TUTORIAL: Campaigns Gold-Vision 6

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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

5

6

8 Reviewing the Campaign Recipients

Validating Campaign Recipients

Adding Recipients

Removing Recipients

Reviewing Campaign Sources & Refreshing

9

10

12

12 Adding the body and attachments to an Email 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

15

16

17

17 Re Running the Campaign

Reviewing New Recipients

Re Run the Campaign

18

19 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

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20

21

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23 Word Mail-Merge and Campaigns

Creating labels or personalised e-mails using

Word Mail-Merge

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What is a Campaign?

Campaigns are designed to control mass-communication to your Contacts and Accounts and can be distributed using Email, fax, letter or telephone media.

The Campaignscreation 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.

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Creating a Campaign Recipient List

First you need to create a List of Recipientsfrom 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

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Creating a New Campaign

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

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Medium Select the Campaign Medium:

Email- Email1, Email2, Email3, Email Preferred

Letter- Business, Home, Preferred Telephone- Preferred

Fax

These fields correspond directly to those set against the Contact record.

Select Email-Preferred

Letter Template For Letter Campaign - Select Template Document that you wish to use Default Salutation For Letter Campaign only: Enter Salutation, e.g. Sir / Madam which will act as

default if no Letter Salutation is set for a Contact

Default Job Title 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.

Owner Alison Turney - Select Owner for the Campaign from your organization Stage From the dropdown menu chose the stage of the Campaign (from Planning to

Complete) These can be defined by a Gold-Vision Administrator. Create Activities

when Campaign is run

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:

Activity Stage Initial Circulation - Select the initial stage for all Campaign Activities

Activity Owner 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).

Activity Start Date / Due Date

Select Activity Dates –

next week for Start Date / one month following for Due Date

Cost Enter 500 - 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. Overview/ Script 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:

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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 Select Campaign

Select Add to existing Campaign

OR:

Click the Campaign Icon from the List 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

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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 CampaignNavigation menu

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For example, Select Invalid Recipients:

Reasons for the Recipient being Invalid: - Missing Email Address for the Contact

- Invalid Email Address - no @ included or incomplete domain within email 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 email has been set for Miles Davis and an Email 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 email 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:

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October 2009 page 10 of

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 Contactscan then be added

You can Filter to search for Contactsusing 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:

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October 2009 page 11 of 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:

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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 email? 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:

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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 Email Body and Attachments to Email Campaigns

Add the Email Body

:

From the Campaign Navigation menu Select Email Body

Click Edit and enter Subject and Body of Campaign Email

Save - further Editing can be made as required

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Add an Email Attachment

:

From the Campaign Navigation menu Select Email Attachments

For each document that you would like to attach

Click the button and choose the File

Selected File(s) will appear as an Email Attachment(s) for the Campaign. When the Campaign Email is Run the file(s) will show as an attachment to the email.

Running the Campaign

ToRuna 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 Email Campaigns:

an Outlook Email 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.

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- 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 email 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)

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To view the Campaign Run History:

From the Campaign

Navigation menu

Select Runs

Click on the Run Description to view Recipients included:

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.

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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)

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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 e-mail or Opportunity records created.

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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

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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.

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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

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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 email campaigns which are integrated into Gold-Vision

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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 email 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 -

Runthe 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 email 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 Linkto 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

Email Body / Attachments: Details of the Email Body and

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Creating Labels or personalised e-mails 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 e-mail use Outlook or Word templates

send individual e-mails 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 e-mail 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 Email1 Country

Contact Email2 DefaultRecipientJobTitl

FirstName AccountMananger DefaultSalutation

MiddleName Address1 EmailPreferenc

LastName Address2 LetterPreference

Phone Address3 PhonePreference

Fax TownCity FaxPreference

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October 2009 page 25 of 3. Use Word to create the output e-mail 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 e-mail, this can easily be

achieved using Word Mail-merge (Word 2002 or later). If you wish to send an e-mailshot using individual e-mails, 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.

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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 e-mail 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 e-mail 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 (e-mail Subject). OK will then send the individual e-mail messages through Microsoft Outlook® and Exchange®.