Individual Based Email Lists
The following queries exist directly in HL/RM to pull INDIVIDUALS that are either Primary Contact or Secondary Contact for each member type group.
These include their name and individual ID, but these are NOT for anything that would require a person who is a PC of multiple organizations to get a separate email for each organization with the org ID and org name in them. These are just for when we want to "tell all PC/SC something" and then they log in and do whatever they need to do specific to which organization(s).
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EMAIL - PC/SC of ACA/B
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EMAIL - PC/SC of ACU
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EMAIL - PC/SC of AS
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EMAIL - PC/SC of EM
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EMAIL - PC/SC of HO
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EMAIL - PC/SC of REA/B
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EMAIL - PC/SC of PFL-Paid/Waiver
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EMAIL - PC/SC of Non-Compliant
When an email needs to be sent, the request should be which sets to INCLUDE, there is no need to list which are excluded as the list is built by checking off which ones to USE.
These lists are ACTIVE members at the time they are run. Taking into account the 4 month grace period for membership, that means that from October 1 to January 31st, the will include "two years" of memberships. For the PFL list, it's only the current year when run since there's no grace period.
Individual Exclude Email Lists
In order to do "renewal" based emails, we want need to exclude from the active set anyone that's already renewed. (This is easier for Memberships since there's overlap.) In HL/RM this is a suppression list, so we include anything from above, but then exclude all the folks for the "next year". Impexium queries do not have a way to dynamically set the year, so the 2022 is baked in, and then can be adjusted when we get to doing the same thing next year.
- EMAIL - PC/SC of All 2022 Members
- EMAIL - PC/SC of 2022 PFL-Paid/Waiver
Due to the complexity of Compliance, there's not a way to separate active from "next year" easily in the the way it's done for the "Non-Compliant list above. However, excluding 2022 Members and PFLs should be the correct way to suppression anyone that HAS done something for 2022 that was non-compliant for 2021.
HL/RM Process
For Memberships, once we pass 10/1 in a year, the "current members" can basically be locked. All 2021 won't change. The base list from the Active PCs can be pulled into RM and then doesn't need to be updated. The Exlcude list of 2022 WILL change for each send, growing each time, and suppressing more people from the saved list each time. As long as this "snapshot" of the queries is not updated after 1/31 for Memberships, it should be fine to continue past 2/1 as much as necessary. The "Active" live lists will only include 2022 from that point, but the "snapshot" will keep the 2021 set. Once we move forward into the end of the next year, it can be refreshed, cycled forward, etc.
For PFLs, it's the same setup, but since there's no overlap, it just needs to be done before 1/1. When sending to PFLs that haven't renewed, the Members should also be excluded for anyone that "upgraded".
Organization Based Email Lists
If/when we need to have the email include the Organization ID and Name, that would be a different setup.
In this case, a single person would receive multiple emails, one for each organization, but ultimately, they still have to log in to the same single place and "act on" which organization they want to join/renew/etc.
As of 10/21/2021 we are still testing this setup, and while promising, it will be a different process that we still need to define.