Pulling Mail Lists for Exhibition Invitations

Follow these steps to pull mailing lists for Curatorial Connection, Director’s Circle, and General Member lists.

Pull the list in Altru

1. In Altru, navigate to the Marketing and Communications tab and click Appeal Search
2. Set the Category to Membership and hit Search
3. Click FY19 Member Event Invitations
4. Under the appeal, go to Mailings and click Add
5. Name the mailing with the list name (ex: Jeffrey Gibson General Member/DC Only/Cur Con)
6. Set the Mail Date to the date you want the mailing the drop
7. Set Address Processing to In-House Standard
8. Set Name Format to Standard
9. Select Send One Letter To Household
10. Click Next
11. Click Use Previous Letter and search for the title of the last exhibition for which you created this type of mailing
12. From the results, select the applicable communication (General Member/DC/Cur Con)
13. Rename the letter with the current exhibition
    1. Note: Under Letter Recipients, you can add or exclude more lists of constituents
14. Edit Solicit Codes to exclude constituents marked Do Not Mail and Email Only
    1. Note: You can also exclude constituents that belong to other constituencies/lists
15. Click OK
16. Select Export a CSV file of the recipient information (If printing in-house, select Merge Recipient Information With A Letter)
17. Edit Merge Fields:
    1. Under Direct Marketing Effort Export, delete all but grayed-out criteria
    2. Under Browse For Fields In:
       1. Go to Constituent Marketing Information > Constituent and add Last/Organization/Group/Household Name and then Addressee & Salutations > add Primary Addressee
       2. Still under Constituent Marketing Information > Constituent, go to Address (Primary) and add Type
       3. Under Constituent Marketing Information > Constituent got to Business (Primary) and add Name
       4. Back under Constituent Marketing Information > Constituent > Address (Primary), add Address Lines 1, 2, and 3, City, State, and ZIP
       5. Go to the tab Column Order and sort using the blue arrows to reverse the column ordering so that Direct Marketing Effort Export\Finder Number (Funder Number) is last and Direct Marketing Effort Export\Constituent Marketing Information\Constituent\Address (Primary)\Type is first
          1. Note: under Column Order, you can edit column names for the Excel file
       6. Go to the tab Set Sort Order For Rows and sort by Last Name
       7. Click Save & Close
    3. Click Next
    4. Click Finish and Close
    5. Repeat Process for DC and Cur Con lists

Share the file(s) with the Mailhouse

1. Run Mailing to create the file for the Mailhouse
2. Download and delete any unnecessary information (ex: business names on home addresses)
3. Place files in password-protected folder in Box and share link and password with Thomas Graphics