The output set is a critical part of your Tessitura list import because it provides all the data for your list import.
This article will cover all the important steps around creating your output set in Tessitura. If you need help with output set criteria or additional troubleshooting, please reach out to Tessitura support.
Topics covered in this article:
Output sets are important if you plan to include any personalization in your templates through data fields. Tessitura Preferences are even imported into WordFly via output sets. Both types of Tessitura lists - List Manager lists and Extraction lists - use output sets.
What to expect creating your output set:
- Check the TMS box, this makes the output set available to WordFly
- Select the appropriate control group
- Make sure to add EAddress to the output set
- All data elements included in the output set must also be available to the same control group.
- Add preferences for every subscriber if you are using WordFly-Tessitura preference
- Add data elements to personalize your email such as: first name, salutation, membership expiration etc), date and number data.
- Date time elements should be output in the SQL server culture format. For most organizations the culture setting is en-US.
- If you cannot find the element you need from available options, you must create it in System Tables (TR_QUERY_ELEMENT and other related tables). Refer to Tessitura documentation for creating new output set elements.
- Your output set must return a single row per constituent. Output sets flagged as multiple rows cannot be used for email lists.
- WordFly uses the output set element names in the list mapping step when importing Extractions and List Manager lists.
Let's review how to create an output set in Tessitura and additional guidelines.
IN TESSITURA ...
1. Select Tools > Output Set Builder from the top navigation options.
2. Select New Set from the bottom of the screen.
3. This brings up a new window where you can start building your output set criteria.
Your output set criteria defines what data will be included in the list when it is generated. Output set elements are what define the criteria and provide the data for your output set.
In v14+ Tessitura, on the Output Elements tab, click Add Elements from the upper right of the web view to search for an add output set elements.
4. Save your output set.
After creating your output set criteria it's time to Save your output set. Saving your output set will be a different set of steps depending on the version of Tessitura. In v14+ Tessitura, when you are done adding criteria you will select Save in the lower right of the web view.
When you go through the saving process you will be asked to Name your output set.
In v14+ Tessitura, you will see this pop up to name and save your output set.
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.
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.
There are a few common issues with output sets that may need to be resolved.
Is your output set not showing in 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.*
*Refer to the screenshots under Creating your Output Set in Tessitura for visual guidance.
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.
Does your output set return multiple rows per subscriber?
Tessitura output sets that return multiple rows per subscriber won't successfully import into WordFly. Any output set element that has are flagged return multiple rows and cannot be used. This includes popular data such as performance date and performance name.
In v14+ Tessitura, output set elements that return multiple rows have a ! next to the name,
We know there might be occasions where this will come up. Let's look at what you can do as a workaround.
Example: Your element is flagged to return multiple rows but you know it doesn't in the results.
Solution: When all your output set elements do return a single row, you may be using an element that is flagged to return multiple rows. If this is the case, go to System tables > TR_Query_Element, find the element, scroll to the right and to check the single row checkbox.
Example: You want to send to all email addresses associated with a subscriber's account.
Solution: Use your list criteria to import all addresses on a household by selecting include affiliates.
Example: You want to import performance information.
Solution: Create a custom output set element for your performance information! Custom views are helpful for pulling together data from various database tables so that your output set can reference the data as a single row. Tessitura consulting is available to help with custom work.
Is your output set not pulling in data?
When your output set is not providing the data for a particular element, check the control group on the element itself. The control group must be available to WordFly.
Is your output set returning an error (500 error)?
This error is likely happening in Tessitura as well. In these cases, the next step will be to investigate the issue with Tessitura support. Before reaching out to Tessitura support you can take these steps to troubleshoot and gather more information:
If your output set elements are custom and use a local data table there may be a permissions issue. First check that the data is properly control grouped for WordFly. Try adding the Impusers and tessitura_app users to the table and then select the output set again.
- If your output set elements are custom, check for syntax errors in the configuration.
Try running your list and output set together in Tessitura logged in as the WordFly user (confirmed in T_Defaults). This should confirm the same error in the database.
Enable Tessitura logging and generate the error again. Any errors related to the wp_tms_get_list_data stored procedure in Tessitura should be helpful in identifying the issue.
- Run a client trace while attempting to execute the output set in Tessitura. This usually helps pinpoint where the output set is failing.
How to run a trace in Tessitura:
- Select Help > Log Viewer from the menu in Tessitura.
- In the Log Viewer window that opens, set the logging level to ‘Trace’.
- Leave that window open and go back to Tessitura and execute the Output Set.
- Maximize the Log Viewer window.
- Save the trace file and attach it to your Tessitura support ticket.