When you submit your search criteria by clicking the GO button for either a quick or advanced search, all batches that meet your criteria appear on the Search Results page. The number of batches found appears in the page title. The number of batches appearing on one page is shown in the # per Page field below the title. To change this number for the current and future Batch Search Results, clear the field, type a different number, and press the TAB key. IQ will retain this number until you change it.
Use the scroll bar or the DOWN ARROW key to move to the bottom of the page. Click the > link or Page Down button to view the next page; click the < link or Page Up button to view the previous page. To go to the end of the list, click the >> link; to return to the beginning of the list, click the << link. Links are unavailable if there are no additional pages or if you’re at the end or beginning of the list.
The Search Results page shows information about each batch found. The Record Count column shows the total number of Mail records in the batch. The Pending Count column contains the number of Mail records in the batch that are not completed. The Method and Status column shows the number, type of letters in the batch and the status of the Mail record (for example, 3 Approved US Mail; 5 Completed E-Mail). The numbers in these two columns may not match. If the batch contains a targeted mail record, it's counted as one record in the Record Count column. If that targeted mail record is for 50 e-mail messages, 50 E-Mail appears in the Method and Status column. The IMA Rules column displays the IMA Rule ID that is associated with the batch. If there is more than one IMA Rule for the same batch, the column will display the count for active and inactive rules. Clicking the link in the IMA Rules column will display the active or inactive rule(s).
Click a column heading to re-sort the search results by information in that column. IQ will retain the selected column sort until you change it. Click the batch name link to go to the Full Batch page, which lists all the letters in the batch.
You can customize the display of the Search Results page by selecting columns to Hide or Show. A plus sign (+) appears when you place the mouse cursor above a column heading, if the column can be hidden. Right click and select the column name in the pop-up to hide the column. To display the column, right click in a column heading and a list of hidden columns will appear. Select the check box for the column names that you would like to display and click the Show button. Generally, the check box, number and ID columns can not be hidden. Your settings for hidden columns will remain until you change them.
The Actions pane at the left of the page displays all available actions for batches in the Search Results. Some actions are unavailable until at least one batch is selected by clicking in the check box next to it. Actions include such things as archiving and activating a batch, closing a batch, deleting a batch, locking and unlocking a batch, creating a people list and changing the owner of a batch.
The Full Batch page appears when you click a batch name link and lists all mail records in the batch. The Actions and Summary section (located at the top of the page) contains actions that apply to the batch as well as information such as the batch name, batch owner, original count, created date, number of records for each status and outgoing method, batch status, and description. In addition, the History section displays information about changes in batch ownership, when the mail records were closed and when the batch was printed, locked, unlocked or archived.
The Analyze All By... link provides a quick and easy way to analyze all of the records in the current search results by providing a list of mail fields at the top of the search results page. When you click a field link, IQ displays the results in a bar graph in a new window. For each row in the graph, you can click the magnifying glass icon to view a list of the analyzed Mail records. In addition, you can click the paper and pencil icon for a dialog of actions which can be applied to the selected row of analyzed Mail records.
There are two types of explorer grids for the Full Batch page - Paging and Scrolling. Click the Switch Grid Type action to toggle between Paging and Scrolling explorer grids.
The number of records in the batch appears in the page title. The number of records appearing on one page is shown in the # per Page field below the title. To change this number for the current results, clear the field, type a different number, and press the TAB key.
Use the Range Select action to select a specific range of mail records based on the sequential number displayed in the # column. Type the first number in the From field and the last number in the To field on the Range Select dialog box page and click the Submit button. The Full Batch page will re-display with a check next to each record in the range. Click the Show # Selected link to display the range selected Mail records.
Shown for each letter in the batch is the Mail record ID, the incoming date, the date it was added to the batch, the incoming method, e-mail subject, the user to whom the letter is assigned, the Mail record status, the name, address and communication information of the correspondent (Note: The display of the address and communication information is controlled by check boxes on the Filter Results page), the salutation, outgoing method, letter name, other activity, modified date and completed date. If the same letter has been sent to this individual or to someone else in this person's household, the notation n of n duplicate letters to person or n of n duplicate letters to household appears below the correspondent's name and address. The notation n of n duplicate letters to person and n of n to household appears if the same letter has been sent to both the person and to someone else in this person's household.
The Letter Name column shows the revised date (in parentheses) and the status of the letter below the letter name - Draft, Request Approval, Denied Approval and Inactive. The staffer's name also appears if the status of the letter is Request Approval. If the status of the letter is Approved, then no status appears below the letter name. You can open the Form Letter record page by clicking the letter name link. To view the contents of the letter, click the magnifying glass icon next to the letter name. If the form letter has attachments, the paper clip icon will appear. Clicking the paper clip icon will open the Attachments panel of the Form Letter record page. The response letter name and response letter text also appear in the row below the Mail record ID if you selected it in your user Preferences. Clicking the letter name link opens a drop-down box containing the text of the outgoing response letter. Clicking the link again closes the box. In addition, clicking the magnifying glass icon will open the response in Word. Clicking the (Edit Library) link opens the Document record. If the Mail record is an outgoing e-survey and your office has purchased IQ Connect, a link to the E-Survey record will appear below the response letter along with the person's responses to the e-survey. In addition, if the Mail record is an outgoing e-mail (such as an e-newsletter mailing) and your office has purchased IQ Connect, a "(viewed by n of n)" link will appear in the Out Method column. This link displays the Targeted Mail Recipient Analysis report which contains a detailed analysis of the recipients of the e-mail by the view rate and non-deliverable rate as well as provide details on any surveys that the recipient has filled out.
The Detail/Summary action works in conjunction with your user Preferences to display the e-mail subject, the text of the e-mail and/or the Mail record comments on the Full Batch page. Note: Information on who has FULL access to the Mail record appears in both Detail and Summary (below the mail record) when record security prevents a user from accessing the record.
To display all of the people records that are attached to targeted mailings on the Full Batch page, click the Expand T-Mail action. Click the Collapse T-Mail action to display only one mail record for each T-Mail record.
Click any column heading to re-sort the mail records by information in that column. Click the ID link to go to the Mail Record page for that record. If you've selected multiple records, select the Edit action to access the first record. Then, when you're finished with that record, select the Next arrow to open the next selected record. The next record will open to the same panel as the last panel used.
The Scrolling explorer grid provides a faster way to access and view a large number of mail records by eliminating the need to select the number of records per page. As you scroll, using your mouse or keyboard, IQ continues to retrieve and display the mail records in the batch. You can control the vertical size of the Iframe by clicking the + or - buttons that are located in the upper right corner of the grid. In addition, Mail record data can be updated in a popup dialog (by clicking the Change link that is located in the ID column) without having to open the entire Mail Record page. Note: When a record has been updated, the text UPDATED appears below the Mail record ID.
Most of the available actions are located in buttons and checkboxes at the top of the page instead of the Actions panel. You can select a single or multiple Mail records by selecting the individual checkboxes. Select the All checkbox if you would like to perform an action for all of the records in the search results. Or you can select a range of records by clicking the Range checkbox and entering the ranges with dashes (1-6), commas (9,11) or both (1-6,9,11) and then clicking the Submit button. To view just the selected records, select the View # Selected checkbox. To return back to the full search results, deselect the View # Selected checkbox. Select the AutoLoad checkbox to load all of the records in the Search Results without scrolling. Deselect the Autoload checkbox to stop loading the records. Note: The AutoLoad action is recommended for loading 10,000 records and less. Select the Print action, in the Actions panel, to print the loaded search results.
You can filter to the mail records in the batch based on name, address, incoming e-mail subject or message text, and outgoing letter name using the Find text field located in the upper right corner. Type the word or words in the Find text field and click the Go button to start the filter. To clear the filter, click the refresh icon in the actions menu.
The sorting of the Scrolling grid is controlled by two drop-downs where you can pick the sort field (i.e. Assigned To, Incoming Date, etc.) and the sort direction (A-Z for Ascending or Z-A for Descending). In addition, there is a View option that allows you to select the layout of the data. The Simple View shows the sequence number, mail record ID, Incoming Method, Date In, Status, who the record is Assigned to, the Correspondent name and e-mail address, the outgoing Salutation type and value, the Outgoing Method, the Mail Comments, the incoming E-Mail Subject line (if it exists), a link to the incoming E-Mail message and to the E-Mail viewer, the Issue codes, the name of the outgoing letter (or the designation Custom Letter), the outgoing E-Mail Subject line (if it exists), the Batch name, and results of the Suggested Responses tool if your office is using it. The incoming E-Mail and the outgoing Response may be viewed in their own windows by clicking the plus signs. Scroll, if necessary, to the see the full text or select any of the expanded views (Simple, Column, Detail or Wide) which automatically displays the full text of the incoming e-mail and outgoing response. The Column View arranges the same data in columns. The Detail View adds the address and phone numbers of the Correspondents and includes the previous transactions information for the correspondent and his/her household. The Wide View is similar to the Column View, but also includes the Last Modified Date and Priority, and is appropriate for users with larger monitors.
All views include duplicate letter information and any pop-up Affiliation codes associated with the Correspondent. The Expand T-Mail action (located in the Actions panel) will display individual entries for all correspondents associated with a targeted mailing.
As in the Paging grid, you may open a Mail record by clicking the ID link. For certain changes, you have the option in the Scrolling grid to use a popup dialog window to make changes to the Mail record without having to open the full record page. Select the Change link to open the popup dialog and make changes to the following fields: Date In, Letter Date, Priority, Comments, Issues, Assigned, Out Method, Letter Name, Batch, and Status. When you are finished editing the record, select the Save Changes button. To switch from the dialog to the full Mail record, select the Open Record button. To cancel your changes, select the Cancel button.
When you are returned to the , your changes are visible and the changed record is marked with the green UPDATED flag. If there are unsaved changes, the record will be marked with the Refresh icon. Selecting Refresh only refreshes the surrounding records and does not cause a refresh of all the results.
The following fields are available in the Change Dialog:
This is the date the Mail record was created, but can be changed by typing a new date or clicking the calendar icon and selecting a date from the calendar that appears.
The Letter Date is the date that will appear at the top of the letter, if the selected form letter contains the letter date merge field. Enter a date in this field by typing a date or clicking the calendar icon and selecting a date. If you leave this field blank, IQ will use the date on which the letter is printed or emailed, whether individually or as part of a batch.
Click in this field to set a priority of High, Medium, Low, or None. This information appears on the Mail Paging Search Results. By clicking the Priority column heading on that page you can re-sort mail by priority. You can also search for mail with one or multiple priorities using an Advanced Search.
Record any comments regarding the incoming correspondence in this field.
When you enter this field, either by tabbing to the field or using the mouse, IQ displays a list of issue codes. You can scroll through the list to select an issue code, or enter data in the Filter field to search for specific values. Click the Load More link to see more issue codes. Select a value by clicking it with the mouse, or Tab through the list and select Enter when you are on the desired value. Remove values by highlighting and deleting.
When you enter the Assigned field, either by tabbing to the field or using the mouse, IQ displays a list of IQ users. You can scroll through the list to select a user, or enter data in the Filter field to search for specific values. Click the Load More link to see more user names. Select a value by clicking it with the mouse, or Tab through the list and select Enter when you are on the desired value. Remove values from fields by highlighting and deleting.
This field shows the method by which the letter will be delivered. Click in this field to select another method from the list that appears or type the first letter of a method to enter it in the field.
When you enter the Letter Name field, either by tabbing to the field or using the mouse, IQ displays a list of assignable form letters. You can scroll through the list to select a form letter, or enter data in the Filter field to search for specific values. Click the Load More link to see more letters. Select a value by clicking it with the mouse, or Tab through the list and select Enter when you are on the desired value. Remove values by highlighting and deleting. The Letter Name field includes the following additional filtering options (located at the top of the Filter window):
• All displays all assignable letters.
• Related displays issue/workflow code related letters.
• Recent allows you to select letters assigned to other mail during the current login session.
When you enter the Batch field, either by tabbing to the field or using the mouse, IQ displays a list of batches. You can scroll through the list to select a batch, or enter data in the Filter field to search for specific values. Click the Load More link to see more batches. Select a value by clicking it with the mouse, or Tab through the list and select Enter when you are on the desired value. Remove values by highlighting and deleting. The Batch field includes the following additional filtering options:
• All displays all possible batches.
• Mine displays batches owned by the logged-in user.
• Recent displays batches used during the current login session.
• Add allows you to add a new batch name and make this record the first record in that batch.
The Status field records the status of the mail record. This field normally defaults to Approved when you add a new record. If your User ID is set up to require approval of mail before it is sent, this field will default to On Hold. When you print the final letter or send the e-mail message, the status is automatically changed to Completed. You can change the status to Completed by clicking in the field and selecting that status. To place a piece of mail on hold and prevent it from being printed in final either individually or as part or a batch, or sent as an e-mail message, select the On Hold status.
Filtering lets you use advanced mail search criteria to find specific records within a batch. For example, if the batch is one with mixed outgoing methods, you might want to filter for those records with an outgoing method of US Mail before you print the batch. You can also control the display of the correspondent's address and communication information on the Full Batch and Filtered Batch pages by selecting the Show Address or Phones check boxes. To filter a batch, select the Filter Results action, enter advanced search criteria or quick search criteria and press the GO button. When the filtered list of records appears, you can filter it again using the Modify Filter link to further narrow down the list. To return to the full batch, select the Clear Filter action.
You can run reports for batched letters by selecting one or multiple batches on the Batch Search Results page and then selecting the Print action. You can also select this action on the Full Batch or Filtered Batch page to print selected or all records in a batch. Printing options let you format your output as HTML, Word, or Excel.
You can save some or all mail records in a batch to a list with the Save as List action on the Full Batch page. When you select this action, you create a Mail select list containing all or selected records that were found with your search. To save your results to a list, select individual or all records and then select the Save as List action. Name the list and click the Save button. The list appears when you click the Lists submenu link and is identified with a Method of Personal.
You can also create a People list that contains all records in a batch by selecting one or more batches and then selecting the People List action. Options for the People List action let you include or eliminate members of the same household or people living at the same address.