Campaigns

Use Campaigns to process a Target List, or Leadlist of customers, prospects, or suspects through one or more steps. The steps can be anything from rewriting a book of business, to account rounding, or even updating the information you have on file for your customers. This topic provides an overview of campaigns, explains the basics about creating a Campaign, attaching a Target List, Leadlist, or adding participants, and then processing the participants through the steps in the Campaign.

Overview of Campaigns

Creating a Campaign is just one of the steps involved in managing Campaigns. The following is a summary of the tasks for Campaigns:

Task	What is this?
Determine the Campaign Objective/Goal	Deciding what you want to accomplish in a campaign allows you to then identify the target group of participants and whether they are existing customers or an imported list of suspects. Once you have the target market, you can then create the actions in the campaign.
Create the Target List or Import the Lead List	If you want to target existing customers in your campaign you can use Target Lists to choose the criteria and create your list. If you want to target members of a purchased lead list in your campaign, you must first import the list into AMS360 using Lead List Administration. Either way, you can add the target or lead list to the campaign in the Participants Included section of the New Campaign data entry form.
Create the Campaign	Use the New Campaign data entry form to name the campaign and identify the number and timing of participants entering the campaign process. You will also set up the actions for the campaign and select the participants.
Process the Campaign	Use the Process Campaigns selection in Daily Process to move new participants into active campaigns and move existing participants to the next step in a campaign. This process creates Suspense items and/or an Alert for the person designated as responsible for the campaign action.
Complete the Suspense Item	When a campaign is processed and Suspense items are generated, the person responsible for that action must mark the item as complete and enter a response, if appropriate. If the campaign action is to print letters and/or labels then a printer link appears in the suspense for the person responsible. Click the link to print the letters and/or labels. Based on the details of the campaign action, completing a Suspense can trigger the participant to move to the next step in the campaign.
Manage Responses/Actions	When appropriate, enter information about the participant's response in the Manage Responses data entry form. To access the form select Manage Responses/Actions from the Help Center click Campaigns from the sidebar menu. Select the campaign for which you want enter a response. Click Manage Responses from the Toolbar. You can also use this form to do the following for a campaign participant: Open the Campaign data entry form. Generate a letter or label (if that is the current step). Send an email (if that is the current step). Set the next action for a participant.

Campaign Selections

Enter information about and select actions and participants for your campaign from the following sections.

Basic Information/Flow Control

Group	Field	What is this?
Basic Information	Title	Enter a name for the campaign that makes it easily recognizable in the campaign list.
	Objective	Enter the goal/objective of the campaign to help distinguish it from others. This information appears in the Campaigns view in the Home Center.
	Style	Choose a style for the campaign (cross-sell, direct mail, etc.)
	Author	Enter the name of the person creating the campaign. The name of the person logged into AMS360 appears by default, but can be changed.
Campaign Begins	Start Date	Choose the date that you want the campaign to begin. Defaults to today's date.
Suspended Information	Suspended as of:	Select the box to suspend the campaign, and choose the date you want the campaign to be suspended. The campaign is automatically suspended if one of the Actions steps is Send Email, and the "Email Exception Successful" or "Unsuccessful Go To" step number is inactive or non-existent. If you attempt to remove the suspension, you will receive a message. Edit any Send Email steps to see if it references an inactive or non-existent step in the Email Exception group. Fix the problem and then remove the check mark from the Suspended as of check box.
Flow Control Process	All	Select this box to have all of the participants move through the campaign actions together.
	or ___ participants	Clear the All box and enter a number of participants to flow through the campaign in the specified time schedule.
	per ___ through the campaign	From the list, select the time frame to use for moving more participants into the start of the campaign (day, week, month, quarter, or year).

Actions List

Select the actions to include in the campaign.

Group

Field

What is this?

Action Selection

Step #

Enter the number of this step. This number causes the action to appear and be processed in the numeric order entered.

Active

When checked, this box indicates that the action is active and part of the campaign.

Remove the check to inactivate the action. Inactive actions are skipped when the campaign is processed.

Action

Select one of the following actions from the list. The data entry fields available in this section vary, depending on the Action you select.

Action Suspense Item
The Description field is available for data entry.
Labels Only
The Description Document Selection fields are available for data entry.
Letters and Labels
The Description and Document Selection fields are available for data entry.
Letters Only
The Description and Document Selection fields are available for data entry.
Phone Call
The Description and Phone Call Script fields are available for data entry.
Schedule Appointment
The Description field is available for data entry.
Send Email
The Description, Email Information and Email exception fields are available for data entry.

This action uses the email address entered on the main Customer Information window (not contact section) whether you use a Target List or add an individual participant.

Description

Enter a meaningful description to help you identify this action.

Document Selection

This group only appears for the following Actions:

Labels Only
Letters & Labels
Letters Only

Select the Category and Document Name for each document.

Category
Select the category of the letter or label you want to include. The items in the Document Name list change based on the category you select.
The categories are the same as those for Form Letters and Schedules/Proposals/summaries.

Document Name
Select the name of the document to include. The documents listed are created in the Document Library.

Phone Call Script

This is a pre-written script of what should be said during the phone conversation.

This group/field is only available when the Action is Phone Call.

Email Exception

This group is only available when the Action is Send Email.

The campaign will automatically be suspended if one of the Actions steps is Send Email, and Email Exception step numbers are inactive or non-existent. An error message is displayed if you try to remove the check mark in the Suspended as of check box located in the Basic Information/Flow Control section.

Successful go to
Enter the step number of the next action in the campaign you will perform after the participant receives the email message.

Unsuccessful go to
If this action is not successful, then go to the specified Step number. The step can be any step, either forward or backward.

When sending an email message as part of a campaign, Vertafore Support suggests you create a step such as Check Email or Email Invalid to use if the email message cannot be sent. This allows you to identify the participants who did not receive the email message.

Email Information

This group is only available when the Action is Send Email.

Subject: Subject line of the email for all participants.

Memo: Email message to be sent to all participants

Action Selection

Email Exception

This group is only available when the Action is Send Email.

Successful go to
Enter the step number of the next action in the campaign you will perform after the participant receives the email message.

Unsuccessful go to
If this action is not successful, then go to the specified Step number. The step can be any step, either forward or backward.

Email Information

This group is only available when the Action is Send Email.

Subject: Subject line of the email for all participants.

Memo: Email message to be sent to all participants

Cost Associated with this item

Enter value on a per item basis

If you know the cost of this action, enter the amount. This can be used to track costs for campaigns by case and by instance.

Person Responsible for this action

Account ExecAccount Rep

Select from the List

Choose the employee who is to receive the suspense reminder for this action.

For more efficient batch processing (i.e. when printing letters and or sending emails) Vertafore recommends that you select an employee from the list. A single suspense item is created for that individual. If you choose Account Exec/Account Rep, one suspense is created for each campaign participant.

Suspense Notification

Select the priority for the Suspense item created for this action.

Initiate Next Action

Automatically in ___ days

Enter the number of days to move the participant to the next action in the campaign.

Response Required

Checking this box indicates that you want to wait for a response before proceeding to the next action in the campaign. Once you enter a response on the Prospect Response form and mark the Suspense item complete, the next action is initiated.

Manual

If you want to move the participant to the next action in the campaign manually, check this box. The next action does not occur automatically.

Participants Included

In this section you can identify the participants included in the campaign. Once added, the participants appear in the grid.

Field/ Group	What is this?
Narrow Participant Name selection	Type one or more letters in the field and click Refresh. The names in the grid are limited to those that begin with the letters you typed. To see all participants, delete entry in this field and click Refresh. After entering information in the Narrow Participant Name selection field, click the Refresh button to display names in the grid based on your entry.
Add members from a Target List	Click to open the Add Members from a Target List data entry form, and select the appropriate target list.
Add members from a Lead List	Click to open the Add Members from a Lead list data entry form, and select the appropriate lead list.
Add a Customer	Click to open the Customer Search data entry form where you can choose a specific customer to add to the campaign. When adding a participant to an existing campaign, right-click the name in the grid and choose Re-assign next action. Then choose the step in the campaign where you want them to be.
Manage Responses/Actions	Select a participant from the grid and then click to open the Manage Responses/Actions data entry form. Use this form to do the following for a participant: Open the customer information data entry form for the participant. Enter or view a response. Open the campaign data entry form. Generate a letter or label (if that is the current step). Send an email (if that is the current step). Set the next action for a participant.

Participants Included Grid

The following information appears for the participants included in the campaign. This information is for viewing only. You have limited ability to manipulate the participants using the right-click menu.

Field	What is this?
Participant Name	The name of the participant included in the campaign.
Last Activity	The most recent campaign activity performed for the participant.
Last Processed	The most recent date that the campaign was processed for that particular participant.
Next Action	The next campaign action to be performed for the participant.
Target List	The name of the Target List, if applicable, to which the participant belongs.
Lead List	The name of the Lead List, if applicable, to which the participant belongs.

Right-click Menu Options

The following actions can be performed for each participant in the grid, by right-clicking on the participant:

Menu Item	What is this?
Delete	Use this option to delete the selected participant from the campaign.
Copy from Grid	Opens the Select Grid Copy Options dialog box for you to copy information from the grid.
Done with Campaign	Marks the participant as no longer active in the campaign. The Next Action indicator is removed from the grid for this row.
Re-assign Next Action	Use to move the selected participant to another step in the campaign. All of the steps in the campaign appear in the list for you to choose from.