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View Email Broadcast List

Category:HWeb Admin

Creating an Email Broadcast List

To create a list of email addresses, that can be sent to a professional email broadcaster:
Go into HWeb Administrator
Select the Email Broadcast menu.
Select Create list - 
  Check “Create new table”
  Check Current Reservations, Archive Reservations. 
Duplicates will automatically be removed.
If you only wish to email to those customers that made reservations online check WEB Reservations Only.
Press Execute and the new list will be created.

Now, select Export list and press Execute.
The list will be exported in CSV format, you will be prompted for a save location.
The information exported is EMAIL ADDRESS, NAME.

NOTE:  Though you could use this email list yourself to generate a large volume of emails to clients, please realize that most Internet Service Providers will automatically “blacklist” any account that generates a great deal of outgoing email at a single time.  This is done automatically in most situations, without regard to who is actually trying to send the email. This is done as a way to cut down on ‘spammers’ - companies that flood the Internet with junk email.  If your company is blacklisted, it typically results in blocking ALL outbound and inbound email.  It can also take a while to get your account reactivated.  For best results, consult with a professional email service.

For clients whose applications are Hosted on Hudson Servers:

In the steps above, when you are asked to name the file to be saved and the save location, you can give the file any name you wish (ex: email_export) and the save location should probably be the Windows Desktop, or the My Documents folder.  When you complete the export, it will create the file and save it on the Hudson Server.  Once the file is saved here, you will need to select a method to move or copy the information to your own local computer so that you can manipulate or use the information.

Option 1:

Locate the file that was created upon export
Right click on the file and select Open With > notepad
Press the CTRL + A keys on your computer to highlight all of the information displayed on this document
Right click again on any part of the select text and select “Copy”
Open Notepad or other text editor on your home / local computer (Mac users may find Text Wrangler a useful application)
Right Click in the blank space of this new document and slect “Paste”.
This should result in all of the information highlighted on the Hudson Server now appearing in the new text document on your local desktop.
Click File > Save As > email_list.csv
(the .csv indicates that it should be saved in a Comma Separated Value format, and not a .txt format)
If you cannot save it with the .csv extension then save it with the .txt extension - then right click on the file, selet rename, and change the .txt to a .csv.
Once saved as email_list.csv, right click on the list and select Open With > MS Excel, or other spreadsheet application.  You should now be able to manage and manipulate the exported data, locally, using the functions of the spreadsheet.

Option 2:

Open your web-based email application (gmail, yahoo, etc.) from a web browser on the Hudson Server desktop.
Create a new mail message to yourself, or other coworker.
Select to Attach a file to the email.
Browse the Hudson Server desktop to locate and select the email_list.csv file created above.
Send the email to yourself.
Once you receive the email in your office, you should be able to open the attachment using MS Excel or other spreadsheet application.

Custom Mailing List Grid

Follow this link to download a customized Mailing List Extraction Grid:  File:CustomMailingList.gdf

Once the file has been downloaded, save it to your Hudson > HWeb > Templates folder.
Once saved, open your HWeb Dispatcher application
Click File > Open
Browse to and locate the downloaded file: CustomMailingList.gdf
Once opened, you should see the key fields typically needed when creating a mailing list, including:
ID
Profile Type
Profile Type 2
Name
Telephone
EmailAddress
Total number of Reservations
Date of last Reservation
Default Pickup Location
Address
City
State
Zip
PUD Type

Click File -  Export
Select the location to save your exported list
Select the file name to use when exporting
Once the export is complete, follow the instructions for Option 1 or Option 2 above to move this file to your local desktop (if applicable).
Using MS Excel or other spreadsheet, you can manage and sort the list to obtain a list of most frequent users, least frequent users,  specific zip codes, etc.

TIP: For reasons of application efficiencty, client names are stored in a single field in the SQL database.  When exported this results in the entire name contained as a single entity (ex: “Mr. John Smith” ). If you wish to separate names into their component parts, this can be done using MS Excel and other spreadsheet applications.  The function you want to lookup is called Text to Columns.  Using this function, you can usually take a list of hundreds of client names and then separate them into: “Mr.”  “John”  “Smith” in just a few minutes. This makes it much easier to do mail merges where you wish to personalize the material being sent.

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