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Campaigns

Use Campaigns in the AMS360Sales Center 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.

You must have proper security authorization to access Campaigns.

    ClosedOverview of Campaigns

Creating a Campaign is just one of the steps involved in managing Campaigns. Here 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 choose Manage Responses/Actions from the Actionsmenu in the Sales Center or click Manage Responses in the Participants Included section of the Campaign data entry form.

You can also use this form to do the following for a campaign participant:

  • Open the customer information data entry form for the selected 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.

    ClosedAccessing Campaigns

To access a Campaign from the Sales Center, do one of the following:

    ClosedThe Campaign Menu and Toolbar

    ClosedThe Campaign Menu

    ClosedFile

Menu Option

Icon

Function

Save

Saves the information you have entered on the data entry form without closing the form.

Save & Close

Saves the information you have entered on the data entry form and closes the form.

Sign Off & Close

 

Closes AMS360 (all browsers and data entry forms). Then, navigate back to the login page.

Close

 

Closes the data entry form without saving the information you have entered.

New Campaign

 

Opens the New Campaign data entry form where you can make your selections and create a campaign.

Copy Campaign

 

Creates a copy of the campaign and opens the copy for editing. Use this feature when you want to change the criteria on an existing campaign.

Delete Campaign

 

Deletes the selected campaign.

Target List

 

Opens the Target List data entry form where you can create a new list or edit an existing list.

    ClosedSection

Menu Option

Function

Sections

The first portion of the list contains the sections of the Campaign data entry form. Click a name to open and go to that section.

  • Basic Information/Flow Control

  • Actions List

  • Participants Included

Next Section

Use to move to the section following the one you are in.

Previous Section

Use to move to the section before the one you are in.

Top of Form

Use to move to the first section of the Campaign data entry.

Bottom of Form

Use to move to the last section of the Campaign data entry.

Expand All

Use to open all sections of the Campaign data entry form at once.

Collapse All

Use to close all sections of the Campaign data entry form at once.

Explorer

Use to open the Section Explorer in a frame on the data entry form. This format is similar to Windows Explorer.

Use Explorer to quickly move between sections.

Switch Explorer/Winform

Once the Explorer is open, Switch Explorer/Winform changes the focus of your cursor from the explorer to the form and vise/versa.

Keyboarding:

This feature enhances keyboarding. If your current focus is in the form and you want to switch sections, you can Alt +S and X to open the Explorer, arrow to the section you want to open and Alt +S and S which returns focus to the form and opens the desired section.

 

    ClosedOperation

Menu Option

Icon

Submenu Options

Uses

Contacts

Opens the Contacts data entry form.

Form Letters

Initiates the Form Letters data entry form.

Notes

New

Opens the Notes data entry form so you can enter a new note.

View

Opens the View Notes form.

    ClosedT Closedoolbox

This menu provides access to Integration functions such as Download, Upload, Launching New Centers, Launching Other Programs,Reports, and System Administration functions. See the Toolbox topic for detailed information about the selections on this menu.

This menu provides access to Integration functions such as Download, Upload, Launching New Centers, Launching Other Programs,Reports, and System Administration functions. See the Toolbox topic for detailed information about the selections on this menu.

    ClosedHelp

Menu Option

Icon

Function

Context

 

Displays help for the active data entry form or center.

Search

 

Displays AM360Help with the Searchfeature active.

Help Center

 

Displays the AMS360Help Center that contains system news and links to other resources.

Keyboard Shortcuts

 

Launches the Keyboard Shortcuts for AMS360 help topic.

Email Event Logs

 

Opens the Email Event Logs form. Enter the Email Address where you want to send the event log, select the Event Log(s) you want to send, and click OK.

Web-Based Training

 

Clicking on Web-Based Training from the Help menu takes you to the AMS Learning and Performance System.

About

 

Shows you the current version information for AMS360.

    ClosedThe Campaign Toolbar

Icon

Feature

Uses

Save

Saves the information you have entered on the data entry form without closing the form.

Save & Close

Saves the information you have entered on the data entry form and closes the form.

Form Letters

Opens the Form Letters data entry form.

Contacts

Opens the Contacts form.

Activity

Opens the Activity/Suspense data entry form so you can enter a new activity.

Suspense

Opens the Activity/Suspense data entry form so you can enter a new suspense.

Notes

Opens the Notes data entry form so you can enter a new note.

Launch Customer Center

Opens Customer Search so you can search for and open another customer.

Reports

Launches the Reports - All selection form where you can select to print reports.

    ClosedCreating a Campaign

You can create a campaign by entering all information and selecting the campaign criteria from scratch or you can copy an existing campaign.

    ClosedCreating a Campaign from Scratch

Do the following to create a campaign from scratch:

  1. From the Sales Center menu click Actions>New Campaign. The New Campaign data entry form appears.

  2. Enter basic information and flow control for the campaign.

  3. Choose the actions that will be a part of the campaign.

  4. Select the participants to include in the campaign.

  5. When you have made your selections, click the Save & Close icon on the toolbar or from the menu click File>Save & Close.

See Campaign Selections, in this topic for information on the selections available.

    ClosedCreating a Campaign by Copying an Existing One

Do the following to create a campaign by copying an existing one:

  1. From the menu in the Sales Center, click File > Copy Campaign. The Copy Campaign data entry form appears.

  2. From the Campaign to copy from list, choose the campaign you want to copy and then click OK. The New Campaign data entry form appears prefilled with the campaign you copied from.

  3. Enter Basic Information for the new campaign. Review and change items in the Actions List as well as the Participants Included, as needed. See Campaign Selections, in this topic for information on the selections available.

  4. When you have finished making your selections, click the Save & Close icon on the toolbar or from the menu click File > Save & Close.

    ClosedCampaign Selections

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

    ClosedBasic Information/Flow Control

Field/ Group

What is this?

Basic Information

Field

What is this?

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 List in the Sales Center.

Style

Choose one of the following styles for the campaign:

  • Cross Sell

  • Direct Mail

  • Retention

  • Telemarketing

Author

Enter the name of the person creating the campaign. The name of the person logged into AMS360 appears here by default, but can be changed.

Campaign Begins

Field

What is this?

Start Date

Choose the date that you want the campaign to begin. Today's date defaults.

Suspended Information

Field

What is this?

Suspended as of:

Check the box to suspend the campaign, and choose the date you want the campaign to be suspended.

The campaign will automatically be suspended if one of the Actions steps is Send Email, and the Email exception Successful or Unsuccessful go to step #'s is inactive or non-existent. You get the following message when you try to remove the checkmark in the Suspended as ofcheckbox.

Edit any Send Email step to see if:

  • It references an inactive step in the Email Exceptiongroup.

  • It references a non-existent step in the Email Exception group.

Fix the problem and then remove the checkmark from theSuspended as ofcheckbox.

Flow Control Process

Field

What is this?

All

Check this box to have all of the participants move through the campaign actions together.

or ___ participants

Uncheck 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

  • Month

  • Quarter

  • Week

  • Year

 

    ClosedActions List

Select the actions to include in the campaign.

Fields/ Groups

What is this?

Action Selection

Field

What is this?

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:

Closed Action Suspense Item

When you choose the Action,Action Suspense Item, the following fields are available for data entry. See theHelpbelow for assistance inputting the data into these fields.

Closed Labels Only

When you choose the Action, Labels Only, the following fields are available for data entry. See the Help below for assistance inputting the data into these fields.

Closed Letters and Labels

When you choose the Action, Letters and Labels, the following fields are available for data entry. See the Help below for assistance inputting the data into these fields.

Closed Letters Only

When you choose the Action, Letters Only, the following fields are available for data entry. See the Help below for assistance inputting the data into these fields.

Closed Phone Call

When you choose the Action, Phone Call, the following fields are available for data entry. See the Help below for assistance inputting the data into these fields.

Closed Schedule Appointment

When you choose the Action, Schedule Appointment, the following fields are available for data entry. See the Help below for assistance inputting the data into these fields.

Closed Send Email

When you choose the Action, Send Email, the following fields are available for data entry. See the Help below for assistance in entering the data for these fields.

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

Field

What is this?

Document 1

Field

What is this?

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 here.

The categories are the same as those forForm LettersandSchedules/Proposals/summaries.

Document Name

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

Document 2

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.

Field

What is this?

Successful go to

If this action is successful, then go to the specified Step #.

Enter 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 #. The step can be any step, either forward or backward.

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

The campaign will automatically be suspended if one of the Actions steps is Send Email, and the Email exception Successful or Unsuccessful go to step #'s is inactive or non-existent. You get the following message when you try to remove the checkmark in the Suspended as ofcheckbox located in theBasic Information/Flow Controlsection.

Edit any Send Email step to see if:

  • It references an inactive step in the Email Exceptiongroup.

  • It references a non-existent step in the Email Exception group.

Fix the problem and then clear theSuspended as ofcheckbox.

Email Information

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

Field

What is this?

Subject

This is the Subject line of the email for all participants.

Memo

This is the email message to be sent to all participants..

Cost Associated with this item

Field

What is this?

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. In the future when we add Sales Reports, this information will be included.

Person Responsible for this action

Field

What is this?

Account Exec

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) AMS 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.

Account Rep

Select from the List

Suspense Notification

Field

What is this?

Set Priority

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

Initiate Next Action

Field

What is this?

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.

    ClosedParticipants 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 Leadlist data entry form, and select the appropriate leadlist.

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 their 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.

     ClosedParticipants 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 Optionsselection 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.

What's Next?

Do you want more information on creating a Target List, or importing a Leadlist to attach to your campaign? For information on processing campaigns see Daily Process.


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© 2015 Vertafore, Inc. and its subsidiaries. All Rights Reserved. Vertafore, the Vertafore design, AMS360, Vertafore Producer Advantage, Producer Plus, AgencyEDGE, ReferenceConnect, BenefitPoint, Engage, and WorkSmart are registered trademarks of Vertafore, Inc. or its subsidiaries. Third party marks belong to their respective holders. AMS360 Classic Help updated 5/18/2016 11:02 PM