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eCommunications - Enterprise Mass Email

Foundation/DMS Data in Lyris

When a query is requested in the Donor Management System (DMS), the University of Minnesota Foundation provides the requester with a segment, in Lyris, of recipient email addresses. The Foundation then adds the segment to the unit's global external list (unit GEL).

A unit GEL contains all segments referencing DMS data. It contains no members other than list administrators. It is used exclusively for communicating with alumni, donors, and friends of the University.

There may be different unit GELs for different levels of a large unit's organizational structure. For example, the College of Liberal Arts might have unit GELs such as cla_alumni-gel and cla_extrel-gel. (Naming conventions dictate that unit GELs be in the form ou1-gel, ou1_ou2-gel, etc.)

Sending Messages to Alumni and Donors

The steps for sending messages to Foundation recipients are available in an illustrated guide, found on the Documentation page.

Solicitations and Surveys

All solicitations and surveys to alumni, donors, and friends of the University must have prior approval from UMF (or the Minnesota Medical Foundation, as appropriate).

Access Controls for Unit GEL Lists

A unit's Lyris contact may request a unit GEL by using a list request form. Once a unit GEL has been created, the contact may add administrators to it. (Administrators and all users must have completed the user usage agreement.) Administrators may not change unit GEL settings or edit segments.

Message Content

Messages sent to recipients derived from Foundation data must include a standard text block. It includes unit name, U.S. mail address, and the ability to opt-out. Phone number(s) and Web address are optional.

If your unit's name has the words “University of Minnesota” in it, use the following format:

This email was sent by: [unit name], [full U.S. mail address] USA
[optional phone number(s) on new line]
[optional Web site URL on new line]

Please remove me from this email communication list

(with “remove me” linked to the Foundation's unsubscribe system).

Example:

This email was sent by: University Relations at the University of Minnesota, 3 Morrill Hall, 100 Church St SE, Minneapolis, MN 55455 USA
612-624-6868
http://www.umn.edu/urelate/

Please remove me from this email communication list

(with “remove me” linked to the Foundation's unsubscribe system)

If your unit's name does not have the words “University of Minnesota,” use the following format:

This email was sent by: [unit name] at the University of Minnesota, [full U.S. mail address] USA
[optional phone number(s) on new line]
[optional Web site URL on new line]

Please remove me from this email communication list

(with “remove me” linked to the Foundation's unsubscribe system).

Opt-out/Remove Me Links in Mailings

The Foundation's opt-out system must be used for all messages sent to segments generated from DMS. The opt-out URL is linked to the “remove me” text in the standard footer. The format of the opt-out URL has changed, following the reset and upgrade. Use this code for your opt-out URLs:

https://www.foundation.umn.edu/pls/dmsn/lyris.driver?nbr_segment=%%merge e.id_list%%&email_addr=%%emailaddr_%%

as your code. When copying this code (e.g to DreamWeaver or Lyris), be certain that the percentage signs remain intact and that the only space in the URL appears after the word “merge.” You should not see “ ” or “%20” in the URL after copying it. Additionally, in the text part of your content, the opt-out link must not break across lines.

When you send a test message, Lyris will merge the segment number and email address of the test recipient into the message and the recipient will see a URL similar to:

https://www.foundation.umn.edu/pls/dmsn/lyris.driver?nbr_segment=123&email_addr=username@example.com

The only way to be sure you are using a working opt-out URL is to test it. Failure to include a working opt-out URL in mailings may result in restrictions on or revocation of you and your unit's access to Lyris ListManager. Additional information on how to verify opt-out links for GEL mailings is available.