UNF eCommunications
Overview
UNF eCommunications is best suited for the creation and sending of professionally-designed and branded
marketing e-mails that are reviewed during an approval workflow by a central gatekeeper. Distribution lists
should be integrated with UNF data and targeted at a long-term and consistent population of recipients who
require the ability to manage subscription preferences.
While support for uploaded spreadsheets currently exists, it is not a sustainable solution for ad hoc lists.
Oversight is needed to understand who the customer is, how the contact data is being cross-purposed, how often
individuals are being communicated to, and whether an existing alternative exists to achieve the same
departmental goals.
Goals
1.
2.
3.
To ensure that the brand, message, and frequency of communications is appropriate.
To ensure that UNF is not at risk of being spam-blocked.
To empower functional owners and users who manage eComm and distribution list data
so that IT-involvement is not necessary beyond initial configuration.
Recommended Approaches
Data Source
Recommendation
If department is sending to UNF data
1.
Recommend the use of eComm.
in a managed enterprise system…
If department is using an external system
(Constant Contact) and e-mails do not
cross-reference UNF data…
Recommend allowing department to continue using the
external system.
and/or
2. Recommend enhancements to eComm to build
comparable functionality (list management, subscription
management, improved analytics and more).
1.
If department has a spreadsheet or listserv…
1.
If department has ad hoc recipients
2.
that change each sending…
Recommend a one-time import of data into eComm,
and then subsequent list management using
www.unf.edu/e-subscribe as is.
Recommend the use of an external system that supports
ad hoc list management.
and/or
3. Recommend enhancements to eComm to allow for true
list management (not ad hoc file imports).
Recommended Enhancements
List Management
Recommend a true list management system so that list owners may import, organize, and maintain contact
lists. Currently, there is not enough transparency for list owners to oversee lists and subscription opt-in/optout does not integrate back into original data source. This requires extensive development effort.
Ad Hoc Lists
Recommend the use of a list management system as opposed to continued use of CSV ad hoc lists. The use of
CSV uploads is not a sustainable long-term solution because it relies heavily on coordinated efforts and has
the following liabilities: (1) risk of blasting e-mail to wrong recipients due to misunderstanding, (2) overhead
burden of obtaining and configuring file each send, and (3) risk of improperly formatted data breaking the
workflow process.
Analytics
Recommend improvements to analytics so that data is segmented and organized by department so that users
see only their appropriate data. Currently, it is cumbersome to navigate through all historical data.
Configuration Interface
Recommend improvements to allow Public Relations and departments to view and/or manage settings and
distribution lists. Currently, there is not enough transparency for departments understand what and how
each list is configured, which worsens over time as configuration changes and employee turnover occur.
MailMan Listserv
Recommend discontinuing the use of Mailman listserv as an integrated data source. Currently, this poses the
following problems: (1) The tracking and analytics are inaccurate since it goes to a single listserv e-mail and
not to individual e-mails. (2) This requires unique setup, training, and support that is not consistent with
other data sources, which leads to confusion for editors. This affects LGBTRC and Women’s Center; their
contact lists should be migrated directly into the eComm database.
Subscription Preferences & Cross-Listing
Recommend improvements that address the short-comings of re-purposing users across lists. Currently,
subscription preferences are managed per list. For example, Alumni may ask to not receive Alumni
communications by opting-out of Nest Notes yet later be subscribed into department-specific
communications targeting subsets of Alumni. To them, they opted out. Global opt-out is not an option if they
do wish to receive other UNF communications like UNF Update.
Subscription Management
Recommend improvements to functionality and user interface of www.unf.edu/e-subscribe.
(1) This tool is used to manage subscriptions on behalf of recipients (in lieu of list management). There has
been confusion when recipients receive confirmation of subscription changes they did not initiate.
(2) This tool should enable Public Relations to manage the descriptions for each public eComm.
(3) This tool could benefit from responsive design. This would make it more user-friendly to directly collect
e-mail addresses during campus events and replace (requested by Environmental Center).
Comparison of Features
UNF eComm
Outlook
Vendor
(Constant Contact)
Template Layouts with Graphics
Yes
No
Yes
List Integration with UNF Data
 Banner
 Raiser’s Edge
 Active Directory
 SQL Database
 Sharepoint List
 Mailman
Yes
Yes
Yes
Yes
Yes
Discontinue
No
No
Yes
No
No
Yes
No
No
No
No
No
No
List Upload
 CSV imported into database for long-term use
 CSV uploaded for ad hoc , one-time use
Yes
Not Ideal
---Yes
Yes
Yes
List Segmentation
 Permanent subset of existing data
 Ad hoc / campaign subset of existing data
Yes
No
No
No
Yes
Yes
List and Contact Management
No
No
Yes
Subscription Management
 Unsubscribe link in footer
 Manage opt-in/out (global or specific lists)
 Change preferred e-mail address
 Feedback (reason for opt-out)
Yes
Yes
No
No
No
No
No
No
Yes
Yes
Yes
Yes
Analytics & Tracking
Yes, basic
No
Yes, advanced
Personalization
No
Yes
Yes
Attachments
No
Yes
No
Web Version/Archive of e-Mail
Yes
No
Yes
Web Sign-Up Form (integrated)
No
No
Yes
UNF Approval Workflow
Yes
No
No
Schedule Time of Sending
No
No
Yes
Throttle Pace of Sending
No
No
Yes
Setup and Approval Process
Per Distribution List
Analysis of
Request
Public Relations
and ITS
working with
Department
Per User
Per eComm
Setup Data &
Configurations
Setup CMS &
Permissions
Training
Create
eComm
Review and
Approval
ITS
ITS
Public Relations
and Users
Users
Public Relations
working with DAA,
C-Tech, Data Owner
Data Integration