TUTORIAL: Campaigns Gold-Vision 6

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1 Tutorial Objectives: Campaigns Page No. Campaign Structure What is a Campaign? 2 3 Creating a Campaign Recipient List Campaign List Options 4 Creating a New Campaign: Create from current list Add to existing Campaign Create Empty Campaign Reviewing the Campaign Recipients Validating Campaign Recipients Adding Recipients Removing Recipients Reviewing Campaign Sources & Refreshing Adding the body and attachments to an Campaign 14 Running the Campaign Letter Exporting to CSV / Use with Word Mail-merge Fax Viewing Campaign Run History Copying a Campaign Copying a Recipient Re Running the Campaign Reviewing New Recipients Re Run the Campaign Campaign Activities & Monitoring Campaign Performance Campaign Activities Editing a Campaign Activity Record Adding Appointments and Opportunities Viewing the updated Campaign Record User Defined Screens Viewing Campaign Records for an Account Viewing all Gold-Vision Campaign Records Using a Campaign Record Word Mail-Merge and Campaigns Creating labels or personalised s using Word Mail-Merge page 1 of

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3 What is a Campaign? Campaigns are designed to control mass-communication to your Contacts and Accounts and can be distributed using , fax, letter or telephone media. The Campaigns creation process is designed to be flexible to enable you to select and adjust recipients easily. Gold-Vision enables you to build your Campaigns to: 1. Create from current List: create a new Campaign from any Gold-Vision List and then add or remove recipients as much as you wish 2. Add to existing Campaign: select any existing Campaign already created on your Gold-Vision system and then add or remove recipients as much as you wish 3. Create Empty Campaign: start from scratch with no pre-set List and then add any group or individuals as recipients to your Campaign There are no technical limitations on the additions or exclusion process that you can follow and it is simple to convert your Recipients List into Excel format if required. Preparing for your Campaign Campaign letter templates need to be prepared for use. As you can see from the example letter below, this is simply a Word document template saved to the GVTemplates shared folder. This process is documented in the Administration Console Guide. page 3 of

4 Creating a Campaign Recipient List First you need to create a List of Recipients from which you would like to run the Campaign. This list will be the first "Source" of contacts for this campaign. Further Gold-Vision lists may be filtered and added to the same campaign so that you are building up a bespoke list of contacts relevant to this Campaign. From a main Gold-Vision screen Click on View and select required Gold-Vision item, e.g. Accounts OR: Click on the Icon on the top menu to select the required Gold-Vision item Filter the List as required for the Campaign that you wish to run. For example the following List has been filtered using the Column Headings, and all Prospects have been selected: Categories can also be used for Filtering lists and creating Campaigns. For example the Opportunity list below has been filtered using Categories as a column heading and selecting Gold-Vision as a Category. The List of Contacts included in your Campaign can be generated from any List within Gold-Vision. You are not confined to one list as the Campaign functionality allows you to select Recipients from multiple lists of different items for inclusion in a campaign. Add and Remove each List from the depending on your Campaign requirements. See Adding Recipients. For more information on Filtering Lists see Core Functionality Once you are happy that your List of Accounts / Contacts contains the names of Recipients that wish to include in your Campaign you can then start creating the Campaign page 4 of

5 Creating a New Campaign TUTORIAL: Campaigns Gold-Vision 6 Create from current list The first option to create a Campaign from a List of Accounts/ Contacts is to: Create from current list: To Create a new Campaign from the List: Click the New menu Select Campaign Select Create from current list The following screen is opened: Enter information in the following fields: Summary Gold-Vision Newsletter- Prospect List: Name of the Campaign Type Gold-Vision Base - Select Campaign Type this can be amended or added to by your main Gold-Vision Administrator. Campaign success can be analysed by Campaign Type. page 5 of

6 Medium Letter Template Default Salutation Default Job Title Owner Stage Create Activities when Campaign is run Activity Stage Activity Owner Activity Start Date / Due Date Cost Overview/ Script TUTORIAL: Campaigns Gold-Vision 6 Select the Campaign Medium: - 1, 2, 3, Preferred Letter- Business, Home, Preferred Telephone- Preferred Fax These fields correspond directly to those set against the Contact record. Select -Preferred For Letter Campaign - Select Template Document that you wish to use For Letter Campaign only: Enter Salutation, e.g. Sir / Madam which will act as default if no Letter Salutation is set for a Contact For Letter Campaign only: Enter Job Title that you would like the campaign to go to if there is no contact set up for an account. This will only take effect when creating a campaign from an Accounts list. Alison Turney - Select Owner for the Campaign from your organization From the dropdown menu chose the stage of the Campaign (from Planning to Complete) These can be defined by a Gold-Vision Administrator. Check the tick box will create an Activity for each recipient of the Campaign a Contact Activity (which could for example be used to follow up the Campaign using a definable process). If you Create an Activity for the Campaign you can select: Initial Circulation - Select the initial stage for all Campaign Activities Charlie Shaw - Select the Campaign Activity Owner this can be a specific individual, the Account Manager or a specific team (activities will be split between team members). Select Activity Dates next week for Start Date / one month following for Due Date Enter You can enter the estimated Cost of running the Campaign. The Profit/Loss of the Campaign can be analysed by the Value of Opportunities Won that have been created as a result of the Gold-Vision Campaign. Include detail such as the Campaign Objectives / Script for Telephone Campaigns. Click on Save Using the data detailed above the following screen will now be displayed: Fields that can not be edited will be automatically updated following Save page 6 of

7 Add to existing Campaign The second option to create a Campaign from a current List of Accounts/ Contacts is to: Add to existing Campaign: Click the New menu OR: Select Campaign Click the Campaign Icon from the List Select Add to existing Campaign screen A List of all your existing Gold-Vision Campaigns will then be displayed: Click on the Campaign that you would like to add your list of selected Recipients to (OR you could select which will open a new Campaign record enter details as before) Click The selected Campaign will then be opened: Your selected List of Recipients will have been added to the Campaign Sources We will cover more on adding, refreshing and removing Sources to a Campaign later in this Tutorial. page 7 of

8 Create Empty Campaign The remaining option for creating a new Campaign is to start from scratch with no pre-set List: Create Empty Campaign (This may be useful if there is no obvious group of recipients that you can filter a list for, and you will add the recipients individually, or when planning a Campaign where you have not decided the criteria for recipient selection) Click the New menu Select Campaign Select Create Empty Campaign Enter Campaign details and Save as before You can then Add Groups of Recipients contained within a List: - Select Add to existing Campaign - Click the Campaign Icon from the List screen We will cover more on adding Recipients to a Campaign in the next part of this Tutorial. Reviewing the Campaign Recipients Validating Campaign Recipients Campaigns can create a large number of communications quickly, and so it is important to validate your Recipients to avoid embarrassing results. To Review Recipients: Simply Click on: All Recipients, Valid Recipients or Invalid Recipients from the Campaign record: Or from the Campaign Navigation menu Select required Recipients list page 8 of

9 For example, Select Invalid Recipients: Reasons for the Recipient being Invalid: - Missing Address for the Contact - Invalid Address - included or incomplete domain within address - Incomplete Address: no Street Address 1 and/or Town/City for a Letter Campaign - Missing Phone Number for a Telephone Campaign - Missing Fax Number for a Fax Campaign - Contact Preferences is set for the Contact to not receive the chosen Campaign Medium (In the example above the Contact has Preference no has been set for Miles Davis and an Campaign has been created.) To update the details for an Invalid Recipient - Click on the Name of the Invalid Recipient This will open up their Contact record - Click Edit and update details such as an address. Once the new Contact Record is saved the contact will automatically transfer from the Invalid Recipients List to the Valid Recipients List. Now review the Valid Recipients for this Campaign: Select Valid Recipients from the Campaign Record or use the Navigation Menu. Recipients will not be duplicated in a Campaign even if they have been added from multiple sources From the Valid Recipient List you can: Exclude Recipients if you do not wish to include this Contact in the Campaign Click the Exclude Cross against the Contact on the Valid, Invalid, All Recipients Views page 9 of

10 Adding Recipients Gold-Vision provides the ability to create a Campaign and then simply keep adding or excluding individual recipients or groups of recipients. To Add Individual Recipients: Contacts may be added individually From the Campaign Function Menu Select Add Recipients Or Select the All Recipients list from the Details menu and click the button - a screen will be displayed from which individual Contacts can then be added You can Filter to search for Contacts using Power Search options. Click on the Contact name to add as a Recipient to your Campaign Use the Column Drop Downs to refine your search and enable you to add required Contacts quickly. Select one of these contacts to add to your list. The Valid Recipient list will show this as a Manually Added Recipient. To Add Groups of Recipients: Contacts may be added as a group from a filtered List Follow the same steps as described earlier in this Tutorial under Add to existing Campaign First create the Filtered List: For example from the Contacts list search by Town/ City for all the Contacts in London. page 10 of

11 Click the New menu Select Campaign Select Add to existing Campaign OR: Click the Campaign Icon Select your Campaign to add your filtered List of Recipients: The Campaign Sources screen will then be displayed including the added group of Recipients: page 11 of

12 Reviewing Campaign Sources & Refreshing At any point before running a Campaign and after you can review the Sources that have been have been included in the Campaign including Lists and manually added / deleted contacts From the Campaign Navigation menu Select Sources Sources displayed can include: - Recipient Groups added from a list with corresponding details of the criteria used to filter the list - Manually Added Recipients - Contacts removed shown as Manually Excluded Click the Refresh Icon to: - include any new Contact(s) that have been added since the Source was added - include any new Contact(s) that have been amended since the Source was added - remove previous Recipient(s) of the Campaign for which their Contact or Account status has changed following the Campaign Run e.g. Campaign aimed at Prospects and the Account has now changed to a Customer Note: It is possible that the same Contact many be included in 2 different Sources - how do you ensure that Gold-Vision does not create duplicate Campaign letters or ? This is not a problem. Gold-Vision will only include the Contact once in the Recipients List, and the number of Sources that the Contact has originated from is also identified. In the example below: Elton John has been added from 2 Sources Click on the Sources number: page 12 of

13 You can see the Sources which have been added including this Recipient. Excluding Recipients or Deleting Recipient Sources - Click the Exclude Cross against the Contact on the Valid, Invalid, All Recipients Views - Click the Delete Cross against a Manually Added Contact or a Group of Contacts on the Sources View - Update the Contact Record to re-set a specific Field that has been used to produce the Filtered List for the Campaign and then Refresh via the Sources Screen Adding the Body and Attachments to Campaigns Add the Body: From the Campaign Navigation menu Select Body Click Edit and enter Subject and Body of Campaign Save - further Editing can be made as required If you wish you can add further content (images etc) at this point. page 13 of

14 Add an Attachment: From the Campaign Navigation menu Select Attachments TUTORIAL: Campaigns Gold-Vision 6 For each document that you would like to attach Click the button and choose the File Selected File(s) will appear as an Attachment(s) for the Campaign. When the Campaign is Run the file(s) will show as an attachment to the . Running the Campaign To Run a Campaign: From the Campaign Function menu Select Run Select Run (all valid recipients) If you have checked the Create Activities box when the Campaign was created when the Campaign is run the following screen will appear on the screen. Select Yes For Campaigns: an Outlook message will open with the message Subject and Body in it and with all the recipients in the Bcc field. - If you wish you can add further content (images etc) at this point. - To send the Campaign, just click the Send button. For a Letter Campaign: Gold-Vision letter campaigns are able to cope with large volumes, however, the processing required by Microsoft Word to include the Gold-Vision items is intensive, and a user machine may be tied up for some time. Whilst a Letter Campaign is running a status indicator will be displayed: page 14 of

15 - Word will open and a Letter will be created based on the Template you selected for each of the campaign recipients - To produce the Campaign Letters, click Print For a Fax Campaign: - a fax message will open in Outlook with all of the recipients you included in the Bcc field. (NB: To run a fax campaign your system will need to have fax software that can process faxes check with your Gold-Vision Administrator for more information) - To distribute the campaign, click the Send button. Once a Campaign has been Run, the following will take place. 1. A record of the Campaign will be created for each Account which can be viewed from the Account Overview Screen 2. A record of the Campaign will also be created for each Contact included in the Campaign which can be viewed from the Contact Record Campaign Activities will be produced, visible from the Campaign Record (useful as a telemarketing list, against relevant Contacts, against Account Activities and in the overall Activity Filter list. Once the Campaign has been Run, the following will take place. 3. A record of the Campaign will be created for each Account which can be viewed from the Account Overview Screen 4. A record of the Campaign will also be created for each Contact included in the Campaign which can be viewed from the Contact Record Campaign Activities will be produced, visible from the Campaign Record (useful as a telemarketing list, against relevant Contacts, against Account Activities and in the overall Activity Filter list. Run (all valid recipients) this will run the Campaign to all the valid recipients Run (only new recipients) this will run only the Campaign to all the new recipients added since the last run Export to Excel (Valid) Export to Exce(All)l this will send the output to a Comma Separated Value format, ideal for Word mail merge, or for sending to an agency. Export to Gold-Vision Connect (valid) Export to Gold-Vision Connect (new only) optional bulk marketing service available on a subscription basis that will integrate with Gold-Vision For a Letter Campaign: - Word will open and a Letter will be created based on the Template you selected for each of the campaign recipients - To produce the Campaign Letters, click Print Exporting to CSV / Use with Word Mail-merge - the contact data may be exported to CSV (Comma Separated Values) format. This format is ideal for using with Microsoft Word Mail-Merge if you wish to create labels, envelopes or personalised e- mails. - You are provided with the option of exporting all Recipients, or just the valid Recipients. For a Fax Campaign: - a fax message will open in Outlook with all of the recipients you included in the Bcc field. (NB: To run a fax campaign your system will need to have fax software that can process faxes check with your Gold-Vision Administrator for more information) - To distribute the campaign, click the Send button. page 15 of

16 To view the Campaign Run History: From the Campaign Navigation menu Click on the Run Description to view Recipients included: Select Runs If you have made a mistake, then you can Click on the Delete next to the run record. This will remove the run record from the campaign and from each Contact. Note: If you have created Activities from this run, these will also be deleted. Copy an Existing Campaign If you have a Campaign which you run on a regular basis, for example a monthly newsletter, you have the option to Copy the Campaign Select the Campaign you wish to Copy Select Copy Campaign All details (including Recipients and Sources) will be copied and the Campaign summary will have (Copy 1) at the end, you can edit this as required. Run Campaign as above. page 16 of

17 Copy Recipient If you have a recipient list which wish to use for another Campaign you have the option to Copy the Recipients Select the Recipient list you wish to Copy Select Copy Recipients The source will be copied to the Campaign Re Running a Campaign A Gold-Vision campaign may be re-run multiple times. This allows you to just use one campaign for, say, the distribution of a standard Newsletter, or for different phases of the same campaign. Each Run creates a separate record against the Contact and Account. Since the Campaign may retain the same title (although it may be edited), each Run is differentiated with a date stamp. Clicking on each Run record (as seen in the screenshot above) will show the Contacts that were selected for each Run). Furthermore, each Run can use a different medium, and perhaps a slightly different recipient list. For each run, the user has the choice of: 1. Using the same recipient list - simply re-run without Refreshing the Recipient List. This will ignore any contacts that may subsequently match the original criteria (e.g. have a newsletter profile). 2. Refresh the Recipient List from the Campaign Function menu or from the Source menu. This will re-run the original query and will include any contacts that may subsequently match the original criteria (e.g. have a newsletter profile). See section on Reviewing and Refreshing 3. Make further manual additions or deletions to the list, perhaps removing uninterested contacts. Reviewing New Recipients You may decide to add new recipients to your list and need to re run the Campaign. Add some new recipients to your Campaign. You can review new recipients prior to re running the Campaign From the Campaign Navigation menu select New Recipients (Valid) page 17 of

18 You can manually exclude or add any contacts at this stage Re Running a Campaign To Re Run the Campaign Select Run (only new recipients) Or Run(all valid recipients) if you wish to run the Campaign for the full list of recipients Campaign Activities & Monitoring Campaign Performance Running the Campaign will: 1. Create a record of the Campaign in the Campaigns area of relevant Accounts, and against each recipient Contact record (visible from the Contact Details menu) 2. Create Campaign Activities, visible from the Campaign (useful as a telemarketing list), against relevant recipient Contacts, against Account Activities, and in the overall Activity Filter list. 3. Show all of the Activities associated with that Campaign on the Activities option on the navigation menu. Campaign Activities Campaign Activities allow you to monitor the success of a Campaign by the changes in the Campaign Activity statuses. For example, a company may have five stages for a Campaign Activity (Campaign sent, Response received, Demonstration arranged, Evaluation version despatched and Order Placed). Looking at the Activities list and filtering to show the Campaign activities under each of the five stages will show the progress and success of a Campaign. It is easy to see the progress of Campaign Activities either from within the Campaign itself, or from the main Activity filter list. Clicking on an item will display detailed notes, and the user may click through to the Account for any or Opportunity records created. You can view Campaign Activities from the main Campaign record page 18 of

19 By selecting an Activity the record will open and can be Edited, for example, the Status, Activity Stage, and Priority. Select 2:Contact Attempt 1 Click Save to save changes page 19 of

20 From the main Gold-Vision page you can view all the Activities for a Campaign. Select Activities, enter the Campaign in the Summary and select Campaign Activity Stage. Adding Appointments or Opportunities Appointments or Opportunities may be created directly from the Campaign Activity and would be automatically included in the Campaign analysis. From the Campaign record, select Activities. Select the Activity you wish to add the Appointment or Opportunity to. From the Activity menu select New Opportunity or New Appointment Things are not always that structured, however, and so the specific Campaign may be assigned to an Opportunity at any time. From the Opportunity record select Source Campaign and select the relevant Campaign page 20 of

21 Viewing the Updated Campaign Record When you add new items from a Campaign Activity will be associated with the Campaign, such as Notes, Links, Opportunity, Appointments. The Campaign Record will then be updated to show the new item. You can click on the following item lists direct from the Campaign Record Activities, Appointments, and Opportunities. Opportunity values will also update as they are won or lost giving you a clear measure of profit versus cost for a Campaign. User Defined Screens This section can be used to record target or actual information against the Campaign. Examples might be target responses, costs, speakers, topics, or any relevant analysis. Up to 3 User Defined sections can be added by your Gold-Vision Administrator. This could be text fields, or dates for different phases or stages of the Campaign Viewing Campaign Records for an Account From an Account Overview Click on Campaigns from the Account Overview screen A List of Campaigns set up for the Account will be opened: page 21 of

22 To open the Campaign Click on the Campaign description Viewing all Gold-Vision Campaign Records You can also view all Campaigns created from your Gold-Vision main page: Or from the View Menu Use Power Searching Options and select required column headings to filter the Campaign list To open a Campaign Record Click on the Campaign summary List Menu Tabs - All Campaigns - Team Campaigns: all items that are managed by your Team - My Campaigns: you are the Account Manager or Owner - Favorite Campaigns: items you have saved as a Favorite for this list area - List View: shows the list with column heading, which can be changed - Calendar View: where there is a date field, such as Due Date, allows you to see and move items on a calendar Refresh Icon enables you to click and refresh the list view as needed When you have your required list you can use any of the following functions: - New create a new Campaign - Print the list of Campaigns - Favorite add to your Favorite list - GV Connect an optional add on module which enables you to send professional bulk campaigns which are integrated into Gold-Vision - Report a report can be generated from the list page 22 of

23 Using a Campaign Record From the Campaign screen you can: edit the information to change any of the Campaign Details if the Campaign is going to be run again. For example following a trade show you may wish to run a follow-up an campaign with a letter to the same recipients that is part of the overall post show marketing campaign. Following Edit of Campaign Details you may then Run the Campaign based on the edited Campaign options. Click on Campaign to use the Campaign Function Menu: Run - Run the Campaign Export to Excel. Send the output to a Comma Separated Value format, ideal for Word mail merge, or for sending to an agency. Export - to Gold-Vision Connect optional bulk marketing service available on a subscription basis that will integrate with Gold- Vision Add Recipients Select Contact to add as a Recipient to a Campaign. Copy Campaign to use the same or similar Recipient List, this will create a new Campaign Record. Copy Recipients to use the same recipients for a new or existing Campaign Record. Refresh All Sources to include any new Contacts that have been added or amended since the source was added before running a Campaign or if you are planning to re-run a previous Campaign. New Link to add a record link to the Campaign record. Favorite List: it will then be automatically displayed on your personal favorites list. Print a screen copy of the Campaign Record Delete the Campaign Click on Details to use the Campaign Navigation Menu and view information held under the items associated with the Campaign: Details for the Campaign User Defined section to record target or actual information against the Campaign. Examples might be target responses, costs, speakers, topics, or any relevant analysis. Up to 3 User Defined sections can be added by your Gold-Vision Administrator. Runs: Record of all Runs completed for the Campaign. Each Run creates a separate record against the Contact and Account. Each Run is differentiated with a date stamp. Clicking on each Run record will display the selected Recipients for that Run. Sources: Record of how the Campaign Recipients have been built including Contact Lists used, manual additions and deletions made. From this screen you can: - Refresh any of the Sources for the Campaign to reflect updated/ new account and contact details input since the last Campaign Run - Remove any of the Sources for the Campaign Valid Recipients / Invalid Recipients / All Recipients: Record of Recipients for the Campaign. Activities, Appointments, Opportunities, Links : created from the Campaign Body / Attachments: Details of the Body and Attachments included for the Campaign page 23 of

24 Creating Labels or personalised s using Word Mail-Merge There may be instances where you wish to use Microsoft Mail-merge facilities on a list of contacts that you have created for a Gold-Vision campaign. Example circumstances are where you wish to: create envelope or label runs using MS Word functionality create personalised information within the body of an use Outlook or Word templates send individual s with the recipient in the to box, rather than as a bcc member The process involves: 1. Run the Gold-Vision campaign first. 2. Export the campaign recipient data to a CSV file see the menu option below. You may export all recipients, or just those recipients that have passed the validation (e.g. reasonable address format, Address line 1 and town complete for address, complete fax or telephone number) Excel will be loaded when the list has been created, and saved in the shared server folder GVTemp. Naturally, you may Save As the csv format spreadsheet to your own preferred location. The following fields are included: Account 1 Country Contact 2 DefaultRecipientJobTitl FirstName AccountMananger DefaultSalutation MiddleName Address1 Preferenc LastName Address2 LetterPreference Phone Address3 PhonePreference Fax TownCity FaxPreference PostZipCode page 24 of

25 3. Use Word to create the output or letter document. Creating a mail-merge The process is basically the same as with any mail-merge, and the following screens indicate a typical scenario and features. Note that Word mail merge allows you to select letters or e- mails. Although Gold-Vision does not currently allow the creation of personalised text within an , this can easily be achieved using Word Mail-merge (Word 2002 or later). If you wish to send an shot using individual s, rather than bcc addresses, then this is your preferred route. Template letters or e- mails (including html formats) may be used. The document may be a template or built up from the current document. In this example, we will use the blank current document. We need to select the recipients this is achieved by using the saved CSV file. Select the CSV file, (or your renamed version) from Use an existing list and Browse to your CSV file. Please note that if you start from a template document, Word will default the Merge format to Letter again, so you have to select the relevant template, and then go back through the Wizard to re-select an format. page 25 of

26 When selected, the contacts in the CSV file will be presented in an additional filter screen: A further benefit of this approach is that it enables you to refine your list further if necessary, creating up to six independent filter options per field. When you get to create the or letter, assuming you are starting a new template, you will note that the Gold-Vision fields are visible through the More items option. A list of the available items, with description is available overleaf. Previewing the message or document will allow you to check for completeness and sense of data. Completing the Merge will then simply create the merged document if a letter, or provide you with the further option (see below) of adding the Electronic Mail information ( Subject). OK will then send the individual messages through Microsoft Outlook and Exchange. page of