to '''Msg.'''

CoreenCorcoran at 21:42, 17 July 2020

2020-07-17T21:42:16Z

← Older revision		Revision as of 21:42, 17 July 2020
Line 206:		Line 206:
	##If there are 2 blank coupons, the second set will have one less record as well.		##If there are 2 blank coupons, the second set will have one less record as well.
	##Move the excess records to the third set of columns.		##Move the excess records to the third set of columns.


	= Create Donor/Address coupons =		= Create Donor/Address coupons =
Line 211:		Line 212:
	#Start MS Publisher and open the Mail Coupons.pub file. Confirm you want to use the '''Bulletin Mailing Coupons'' file as the merge file. It will be looking for a file on the D:\ drive but click through until you can select the file you just created.		#Start MS Publisher and open the Mail Coupons.pub file. Confirm you want to use the '''Bulletin Mailing Coupons'' file as the merge file. It will be looking for a file on the D:\ drive but click through until you can select the file you just created.
	#Update the "Date" text box in the lower right corner of each of the three coupons to show the current month. This is useful for reporting the Source for donations sent in by mail. It also is useful on returned mail.		#Update the "Date" text box in the lower right corner of each of the three coupons to show the current month. This is useful for reporting the Source for donations sent in by mail. It also is useful on returned mail.
	#~~Either~~ merge to the Printer~~, or~~ to a ~~new file~~ and print ~~the new file~~.		#If you have a colour printer, merge to the Printer.
			#If you need to send to a printer (Staples) save as PDF.
			##Confirm that all sheets have been printed to PDF. Send for print or go in and print them yourself.
	#The printed sheets have guide marks on the sides for cutting the pages into coupons. Cut them manually with an Exacto or hobby knife, or take them to a copy centre or office supply store and have them cut the pages. (This expenses is recorded as "Office Supplies".)		#The printed sheets have guide marks on the sides for cutting the pages into coupons. Cut them manually with an Exacto or hobby knife, or take them to a copy centre or office supply store and have them cut the pages. (This expenses is recorded as "Office Supplies".)
	#Keep the cut pages in sequence (top third on top, middle third next and bottom third last).		#Keep the cut pages in sequence (top third on top, middle third next and bottom third last).

CoreenCorcoran at 21:40, 17 July 2020

2020-07-17T21:40:13Z

← Older revision		Revision as of 21:40, 17 July 2020
Line 187:		Line 187:

	If the results look good, Copy the column starting from the first Canadian Postal Code and Paste-Special-Values in the '''Postal Code''' column, Delete the new (temporary) column.		If the results look good, Copy the column starting from the first Canadian Postal Code and Paste-Special-Values in the '''Postal Code''' column, Delete the new (temporary) column.

CoreenCorcoran at 21:15, 17 July 2020

2020-07-17T21:15:55Z

← Older revision		Revision as of 21:15, 17 July 2020
Line 187:		Line 187:

	If the results look good, Copy the column starting from the first Canadian Postal Code and Paste-Special-Values in the '''Postal Code''' column, Delete the new (temporary) column.		If the results look good, Copy the column starting from the first Canadian Postal Code and Paste-Special-Values in the '''Postal Code''' column, Delete the new (temporary) column.



Line 192:		Line 193:
	== Create 3-up format ==		== Create 3-up format ==

	Note that the '''Bulletin Mailing Coupons''' spreadsheet has three sets of labels; the second and third sset have the same labels with an "x" and "y" suffix. Follow these instructions to create three contacts per row.~~<br/> '''Now that we are sending to less than 174 people, it is not necessary to copy the names into the "x" and "y" columns.'''~~		Note that the '''Bulletin Mailing Coupons''' spreadsheet has three sets of labels; the second and third sset have the same labels with an "x" and "y" suffix. Follow these instructions to create three contacts per row.

	#Move any records with a "Supplemental Address 1" to the top of the file.		#Move any records with a "Supplemental Address 1" to the top of the file.
Line 198:		Line 199:
	#Move Jim McIntosh (or whoever is the current Party Archivist) to be the second record. Both get two copies of Bulletin, no return envelope and require extra postage.		#Move Jim McIntosh (or whoever is the current Party Archivist) to be the second record. Both get two copies of Bulletin, no return envelope and require extra postage.
	#Save the file, preferably with the current Bulletin date (i.e. Bulletin Mailing Coupons_June2020.xlsx)		#Save the file, preferably with the current Bulletin date (i.e. Bulletin Mailing Coupons_June2020.xlsx)
	#~~<s>~~Determine the number of pages by dividing the number of records by 3. For example, if there are 520 records, there will be 173.333 or 174 pages.~~</s>~~		#Determine the number of pages by dividing the number of records by 3. For example, if there are 520 records, there will be 173.333 or 174 pages.
	#~~<s>~~Starting at the row number equal to the number of pages + 2 cut and paste (move) the remaining records into the second set of columns.~~</s>~~		#Starting at the row number equal to the number of pages + 2 cut and paste (move) the remaining records into the second set of columns.
	#~~<s>~~Determine the number of blank coupons. Blank coupons should be at the bottom of the third and second set of columns. In the example, there will be 2 (174 x 3 - 520 = 2).~~</s>~~		#Determine the number of blank coupons. Blank coupons should be at the bottom of the third and second set of columns. In the example, there will be 2 (174 x 3 - 520 = 2).
	##~~<s>~~If there is only 1, it should be in the third set of columns. The second set should have the same number of records as the first.~~</s>~~		##If there is only 1, it should be in the third set of columns. The second set should have the same number of records as the first.
	##~~<s>~~If there are 2 blank coupons, the second set will have one less record as well.~~</s>~~		##If there are 2 blank coupons, the second set will have one less record as well.
	##~~<s>~~Move the excess records to the third set of columns.~~</s>~~		##Move the excess records to the third set of columns.


	= Create Donor/Address coupons =		= Create Donor/Address coupons =