Renewal series definition (efforts tab - "by issues" series)

After filling in the Renewal series definition (links tab) and the Renewal series definition (format tab) for a "by issues" renewal series, you must fill in the fields on the "Efforts" tab as described below. (Click here for a description of how the various parts of QuickFill's renewal system interact.)

 

Since a "by issues" renewal series cannot produce notices more frequently than a publication's frequency, most publishers would not want to use "by issues" renewal series to send renewals for publications whose frequency is less than once a month.

Effort code

Enter here the renewal effort definition you want to use. You can't type directly in this field. Right click and select "Pick effort" to select from a list of renewal effort you've already defined; select "New effort" to create a new effort; select "Change effort" to change the definition of the renewal effort now in this field (be very careful when using the "Change effort" option as the definition of the effort will be changed in every place that it is used); or select "Clear" to remove an effort from the renewal series definition. You would use the "Clear" option to delete an effort from a series for which you've decided to send one less renewal notice.

You may leave all of the renewal efforts blank if you never want to send renewal notices for this series. You might want to do this if all of your renewal efforts are sent out on an ad-hoc basis. However, if you do this, you should be aware that the renewal reports will not be able to produce any meaningful statistics on the effectiveness of the individual renewal efforts.

Issues remaining

QuickFill knows when to send renewal notices for a "by issues" renewal series based on the number of issues remaining. QuickFill uses the number you enter in this field to determine how many issues a subscriber should have left in their subscription before generating this renewal effort. QuickFill will generate the notice based on the number of issues remaining prior to serving the issue. For example, if the 'Issues remaining' field is set to "3," then, after the renewal notice has been generated, the issues remaining will be "2."

 

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The number of issues specified in the 'Issues remaining' field, must always be less than the number specified for the previous effort. For example, if the first renewal effort is generated with 6 issues remaining, the number of issues remaining specified for the second renewal notice must be less than 6. To generate "by issue" renewal notices for expired or graced subscribers, enter "0" for the first issue served after their expire issue, "-1" for the second issue served after their expire issue, "-2" for the third, etc.

When you run the 'Issue labels' update, QuickFill looks at the number you entered in the 'Issues remaining' field to see whether or not to produce a renewal notice for an order. So any changes you make in the 'Issues remaining' field affect the 'Issue labels' update immediately. In the example above, say you changed the number in the 'Issues remaining' field for effort two from "4" to "5." Now, QuickFill will generate the second renewal notice when you run the update for the August 2015 issue.

If, before running the update, you changed the 'Issues remaining' field for effort one from "6" to "5," QuickFill would generate the first notice for all subscribers with 5 issues remaining when you run the update. Even though the first renewal notice had already been generated for the subscribers who had 6 issues remaining the last time the update was run, it will be generated again for these subscribers because they will have 5 issues remaining when the 'Issue labels' update is run.

With issue

Check this field if you are going to send your renewal notices in the same package with the issues being sent. When you run the 'Issue labels' update, QuickFill will sort the issue labels for the active (or graced) subscribers due to receive a renewal notice with issue into separate "renewals" label groups. This will allow you to match the renewal notices and the labels.

If the renewal notices are not being sent together with the issue, leave this field blank and QuickFill will produce both issue labels and renewal notices for the active subscribers due to receive a renewal notice but will not sort the labels separately.

QuickFill will not allow you to select this field and the 'Send to ship-to' field below for the same renewal effort. This is because "bill-tos" do not receive issues.

Since an expired subscriber receives no more issues, QuickFill cannot send post expiration renewal notices "with issue." ("Graced" subscribers do receive post expiration issues and can therefore receive post expiration renewal notices "with issue.") If you have defined your "by issues" renewal series so that QuickFill finds expires due to receive "with-issue" renewal notices, the renewals will be produced and sorted into a separate group referred to as "exceptions." Thus the renewals produced by the 'Issue labels' update fall into three categories: those to be mailed separate from issues, those to be mailed with issues, and those that were defined to be mailed "with issue" for which there are no issue labels produced (exceptions).

QuickFill cannot send email renewals "with issue."  If you have designated a renewal effort as "with issue" and it is also defined to use a renewal package that is defined to be sent via email the "send by email" designation will be ignored.

Send to ship-to

Leave this field blank if you want to send the renewal notice to the bill-to address of a two-party or group subscription. Check this field if you want to send the renewal notice to the ship-to address.

QuickFill will not allow you to send renewals to the bill-to address if the 'With issue' field (above) has been selected for the same renewal effort. This is because "bill-tos" do not receive issues.

What happens in the case of a group subscription where renewal notices go to the ship-to addresses? Each ship-to receives a renewal notice with the price of the renewal based on the number of copies that ship-to was receiving.

Here's an example of how you can use these fields. You can send the first few notices to the bill-to address. If that person doesn't respond, select this field, and QuickFill will send individual renewal notices to each ship-to.

If you specify on the 'Links' tab that the renewal notice should be sent to the agency and you specify that it should be sent to the ship-to then the latter will take precedence.

1st message, 2nd message

Use these fields to select the messages you want printed on the renewal notices. Each notice can contain up to two messages (click here to see a sample notice and how the messages are positioned on it).

You can't type directly in this field. Right click and select "Pick message" to select from a list of messages you've already defined; select "New message" to create a new message; select "Change message" to change the definition of the message now in this field (be very careful when using the "Change message" option as the definition of the message will be changed in every place that it is used); or select "Clear" to remove a message from the billing series definition. You would use the "Clear" option to delete a message from a series for which you've decided to send one less renewal or use only one message for a particular renewal effort.

If you don't enter a message in one or both of these fields, you'll have space on your renewal form for preprinted messages.

Series is complete…

Usually, you'll set up the renewal series so that QuickFill continues to generate renewal notices even after the subscription you're trying to renew has expired. However, it's possible for QuickFill to generate the last renewal effort before the subscription has expired. Once the last renewal notice has been generated for a subscription and the number of issues you specify in this field have been served, the 'Issue labels' update will set the "renewal series completed" flag for the subscription. This way, no matter what changes are made to the renewal series or the subscription, no more renewal notices will be produced for the subscription. Finally, once all of the issues have been served, the subscription will become "Expired."

If you are using a series with no efforts, the 'Series is complete' flag will be set when issues remaining is one.

When you're done, click on "OK" to save your changes.

 

See Also