Transcript Recruiter Campaigns 101 (B/C)

NWEUG
2015
RECRUITER CAMPAIGNS
101
HOW TO SET UP CAMPAIGNS FOR
BEGINNERS
Angela Skjeie
Pacific University Oregon
July 30, 2015
Enrollment & Student Services Track
Coeur d’Alene, Idaho
SESSION RULES OF ETIQUETTE

Please turn off your cell phone/pager

If you must leave the session early, please do so as discreetly as
possible

Please avoid side conversation during the session
Thank you for your cooperation!
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2015
INTRODUCTION

Beginner’s guide to setting up campaigns for automatic
communication with your prospective students

Automating the communication to students increases
productivity and allows for more targeted messaging

Besides emails, campaigns can create phone call reminders,
tasks and letter activities to form a more rounded
communication plan
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SESSION AGENDA
1.
Marketing Lists
2.
Exact Target Emails
3.
Parent Campaign
4.
Campaign Activities
5.
Workflow Scheduler
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MARKETING LISTS
Marketing lists are based upon Advanced Find Views, so you need to have
your view created prior to setting up the Marketing list
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MARKETING LISTS

1. Under CAMPAIGNS MARKETING LISTS, select NEW on the Menu bar
2. Give your Marketing List a Name and select the Member Type. CONTACT for
Prospects, LEAD for Suspects
3. Select the Type. Lists can either be STATIC (not changing) or DYNAMIC
(changing)
4. SAVE your new list (do not use Save & Close just yet)
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MARKETING LISTS CONT.

Select MANAGE MEMBERS on the menu bar at the
top

FOR DYNAMIC LISTS: Select your saved Advanced
Find View by clicking the down arrow next to the
USE SAVED VIEW box

Hit FIND at the bottom to review the list of students
the view retrieves. Make sure you are pulling the
number you think you should be getting.

If you are satisfied with the find results, hit USE
QUERY to add this list to the Marketing List you
have created.
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MARKETING LISTS CONT.

FOR STATIC LISTS: You can utilize Advanced Finds to
either add, remove, or evaluate members of your
Marketing Lists.
1. First choose what you want to do, then click OK.
2. Choose your saved Advanced Find from the Use
Saved View drop down list
3. Click FIND to see the list of student the query returns

You can either add selected members or the entire list
by choosing the corresponding button at the bottom
of the screen. To select individual students, check the
box next to their name

4. Click ADD TO MARKETING LIST at the bottom to
include them in your marketing list.

NOTE* The procedure is the same
students.
Coeur d’Alene, Idaho
for removing
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PARENT CAMPAIGN
Primary communication plan for a cohort
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PARENT CAMPAIGN

Name the Parent Campaign

Assign a campaign code – you can choose from the
list or create a new code.
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Assign a campaign color – this is used for the
campaign calendar to track different campaigns for
different programs, purposes, etc.

Status will be PROPOSED until you are ready to start
the campaign

You can choose a campaign type, but it is not
required.

Assign academic program and level
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Enter in the PROPOSED begin and end dates

Add Recruiting Period and a description for internal
purposes

Once you have all the detail for the parent
campaign entered, click SAVE
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PARENT CAMPAIGN

Next, add the Target Marketing Lists you want to
use for the overall campaign by gong to the
Target Marketing list section under Marketing on
the left hand menu list.
1. Search for the marketing list you want, add it at
the bottom and click OK.

**NOTE: This Marketing List will automatically be
added to ALL Campaign Activities. You can
choose to remove the list from individual activities
once you have added them to the campaign.
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CAMPAIGN ACTIVITIES
Individual communications that are part of the Parent Campaign
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CAMPAIGN ACTIVITIES

Next, add the activities (communications)
that will occur as part of this campaign

Status will be PROPOSED until the
campaign is open and the scheduled
date happens

Name the activity

Choose a channel, i.e. letter, email, phone
call, other (use OTHER for Exact Target
emails)

Enter in a description for internal purposes

Enter in the Scheduled Start and End

Next, set up Drip, Catch Up and
Automatic distribution activity (see next
page)
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INITIATING (FIRST) ACTIVITIES

Set Drip to NO

Set Automatic Distribution to either yes or
no (your choice) – You can have emails
go out automatically, phone calls be
created by the system and sent to your
task list, or letter activities be generated
and sent to your task list for processing, or
you can manually activate the campaign
activity when you want to.

Set Catch Up to either yes or no (your
choice) – If you want new additions to the
marketing list to get this activity after the
first round goes out, you can say yes to
catch up.
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INITIATING (FIRST) ACTIVITIES

Filter who receives this activity by previous
communications, either via Activity Codes
or Subject Lines by highlighting the section
you want to use, then selecting ‘ADD
NEW…” from the menu. You can use one
section or both sections.

Filter by event registration ( or lack of) by
highlighting the Conflict Tab section,
selecting to filter out registered or not
registered students, then selecting “ADD
NEW CAMPAIGN FILTER EVENT” on the
menu bar.
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SUBSEQUENT (SECOND, THIRD, ETC.) ACTIVITIES


NOTE* repeat this process for all activities
after the first
Set Drip to YES

Set the Initiating Activity by choosing from
the lookup list

Choose the number of days to Offset this
activity from the initiating activity

Set up Automatic Distribution if you choose
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Set Catch Up to NO

Filter as needed
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EXACT TARGET EMAILS
: Create your Exact Target emails before beginning the Campaign Set up
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EXACT TARGET EMAILS CONT.

Create Campaign Activity

Channel must be OTHER for Exact Target
Emails
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Leave Auto Distribution set to NO for now.
You need to first set up the Exact Target
Send you want to use.
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EXACT TARGET EMAILS CONT.

Select the activity in the
“Campaign Activities” Window

Click the “Send Exact Target
Email”
button on the menu bar
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EXACT TARGET EMAILS CONT.

Select the ET email you want

Contact Mapping Test 1 will be the Field
Mapping Set

Create the Subject of your email,
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Designate who the email is from

Choose the marketing list that you wish to
send it to,

Associate the ET Send with the Campaign
you want

Select your send time as LATER so that you
can change the send type to “Marketing
Automation” and auto distribution to Yes
later
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Check all three boxes at the bottom and
then hit “OK.”
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EXACT TARGET EMAILS CONT.

Click on Exact Target Sends located on the
left side menu

Change the send Type from Standard to
MARKETING AUTOMATION then save and close
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EXACT TARGET EMAILS

Open up your Campaign
Activity to add your new
ET send and change the
Auto Distribution to Yes
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You can then set the drip
and catch up activities.
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CAMPAIGN CALENDAR

COOL FEATURE!

You can view active campaigns in a calendar to see what is happening with overall communications.
Each campaign activity

color and title displays over the dates in which the campaign covers.
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WORKFLOW SCHEDULER
Auto distribution scheduling
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WORKFLOW SCHEDULER

Make sure your workflows are on the scheduler

Campaign Automatic Distribution
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Campaign Catch Up Activities
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Drip Campaign Activities
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SESSION SUMMARY

Easier to prepare all necessary Views for Marketing Lists and
Exact Target email Sends before you begin setting up your
Campaign

Set up Parent Campaign, add Marketing List to that first

Create activities, beginning with Initiating, then add drip activities
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Make sure workflows are running in Workflow Scheduler
 Move
Campaign in the ‘READY TO LAUNCH’
status reason to activate (will not run properly
in the launched status)

Cannot reactivate a completed or cancelled campaign
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QUESTIONS & ANSWERS
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THANK YOU!
Angela Skjeie, Manager Administrative Services, Pacific University Oregon
[email protected]
Coeur d’Alene, Idaho
NWEUG
2015