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Table of Contents


Marketing Data

Policy

Emma Groups

  • Files should NEVER be uploaded to an Emma Group that has "(Salesforce)" in the title. Groups with this designation are synced directly with Salesforce reports, meaning any new Contacts uploaded to these groups will be created in Salesforce as well.
  • If a new Emma Group is created, Marketing must go into Salesforce > Emma Setup > and deselect the new group BEFORE uploading any Contact data from a file.
  • New Emma Groups must be created for any data provided by special request.
  • These groups should NOT be synced with Salesforce:
    • Degree Plus prospectives (undergraduates)
    • HB60
    • Return to the U students
    • Youth students/parents
    • Opt-In lists (new subscriptions from web)
  • Marketing should not update any data in the fields imported from Salesforce. Should units needs updates to this data, it will need to be updated in Salesforce, or in PeopleSoft when applicable.

Emma Contacts

  • Emma Contacts should Archived and not Deleted
    • Archived Contacts do not count against Contact limits, and will retain the Contacts opt-out preferences
    • New email list subscribers will be synced with Emma Groups created specifically for managing this list. This data will not be synced with Salesforce.

    Sources

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    Emma Groups



    		Emma GroupData SourceEmma Group parametersData pointsEmma Group Refresh
    interval
    IntervalMaintenanceNotes
    1Academic Credit Current Students (Salesforce)Salesforce

    Credit students

    Past 2 years

    		First name, last name, uNID, email, zip code, age
    Rolling based on Term


    Include Contract?

    2Academic Credit Prior StudentsEmma
    Need to be checked for duplicates.





    3Academic Credit Opted-InWeb/EmmaOpt-in from web



    4Academic Noncredit Current Students (Salesforce)Salesforce

    Non-Credit students

    Past 2 years

    		First name, last name, uNID, email, zip code, age
    Rolling based on Term



    5Academic Noncredit Prior StudentsEmma
    Need to be checked for duplicates.





    6Academic Noncredit Opted-InWeb/EmmaOpt-in from web



    7CECE Staff (Salesforce)SalesforceCurrent CECE staff
    Manual




    8ELI
    Agents
    Agent Leads (Salesforce)Salesforce
    		First name, last name, email, company, country
    Cumulative


    		*Needs to be maintained in Salesforce prior to sync with Emma
    9ELI Partners Leads (Salesforce)Salesforce
    Cumulative

    		First name, last name, email, company, country

    		*Needs to be maintained in Salesforce prior to sync with Emma
    10Go Learn Past Travelers (Salesforce)
    Salesforce
    Data TeamAny prior participantFirst name, last name, uNID, email, zip code, age
    Cumulative



    11Go Learn Opt-InWeb/Emma

    Interest form

    Engaged with Go Learn event





    12Lifelong Learning Current Students (Salesforce)Salesforce

    LL students

    Past 2 years

    		First name, last name, uNID, email, zip code, age
    Rolling based on Term



    13Lifelong Learning Prior StudentsEmma

    LL students

    Older than 2 years

    Need to be checked for duplicates.




    14Lifelong Learning Opted-InWeb/EmmaOpt-in from web



    15Osher Current students (Salesforce)Salesforce

    Enrolled in Osher course

    Past 2 years

    Not deceased

    		First name, last name, uNID, email, zip code, age


    16Osher Past MembersEmmaPrior Osher members
    Need to be checked for duplicates.




    17Osher Opted-InWeb/EmmaOpt-in from web



    18Professional Education Current Students (Salesforce)Salesforce

    ProEd students

    Past 2 years

    		First name, last name, uNID, email, zip code, age
    Rolling based on Term




    19Professional Education Prior StudentsEmma
    Need to be checked for duplicates.





    20Professional Education Degree Plus
    Tableau
    Data Team




    21Professional Education Partner ListExternal Partners




    22Professional Education Opted-InWeb/EmmaOpt-in from web



    23Return to the U
    Tableau
    Lower Campus




    24Return to the U Opted-InWeb/EmmaOpt-in from web



    25Sandy Current Students (Salesforce)Salesforce

    Students taking classes at the Sandy Site

    Current Term

    		First name, last name, uNID, email, zip code, age
    Rolling based on Term



    26Test Prep Current Students (Salesforce)Salesforce

    Test Prep students

    Past 2 years

    		First name, last name, uNID, email, zip code, age
    Rolling based on Term


    Does not include ACT.

    27Test Prep Opted-InWeb/EmmaOpt-in from web



    28Youth EducationTableau

    Tableau Data

    Catalog Mailing Lists

    *All exclude DO NOT MAILS

    Catalog Mailing ListData SetFiltersData PointsHistorical RequestsNotesAcademic NoncreditPast ANC students

    Subject code (past ESSF)

    Date range

    First name, last name, uNID, mailing address

    Jira Legacy
    serverSystem JIRA
    serverIdde26a982-8f85-3e45-ade6-0295e1a5d763
    keyDR-2215

    Jira Legacy
    serverSystem JIRA
    serverIdde26a982-8f85-3e45-ade6-0295e1a5d763
    keyDR-2517

    Jira Legacy
    serverSystem JIRA
    serverIdde26a982-8f85-3e45-ade6-0295e1a5d763
    keyDR-1350

    Not Faculty/Staff?

    Lifelong LearningPast LL students

    Subject code

    Date range

    First name, last name, uNID, mailing address

    Jira Legacy
    serverSystem JIRA
    serverIdde26a982-8f85-3e45-ade6-0295e1a5d763
    keyDR-2516

    Jira Legacy
    serverSystem JIRA
    serverIdde26a982-8f85-3e45-ade6-0295e1a5d763
    keyDR-1382

    Osher members 65 and younger that have not taken a LL class?

    Calculate # classes per subject area?

    Osher

    Past LL students

    Past ANC students

    Past GOLRN travelers

    Age (>65)

    Osher Current Membership (TRUE/FALSE)

    Osher Any Membership record (TRUE/FALSE)

    Date range based on membership begin date (new this year)

    Date range based on membership expiration

    Date range

    First name, last name, uNID, mailing address, age

    Jira Legacy
    serverSystem JIRA
    serverIdde26a982-8f85-3e45-ade6-0295e1a5d763
    keyDR-3117

    Jira Legacy
    serverSystem JIRA
    serverIdde26a982-8f85-3e45-ade6-0295e1a5d763
    keyDR-2503

    Jira Legacy
    serverSystem JIRA
    serverIdde26a982-8f85-3e45-ade6-0295e1a5d763
    keyDR-1392

    Jira Legacy
    serverSystem JIRA
    serverIdde26a982-8f85-3e45-ade6-0295e1a5d763
    keyDR-123

    Professional EducationPast PROED students

    Subject code

    Date range

    First name, last name, uNID, mailing address

    Jira Legacy
    serverSystem JIRA
    serverIdde26a982-8f85-3e45-ade6-0295e1a5d763
    keyDR-2055

    Jira Legacy
    serverSystem JIRA
    serverIdde26a982-8f85-3e45-ade6-0295e1a5d763
    keyDR-134

    Youth

    Past Youth Ed Class

    Subject code

    Date range

    First name, last name, uNID, mailing address

    Jira Legacy
    serverSystem JIRA
    serverIdde26a982-8f85-3e45-ade6-0295e1a5d763
    keyDR-3379

    Jira Legacy
    serverSystem JIRA
    serverIdde26a982-8f85-3e45-ade6-0295e1a5d763
    keyDR-2622

    Additional Data

    GroupFiltersDegree Plus (undergraduates)

    All undergraduate students without degrees

    Applied/Approved for graduation

    First name, last name, uNID, email, city/zip

    Jira Legacy
    serverSystem JIRA
    serverIdde26a982-8f85-3e45-ade6-0295e1a5d763
    keyDR-1103

    Jira Legacy
    serverSystem JIRA
    serverIdde26a982-8f85-3e45-ade6-0295e1a5d763
    keyDR-99

    HB60

    Past HB60 students

    Age

    Zip Codes

    First name, last name, uNID, email, age, zip

    Jira Legacy
    serverSystem JIRA
    serverIdde26a982-8f85-3e45-ade6-0295e1a5d763
    keyDR-3191

    Jira Legacy
    serverSystem JIRA
    serverIdde26a982-8f85-3e45-ade6-0295e1a5d763
    keyDR-2848

    Return to the U







    Youth

    Catalog Data

    Academic NoncreditLifelong LearningOsherProfessional EducationYouth

    Creating New Emma Groups

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    Marketing Data Policy

    Emma Groups

    Data Source = Salesforce

    • Do not upload data to any Emma Group that is synced with Salesforce.
    • Additional data points coming from Salesforce (such as Age, Zip Code, etc.) should NEVER be edited in Emma. Should units needs updates to this data, it will need to be updated in Salesforce, or in PeopleSoft when applicable.
    • Contacts for these groups should NOT be uploaded to any Emma Group synced with Salesforce:
      • Degree Plus prospectives (undergraduates)
      • HB60
      • Return to the U students
      • Youth students/parents
      • Opt-In lists (new subscriptions from web)
    • Data from external sources (Partners, Tableau, Excel files from the Data Team) should NEVER be uploaded to an Emma Group that is synced with Salesforce.
    • If new Salesforce reports are needed to connect with an Emma Group, this request must be submitted through the Help Center with the following data points:
      • Criteria
      • Data Points
      • Refresh Schedule 

    Data Source = Other

    • All web forms collecting new subscriptions must be generated and maintained by Marketing through Emma forms.
    • New Emma Groups must be created for any data provided by special request or from an external source.
    • If a new Emma Group is created, Marketing must go into Salesforce > Emma Setup > and deselect the new group BEFORE uploading any Contact data from a file.

    Emma Group Maintenance

    • Need to discuss with Marketing how this data in Emma Groups is maintained

    Emma Contacts

    • Emma Contacts should Archived and not Deleted
      • Archived Contacts do not count against Contact limits, and will retain the Contacts opt-out preferences
    • New email list subscribers will be synced with Emma Groups created specifically for managing this list. This data will not be synced with Salesforce.