Using the WKU Email Utility

Instructions on how to generate an email list from InfoView and use it to send an email via the WKU Email Utility on TopNet

Issue/Question

How do I generate an email list from InfoView and use it to send an email via the WKU Email Utility on TopNet?

Environment

• InfoView
• TopNet

Resolution

1. Log into InfoView.
2. In the left-hand pane select the Folders sub-pane.
3. Navigate and find the folder your desired report is under, select it.Note: Some reports can be found under WKU Campus Community > Advisors (and their report titles are prefixed with ADV EML).
4. In the right-hand pane, right-click the report you would like to run and choose Schedule.
   • An example report can be found at WKU Campus Community > Program Enrollment > EMAIL - Students by Major, minor or conc (dw).
5. ​Select Prompts from the left-hand pane.
6. Edit each Parameter value in the right-hand pane by clicking the corresponding link in the Parameter Scheduling column, or by clicking the Edit Values button (at the top of the right-hand pane) to edit all parameter values at the same time.Note: Click the OK button on each prompt value dialog to save your values.
7. When you have completed editing the prompt values, click the Schedule Button button to run the report.
8. You should now see a report history dialog with a list of previously scheduled operations for the report you selected. You should also see your scheduled report near the top of the list associated with your NetID in the Created By column. When the status becomes Success, click the title link for your report in the Title column to open your report results.
9. Select the Export this Report icon from the report menu.
10. In the Export dialog, select Microsoft Excel (97-2003) Data-Only under the File Format section.
11. Click, Export to save the report.Note: If you are using Internet Explorer, you may be asked to Open or Save. Select, Save > Save As to save the report.
12. Open the saved report in Excel.
13. Select the first cell that contains an email address.
14. Scroll to the bottom of the report and find the last cell with an email address, hold shift and select it.
15. On your keyboard press CTRL-C (Win) or ⌘-C (Mac), or choose Edit > Copy from the menu, to copy all the email addresses.
16. Log into TopNet.
17. Select the Advisors & Student Data Inquiry tab.
18. Click WKU Email Utility.
19. Click Invoke Email Utility.
20. In the Send to box, paste the email addresses copied from Excel.
21. Fill out the rest of the form as needed.
22. When you have finished completing the email form, click the Send Email button at the bottom of the page.