< back

How To Use CAHNRS Email Lists and Email List Generator

CAHNRS Mailing

CAHNRS has two separate facilities for sending out email messages to employees. The first is a collection of Lyris email lists with a fixed definition andthat are updated every morning. The second is an ad hoc lislist tgeneratorgenerator accessible via the Intranet menu by going to Reports->Bfo->Email Lists.

Lyris Lists

Lyris has the following email lists:

Academic Faculty + Graduates

Research Faculty

Research Graduates

Research Faculty + Graduates

CAHNRS Faculty

CAHNRS All

Mail Generator

The email generator accessible via the reports module of CBS is a filterable list of employee appointments in the college. By applying various filters to the list a person is able to create a custom collection of employees. YouIn canaddition thenthe exportinterface thatsupports listthe offollowing:

  • employees as eitherExport a CSV of the appointment records,records orbased ason current filters
  • Export a semi colonsemi-colon delimited collectionlist of emails that can be copy and pasted into most email clients such as MS Outlook. The interface for exporting these records is in a drop down menu indicated by a hash tag "#" character in front of the WSUID column name.

    The mail generator also has the ability to send simpledistinct emails directlybased byon goingcurrent filters

  • Send an email to the dropfiltered downlist menu and selecting MailTo. This will open up an overlay withvia a HTML5 WYSIWYG editor

Note forthat craftingif andyou sendingexport simplethe emails towith the targetintent list. Thisto facility usesemail the SMTPlist mailof serverusers andknow willthat byemployee passexchange email accounts have the usualfollowing restrictionsrestrictions:

  • that1000 usersdistinct haverecipients onper theiremail
  • exchange accounts in terms of number of recipients, and4 emails per minute.minute

    • Exchange

  • account2000 limitations are enumerated in the following email from the IT helpdesk:

    Greetings,

    Here are the email throttling rules given to us from the Systems Group:

    Recipient Limit per message: 1000 recipients.

    Message Rate Limit: 4 messages per minute

    Note: The message rate limit just counts messages, regardless of the number of recipients in the message. If your MessageRateLimit is set to 4 then you can send 4 messages per minute; those messages could have one recipient or 1000, doesn’t matter.

    Recipient Rate Limit: 2000distinct recipients in a 24 hour period

  • Your email client may have length restrictions on the "to" and "bcc" fields

Note:

Data Source

The recipientdata ratesource limitfor countsboth the numberMail ofGenerator uniquepage recipients addressed withinand the 24statically ourdefined periodLyris regardlesslists is the tblPersonnelCurrentAppointments_UNION table, unioned with the vwCAHNRS_CourtesyAppointmentsEmpList view. The result is that, unless otherwise noted in a specific lists definition, all lists members are drawn from current appointments as well as courtesy appointments.

How to Send an Announcement

There are two ways you can send an announcement email; the first and easiest is to use one of the numberLyris lists, and the second way is to use the Mail Generator.

Using Lyris

If your target audience is defined by one of messagesthe sent,Lyris email lists above then all you need to do to send an announcement is to email the list address that corresponds to your target readers. For example if you wanted to send an email to all research faculty you would send the email to auto_research_faculty@lyris.cahnrs.wsu.edu. In addition to the Lyris lists providing easy and up to date list members every morning, sending an email via these Lyris lists have the following benefits:

  • Your name and email will be stripped from the email and replaced with ExchangeCAHNRS.Administration@smtp.wsu.edu
  • distributionThe listsreply onlyemail countingaddress aswill onebe recipientset alongto withnoreply@wsu.edu
  • someList members will not be able to see other smallemail caveats.

    recipients on the list

    • To

  • You bypass the messageemail raterestrictions limitin andplace recipienton ratemost limitexchange weaccounts

Note though, that only list administrators can assignsend the ISBulkSenderThrottlingPolicy Throttling Policyemail to the customer.

ToLyris bypasslists and have it be delivered. In most cases this is restricted to the recipientDean limitand perAssociate messageDeans, their assistants, and employees with a demonstrated business need. If you need to be given access to these lists please contact the customer can break the original message up into multiple messages, use Exchange distribution lists, or consider the use of smtp.wsu.edu or a mailman list.CWR.

Thanks!

Using the Mail Generator

If your target readers are not defined, or not completely defined by one of the Lyris lists above you may need to use the Email List Generator located in the BFO reports group in CBS. Once loaded you will see a filterable list of current appointments. By applying the relevant filters to the data you will be left with a list of appointments that you intend to mail.

ITThe Helpdesk Washingtonnext Statestep Universityis Pullman,to WAgo 99164-1222to 509-335-HELPthe (4357)drop down header menu, denoted by the "#" in front of the WSUID column, and select one of the export or 1-800-608-3839mailing Hours:options. The 8amsimplest -use 5pm,case Mondaywould -be Fridayto select "Export Email" which will create a text file of semi-colon delimited distinct email address that you can copy and paste into an email client of your choice. Please be mindful of the exchange account limitations, as well as any mail client limitations you may have.

Alternately you can select the MailTo option in the header menu which will open a basic mailing interface with a HTML5 based WYSIWYG editor, with the selected users distinct emails already in the BCC field. Emailing via this interface is not subject to the regular exchange account limitations, or those of most mail clients.

In Conclusion

The Lyris lists and the Mail Generator can be used in conjunction which each other for simple yet flexible mailing. For complicated use cases it is certainly possible to send an email to both a Lyris list, as well as a custom made list of users via the Mail Generator. Questions, bug reports, and feature requests about the mailing systems should be directed to the Reports project in the CAHNRS issue tracker at https://tracker.cahnrs.wsu.edu.