Customer Export

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Overview

• OMS is able to export customer information to a text file for various purposes, such as using the file as input to a bulk email campaign, or to transfer that information to another application.

• The first screen synonymous with the Microsoft Access Form object or graphical user interface (GUI) shown below is used to limit the amount of data exported by specifying the desired order source place the order originated, such as the Monsoon OMS manual orders system or a shopping cart (online store), payment status, a date range of when the orders were placed, etc.

• The second image shows the next screen where the user selects the type of output file, the email template, RFM criteria, and which fields to include in the export. When all of that information has been selected, click the [Export] button to start the process.

• To access this feature, go to:

Main Menu>Manage My Customers>Export/Email My Customers

Description of the Screen

Customer Export Page

The fields and controls in this section of the screen only apply to the customer export process, not to the process of sending bulk email to selected customers.

Export Format

Comma Delimited (CSV) Radio Button

• select to "left-click" the mouse on an object, usually a row in a table, in the context of Monsoon OMS documentation this radio button to have the program create a comma delimited text file when exporting customer data

Tab Delimited Radio Button

• select this radio button to have the program create a text delimited text file when exporting customer data

Select Fields to Include in File Section

Choose one or more fields in this section to determine the kinds of information that will be written to the text file. The fields and controls in this section of the screen only apply to the customer export process, not to the process of sending bulk email to selected customers.

Full Name Field

• the first, middle and last name of the customer

Name Prefix Field

• include the proper salutation, such as Dr., Mr., Miss, etc.

First Name Field

• the customer's first name

Middle Name Field

• the customer's middle name

Last Name Field

• the customer's last name

Name Suffix

• include any trailing information that should be included when addressing the customer, such as Jr., Esq., MD,etc.

Company Field

• the name of the customer's company, if provided

Address1 Field

• the street address of the customer, such as 920 Germantown Pike

Address2 Field

• other pertinent information, such as Suite 100, etc.

City Field

• the city in which the customer is located

State Field

• the state in which the customer resides

Zip Field

• the postal code where the customer is located

Email Field

• the email address of the customer

Fax Field

• the fax number of the customer

Phone Field

• the phone number of the customer

Customer ID Field

• the OMS ID assigned to the customer

Original Source Field      

• the source of the customer's original order, such as a given shopping cart an e-commerce software system that allows a retailer to sell products on the Web. In the context of Monsoon OMS, it refers to the settings that describe a merchant's web store to the program, allowing it communicate with the online shopping cart and import orders and other information, represented by the OMS Cart ID number for the shopping cart type

Country Field

• the country in which the customer resides

RFM Data

Start/End Date Fields

• set a beginning and ending order date range

Calendar Button

• use this button to open a graphical interface to enter a date in the starting or ending date fields

Recency Field

• provides the most recent date on which the customer placed an order

Frequency Field

• provides a count of the number of orders that the customer has placed

Monetary Value Field

• provides a total value of all of the orders that the customer has placed

1st Order Date Field

• includes the date of the first order that was placed by the customer

Bulk Email Section

The fields and buttons in this section only apply to sending bulk email to selected customers; they are not part of the customer record export process.

Email Template to Send to Customers Drop-Down list

• choose an email template from the drop-down list, which contains the standard set of email templates provided with the program as well as any customer email templates that have been stored in the production Email Templates folder (found in the same folders as the store data file the MS Access or SQL database that contains the users order information and program preferences. It does not contain Reports, which are housed in the Monsoon OMS program file (MS Access database).).

Edit Template Button

• to alter the contents of the currently selected template, click this button to open the Email Template Editor.

Preview Button

• clicking this button will open the Preview Email Message screen, where the user can view the potential email message before it is sent

Send Email Button

• when the text of the email has been reviewed and is ready to be sent, click this button

Note to add to Customer records Field

• enter a brief message regarding the purpose of the email that is being sent to the customer, which will be added to the Notes electronic records, for internal use only, that contain additional details about program events, actions or customer information that are stored with order, customer, inventory and supplier records. Notes can be entered manually by the user or automatically entered by the program, based on parameter settings in some cases. tab of the customer record for future reference; see system parameter AddNoteWhenEmailSent  

Sample Data Section          

• This section of the screen shows the list of customer records that will be exported to a text file or sent bulk email messages.

• The fields displayed for each customer record depend on which fields are checked in the Select fields to include in file section of the screen.

Include Field Names Check Box

• check this box to have the program include the field names as column headings in the text file

Export Button

• clicking this button starts the export process; the user will be prompted to enter a name and location for the new file

Created: 1/19/112

Revised: 6/11/12

Published: 04/14/16