IWeb Health Promotion Module User Guide

Emailings Export

The emailings export feature allows an authorized user to create export files to be sent via a web service to Constant Contact (a third-party emailing fulfillment vendor).

The export can be run for a specific emailing or all of them (default), and for the current date or a specific date.

The export file is a fixed-width plain text file with the following fields of information:

Sequence ID
Keyline (made up of a hex-encoded SIIS ID number containing alphanumeric characters, an alpha code for the mailing type, an alpha code for the language, a final check digit, and a new serial number that must be a 9-digit numeric value that can be padded with zeros)
SIIS Patient ID
First Name
Last Name
Email Address
Mail Code

The email export can optionally be limited by county, zip code, and/or language preference. The email export initially limits the maximum age of the child to lower the number of records to be inspected. This limit is 15 years of age.

To run the emailings export report file, click on the Health Promotion > Emailings Export link in the menu. The Health Promotion Emailing Export page opens. Select the criteria for the report, then click one of the buttons:

Run Export - When this button is clicked, the following occurs:
- The IIS requests Constant Contact to clear the contacts on emailing lists via a web service trigger.
- Constant Contact clears the previous emailing contacts.
- The IIS transmits an email list based on the search parameters to Constant Contact using the web service and also matches the age and language according to email templates.
- Constant Contact schedules the age- and language-appropriate emails to send to the parents/guardians.
- IIS staff must log in to Constant Contact to verify the email lists are accurate. If they are accurate, IIS staff must click Send in Constant Contact to send the emails. The parent/guardian then receives the age-and language-appropriate emails for the signed-up children. For more information about Constant Contact, see their website (www.constantcontact.com).
View Files - To view previously exported files (individually or zipped/compressed, in both English and Spanish). The filenames are prefixed with the emailing ID number (1-17) specific to the emailing age. Intro packets have the format of 1_INPKT_EN_432.161. Only the most recently created export files can be viewed.

The emailings export report criteria fields are as follows:

Field	Description
Run for Date	Select either Today (default) or enter a specific date to run the report for.
Mailings	Select either All, one or more types of mailings to limit the export for, or a birthdate range to limit the export report.
Options	Select one or more counties and/or zip codes to include or exclude (select the Exclude option to exclude the selected counties), and/or select a specific language from the drop-down list.
Email Address	If the Run Export button will be used, enter at least one email address in this field. Click Validate to make sure the email address(es)s is valid. An email will be sent to any addresses in this field when the job completes.

There are two versions of the emailings export file: English and Spanish. The files can be opened/saved either individually or within a zipped (compressed) group. When the email export is re-run, the previous zipped file is deleted and a new one is generated.

The email address information in the report is sorted by date with the most recent date on top.

To view the contents of an individual or zipped file, click on the emailing file name hyperlink on the Health Promotion Emailings Export page. A file download dialog box appears; click Open to view the file in the default text editing application (i.e., Notepad).