Note: Your security settings may prohibit you from viewing or modifying the current list of marketing promotions.

Transcription

1 Customer Management Marketing Campaign Management Oasis CRM starts by organizing leads by marketing promotion type. The marketing promotion module can be accessed from the Customer-Management dropdown menu, then selecting Marketing Campaign Management. A list of current marketing promotions are displayed. Note: Your security settings may prohibit you from viewing or modifying the current list of marketing promotions. When leads are imported or entered into the system, they are usually linked to an existing marketing campaign. This allows you to organize and work sales leads by several categories, including these marketing campaigns. In addition, Oasis CRM allows automated lead capture through a Contact Us web portal. When incoming leads enter their information for dispatch, they are automatically linked to the proper marketing campaign. 1

2 Marketing promotions contain details (organized into tabs) such as expenses related to the promotion (printing expenses, etc), Analysis (reporting results), Members (Accounts & Leads which are linked to the promotion), Bulk Transmitting options, File Attachments, and Offers and Responses (promotional content). Marketing campaigns can also be used for Blast ing customer or lead communications. A Yes/No feature labeled Show this promotion on the Contact Us portal controls which active promotions appear on the Oasis CRM contact us portal. This allows incoming internet leads to be automatically linked to public promotions before dispatch. CREATING A NEW MARKETING CAMPAIGN To create a new marketing campaign, select the Marketing Campaign Management menu from the Customer-Management drop down. Click the Add New Promotion button. This will bring you to the Details tab of the campaign. Promo Name: Enter the appropriate name for this promotion: Examples would be: Las Vegas Trade Show, Yellow Page Ad, and Package Discount Mailer. 2

3 Type: Designate the promotion type from the drop down. Selections available in the drop down are defined in System Code Maintenance under Promotion Types. Examples are: General Promotion, Bulk Mailer, and Referral Sources. Valid From and Valid To: Enter the appropriate dates that this promotion will be considered Active. Budget: Enter a total budget amount for this promotion. When expenses are entered for the promotion they can be compared to the total amount allotted to the campaign. Campaign Manager: Choose the appropriate resource from the drop down. Comments: Use this free format box to enter any general information on the campaign. Press the Save Changes button once completed. Additional tabs will become available once the promotion is saved. Expenses Tab This tab is used to enter and view any expenses associated with the campaign. All expenses are for informational and reporting purposes only. This information does not transfer to your accounting software. 3

4 Click the Add Expense button to be presented with the following screen: The selections in the Type drop down are defined in System Code Maintenance under Expense Item Type. The Reimbursable field is used for informational purposes only. 4

5 Analysis Tab This tab is used to show a graph analysis of quotes, sales and expenses that have been associated with the promotion. Additionally, if the campaign is a blast campaign it will display the number of invitations that have been sent for blast ing from the members tab, hits for actual viewed blast promotions, and number of those who have chosen to opt-out. Members Tab The members tab is used specifically for creating a queried list of contacts or leads in order to send a blast mailing. If the specific promotion is not going to be used for this purpose it is not necessary to access the members tab. For example: A marketing campaign called Yellow Pages Ad would not require access in the members tab because it is going to be used strictly to assign to incoming leads based on their referral source and will be used for reporting purposes. However, an End of Month Sales Discount promotion would require use of the members tab so that you can send a blast to all of your leads (or contacts) to inform them that you are offering a discount on purchases prior to the end of the month. 5

6 The members tab will allow you to query for a specific group of people that you would target for this sale. Oasis provides the ability to perform automatically generated queries from either the contacts table or the leads table from your database. Select the appropriate table for additional query options. The items listed in the drop down menu displayed above are fields from the Contact File. Choose the appropriate field that you wish to use to create your query. Use the expressions in the drop down of the next field to further define the query. Finally enter the data that ends your statement. Use the AND or OR radio buttons to connect various query statements together. Use the DONE radio button at the end of the queries. Click the Apply Changes button once all query statements have been entered. 6

7 You also have a date macro assistance to the far right by clicking the macros hyperlink. This will show you shortcuts to query for specific dates or ranges. These shortcuts can be entered into the third (data) field of the query statement. All queries will display the SQL query language in the window below automatically. You may use the manual SQL query radio button to write your own SQL queries in the window below. For example: I would like to query for all contacts in my Oasis-CRM database that are in the state of Florida. I fill in the appropriate fields as depicted in the image below and select Apply Changes. Notice that the SQL query filled in automatically with my request. Notice that the SQL query filled in automatically. Choose the Manual SQL Query radio button to write your own SQL query for multiple tables. Once the query has been defined, select the Pick & Choose button to have Oasis-CRM locate the appropriate contacts (or leads) and display them in this window. 7

8 All the matching contacts will be displayed with a blank check box to the left of their company name. At the bottom of the screen are two buttons: Process Selections and Select All. Upon review of the list you may click the Select All button to choose every person in the list. Otherwise, place a check in the box next to each contact you wish to include in your members list for the promotion. Click the Process Selections button to update the list. If you need to correct your query or bring the entire list of members back choose the Refresh button. The description of the buttons at the bottom of the screen will change to allow you to Remove All and Update Selections after initial processing. The list will display a ***Missing *** statement in red. If you still wish this contact (or lead) to receive the campaign you will need to enter a valid address for the contact and then refresh the members list. If this is not corrected they will be skipped when sending out the blast. Once you are satisfied with the Members list select Save Changes. Options Tab The options tab is used to configure, test and send blast mail campaigns. It is also used to set up discounts for items associated with a sales order. 8

9 Promotion is Active: By default the Yes radio button will be selected. Once a campaign is no longer active select No within this tab. Promotion In-History: This field will default to No. Once a promotion is inactive you can choose Yes in this field to remove it from the campaign list. If In-History is left as No inactive campaigns will still be viewable by resources within your organization.. Response Monitor URL: Oasis-CRM automatically generates a Response Monitor URL. This link contains information that will track customer responses and direct recipients of the to the contents of the Response tab. As instructed in the screen this link will need to be pasted as a link into the content of your mailer for automated response tracking. Opt-Out URL: Oasis-CRM also auto generates the Opt-out URL. This gives the recipients of the the opportunity to request not to be included in future promotions. If the contact clicks this link Oasis-CRM sets the Opt-Out flag in their account profile & logs this information in the promotion analysis tab. This link will also need to be pasted into the content (Offer) of your mailer as a link. Message Subject: This will be used as the Subject line. 9

10 From Enter the appropriate address that the blast campaign will come from. This defaults to the current user logged into the system. Be aware that recipients of the may reply to the & that reply will go to this address. From Name: Enter the actual name of the sender. This could be an individual name or department name. Read Receipt: If you wish to have the From address receive a read receipt select the YES radio button. Test Message Sent and Test When issuing a blast mail campaign Oasis-CRM requires that a test be sent prior to live transmission. The NO radio button should be selected and the test address entered for testing of the campaign. Select the Send Test button. The campaign content will be sent to this test address for your review. This allows you to review exactly what the receiving member will see. Once the test is sent the Test Message Sent radio button will automatically be changed to YES. Note: If mail merge fields are included as part of the design, they will display as the raw format of the merge. (Since there is no record to be merged from during the test.) Ready for Broadcast: Once a campaign is ready for live transmission select the Yes radio button. This will be grayed out if a test transmission has not been done and the Test Message Sent field is not set to Yes. When you select the Yes radio button and then Save Changes Oasis will prompt you to confirm whether or not your are ready to begin the transmission. The subsequent screen displays a list of all members of the campaign for status during transmission. You must click the Begin Transmission button at the bottom of the screen to start the process. DO NOT LEAVE THIS SCREEN WHILE TRANSMISSION IS IN PROCESS. IMPORTANT NOTES: If your transmission fails for any reason, you can begin the transmission again by selecting the YES radio button for Ready for Broadcast. The system will not send a duplicate transmission to those who have already been successfully sent the promotion. If additional members are added to the promotion you can also tramsit the promotion to them by sending the broadcast again. If an was missing, you can update that information on the contacts profile. If successful, the transmission date and time will appear in the members tab to the far right for each individual. Once a campaign has been successfully broadcast it cannot be sent again in its entirety. For example, if you use this feature for a monthly mailing to customers you would have to use the Copy Promotion button to create a new promotion for each month. 10

11 Coupon Code: This field is used specifically with shopping cart integration. When a customer purchases items on your shopping cart if they enter a specific coupon code Oasis-CRM will link the sales order with the promotion that has that matching coupon code. Auto Apply Discount Pricing: If this field is set to yes any discount pricing defined for this campaign are universally applied to all customer sales order. It allows discounts to be automatically applied without actively selecting the campaign on either the account or sales order level. Discount Pricing: This field is used to indicate any discounts or special pricing you will be offering to members of this campaign (or to all customer s if selecting the auto apply discount pricing option). If all of your products or specific categories of products will be discounted by a certain percentage use this radio button and designate the desired percentage. To apply a discount percentage to certain categories of products, use the arrows to move the category over to the right column as displayed in the screen image below. Use the Manually Specified Item Pricing radio button if you would like to select certain products/items and set a sale price. If using this radio button you will continue by selecting the Add Linked Items button to identify these particular items and the sale price. 11

12 Attachments Tab The attachments tab will allow you to send a file(s) with the blast campaigns. Click the Upload Attachment button. Fill out the appropriate fields and browse to locate the file. Save changes when completed. Repeat this process for each file you wish to upload. Offer Tab The Offer tab allows you to create or paste in an HTML promotion offer. Typically you would create the offer in a program such as Microsoft Front Page and then paste into the offer tab. The HTML information will be sent as the content not as an attachment. Click Save Changes once you are satisfied with the offer. If using either the response or opt-out, the link for the URL to each of these must be placed in the Offer as a link. To make the link click on the button. The following screen will be displayed. Paste in the contents of the Response URL or Opt out URL. 12

13 Response Tab The Response tab is used in conjunction with the Offer and the response monitor URL from the Options tab previously described. Once a recipient gets the information in your offer they would have a link such as click here for further details which then forwards them to the HTML information created into the response tab. When a recipient clicks on this link it also adds a count to the analysis tab as a Hit. The response URL link must be embedded in the Offer. Click Save Changes once you are satisfied with the response. ASSIGNING PROMOTIONS TO ACCOUNTS AND QUOTATIONS As discussed above a campaign can be assigned to leads. This campaign will stay with the lead once it is converted to an account. To assign default campaigns to an account, select the Accounts & Contacts menu from the Customer-Management drop down. Once the particular account is selected, choose the Account tab. Select the Sales/Marketing & Service Settings window. If a promotion was assigned at the lead level it will appear in the Active Promotion drop down. Once additional campaigns and promotions are offered to this account this field will be replaced with the current active offer. The Promotion Source field can be used to assign the campaign that brought the account in as a lead. In the example above, the Las Vegas Trade Show was the campaign that generated the original lead that caused this account to become a customer. The current sales promotion being offered to this account is the Kitchen Upgrade Package. When generating a quote the active promotion selected on the contact level will default on the quote. This can be changed for a specific quote by selecting any other active promotions from the drop down. Attach promotions to sales orders for both tracking and discounting products. 13