Marketing Cloud Email Request

Marketing Cloud Email Request

Complete this form to request a Marketing Cloud email. The email needs to have a primary advancement message, and a primary audience of alumni and donors. Marketing Cloud should be used for student, faculty, staff or friend communications only if the message is related to alumni or development priorities. If you have questions, please contact dsi@utfi.org.
Form Instructions

If you need to save your progress and complete the form at a later time, click the "Save and Continue Later" button at the bottom of the form. Choose "Skip Create an Account" on the first screen. Enter your email address on the second screen, and select the "Send Link" button. You will receive an email with a link to resume your work in progress. This link will be active for 90 days.
Name*

First NameLast Name
E-mail*
Campus/Affiliation*
Is this an email or newsletter?*
What type of email is this?*
Is this email to promote an event built in Blackthorn or a calendar listing?*
Have you submitted a request for the event or calendar listing?*
Note: Please submit your request as soon as possible to avoid delays in sending your email. Request forms will pop up at the end of this form.
Please provide name of Blackthorn event or Calendar Listing*
NOTE: Please use proper naming convention (see below). If you have not yet submitted an event request, you will be able to do so on the finish page of this request.
Note: Please refer to the event title naming convention examples to complete field above.
Registration Open*

MonthDayYear
Date
Registration Close*

MonthDayYear
Date
Is this email to promote a form built in Formstack?*
Have you submitted a request for the form?*
Note: Please submit your form request as soon as possible to avoid delays in sending your email. Request forms will pop up at the end of this form.
Please provide the Formstack form name
Form Open*

MonthDayYear
Date
Form Close*

MonthDayYear
Date
Email Details
Email Name*
For internal tracking purposes i.e. HE-2404-COD-Reunion-mlj. Please use link below to create the proper email name, then copy and paste it into the field above.
Important: Use the Marketing Cloud Naming Generator form to create the proper email name, then copy and paste it into the field above.

Note: Requested send dates must be a minimum of 7 days for emails and 10 days for newsletters from the date you submit this form. Last-minute requests will be accommodated by the DSI team once per fiscal year per unit. Special approval will be required for additional emergency requests.
Please provide your total email audience size. *
UPDATE (10/7/2025)

Email Release Scheduler

DSI is reworking how and when emails are sent to ensure UT maintains a high deliverability rate and sender reputation. Please choose a date range during which your email will be sent. If your email is NOT flexible, please put the same date for the first and last email send date.
UPDATE (1/5/2026)

Email Release Scheduler

Please choose a date to send your email.
Email send date*
Requested Send Date Range*
Days in selected date range*
Day requested in advance*
Note: If your send date is less than 7 days from today, your submission will be considered an emergency request and will require special approval. DSI allows for one emergency per unit per fiscal year.
Note: If your send date range falls within less than 7 days from today, your submission will be considered an emergency request and will require special approval. DSI allows for one emergency per unit per fiscal year.
Reminder Send Date

MonthDayYear
optional
Suggested Subject Line*
Sender

Please select from the options below. At this time we have limited flexibility with senders. We will work with you to confirm what is most applicable to your email in our current sender library (based on existing Encompass sender identities).
UTAA*
UTC*
UTFI*
Email Category

Please select the category that best fits this email. We will use this selection to ensure those who have opted out of this category will not receive the email (in adherence to CANSPAM regulations).
UTAA*
UTC*
UTFI*
UTHSC*
UTIA*
UTK*
UTM*
UTSo*
UT System*
UTHSC*
UTIA*
UTK*
UTM*
UTSo*
UT System*
Other Sender*
Images for Content

Browse Files
NOTE: Recommended width is now 1200px | Minimum required dimensions: 600 x 335 px Cancelof
Note: The unauthorized use of stock photography is prohibited. If needed, please use https://unsplash.com for freely-usable images.
Image URL
Note: The unauthorized use of stock photography is prohibited. If needed, please use https://unsplash.com for freely-usable images.
What do you want the email to say?
Copy and paste email text.
Newsletter Content Upload

Browse Files
Upload content file or add link to file below. Cancelof
Newsletter Content URL
Note: Email and newsletter copy must be pre-approved by your internal stakeholders before submitting this request form. The DSI team reserves the right to adjust text to meet university and UT System brand standards.

Note: Significant edits could result in delayed send date.
Send Test Preview To*
Multiple email addresses are permitted.
Recipient list(s) or Data Extension(s)
Have you requested a list from the BI team for this email?*

YesNo
Please provide the BI request ticket number received from the request confirmation email*
Put N/A if unknown or if someone else requested the ticket
If your list includes non-alumni or requires segmentation based on giving history, please submit a data request to the BI team (https://utfi.org/datarequest/). With increased turnaround times for both the BI and DSI teams, you should submit your request 15 days before your email send. A delayed data request list could result in delayed send times.
Select one or more options for how your email should be sent*

Marketing Cloud Data Extension (one-time)Marketing Cloud Filtered Data Extension (evergreen)Email File from BI Team (file in hand)Email File from BI Team (file to come)
I confirm this list came/will come from the BI team and the required fields (Salesforce ID, First Name, Last Name, Email) are included in this file.*

Yes
Clipboard(s)
Data Extension Name (one-time)*
If you have access to create your own DE in Marketing Cloud, please do so and provide the DE name here. If you cannot create a DE, please unselect this choice and select Email File from BI Team instead.
If your email audience contains more than 10,000 recipients, are you willing to potentially split up your send over two or more days?*

YesNo
Email File(s) from BI team*

Browse Files
You may upload multiple files. Cancelof
Email File(s) from the BI team still to come*
If you don't have your file in hand, please enter anticipated date you will receive. Send to dsi@utfi.org and medwards@utfi.org once received.
Note: ACE reports should include the columns Salesforce ID Number (18 digits), Record Type, First Name, Last Name, Email Address, Email Score, and Solicitation Control Code.

We can ONLY send to recipients with a Salesforce ID number. We cannot load or send to email addresses without a corresponding ID.

Salesforce ID is NOT the same as a Donor ID (formerly ANDI ID).
Name of Marketing Cloud Filtered DE or parameters to create an extension (i.e. chapter/region, city/state, college attended)*
Note: At this time, we can only filter on alumni records. Please continue submitting non-alumni or giving-based data requests to the BI team.
Additional staff lists (i.e. UTAA Board of Governors, UTHSC DAA, etc.)
Please do not copy and paste email addresses into this field. If recipients fall outside a standard list we have on file, use the file upload option above to load a .csv with email address, first name, last name.
Additional comments
Should be Empty:

Marketing Cloud Email Request

Form Instructions

Email Details

Email Release Scheduler

Email Release Scheduler

Sender

Email Category

Recipient list(s) or Data Extension(s)