We have chosen to manage individual e-mail addresses.
Every constituent ID has up to three e-mail addresses that we might mail to.
Primary E-mail Address type: Must have Primary box checked and Allow Marketing box checked.
TMS Second E-mail type: Must NOT have Primary box checked and must have Allow Marketing box checked.
Press type: Must have the Allow Marketing box checked.
I actually set up a TMS Third E-mail type, but it is inactive because I’ve never had to use it.
E-mail addresses may or may not have mail purposes checked, depending on what patrons select online. We use 9 of the 10 possible slots (still in version 11) for e-mail purposes. One of the 9 is “No email to this address” and one is “No email from FGO partners.”
When I send e-blasts, I run three extractions, one specifically targeting each e-mail type. I name the source starting with “E1” for the Primary E-mail Address, “E2” for the TMS Second E-mail type, and “EPR” for the Press type. That way, when it hard bounces or is unsubscribed, I know which address needs to get updated.
I have a procedure that runs nightly which updates the affected e-mail address’s address type to TMS Hardbounce or TMS Unsubscribe, removing the Allow Marketing check, removing the No E-Marketing indicator from the General tab that WordFly sets, and closing the “Unsubscribed” CSI. This procedure also reports any e-mail addresses that have the Allow Marketing box unchecked but that have mail purposes (other than the two “No Mail” settings) checked. I then manually check those addresses and update the type from TMS Unsubscribe or Hardbounce back to Primary E-mail Address.
Obviously we will have to rethink this once we move to version 12.
I’m still mulling over how to handle the Canada issue. We need to stiffen up our opt-in requirement. Currently when people go to our web site to sign up for e-mail notices, they can do so without actively choosing which types of e-mail they want—and I can’t tell by looking at their e-mail addresses whether they signed up that way or just by purchasing a ticket (or attempting to do so).
I’m thinking that if you are in a consortium setting, you’ll either need a massively complicated opt-in page (if all organizations use the same e-mail types and share address records), or each organization will need its own copy of an e-mail address.
______________________________Lucie SpielerIT Development and Training Manager