How do I set up my list Output Set?

The output set is a critical part of your Tessitura list import because it provides all the data for your list import. Both types of Tessitura lists (List Manager lists and Extraction lists) use output sets during the import process. Output sets are particularly important if you plan to include any personalization in your templates through data fields.

 

For example, your Tessitura output set would provide all the necessary data for performance date, performance name, venue, subscriber first and last name and anything else you plan on importing in your list. Tessitura Preferences are even imported into WordFly via output sets.

 

You'll need to set up an output set in Tessitura before you import an Extraction or List Manager list into WordFly. Let's review how to create your output sets in Tessitura.


Topics covered in this article:

Creating your Output Sets in Tessitura

Editing Output Sets in Tessitura

Troubleshooting Output Sets not showing in WordFly

Output Sets with more than one row per subscriber

 

 

Creating your Output Set in Tessitura

 

The main points to creating an output set for use in WordFly are:

  • Check the TMS box (this makes the output set available to WordFly)
  • Select the appropriate control group
  • Make sure to add at the very least EAddress to the output set
  • Add preferences for every subscriber if you are using WordFly-Tessitura preference

 

Those are the most important points.

 

Additionally, take note of these points:

  • If you are adding personalization to your email (first name, salutation, membership expiration etc), you will need to include that data in the output set as well.

Date (month, day, year, time) and Number data must be in proper format for WordFly to import the data. Learn more about acceptable number and date data formats for your list data.

If you cannot find the element you need, you must create it in System Tables TR_QUERY_ELEMENT.

  • Your output set must return a single row per constituent. Your output set cannot include any elements that have a * because these return multiple rows per subscriber which would then create duplicate records in WordFly. Review section 4 in this article for more ideas if faced with this situation.
  • WordFly uses the output set to determine the columns for your list import so that you can do the data field mapping during the list import process (including when importing an Extraction file which is generated in Tessitura first).

 

 

Let's review step-by-step how to create an output set in Tessitura and additional guidelines. This is a general overview. For expert guidance please reach out to Tessitura support.

 

IN TESSITURA ...

 

1. Select Tools > Output Set Builder from the top navigation options.

 

2. Select New Set from the bottom of the screen.

 

3. Start adding criteria to your new output set.

When you are done adding criteria you can select OK.

 

4. Name your output set and Save it.

 

 

5. Under Output Set Builder, highlight your output set and select Edit from the lower navigation.

Or, you can right-click on your output set and select Edit.

 

6. Make the following important updates:

  • You must check the TMS Indicator box for output sets that you want to have available to you in WordFly.
  • You must check your output set has the correct WordFly control group selected for it. In most cases, you will select the default control group. Consortiums will select specific organization control groups.

 

 

 

Editing Output Sets in Tessitura

 

You can edit your output set in Tessitura anytime. In Tessitura, go to Tools > Output Set Builder, then double-click on your output set to edit the criteria you would like to include or right-click on your output set and select Edit. Make any necessary changes here to your output set in Tessitura.

 

After making changes to your output set in Tessitura, go into WordFly and in the Tessitura list import process steps be sure to click Refresh Data before you import your list. This will ensure that WordFly is using the most recent version of your output set. You'll find this button on the Extraction and List Manager list import screens.

 

 

 

Troubleshooting Output Sets not showing in WordFly

 

Is your output set not pulling into WordFly for a List Manager list import? Below are the most common output set issues that come up during list imports.

  • Check that you don’t have multiple rows per constituent in your output set. To successfully import your list into WordFly, your output set must return a single row per constituent. Learn more.
  • Check that your WordFly control group has access to the output set. To edit an output set’s description or control group in Tessitura, right-click and select Edit from the menu or select the output set and click the Edit button. The Description and Control Group fields for the output set will become active.  Make the desired changes and then click on another output set to open the Save prompt.
  • Check that the TMS indicator is checked for the output set.

 

If you've checked these three things, if you still aren't seeing the output set, there may be a configuration issue in Tessitura.

 

Please run the following query against your impresario database: exec dbo.WP_TMS_GET_QUERY  -1. Confirm that it returns all of the expected output sets.

 

 

 

Output Sets with more than one row per subscriber

 

Tessitura output sets that return multiple rows per subscriber won't successfully import into WordFly. Any output set element that has a * returns multiple rows and cannot be used. This includes popular data such as performance date and performance name.

Example of output set elements that return multiple rows (any elements with a *),

 

We know there might be occasions where this will come up. Let's look at what you can do as a workaround.

 

Example: You want to send to all email addresses associated with a subscriber's account.

 

Solution: Import your list twice! Since WordFly uses the email address to uniquely identify a subscriber, you'll be able to import the same Tessitura customer into the list multiple times.

 

  1. Use two different output sets. The first would include name1 email address; the second would include the name2 email address.
  2. Import your List Manager list into WordFly using the first output set.
  3. On the WordFly List Summary page, select "Add more subscribers" from the "Other things you can do" drop down.
  4. Import your List Manager list again, this time using the second output set.

 

 Or, work with Tessitura support to write a custom output set that pulls each address on a subscriber's account.

 

 

Example: You want to import performance information.

 

Solution: Create a custom output set element for your performance information!

 

The best workaround for performance information is to create a custom output set using SQL. This is usually a job for a database manager. Look at where the performance information is being stored in Tessitura, typically from ticket history tables. You'll be able to create a unique output set that returns only one row per subscriber and can be used by WordFly.

 

For additional support, work with Tessitura support to write a custom output set that pulls performance information.

 

 

 

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