Looking to create an SDD in Campaign Manager? See this article instead.
Scheduled Data Deliveries can be created in Mobile Event Capture, Prospectus Request, and Rapid Response.
Add a New SDD
Inside "Setup: Scheduled Data Deliveries" choose what type of SDD you want to create and click "Add SDD".
Each type has slightly different uses, and gives slightly different options during setup.
Daily - Use this if you want to send out multiple SDDs a week. In SDD Details, tick the days that you'd like your SDD to send on.
Weekly - Use this if you want to send one SDD in a week. In SDD Details, choose the day your SDD should send on.
Monthly - Use this if you want to send one SDD in a month. In the SDD Details, select the day of the month you want to send the SDD on.
Please note: It's not currently possible to use 'relative time' options, ie '2nd Wednesday'. You must select a day of the month.
SDD Details
Fill out the details of your SDD. In the above example, we have a Monthly Prospectus Request SDD.
Frequency - This is set when you add the SDD
Active - Use this checkbox to enable or disable the SDD
Name - the name of the SDD. Make sure it's recognisable, as this is used on the SDD dashboard.
Deliver to - This is the email address of the person receiving the data delivery, usually someone in your distribution house. You can only send an SDD to one person.
Days of week/ Day of week/ Day of Month - This is the day or date you want the SDD to send on.
Group Students - If a student has made multiple prospectus requests, either through error or from selecting many types of prospectus, this groups the request together so the student only receives one delivery. Note: This cannot be used if no student data is selected.
SDD type - This allows you to select whether you'd like a CSV data file of student's information, or a PDF mail-merge of the student's information which can be printed out on Avery L7160 or L7163 labels.
Delivery time - This is the time when the SDD will send to the recipient email.
Starting point - This is the date at which the SDD will start collecting data. It is possible to set the start date in the past and collect historical data for the first run, however changing it after it's saved will have no bearing on what data is collected. For example, if you set the start date to today and saved, then changed to a past date, no historical data would be collected. Instead, you would need to create a new SDD.
Auto deactivate on - You can use this to choose a date for the SDD to stop sending on. For example, you could set this to the date when you want to stop offering the previous year's prospectus.
Notes - In this text box you can add details or instructions to the SDD recipient.
Filters
During the setup of a scheduled data delivery (SDD) you can choose to apply a filter to your data. This is done under the "Filter" header as shown below:
The first dropdown is your data field, the second is the condition and the third dropdown is the value. By combining these three options you can build filters to target specific types of students as shown below:
In this example, we are targeting people who are "Undergraduate" or "Postgraduate" students. As both of those filters share the same data field the CRM interprets that as an 'OR' statement. We are then refining that further to target people who are looking to enrol in "2020". This adds an 'AND' condition to your filter because the data field is different. The result is:
Target students whose "Level Name" equals "Undergraduate" OR "Postgraduate" AND whose "Year of Entry" matches "2020"
As you can see, by chaining your filters it's possible to create a powerful set of conditions to target exactly who you want.
SDD Type Settings
Which setting you see here will depend on which SDD Type you selected in SDD Details.
File Settings
If you chose a Data File as your SDD Type, then this is where you set the details for it.
Zip (compress file) - This will send the CSV inside a zip file. This is useful if you are expecting large amounts of records.
Password - Here is where you put the password for the file, if you want to ensure only people with the password can access the data
Select fields for the report - Here is where you select what fields you'd like to see in the CSV. All SDDs have the same Student fields, but each app also has fields specific to that app. For example, Prospectus Request has the "Packing Code" field, and Rapid Response has "Event Date" and "Event Name".
Label Type
If you chose Labels for your SDD Type, then this is where you can choose the type of label size and upload your PPI image.
By default labels have the student's title, name and address. If sending items overseas, you can optionally choose to include the country.
Please note: if you use a PPI image, you can only choose Avery L7163 label type due to the size of the PPI image.