Create, Upload and Use Data Extensions (Lists) Description: This Quick Guide provides the steps necessary to create, upload, and use data extensions (recipient lists) through the Yale Message system. Steps to perform the following processes are included in this guide: Create a Data Extension Upload a Data Extension View Uploaded Lists and Records Update a Data Extension Update a Previously Created Data Extension Create a Subscription List Update a Subscription List Overview of the Subscribers Menu Move a Data Extension Creating New Sub-Folders Exporting Data Extensions Exporting Data Extensio

Log In to Yale Message To login to Yale Message: Go to yalemessage.yale.edu using Chrome or Firefox. Type your NetID and Password and click Login. Yale Message will open. Back to Home

Create a Data Extension To create a data extension: Navigate to tool bar, hover over Email Studio bottom and click on Email. Hover over Custom, click on Yale Message File Upload. The Yale Message File Upload page displays. Back to Home

Create a Data Extension (Cont.) Under Helpful Tips, click on the Download File Upload template link. Click on the Download link at top of page. The Excel (.csv) file will download to your computer. Click to open it in the bottom left corner of your screen. Back to Home

Create a Data Extension (Cont.) Complete the excel template by entering either FirstName, LastName and EmailAddress and/or NetID. Note: When NetIDs are used, once the spreadsheet is uploaded, the first name, last name and email address will automatically populate in Yale Message. Choose File/Save As and rename the.csv file. Back to Home

Upload a Data Extension The Yale Message File Upload process allows the user to upload a .csv file containing email recipients to make that list available for emailing from within the Yale Message system. To upload a new list to Yale Message, you must have the list saved as a .csv file, and saved to your computer. The .csv file must have a minimum of three fields (with columns appropriately labeled). First name (FirstName) Last name (LastName) Email address (EmailAddress) To upload a list: From the Email Studio, Hover over Custom on the menu. Select Yale File Upload Center. Log in with your NetID Back to Home

Upload a Data Extension (Cont.) Select Upload a List. Create or update your data extension. If updating a data extension, select that extension from the dropdown list. If creating a new data extension, enter a unique name for the new data extension. Click Browse to select the .csv file created during the Create a Data Extension section. Click Start Upload Process. 4 5 6 7 Back to Home

Upload a Data Extension (Cont.) The file is uploaded, analyzed and the system will display the analysis results on the screen. Note: If Yale Emails Not Found, Invalid non-Yale Emails or Duplicates Found, click on the hyperlinks to learn more details about the invalid records. Back to Home

View Uploaded Data Extensions and Records To view the data extensions that you have manually uploaded via the Yale File Upload Center: In the Email studio, hover over Subscribers. Click Data Extensions. A list of data extensions will appear, including the lists that you have uploaded. To see the specific individuals in a data extension, in the Name column, click on the list name. 1 2 3 4

View Uploaded Data Extensions and Records (Cont.) Information about the data extension displays. Click on the Records tab to see each member. 5 6

Update a Data Extension (Add new recipients) There may be occasions when you need to update a .csv file by adding new individuals or removing current ones from your list. This is a two-step process, first adding the names and email addresses, then uploading the list. Open the saved .csv file on your computer and additional information. Note: Your .csv file does not need to include the existing individuals who are already in the data extension. If you need to exclude someone from your list, type an “N” in the Subscribe field for the specific record. (Note: You should never delete an individual row in your .csv file) Save the .csv file. Follow the instructions to Upload a Data Extension. Be sure to choose your data extension from the Select Existing Data Extension drop down menu.

Update a Previously Created Data Extension In the event that you are not the original creator of a data extension that you need to update (i.e. your list was moved from Message III to Yale Message by the project team) and thus do not have the original .csv file used to create it, you can still update the data extension. Follow the instructions to Create a Data Extension to get started. Add individuals by including their name and email address or NetID to the new .csv file. Note: Your .csv file does not need to include the existing individuals who are already in the data extension. If you need to exclude someone from your list, type an “N” in the Subscribe field for the specific record. Click File/Save As and save the .csv file with a new name. Follow the instructions to Upload a Data Extension. Be sure to choose your data extension from the Select Existing Data Extension drop down menu.

Update a Previously Created Data Extension (cont.) Confirm the changes were made to your list by locating the data extension. From the Subscribers menu choose All Subscribers. Click on the link for the folder in which your data exists (i.e. Data Extensions, Salesforce Data Extensions) Click on the link for the updated data extension. 8 7

Update a Previously Created Data Extension (cont.) Click the Records tab. The data extension records reflect changes made to the list. Note: If your data extension contains more than 200 records, you will need to export it to view all records by clicking the Export button and choosing Browser download.

Create and Upload a Subscription List There may be occasions when you create and upload a .csv file with names and email addresses for which individuals needs the ability to unsubscribe, such as for a department newsletter. This falls under the category of a Commercial list. Follow the steps to Create a Data Extension. On the Yale Message File Upload page, click to Upload a List. Under Upload Your List, check the box, “Recipients will need the ability to unsubscribe from this list.”

Create and Upload a Subscription List (Cont.) Select the appropriate Selection Category to create a new subscription list. To Upload CSV File, click on Choose File. Click Start Upload Process. You will receive an email message confirming that your file upload completed.

Create and Upload a Subscription List (Cont.) View the Upload Results. Note that it may take up to 15 minutes until your subscription list is available to use for distributing an email.

Update a Subscription List There may be occasions when people on a subscription list want to unsubscribe. Use the following steps to complete this process. Hover over Custom, click on Yale File Upload Center. Click on the Download File Upload template link. Open the .csv file and enter the FirstName, LastName and EmailAddress or NetID information to subscribe or unsubscribe individuals from the list using a Y or N in the Subscribe column.

Update Subscription List (Cont.) Select the appropriate Subscription Category and Subscription Group to update a subscription list. To Upload CSV File, click on Choose File. Click Start Upload Process. You will receive an email message confirming that your file upload completed. Revised 05/25/2017 TGXXX DIST (or CEN, AUD, ILT) For help contact the Finance Support Center at 432-5394 or sharedservices@yale.edu.

Overview of the Subscribers Menu The Subscribers drop down menu includes many types of data extensions. You will find your list with two specific folders: Data Extensions – .csv files manually uploaded through the Yale File Upload Center. Salesforce Data Extensions – lists that have been set up and/or moved from Message III by the Yale Message project team. You may see some or all of the following folders depending upon your unique business unit setup (see next page) Sending to both Data Extensions and Salesforce Data Extensions – Data extensions must be in a folder under Salesforce Data Extensions in order to send to them at the same time. You can do this by moving the data extension to the Uploaded Lists folder. Move a data extension instructions

Data Extension definitions and Refresh schedule TYPE OF EXTENSION DEFINITION REFRESH TIMELINE – CONDIDITONS ARS Lists Auto-refresh subscription lists. These are prepopulated based on criteria similar to Auto SQL Lists, but provides the option to unsubscribe. Daily Auto SQL Lists These lists refresh automatically from Workday or Banner. Filtered Data Extensions Specific views of lists (i.e., Staff by roles, PDAs, faculty) Feeds off Auto SQL list Subscription Lists Uploaded Lists – Lists you manually upload. It is not part of automation. If there is updates, it has to be manually done. This list does not refresh. If you want to update your uploaded list, you must follow the Update a Data Extension steps. NOTE: If you decide to delete ARS list, Auto SQL list, Subscription List or a Filtered data extension it can also break cycles, so please submit a ticket to message.support@yale.edu to delete this so we can also update this in the backend. You must not change the name of any data extension (except for uploaded list) as it can break the manual and auto refresh cycle. If you need to change the names, send a file with the new names to message.support@yale.edu

Move a Data Extension If you need to send your email to people on multiple data extensions (lists) you have uploaded through the Yale File Upload Center, you will need to ensure all the uploaded lists are in the same folder. You do not have the ability to send your email using data extensions that are in different folders (Data Extensions, Salesforce Data Extensions) When you manually upload a data extension, it appears under the Subscribers menu within the Data Extensions folder. As a best practice, we recommend moving your manually uploaded data extensions to the Uploaded Lists folder. If you don’t see an Upload Lists folder, see Creating New Sub-Folders.

Move a Data Extension (Cont.) To move a data extension: Select it by clicking the checkbox next to the data extension name in it’s current location. Click the Move button located above the list of data extensions. In the Change Location dialog box, select the destination folder and then click Ok.

Creating New Sub-Folders When moving or organizing your data extensions, you may want to create additional sub-folders within your existing folder structure. To do so, Point the mouse at the folder you want the new sub-folder to be created within, and click the right mouse button. Or, if your computer is a Mac, use control click. Select New Folder from the dialog box and give the new sub-folder a descriptive name. Note that you can also move, rename or delete folders from the same dialog box.

Exporting your Data Extension If you want to export any of your data extensions please follow these steps: Navigate to Subscribers > Data Extensions > locate the folder of your data extension. Click on the data extension name.

Exporting your Data Extension cont. After clicking on the data extension a new window will display. 3. Click on records -- this will only display the first 200 members of your data extension. To view the rest of your members: 4. Click on Export

Exporting your Data Extension cont. A pop up window will display 5. Make sure to select Browser download for Delivery Location 6. Click on Export The file will download at the bottom of the browser. If by any chance the file appears to be empty once you open it, please check in you desktop download folder and download it from there.