Your resource for tips, training, and answers to frequently encountered issues
The Encompass (iModules) platform provides substantial opportunities to craft beautiful messages to your alumni group.
Throughout the full lifecycle of an email send (conception to reviewing stats), you may encounter problems that are easily remedied through the posts and steps in this Email Messaging Guide.
We will update this regularly with useful information based on the questions and feedback we receive from you, our incredible volunteers. Please refer to this area often as you encounter an issue to determine if the steps to solve your problem may already be available. If not, please do not hesitate to reach out to us at advux@iu.edu.
Troubleshooting Resource
When sending email previews you may encounter the following error: “400: At least one of the hyperlinks in your message has a missing or incomplete URL.”
This is the result of previewing/sending an email with buttons/links that do not have a destination URL. It frequently occurs when trying to send a preview/test before the message has been completely edited.
To overcome the error, please delete any links and buttons from the template that you do not plan to use. If you plan to use them, make sure to complete the URL field associated with each link and button.
Altering the template may result in errors similar to: “Before releasing this draft, Sender Identity and unsubscribe tokens will be required. Missing Tokens: ##Unsubscribe## or ##Unsubscribe_URL##”. Get more information on this type of error, see the Template item under The basics.
With each of your chapter email sends comes the question of which segment to use. We have made the process easier by creating each of these segments for you with a specific audience in mind.
- The “everyone” segment includes active, grace, and lapsed IUAA members, graduates (IU degree holders), alumni (those who have taken at least 3 credit hours while at IU but may or may not have graduated), and friends of IU who have some relationship with IU and are in our database.
- Graduates list includes those who hold a degree from IU. Use this list when sending Trustee Election emails.
- Members Only list includes those in your region with an active and grace membership status.
- Must Send list should be included every time you release a finalized email.
All of the segments exclude those who have solicit codes associated with their record and have chosen to opt out of emails from IUAA. Lists are updated on a nightly basis as records are updated in our database.
Have someone who would like to be included in your email communications? Email the Digital User Experience team at advux@iu.edu to have the individual added to the Crimson database. Be sure to include the following in your request:
- First and Last Name of the person to be added
- Email Address
- Within Encompass (iModules), click Email in the top navigation menu.
- From the drop-down, click Email Calendar.
- Click the checkbox beside See All Sub-Communities.
- Avoid sending emails on any day marked as a blackout.
