IWeb Health Promotion Module User Guide

Mailings Export

The mailings export feature allows an authorized user to create export files to be sent to a third-party mailing fulfillment vendor.

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

As of version 5.16.12, the Email Update has been decoupled from the Mailings Export so that the Constant Contact API is not constantly called.

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

ACS keyline (16-digit keyline identifier or manual, 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)
Patient's (complete) Name or Mailing Name
Address, City, State, and Zip Code (5 or 9-digit with hyphen)

The mail export can optionally be limited by county, zip code, and/or language preference. The mail 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.

Since the USPS requires a 9-digit serial number instead of the 16-digit keyline, both the serial number and keyline files are sent. Preceding zeros are included in the export so that the serial number is a full nine digits. On all pages where the keyline is currently displayed, both the keyline and serial number are displayed in the format of <Serial Number> / <Keyline>. The Keyline field on the patient search page accepts either keyline or serial number for searching. The ACS error log looks up the keyline for the serial number so that both can be displayed.

To create the export file, click on the Health Promotion > Mailings Export link in the menu. The Health Promotion Mailing Export page opens. Select the criteria for the report, then click one of the buttons:

Run Export - To create the text files for the export to the fulfillment vendor. Files that have been created are listed on the Health Promotion Mailings Export page. Click on the file name link for details.
View Files - To view previously exported files (individually or zipped/compressed, in both English and Spanish). The filenames are prefixed with the mailing ID number (1-17) specific to the mailing age. Intro packets have the format of 1_INPKT_EN_432.161. Only the most recently created export files can be viewed.

The mailings 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. Note that mailings do not include patients whose Mail Method is set to Email, with the following exceptions: All Intro packets should always be sent as a hard-copy mailing, regardless of the Mail Method value. Address Check produces an address file for everyone currently opted in to receive only emails who have not received a successful physical mailing from Health Promotion in the previous X number of days. Email Switch Postcard produces a mailing file for everyone previously opted-in to email who were recently switched back to postal mail as a result of a failed email (excluding Unsubscribed); pull for those previously opted-in to Email Only.
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.

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

The mail 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 mailing file name hyperlink on the Health Promotion Mailings Export page. A file download dialog box appears; click Open to view the file in the default text editing application (i.e., Notepad).