Pulling "Articulate" Mail List

The Articulate mailing list is pulled twice per year by Kim Theel (Deputy Director, Operations).

Go to Marketing and Communications tab at top
Click “Appeal search”
In Name field type Articulate
1. One result should be found – click on it
Go to Mailings tab
Add Appeal
1. Required fields:
  1. Name (follow existing naming model)
  2. Mail date (when it will drop in the mail)
2. Under “Processing Options” select the following:
  1. Addressing processing: Membership Renewal
  2. Name format: Membership Renewal
  3. Send one letter per household (should default to this)
  4. Click Next
3. Letter Recipients
  1. Under Selections of constituents that will receive this letter:
    1. Click Add
    2. From Selections, click the plus next to Selections
    3. Then click the plus next to Articulate Queries
      1. Select each of the following then click on the arrow to move it over to the right-side column (there should be a total of 8 selections that get clicked and moved)
        Articulate Mailhouse – Business List
        Articulate Mailhouse – Member List
        Articulate Mailhouse – Member List
        Articulate Mailhouse – Organization List
        Curator Articulate List
        Director Articulate List
        PR Articulate List
        Development Articulate List
        Click OK
      2. Under Exclude constituents based on the following:
        Under Recent activity
        Click Edit
        Unclick all four of these exclusions. You do not want to exclude based on this criterion
        Click OK
        Under Solicit codes and selections
        Click Edit
        From the Exclusions listed on the left side column, select the following and then click on the arrow to move them over to the right side column
        Do not Mail
        Email Only
        End of Year Mailing Only
        Click OK
        Under Letter content
        Select Export a CSV file of the recipient information
        Select Mail for how you want to send this letter
        Under Merge fields click Edit
        In far left column (Browse for fields in)
        Click on plus sign in front of Constituent Marketing Information
        Then click on plus sign in front of Constituent
        You now need to build out the Selected Fields column. It’s probably easiest to delete a lot of things and then add back in what is actually needed.
        Delete Everything under Member – Membership
        Delete Everything under Constituent – Revenue
        Under Direct Marketing Effort Export, Delete Ask 1 (ask amount)
        Under Constituent Marketing Information, delete Everything EXCEPT the following three selections:
        Addressee
        Contact addressee
        Last name/Org name
        Now it’s time to start rebuilding the Selected Fields. You do this by selecting the following from the Constituent Marking Information – Constituent section located in the far left column AND the Fields located in the center column.
        Select the following from Constituent and move them over to the Selected Fields:
        Address (Primary)
        From Fields move the following:
        Address line 1
        Address line 2
        City
        State abbreviation
        ZIP
        Type
        Business (Primary)
        From Fields move the following:
        Last/Organization Group/Household name
        Create shortcut names for the above selections so that they are not so long when you create the spreadsheet/columns
        Click Save and Close
        You will then automatically return back to your Letter 1 in “Add an appeal mailing”
        From here, click Next
        Then click Finish and close
        The Appeal has been made
        Click Run Mailing (this will give you an expected recipient count)
        IF the count seems accurate (depending on number of active members, plus the additional lists), click Run
        After you click Run, it will then give you the option to Save the File
        Save the File as a download – it’s a CSV file but open it as an Excel spreadsheet
        Open CSV/Excel spreadsheet
        Delete Columns A through E
        Delete the column that has email addresses
        Reorganize the columns
        You want Last name/Org to be Column A
        You want Org Name to be in the column right before Address Line 1
        Sort by Address Type (you do not want to include a business name to a home address)
        Sort by Address Type (work or home) first AND by Org Name second
        If there is an Org Name listed for someone with a Home address, delete the Org Name from the spreadsheet
        Once this is complete, you can delete the Address Type column from the spreadsheet
        Next sort on Address Line 1
        If there is NO address, then delete all of those names/rows from the spreadsheet
        Once that is done then Sort by Last Name, so the list will be in alphabetical order
        Scroll through the list to check for any dupes or weird names, salutations, incorrect titles, typos, etc.
        If there are any typos, go back into Altru and make the actual correction in the member record, in addition to making the update on the spreadsheet
        Once you have reviewed the mail list and it is in alphabetical order, save as Blanton Articulate Mail List
        Send to contact at printer/Mailhouse