emms -- email mass sendmass send module for labware mass send li… · emms -- email mass sendmass...

EMMS EMail Mass SendEMMS -- EMail Mass Send module for Labware

By Jim Meichsner & Paul Osterholt, National Centers for Animal Health,

U.S. Department of Agriculture, Ames IA

Background

What it is:• A module for LabWare to send large numbers of customized g

email messages

Reason for making it:• October 2013 government shutdown• USDA-Ames sent an email to current customers (over 2000

database records)database records)• Going forward we can use this module to notify current

clients or subsets of clients.

© LabWare 2014 Results Count www.labware.com EMMS slide 3

What EMMS does:

From Labware, it creates, tracks, allows editing and transmits mass emailsediting, and transmits mass emails.

It can transmit test versions of the emails. It accesses the Labware database for email

addresses and other relevant information. Developers can customize code for

processing and formatting these emails.


Example -- Diagnostic Replenishment Kits

USDA-Ames needs to send diagnostic kits to some customersto some customers.• Identified in our PERSON table by an added column

Before sending the kits we want to confirm Before sending the kits we want to confirm the shipping address by email.One of the goals of EMMS was to facilitate One of the goals of EMMS was to facilitate these address-confirmation emails.


EMMS Replenishment Kit Example

(1) Run through menu (2) Create new entry



(3) Add title (4) Add recipient type



(5) Add recipient details (6) Add subject of email



(7) Add who is “officially” sending the email



(8) Add email body (This can be formatted in the HTML-Note-Box.)



(9) Add “test recipients” for test email messages



(10) Add attachment (optional)



(11) Get acknowledge message (12) Back to main menu



(13) If you choose the editing option, you can change any item



(14) Choose “Display” option to see details of the current entry …

(15) … and see a summary.



(16) To check the output of your email, choose “Test”

(17) System will send emails then give conclusion message



(18) Show 1st of 3 test emails: (19) Show 2nd of 3 test emails:



(20) Show 3rd of 3 test emails



(21) Choose “Send” (22) Receive confirmation email


EMMS Features

May save a current entry & continue later Able to copy an existing EMMS entry Able to copy an existing EMMS entry Anyone can create an EMMS entry Only authorized users can send the mass

emails (based on a functional privilege) Testing functionality sends up to 3 emails

to the “test recipients” • Anyone can send a test email to themselves


More EMMS Features

Builds on email features developed previously:• Each email is stored in an email audit table• Each email is stored in an email audit table

(X_EMAIL_SEND_AUDIT) Can transmit emails from a background processorg p

• 2013 email list included over 2000 addresses• This allows a user to continue to use their LabwareThis allows a user to continue to use their Labware

session while the emails are transmitted Sends a confirmation email when done


When Sending a Mass Email:

The module calls code to loop through the email addresses (or entries)email addresses (or entries)

The module uses a pair of customized subroutinessubroutines• One subroutine is called BEFORE the loop

Oth b ti i ll d INSIDE th l• Other subroutine is called INSIDE the loop and run once for each address


Specialize with Pairs of Subroutines

Therefore, to add a new or personalized way to send a mass email:way to send a mass email:• Using existing subroutines as templates, create a

new pair of subroutinesnew pair of subroutines• Add the name of the first subroutine to a list

• The second subroutine matches the name of the first subroutine with a suffix of “_IN_LOOP”

• Users can then choose that new subroutine when creating a new EMMS entrycreating a new EMMS entry


Hypothetical Customization Example

Hypothetically, say we wanted to send each 2013 customer a list of their projectscustomer a list of their projects

We might create a new pair of subroutines• First sub: put the unique customers into an arrayp q y• Second sub: For each customer in that array:

• Look up that customer’s address dataL k th t t ’ j t• Look up that customer’s projects

• Customize each email body with that info and transmit


Conclusion / What we expect …

Allows us to audit all mass emailsC t t il i d t d Can repeat past emails using updated information

Will enhance our labs’ communication and notifications with their users and customerscustomers


Appendix A – View of subroutines

A group of new subroutines • PAGE ONE• EMAIL_MASS_SEND_MENU_CONTROL

• EMAIL_MASS_SEND_CREATE_ROW• EMAIL_MASS_SEND_PICK_RECPNT_OPTION• EMAIL_MASS_SEND_PICK_RECPNT_VALUE

• EMAIL_MASS_SEND_PICK_FADDEMAIL MASS SEND PICK SUBROUTINE• EMAIL_MASS_SEND_PICK_SUBROUTINE

• EMAIL_MASS_SEND_PICK_ADDRESS_FILE• EMAIL_MASS_SEND_DB_INSERT_ROW

• EMAIL MASS SEND POPULATE ENTRY VALUESEMAIL_MASS_SEND_POPULATE_ENTRY_VALUES• EMAIL_MASS_SEND_ADD_ATTACHMENT


Appendix A – View of subroutines cont.

Each sub is modular and changeableTh f h b dj t d b it lf Therefore each can be adjusted by itself

• Page Two• EMAIL_MASS_SEND_COPY_ROW• EMAIL_MASS_SEND_SELECT_ROW

• EMAIL_MASS_SEND_DB_INSERT_ROWEMAIL MASS SEND POPULATE ENTRY VALUES• EMAIL_MASS_SEND_POPULATE_ENTRY_VALUES

• EMAIL_MASS_SEND_DISPLAY_ROW


Appendix A – View of subroutines cont. Page Three

• EMAIL_MASS_SEND_EDIT_ROW• EMAIL_MASS_SEND_EDIT_TEXT_FIELD

• EMAIL_MASS_SEND_UPDATE_TEXT_FIELD• EMAIL_MASS_SEND_PICK_RECPNT_OPTION• EMAIL_MASS_SEND_PICK_RECPNT_VALUE

• EMAIL MASS SEND PICK FADD• EMAIL_MASS_SEND_PICK_FADD• EMAIL_MASS_SEND_PICK_SUBROUTINE• EMAIL_MASS_SEND_PICK_ADDRESS_FILE

• EMAIL_MASS_SEND_SAVE_RECPNT_DATA_ _ _ _ _• EMAIL_MASS_SEND_UPDATE_TEXT_FIELD

• EMAIL_MASS_SEND_EDIT_HTML_NOTE• EMAIL_MASS_SEND_UPDATE_NUMERIC_FIELD

• EMAIL_MASS_SEND_ADD_ATTACHMENT


Appendix A – View of subroutines cont. Page Four

• EMAIL_MASS_SEND_CHECK_AUTHORIZATION• EMAIL_MASS_SEND_TEST_EMAIL <<may be sent to background>>

• <<set testing flag to true>>• EMAIL_MASS_SEND_GET_ADDR_FROM_HTML_NOTE• EMAIL_MASS_SEND_PREPARE_CONTENTS• EMAIL MASS SEND ADJUST ADDDRESS• EMAIL_MASS_SEND_ADJUST_ADDDRESS• EMAIL_MASS_SEND_LOOP_FOR_EMAILING

• <<customized subroutine #1 BEFORE loop>>• <<inside loop>> <<customized subroutine #2>>p• <<inside loop>> EMAIL_MASS_SEND_ADJUST_ADDDRESS • <<inside loop>> SYS_SEND_EMAIL_WITH_AUDIT

• Code: send_status = SendSMTPMailMessage(subject, … )• << adds entry to X_EMAIL_SEND_AUDIT table>>

• EMAIL_MASS_SEND_APPEND_TO_HTML_NOTE


Appendix A – View of subroutines cont. Page Five

• EMAIL_MASS_SEND_CHECK_AUTHORIZATION• EMAIL_MASS_SEND_EXECUTE_SEND_OFF <<may be sent to background>>

• EMAIL_MASS_SEND_PREPARE_ADDRESSES• EMAIL_MASS_SEND_APPEND_TO_HTML_NOTE

• EMAIL_MASS_SEND_LOOP_FOR_EMAILING• EMAIL MASS SEND PREPARE CONTENTS• EMAIL_MASS_SEND_PREPARE_CONTENTS• <<customized subroutine #1 BEFORE loop>>• <<inside loop>> <<customized subroutine #2>>• <<inside loop>> EMAIL_MASS_SEND_ADJUST_ADDDRESS p _ _ _ _• <<inside loop>> SYS_SEND_EMAIL_WITH_AUDIT

• Code: send_status = SendSMTPMailMessage(subject, … )• << adds entry to X_EMAIL_SEND_AUDIT table>>

• EMAIL_MASS_SEND_APPEND_TO_HTML_NOTE• EMAIL_MASS_SEND_CONFIRMATION


Appendix B – X_EMAIL_MASS_SEND

New Table with → KEY_NUMBER → ENTRY_TITLE→ RECIPIENT_TYPE → RECPNT_LITERAL→ RECPNT_SUBROUTINE → RECPNT_FILE→ RECPNT_FADD → RECPNT_CRITERIA→ EMAIL SUBJECT → EMAIL FROM→ EMAIL_SUBJECT → EMAIL_FROM→ EMAIL_BODY → TEST_RECPNT→ DELIVERY_NOTIFY_EMAIL → BKGRD_MESSAGE→ BKGRD_DATE → CREATED_BY→ CREATED_DATE → MODIFIED_BY→ MODIFIED_DATE → SENT_BY→ SENT_DATE → STATUS

REMOVED ATTACH FILE NAME→ REMOVED → ATTACH_FILE_NAME


Appendix C – X_EMAIL_SEND_AUDIT

Table with → KEY_NUMBER → SUBJECT→ NOTE → REMOVED→ CHANGED_ON → CHANGED_BY→ DBFILENAME → SEND_TIME

OUTPUT TYPE ERROR MESSAGE→ OUTPUT_TYPE → ERROR_MESSAGE→ CCLIST → EMAIL_ADDR→ EMAIL_SEND_KEY → EMAILSERVERNAME→ FILELIST → SEND STATUS→ FILELIST → SEND_STATUS→ THE_USER


Any questions??


emms -- email mass sendmass send module for labware mass send li… · emms -- email mass sendmass...

Documents