Appeal Pulls

UNDER REVIEW

 

The Appeal Pull Process involves selecting Partners for mailings, events, emails, telemarketing calls or other channels.

 

Note: Always click on ”Save and Close” before exiting the Pull screens.  It would be advantageous to do a ”Save and Close” about every 15 minutes while creating a Pull to avoid losing your work in the event of an Internet interruption.

 

 

 

Open an appeal and click on the "Pulls" tab.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Create a New Pull

On the screen that is displayed under the "Pulls" tab, click ”Create New Pull.”   

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

You will be prompted to "Use a prior pull for a template" or to "Create blank pull."  

 

Select ”Create blank pull," then click "Save."

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

A blank Pull table will be displayed.  On the left side of the table are the Appeal-Segments created for this Pull.  The details of the Appeal-Segment currently being added or modified will be displayed on the right.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

When you begin with a blank Pull, Bernard™ Data Solutions creates 4 standard Appeal-Segments:

• Global Attribute:  An Appeal-Segment in which the user can define the overriding Pull criteria, such as ”All 00-24 month partners" (thereby eliminating all 25-plus month names right from the start).  The Global Attribute area is also where the output fields are defined for the Appeal Pull’s CSV selection file (the output file).

• No Direct Mail: This Appeal-Segment will select those Partners who have the ”No Direct Mail” attribute turned on in their record.  The Bernard™ Data Solutions System automatically omits these donors from the mailing.  Phone Pulls will bypass records with the ”No Phone Solicitation” attribute, and Email Pulls will bypass records with the ”No Email Solicitation” attribute.

• Undeliverable Address:  This Appeal-Segment will select those Partners with an undeliverable address flag turned on in their record.  Typically this flag is activated through the NCOA process.  The Bernard™ Data Solutions System automatically omits these Partners from the mailing.

• Blank Address:  All Partners who have a blank address will be pulled into this Appeal-Segment and omitted from the final Pull.  

 

Set Global Attributes

Click on the Global Attributes” box on the left side of the screen.  The System will present the Global Attribute fields in the "details" area on the right.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Setting the Mail Date and Channel

Click the calendar icon next to "Mail Date" to pop-up a calendar from which to select the mail date.  Next to "Channel," click the arrow to select "Direct Mail," "Email," or "Phone."

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Things you should know:

 

The little green arrows next to the categories of "Global Attributes," Root Segments," "Outputs" and "Criteria" can be opened and closed to provide more working space on-screen.  When the arrow is pointing to the right, the category box is closed.  Click on the arrow to expand the category, revealing the options within that category.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Selecting the Output Fields

If the green "Outputs" arrow is closed, click on it expand it, revealing the fields from which you can choose those to be included in the output of the  final Pull.   Fields may be selected one at a time or multiple fields can be selected by holding down the ”Control” key while clicking on all fields desired.

 

 When a field (or fields) have been highlighted on the left, click one of the "right-pointing" arrows to move the field(s) to the selection box on the right.

 

 To place the selected fields in a specific order, use the arrows on the far right to move fields you highlight either up or down in the list.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The selection box, below, shows a typical selection of fields for an Appeal Pull output file.  These fields have been placed in the order desired by the User.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Click the green arrow next to "Outputs" to close the box.

 

 

 

Setting the Global Criteria

Click the "Criteria" arrow to expand the category.  This is where the Global criteria that will govern the Pull can be applied.  It is important to note that there must be at least one data verification at this level.

 

For this example, we will look for all 00-24 month Partners using 9/15/2007 through 9/14/2009 to represent the date range.

 

 

Click on the "Activity" folder in the left column to reveal the available fields under "Activity."  Click on "Activity Date" and drag to the right; drop it in the  "Drag Criteria Here To Add" box.  This action will cause a dialogue box to be displayed in which you can set the parameters for the date.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Click on the comparison box to select "Is Greater than or Equal to", then enter the lower of the two dates ”09/15/2007.”  Click "SAVE."  

 

 

 

 

 

 

 

 

 

 

 

 

 

The "Criteria" screen now shows the comparison entry, "Activity Date is Greater than or Equal to 09/15/2007."

 

 

 

Tip:  There are several ways in which you can enter a date into the data entry text box:

• Hover over the data entry text box for shortcut tips on entering the date.

• In the data entry text box,  type "091507," then press the TAB key to cause the date to be correctly formatted.

• Click the calendar icon to display a calendar from which you can select a date.

 

 

To complete the Criteria category, again drag "Activity Date" to the right and, in the popup box, choose  "Is Less than or Equal to," and enter a date of  09/14/2009.  Click "Save."  Remember to select the "AND" operator at the top left of the box.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The "Criteria" screen now shows the additional comparison entry, "Activity Date is Less than or Equal to 09/14/2009."  Click "Save and Close" to save your work.  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

"Save and Close" returns the display to the initial "Pulls" screen.  

 

 

Add Appeal Segments

Click on ”Edit Current Pull” to reopen the Appeals Segments screen.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  Click on "New Segment(s)" to create a new Segment for this Appeal Pull.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Select ”Create Blank Segments,” enter the quantity of new Appeal-Segments needed, and click on the ”Create” button to build the blank Segments.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Setting the New Appeal-Segment Attributes

Click on the first new Appeal-Segment (on this screen,  ”Segment 4”) to display the associated fields for "Segment 4" on the right side of the screen.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Enter the Segment ID based on your organization’s business rules; enter the related Segment Description; and select the Package to be associated with this Appeal-Segment.   

 

In the screen below, the User entered ”001” as the Segment ID, entered ”00-12 month $10+ Partner” as the description, and selected the ”12-Card Christmas Box” as the package.  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Collapse the ”Segment Attributes” box and expand the ”Criteria” box to enter selection criteria for this Appeal-Segment.

 

 

 

Setting the New Segment Criteria

Following the steps used to identify selection criteria for the ”Global Attributes,” identify the selection criteria for the "Segment Attributes."  For this example, set the criteria to check for "00-12 month response (09/15/2008 through 09/14/2009) with a last gift of $10 or more."  The completed criteria box will look like the criteria box, below.  

 

Follow this process to add and update new Appeal-Segments until all Appeal-Segments have been entered.  Be sure to do a ”Save and Close" before exiting the Pull process.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 Validate Counts

The screen below shows a Pull with several Appeal-Segments.  

 

Once all Appeal-Segments have been entered, the next step is to click on the ”Validate Counts” button at the top of the screen.  The Validation process will take from 1 minute to several minutes to complete, and a validation report will be e-mailed to the User.

 

After the Validation is complete, the Appeal-Segments will display two sets of counts.  In the Global Attributes box, below, the left figure (1,758) represents the total number of names available based upon the Criteria set under the Global Attributes.  The figure on the right, (73), represents the grand total of names selected under all of the Appeal-Segments for the Pull.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Below is a sample of the email message that you will receive when the ”Validate Counts” procedure finishes.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The QC Report attached to the e-mail is created from the ”Validate Counts” procedure.  The QC Report lists each Appeal-Segment total (Selected); the "pool" of available names for the Appeal-Segment (Injected); and the Package associated with the Appeal-Segment (Package).  Package Totals appear at the bottom of the report.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Adjustments can be made to the Appeal-Segments entered for the Pull.

 

One such adjustment might be to limit the total quantity selected for an Appeal-Segment.  This is done by entering a value in the ”Max Count (nth) field under the "Segment Attributes" for an Appeal-Segment.  In the sample below, while the original count is 65, the User only wants to pull 50 names for this Appeal-Segment.  

 

The ”50” entered in the Max Count Field for Appeal-Segment 001, below, is reflected in the totals for that Appeal-Segment on the left side of the display.  

 

Any time such changes are made, it is necessary to use the "Refresh Counts" button to apply the changes to the Pull counts.  Each time counts are refreshed, a QC Report will be sent to the User as an e-mail attachment.  

 

A QC Report can also be viewed or downloaded by clicking the QC Report button on the toolbar.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

The Final Pull

When you are ready to run the actual Pull, click the ”Finalize Pull” button.  A final QC Report will be e-mailed to the User as an attachment.  

 

 

Download The Final Pull Data File

Under the "Pulls" tab of the Appeal, locate the "Available Actions" button.  Click the "Available Actions: button to reveal 3 options.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Things you should know:

 

The Available Actions provides three options that relate to a Finalized Pull:

• View Details enables the User to access the Appeal-Segments screen

• Export enables the User to download the data related to the Finalized Pull

• QC Report enables the User to view or download the QC Report for the Finalized Pull

 

 

To download the data for this Pull, click the "Export" button under "Available Actions" to display the following dialogue box.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Typically, the default options for the Query Export (for a comma-separated values, or CSV, file) are acceptable.  In this case, simply click the "Export" button to proceed.

 

 

 

The export file will be copied to the User's FTP folder and an email message will be sent which contains the name of the file generated.   Retrieve the file from the FTP site and verify that you have all of the required by the mail vendor.  

 

 

 

 

 

 

 

 

 

Remember to contact Support if any problems are encountered during the Pull process.

 

 

 

 

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