How to Order Membership Invitation Materials FULFILLMENT PROGRAM How to Order Membership Invitation Materials

FULFILLMENT Yes, I want to order invitation materials. Yes, I want to customize a membership invitation letter and have invitation packets stuffed and mailed. You can do one or both!

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Scroll all the way to the bottom and select “Order Invitation Materials”

TIMELINE FOR FULFILLMENT ORDERS Orders may be placed at any time. Processing takes 3 business days (from the day you placed the order). Depending on your area of the country, allow 5-10 business days for delivery of the invitations. Aim to have your invitations in the hands of your students no later than 6 weeks before your initiation. – Give invitees enough time to respond and plan to attend the ceremony.

CUSTOM KIT OR BULK MATERIALS Select “Order Items” from the top toolbar. Then, select either Custom Kit or Bulk Materials.

OPTIONS Custom Kit Orders Bulk Material Orders Invitation packets will be mailed to invitees or shipped to the chapter. The base invitation packet includes: Color Invitation Brochure Personalized Invitation Letter Outer Envelope Bulk Material Orders Bulk invitation materials will be shipped to the chapter. Available Bulk items include: Color Invitation Brochure, Letterhead, Postcard, PRE Form, Envelope

Are you doing a Custom Kit order? If so, continue to the next slide. Are you doing a Bulk Material order? If so, skip to slide 29.

CUSTOM KITS CHAPTER AND INITIATION INFORMATION Select “Custom Kit.” Enter chapter information and initiation details. Type and customize a paragraph in the invitation letter (optional). Upload or type a signature for the invitation letter. Upload additional information (optional): A letter from the President or Provost A letter from the Dean A chapter flyer

CUSTOM KIT ORDER FORM

CUSTOM KIT ORDER FORM (CONT.)

CUSTOM KIT ORDER FORM (CONT.) Upload Chapter President’s Signature Upload a letter from the University President or Provost You may upload a signature image; otherwise a script font will be used to print the officer’s signature. (Uploaded signature images must be in GIF, JPG or TIFF format. For best results, crop/remove any “white space” around the signature.)

CUSTOM KITS UPLOADING ADDRESSES Your data file must be in Excel, CSV (comma separated), tab-delimted TXT, or DBF format. Your data file must contain a header row (the first row must contain the names of the columns). Your data file must include (*Required): First Name* Last Name* Address 1* Address 2 City* State* Zip*

CUSTOM KITS UPLOADING ADDRESSES To upload an Address list, select “Browse” to find your file from your local machine or network. Then, select “Upload & Add” to load the file. Fields marked with an asterisk (*) cannot contain blank values. If any required records contain blank values, you will receive an error message that must be corrected before you can proceed. If the system does not recognize your fields after you select “Upload & Add,” you will be prompted to use a dropdown menu. – Fname (First Name); Lname (Last Name); Address (First Address Line); Address 2 (Second Address Line)

CUSTOM KITS RETURN MAIL Invitation packets that have forwarding addresses filed with USPS within the last 12 months will be forwarded at no charge. Packets with incomplete or invalid addresses or forwarding addresses more than 12 months old will be returned to the chapter (the chapter’s address serves as the return address). Standard Mail orders will be charged $1.14 by the USPS for each piece of returned mail. Chapters will also be responsible for any additional shipping costs incurred on bulk-shipped items that are returned to sender or require address corrections due to incomplete address entry at time of order. Chapters opting to send invitations via First Class will not incur a fee for returned pieces.

MAILING TO INTERNATIONAL ADDRESSES Fulfillment does allow you to mail to both international and APO/FPO addresses! To do so, the addresses must be formatted correctly in your data file: For international addresses: •The appropriate two-character Country Code needs to be placed in the “State” field of the data file. See http://en.wikipedia.org/wiki/ISO_3166-1_alpha-2 for a full list of two-character Country Codes. •A value must be placed in the “Zip” field. If a Postal Code for a particular international address is not available, then just place the two-character Country Code in the “Zip” field as well. For APO/FPO addresses: •Follow the format examples posted here: https://www.usps.com/ship/apo-fpo-guidelines.htm. •Full name must be included: rank should be included with the first name in the “First Name” field of the data file. •Unit information should be entered under the “Address 1” field. •The correct designation of APO or FPO should be entered in the “City” field. •The correct designation AP or AE or AA should be entered in the “State” field.

UPLOADING YOUR ADDRESS LIST If you use the provided Excel template, you should see a message under Mailing Info that says “NAME OF FILE uploaded!”

USING YOUR OWN TEMPLATE If you do not use the provided Excel template OR if any of the field names in your Address List do not match those in the Excel template, then the system needs you to indicate what each of your columns represents. After you click “Upload & Add,” the system will display the first five records of your data at the bottom of the page. Above those five records, in each of the columns, your field names will be displayed in bold. There will also be a “dropdown” in each column. If the system can tell what a particular field is, the dropdown for that field will be already be filled in. Otherwise, you’ll need to select a value in the dropdowns – one for each of the required fields: Fname (represents First Name) Lname (represents Last Name) Address (represents Address1, the first address line) Address2 (represents Address2, the second address line) City State Zip

USING YOUR OWN TEMPLATE (CONT.) The red message above the five records will indicate which required fields you’ll need to identify. (NOTE: the arrow and text at the bottom of the picture below were added only for illustration purposes – you will not see this on the site!) Once you’ve selected all of the required fields from the appropriate dropdowns, click “Finish Data Upload” to complete the upload of your Address List. If there are issues with the way you identified the required fields, you should get a pop-up error message. HINT: When you review your proof, the system uses the first record in your Address List to populate the mailing address and Salutation – “Dear NAME.” You can look at how the Mailing Address (right below the PKP logo) is displayed and should very quickly know if you didn’t identify your fields correctly. If so, just click <<BACK and you can Upload & Add the file again and identify the fields correctly.

HOW TO PREVIEW THE INVITATION LETTER Once you have uploaded your Address List and completed all the required fields on the Kit Info page, click PREVIEW to view an “instant proof ” of the Invitation Letter with all of the customized information (including the President’s Letter, if you uploaded one). Review the proof carefully. You have three options at this point: If you see any issues, you can click <<BACK to make any changes. If you’d like to save the proof (for example, if you need to have others review the proof before you place your order), click SAVE PROOF. This will save the proof in the Fulfillment site – where you can then find it under Customized Proofs on the home page. (HINT: While on the Proof page, if you want to save a PDF of the proof on your computer so you can email it, click the “disk” icon right above the proof. Click the “printer” icon to print the proof.) If you’re happy with the proof, and are ready to order it, click ADD TO CART. NOTE: Before you click SAVE PROOF or ADD TO CART, you must agree to the disclaimer (by clicking the checkbox next to it).

SAMPLE INVITATION LETTER

CHECKING OUT If you choose ADD TO CART, you will be taken to your shopping cart. You should see the Custom Kit there, with a quantity already listed under Enter Quantity (based on the number of records in your Address List). Under the Price column, you will need to select a Mailing Option. Each option lists the approximate number of days it will take to reach the recipient once mailed (for Bulk Ship it lists the number of days it will take Franklin to ship the order), the price per piece, and the total cost. (The Bulk Ship option does NOT include Shipping.) •Choose ‘Bulk Ship’ if you want us to complete the Custom Kits and ship them to you. Choose a specific mailing rate (First Class Stamp, First Class Permit, Standard) if you would like us to mail the kits directly to the recipients in the Address List. (NOTE: Based on the number of recipients in your address list, the available mailing rates will be automatically displayed!)

CHECKING OUT (CONT.) From here, you can go back to the Items list by clicking on <<BACK or ORDER ITEMS, to order Bulk Materials, such as additional letterhead. To get back to the Cart at any time, you can click VIEW CART at the top of the page. To remove items from the Cart, check the box to the right of the items you wish to remove and click REMOVE ITEMS. To check out, click CHECKOUT.

CUSTOM KITS SUBMIT ORDER Review and confirm shipping information and submit your order. You will receive an email confirming your order. When the order ships, you will receive a shipping notification email with a tracking number.

BULK MATERIALS CREATE ORDER Select “Bulk Materials” instead of “Custom Kit.” Select the invitation materials you want to receive. Enter the number of each item you want to receive. (Note: Enter only the number of sheets and/or pieces you want to order, do not enter the number of paper reams.) Click “Back” to order more items or “Update” to save any changes you have made to you cart. Once you are ready to submit your order, select “Checkout.”

TO ORDER BULK MATERIALS Click ORDER ITEMS at the top of the page Click the checkbox next to each item you wish to order Click ADD ITEMS TO CART at the bottom of the page

TO ORDER BULK MATERIALS (CONT.) 4. When taken to the Cart, enter the Quantity you need shipped (for each Bulk item in the cart). PLEASE ENTER THE NUMBER OF SHEETS OR PIECES – DO NOT ENTER NUMBER OF PAPER REAMS

TO ORDER BULK MATERIALS (CONT.) Then either click BACK to order more items, UPDATE to save any change you’ve made to Bulk Material Quantities, or CHECKOUT to proceed to checkout. Whenever you are ready to submit your order, from your Cart (click VIEW CART at the top of the screen if you need to), click CHECKOUT.

BULK MATERIALS CHECKOUT Insert the shipping address and select your desired ship method. Include valid and complete addresses with a street number and street name ( “1234 Main St.”). Building name and room/suite number should also be included. Chapters will be responsible for any return and re-shipping charges for materials that are returned to sender due to incomplete address entry at time of order.

BULK MATERIALS SUBMIT ORDER Review and confirm shipping information and submit your order. You will receive an email confirming your order. When the order ships, you will receive a shipping notification email with a tracking number.

REVIEW ORDER SUMMARY

ORDER SUBMITTED- ORDER NUMBER

RECENT ORDERS PAGE

NEW: Fulfillment E-mails mail template choices: Your Invitation is Forthcoming E-mail from Chapter Reminder E-mail from Chapter E-mail to Parent E-mail Pricing: $0.04/e-mail (cost absorbed by the Society)

NEW: Fulfillment E-mails In the Fulfillment system, select ‘Custom E-mail’: Then select a Template from the dropdown to view the e-mail copy. Click ‘Use this Template’ to customize:

NEW: Fulfillment E-mails Fill in fields to customize the e-mail (many will be pre-populated for you): Then click Preview E-mail to see your customized e-mail:

NEW: Fulfillment E-mails Click ‘Finalize This E-mail’, and on the next screen you’ll be asked to upload your data file: Once uploaded, it will show you the first 5 records of your data file, and you’ll need to use the dropdowns at the top to identify certain fields/columns in your data file that will be used to create and sending the individual emails to your students:

NEW: Fulfillment E-mails Once you’ve identified your fields and clicked ‘Finish Upload and Preview Final E-mail’, it will show you the final e-mail, using the first record from your data file: If everything is correct and you’re ready to place your order, agree to the disclaimer and click ‘Add to Cart’:

NEW: Fulfillment E-mails If you’re ready to place your order, click CHECKOUT: Verify your e-mail address (this is where order confirmations and your invoice will be sent) and click CONTINUE. On the following screen, review all of the information – if it’s correct, click SUBMIT ORDER. Your e-mail will then go to Headquarters, who will review and either approve your e-mail or reject it back to you. If it is approved, your e-mails will be sent to the recipient list shortly thereafter!

NEW: Fulfillment E-mails After your e-mail order is approved and the e-mails are sent, you can log back into the Fulfillment system to see statistics (i.e., opens, bouncebacks) on your e-mails. Do this by clicking RECENT ORDERS, and then click the order number in the list that is displayed: On the View Order screen, click the “here” link to see your statistics:

NEW: Fulfillment E-mails When you “hover” your mouse over each of the counts (i.e., Opened, Bounceback) it will expand to show you the recipient e-mail address and the date/time the e-mail was opened, bounced back:

QUESTIONS? If you have trouble placing an order, contact Franklin at PhiKappaPhiSupport@gofranklingo.com. You may also contact Kam Lubben (klubben@phikappaphi.org) at Headquarters if you need assistance.