Bulkmail Replacement
A job has
been created that will allow the administrative staff to communicate via email
to a group of students. This job will
get its information from Campus Solutions via the Data Warehouse and send an
email message to the person who requested the list with an attached file
containing email addresses. This file
can be used to send emails via Zimbra or Word/Outlook mail merge. NOTE: this job is was
created in August of 2009. Some options
may not work yet and the output of the job is subject to change. Please email ward@humboldt.edu if you encounter any
problems or have any suggestions.
To run
this job, log into Banner and type U_BULKMAIL into the Go To…
blank. [Note, the use of Banner is
temporary, until we develop a different way to submit jobs to the data
warehouse. You will need a Banner
account, which most of you already have.]
This will
take you to the GJAPCTL form and allow you to enter the parameters defining the
group of students you are interested in.
To get to the parameter values block, press CTRL-PageDown
twice. Generally, you will only fill in
parameters 10, 20, 40, 50, or
60.
Parameter 10:
Major/Study Field. Enter a code (e.g. BOT) to receive a list of students
who have declared that major. 2nd and 3rd majors
are included. Entering a study field code will return all majors within
that field (ART would get ART, ARHI, ARSS, and ARST).
Parameter 20:
Department code. Enter one or more department codes to
receive a list of students who have declared a major in that department.
(BUS would return BA, MBA, BAAC, and the other seven business majors)
Parameter 30: Include
minors? Enter Y or N for whether parameters 1 and 2 should consider
students’ minors in addition to their majors. (Defaults to Y)
Parameter
40: Course/Subject. Enter a course (e.g. ECON 210 or
ECON210) or a subject code (e.g ECON) to select all
students enrolled in a particular course or any course in that subject.
Parameter 50: Faculty
ID. Enter the HSU ID for a faculty member (e.g. 010015587) to receive a
list of students enrolled in one or more courses being taught by this faculty
member.
Parameter
60: Class number. Enter a CN (43218) to receive a list of
students enrolled in that section.
Parameter 70: Term
code. Enter a past or future term code to specify an enrollment term;
leave blank for the current term. (May use either Banner or PS term
codes)
Parameters
10, 20, 40, 50, and 60 can all accept a list of values instead of just
one. For example, you could ask for students in either biology or botany
by entering BIOL, BOT in parameter 1.
After
entering your parameters, press CTRL-PageDown again
to get to the Submit Block and then press F10 to run your job. In about 10 minutes, you should receive an
email message with your data file.
In Zimbra,
your email message may look something like this:
Click on the bulk*.csv file to open it in Excel or Save it to disk.
You may also click on instructions.html for some help with using the csv file. You may
wish to use mailmerge to send more personal and
professional emails to your students, or you can simply paste the list of email
addresses into a single Zimbra message to all of them. You will need to ask the computer center to “white-list”
your account, since Zimbra blocks accounts from sending to too many people at
once.
The
simplest way to email with Zimbra is to right-click on the email column in
Excel and choose Copy.
Create
your message in Zimbra with your own address in the To:
box. Then Paste the email addresses in
the BCC column. You may need to click
Show BCC. Note: It is VERY important
that you use the BCC field to protect the privacy of your students.
Now delete
the word EMAIL from the BCC box and all your student’s email addresses will
appear. You are now ready to click Send.