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2017-06-13T06:04:43.341484

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%META:TOPICPARENT{name="OdsMail"}% ---+ Guide to using ODS-Mail for Mail Merge %TOC% ---++ What is it? ODS-Mail has an "Email Merge" feature that enables dynamic email message construction, merging content with data from: * ODS-AddressBook * vCard collections * CSV documents These "merge-sources" may be local or remote HTTP-accessible files, including SPARQL SELECT Queries which deliver CSV-formatted output. ---++ Why is this important? Just as printed mail merges once did, this provides a productive mechanism by which to generate email messages to dispatch information, on a highly focused basis, to relevant contacts. ---++ How do I use it? ---+++ Step 1 - Prepare Recipient List Create or locate your recipient list ("merge-source" document), in any supported format -- * <b>vCard</b> <verbatim> BEGIN:VCARD VERSION:2.1 N:Gump;Forrest FN:Forrest Gump ORG:Bubba Gump Shrimp Co. TITLE:Shrimp Man PHOTO;GIF:http://www.example.com/dir_photos/my_photo.gif TEL;WORK;VOICE:(111) 555-1212 TEL;HOME;VOICE:(404) 555-1212 ADR;WORK:;;100 Waters Edge;Baytown;LA;30314;United States of America LABEL;WORK;ENCODING=QUOTED-PRINTABLE:100 Waters Edge=0D=0ABaytown, LA 30314=0D=0AUnited States of America ADR;HOME:;;42 Plantation St.;Baytown;LA;30314;United States of America LABEL;HOME;ENCODING=QUOTED-PRINTABLE:42 Plantation St.=0D=0ABaytown, LA 30314=0D=0AUnited States of America EMAIL;PREF;INTERNET:forrestgump@example.com REV:20080424T195243Z END:VCARD </verbatim> * <b>CSV</b> <verbatim> key,firstName,lastName,mbox 0,John,Smith,john.smith@example.com 1,Anna,Clarks,anna.clarks@example.com 2,Rojer,Danrette,rojer.danrette@example.com 3,Kate,Sigton,kate.sigton@example.com 4,Tim,Craft,tim.craft@example.com </verbatim> * <b>SPARQL Query Results URL</b> where the output format is set to CSV 1 Suppose the following SPARQL query: <verbatim> PREFIX rdf: <http://www.w3.org/1999/02/22-rdf-syntax-ns#> PREFIX foaf: <http://xmlns.com/foaf/0.1/> SELECT DISTINCT ?person, ?firstName, ?lastName, ?mbox WHERE { ?person a foaf:Person ; foaf:firstName ?firstName ; foaf:lastName ?lastName ; foaf:mbox ?mbox } LIMIT 100 </verbatim> 1 Test it against your Virtuoso SPARQL Endpoint before passing it to the email merge tool. * The <b>SPARQL Query Results URL</b> is: <verbatim> http://example.com/sparql?default-graph-uri=&query=PREFIX+rdf%3A++%3Chttp%3A%2F%2Fwww.w3.org%2F1999%2F02%2F22-rdf-syntax-ns%23%3E%0D%0APREFIX+foaf%3A+%3Chttp%3A%2F%2Fxmlns.com%2Ffoaf%2F0.1%2F%3E%0D%0ASELECT+DISTINCT+%3Fperson%2C+%3FfirstName%2C+%3FlastName%2C+%3Fmbox%0D%0AWHERE+%0D%0A++{%0D%0A++++%3Fperson+a+foaf%3APerson+%3B%0D%0A++++++++++++foaf%3AfirstName+%3FfirstName+%3B%0D%0A++++++++++++foaf%3AlastName++%3FlastName+%3B%0D%0A++++++++++++foaf%3Ambox++++++%3Fmbox+.%0D%0A++}++%0D%0ALIMIT+100&format=csv&CXML_redir_for_subjs=121&CXML_redir_for_hrefs=&timeout=30000&debug=on </verbatim> * [[http://bit.ly/1oo0XdX][Live results]] should be similar to the following: <verbatim> "person","firstName","lastName","mbox" "http://www.miroslavmilic.com/#Miroslav%20Milic","Miroslav","Mili?","mailto:miroslav.milic@gmail.com" "http://www.morelab.deusto.es/resource/pcuriel","Pablo","Curiel","mailto:pablo.curiel.alamo@gmail.com" "http://www.morelab.deusto.es/resource/pcuriel","Pablo","Curiel","mailto:pcuriel@deusto.es" "http://www.morelab.deusto.es/resource/pcuriel","Pablo","Curiel","mailto:pablo.curiel@deusto.es" "http://tw.rpi.edu/instances/EricRozell","Eric","Rozell","mailto:rozele@rpi.edu" "http://tw.rpi.edu/instances/EricRozell","Eric","Rozell","mailto:rozele@rpi.edu" "http://tw.rpi.edu/instances/TimLebo","Tim","Lebo","mailto:lebot@rpi.edu" "http://f-dengler.de/foaf#fd","Frank","Dengler","mailto:frank.dengler@kit.edu" "http://f-dengler.de/foaf#fd","Frank","Dengler","mailto:dengler@aifb.uni-karlsruhe.de" "http://f-dengler.de/foaf#fd","Frank","Dengler","mailto:dengler@kit.edu" "http://f-dengler.de/foaf#fd","Frank","Dengler","mailto:frank.dengler@aifb.uni-karlsruhe.de" </verbatim> ---+++ Step 2 - Prepare Merge Template 2. Go to the ODS-Mail application home page: %BR%%BR%<a href="%ATTACHURLPATH%/mail1.png" target="_blank"><img src="%ATTACHURLPATH%/mail1.png" width="600px" /></a>%BR%%BR% 3. Drill down to <b>Preferences</b> -> <b>Templates</b>: %BR%%BR%<a href="%ATTACHURLPATH%/mail2.png" target="_blank"><img src="%ATTACHURLPATH%/mail2.png" width="600px" /></a>%BR%%BR% 4. Click <b>Create</b> for a new Template, or click <b>Edit</b> to work with an existing one: %BR%%BR%<a href="%ATTACHURLPATH%/mail3.png" target="_blank"><img src="%ATTACHURLPATH%/mail3.png" width="600px" /></a>%BR%%BR% * ODS-Mail supports merge placeholders only in the <b><code>To:</code></b> and <b><code>Subject:</code></b> headers, and the message body. * Wrap placeholder strings in double-braces (e.g., <b><code>{{place holder}}</code></b>) to indicate content merge insertion points. * If you can, use placeholder strings that match the field names you've used in your merge source. Don't worry if you don't know what those names are yet -- during the mail merge process, you will be prompted to set up a manual mapping between any unrecognized template placeholders and the fields in your merge-source. * ODS-Mail supports a number of default template placeholders, which follow the other conventions for field mapping in ODS. If your placeholders have other names, then you will be prompted to provide a mapping for this merge. * <code>{{Title}}</code> * <code>{{First Name}}</code> * <code>{{Middle Name}}</code> * <code>{{Last Name}}</code> * <code>{{Gender}}</code> * <code>{{Birthday}}</code> * <code>{{Company}}</code> * <code>{{Job Title}}</code> * <code>{{Home Street}}</code> * <code>{{Home Street 2}}</code> * <code>{{Home City}}</code> * <code>{{Home State}}</code> * <code>{{Home Postal Code}}</code> * <code>{{Home Country}}</code> * <code>{{Home Phone}}</code> * <code>{{Home Fax}}</code> * <code>{{E-mail Address}}</code> * Due to nuances of Web browser, Web server, Mail server, and Mail client interaction, you may want to test with a simple merge to only yourself, to ensure that all content is delivered as intended. For example: * In the "To:" header -- <verbatim> To: "{{name}}" &lt;{{mbox}}&gt; </verbatim> -- will preview and be output as the SMTP-deliverable -- <verbatim> To: Fred Jones fjones@example.com </verbatim> -- while -- <verbatim> To: &amp;quot;{{name}}&amp;quot; &amp;lt;{{mbox}}&amp;gt; </verbatim> -- will preview as -- <verbatim> To: "Fred Jones" <fjones@example.com> </verbatim> -- but be output as the SMTP-undeliverable -- <verbatim> To: &amp;quot;Fred Jones&amp;quot; &amp;lt;fjones@example.com&amp;gt; </verbatim> * In the Body -- <verbatim> Dear {{firstname}}, </verbatim> -- will render as -- <verbatim> Dear Fred, </verbatim> * In the Body -- <verbatim> &amp;quot;&amp;#123;&amp;#123;firstname&amp;#125;&amp;#125; &amp;#123;&amp;#123;lastName&amp;#125;&amp;#125;&amp;quot; &amp;lt;&amp;#123;&amp;#123;mbox&amp;#125;&amp;#125;&amp;gt; </verbatim> -- will render as -- <verbatim> "Fred Jones" <fjones@example.com> </verbatim> 5. Click <b>Save</b> to preserve your changes. <i><b>Note:</b> When creating a new template, you will only have a <b>Save</b> button, until you do so. When editing an existing template, you will have both <b>Save</b> and <b>Merge</b> buttons from the start, and clicking <b>Merge</b> will automatically save your changes before proceeding. If you wish to discard changes to the template, you must click the <b>Cancel</b> button.</i> 6. Click <b>Merge</b> button to save your changes and proceed to the actual email merge-and-send process: %BR%%BR%<a href="%ATTACHURLPATH%/mail3.png" target="_blank"><img src="%ATTACHURLPATH%/mail4.png" width="600px" /></a>%BR%%BR% ---+++ Step 3 - Preview and Send the Merged Messages 1 Click <b>Merge</b>, and then select a CSV data source %BR%%BR%<a href="%ATTACHURLPATH%/mailMerge_2.png" target="_blank"><img src="%ATTACHURLPATH%/mailMerge_2.png" width="600px" /></a>%BR%%BR% 1 Map each template placeholder to a column name in the structured data source, and indicate whether this column should be used for record de-duplication. <verbatim> mbox => E-mail Address lastName => Last Name firstName => First Name </verbatim> %BR%%BR%<a href="%ATTACHURLPATH%/mailMerge_3.png" target="_blank"><img src="%ATTACHURLPATH%/mailMerge_3.png" width="600px" /></a>%BR%%BR% 1 Merge the data with the template, and preview the mapping and email messages: * *Table showing mappad data* %BR%%BR%<a href="%ATTACHURLPATH%/mailMerge_4.png" target="_blank"><img src="%ATTACHURLPATH%/mailMerge_4.png" width="600px" /></a>%BR%%BR% * *Preview single message* %BR%%BR%<a href="%ATTACHURLPATH%/mailMerge_5.png" target="_blank"><img src="%ATTACHURLPATH%/mailMerge_5.png" width="600px" /></a>%BR%%BR% 1 Send messages ---++Glossary * <b>merge-source</b> -- data source for email merge, in a supported format (i.e., CSV or vCard) * <b>placeholder</b> -- marker of the form, "<code>{{mbox}}</code>," indicating the merge insertion points in a template ---++Related * [[OdsMail][ODS-Mail]]

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