Campaigns and Communications
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Ellucian
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In preparing and providing this publication, Ellucian is not rendering legal, accounting, or other similar professional services. Ellucian makes no claims that an institution's use of this publication or the software for which it is provided will insure compliance with applicable federal or state laws, rules, or regulations. Each organization should seek legal, accounting and other similar professional services from competent providers of the organization's own choosing.
Trademark
Banner®, Colleague®, PowerCAMPUS®, Luminis® and Datatel® are trademarks of Ellucian or its affiliates and are registered in the U.S. and other countries. Ellucian, Advance, Recruiter, and Open Digital Campus are trademarks of Ellucian or its affiliates. Other names may be trademarks of their respective owners.
Revision History Log
|Publication Date |Summary |
|5/8/2013 |New version that supports Recruiter 2.0 software. |
|8/02/2013 |Revised to support Recruiter 2.5 and drip campaigns and catch up processing. |
06/13/2013 Revised to support Recruiter 3.0 and auto distribute functionality.
Notice of rights
© 2013 Ellucian. All rights reserved.
Contains confidential and proprietary information of Ellucian and its subsidiaries. Use of these materials is limited to Ellucian licensees, and is subject to the terms and conditions of one or more written license agreements between Ellucian and the licensee in question.
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Table of Contents
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Introduction 5
Campaigns and Your Business Processes 7
Managing Communications: ERP vs. CRM 9
Creating and Managing Campaigns 12
Communications Options in Recruiter 13
Creating Ad-hoc Activities 16
Creating an Activity 17
Creating a Task Activity 23
Creating an E-mail Activity 26
Creating a Phone Activity 31
Creating a Letter Activity 36
Adding an Activity to a Prospect Record 43
Marking an Activity as Complete 48
Creating a Quick Campaign 49
Creating a Quick Campaign 50
Viewing Tasks and Activities in the Workplace 58
Viewing a Activities on a Prospect Record 60
Marking a Campaign Activity as Complete 64
Marking Multiple Activities as Complete 65
Creating a calendar campaign 67
Campaigns and Activities Introduction 68
Campaigns Module Overview 69
New campaign window 71
Creating Campaign Activities 78
Drip Campaign Functionality 80
Workflow Scheduler 91
Creating Campaign Activities 92
Creating a Marketing List 97
Creating a Marketing List Based on Location 105
Associating a Marketing List to a Campaign 110
Viewing the Campaign Calendar 115
Executing the Campaign and Campaign Activities 117
Reviewing Campaign Performance 124
Communicating with ExactTarget 128
ExactTarget Module Overview 129
Creating ExactTarget E-mails with Recruiter 130
Reviewing ExactTarget Sends Data 137
Exercise: Creating an ExactTarget E-mail 141
Exercise: Managing ExactTarget E-mails 143
Communications Using Workflow 145
Recruiter Workflow Overview 146
Creating a Workflow 149
Adding a Check Condition to a Workflow 155
Adding an ExactTarget E-mail to a Workflow 162
Adding a Wait Condition to a Workflow 169
Adding an Activity to a Workflow 174
Saving and Activating Workflows 180
Using Workflows 182
Introduction
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Course goal
The goal of this course is to provide an overview of campaigns and communications options within Recruiter and provide the knowledge and skills to create ad-hoc activities, quick campaigns, calendar (Recruiter) campaigns, communicate via Exact Target and communicate via a workflow.
Course objectives
At the conclusion of this course, you will have the skills and knowledge to:
• Create ad-hoc activities
• Create a quick campaign
• Create a calendar campaign
• Communicate with ExactTarget
• Communicate using workflow.
Intended audience
This course is intended for:
• Admissions Officers/Recruiters
• Admissions Administrative Staff
• Director of Admissions
• Recruiter Application Administrators
Prerequisites
Course prerequisites include:
• Installation of Ellucian’s Recruiter. If your institution does not have Ellucian’s Recruiter installed, please contact your instructor.
• A clear understanding of the recruitment process and goals at your institution among course attendees.
• Completing the Ellucian’s Recruiter Overview training workbook or have similar experience navigating in Ellucian’s Recruiter.
Campaigns and Your Business Processes
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Purpose
Most likely, high-level planning for campaigns was done prior to this training during consulting. During those sessions, the Ellucian consultant and staff at your institution laid out how you communicate with prospects and determined the best, appropriate business process to do this effectively.
The purpose of this activity is to understand your institution’s business process with campaigns and correct any wrong assumptions.
Instructions
1. Individually or in a small group, note the stages of your business process with campaigns.
2. As you complete the activity, record any questions you have for your instructor.
3. Be prepared to share your notes and the questions you have.
4. While sharing, note answers to your questions and correct any wrong assumptions.
Stages of business process for campaigns
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Questions
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Managing Communications: ERP vs. CRM
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Introduction
With Ellucian’s Recruiter, you manage communications until the application is exported into Colleague. After the application is exported into the ERP, Communications Management is used.
How does your ERP’s Communication Management compare to Recruiter’s Campaign Management?
Most institutions that use the ERP Communications Management modules record communications from and send communications to their students. In an ERP, Communications Management allows you to identify the various means by which you’ve been contacted as well as initiate various communications back to students.
In contrast, Recruiter’s Campaign Management is more robust, allowing you to easily specify, assign, and view the history of communications with prospective students and applicants. Recruiter allows you to define repeatable communication processes that can be measured in order to evaluate the process and find ways to be more efficient.
In summary, ERP Communications Management markets to large population; Recruiter’s Campaign Management markets to individuals. The terminology and functionality of both systems are different. Until the application or prospect record is exported to the ERP, Recruiter should be the primary communication system. After the records in Recruiter are exported into the ERP, Communications Management should be used.
ERP Recruitment Management Workflow: Top-Down Approach
The following diagram describes a typical an ERP recruitment management track.
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The process is linear and dictated from the top down.
CRM Recruitment Management Workflow: Fluid Approach
The following diagram describes a recruitment management workflow using CRM.
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The process occurs as necessary and is managed by recruiters.
What Are Some Communication Flows I Might Want to Revisit?
When looking at communications flows, consider both your incoming and outgoing communications. Consider revising the following:
• High school junior communications
• High school seniors communication flow
• Prospective transfers communication flow
Creating and Managing Campaigns
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What Is the Value of Using Campaigns in Recruiter?
The value of using campaigns in Recruiter is the ability to track and measure successes and resources.
What Is Meant by Managing a Campaign?
To manage a campaign means to communicate (via email, letters, phone calls) with a prospect and track the results of each activity executed in a campaign.
Because campaigns are primarily containers for tasks and activities, you do not need to "launch" a campaign from within Recruiter. Launching a campaign simply occurs when you perform your first campaign activity.
To have staff in your organization perform the campaign activities you have created, you can either manually distribute or auto-distribute the campaign activity. Either way, distributing activities from a campaign enables the owners of the records to take action on the related activities (such as making a phone call or personalizing a letter before sending it). During the campaign, whenever a prospective student shows interest as a result of the campaign, you can create a campaign response. (A campaign response is a record of the communication you receive from a prospective student in response to a specific campaign.).
When your campaign is over, you do not need to close the campaign record the way you would close an individual task or activity. In the same way that a campaign begins with the first campaign activity, a campaign ends when the last campaign activity has been completed.
What Is the Difference between Managing a Campaign in an ERP System versus Recruiter?
As previously touched on, with an ERP system, campaign management is structured, linear, and prescriptive. It was dictated from the top-down with an order for tasks.
Campaign management with Recruiter is much more unstructured. Recruitment staff members, rather than deans and admissions directors, have more responsibility when determining when and how to act on tasks. The deployment of tasks is done at the discretion of staff and based on the needs of the situation.
Communications Options in Recruiter
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Overview
How you choose to communicate with suspects, prospects, applicants, and other contacts is a strategy which should take into consideration several variables. The followings options are available to you and can be combined to best fit your business requirements and goals.
Option 1 – Ad-hoc Activities from Recruiter or Outlook Client
As a CRM (Constituent Relationship Management) system, Recruiter can facilitate better relationships through engagement with an actual person which creates a better customer/prospect service experience. Your recruiters can be empowered to own the relationships with the prospects in their territory by completing activities in an ad-hoc manner. These communications can take place directly out of the Recruiter system or by utilizing the CRM for Outlook connector.
• Example 1: A Recruiter calls a prospect to check in.
• Example 2: A Recruiter sends a prospect an email from Outlook because they remembered they like basketball and the schools team is going to be featured on ESPN.
Option 2 – Quick Campaigns
Quick Campaigns allow you to utilize an advanced find or saved view to quickly assign or complete a task for a large pool of prospects. They can be done on the fly, and the activities assigned can be given a due date. Ultimately, the activities will display in the various recruiters workplace so it’s very clear what was either sent out to prospective students or what is required of them in terms of follow-up.
• Example 1 – An admin creates a quick campaign to assign a task to the recruiter responsible for a specific territory to call each prospect in fall term and remind them about the open house.
• Example 2 – An counselor or recruiter wants to email all of their prospective students from a specific high school to let them know about a date change to their High School visit, so they create a quick campaign to send the email.
Option 3 – Calendar Campaigns
Campaigns allow you to complete the same sort of distribution of activities as quick campaigns, with added functionality and planning tools. A calendar is provided to see scheduled activities in advance, and you can associate marketing lists of prospects which should receive the communications. With additional budgetary tracking you could later measure the effectiveness of a campaign. Campaigns also string together several activities under one umbrella and allow for a broader perspective of the overall communication plan.
• Example 1 – A recruitment team creates a campaign with all of its planning steps as activities to drive the creation of marketing materials and set up tasks.
• Example 2 – An administrator loads a 4 step activity plan into a campaign and then distributes the planned tasks according to a set schedule. One of the activities is to send a bulk email using notifying new prospects about an Open House via ExactTarget. Email, phone, and task activities may be auto-distributed or automatically initiated.
Option 4 – ExactTarget
The ExactTarget add in allows your team to send robust html emails to larger groups of suspects or prospects for marketing purposes. These emails are driven through a white-listing service which helps to guarantee they are not marked as spam. Email analytics are available to manage your effectiveness. Ellucian provides each institution with one html template and each institution can create additional templates. ExactTarget interfaces with all areas of Recruiter so you can send an ExactTarget style email from a campaign, workflow, or quick campaign. It is important to note that ExactTarget emails can be sent up to a certain number as specified in each individual contract.
• Example 1 – A recruiter emails all suspects with a robust html email that is intended to educate them about the institution and encourage them to go to the institution’s website and create an account.
• Example 2 – A recruiter completes an open house reminder via ExactTarget as per an activity that was assigned to them via a quick campaign.
Option 5 – Workflow
Recruiter utilizes Microsoft Dynamics Workflow to automate certain functions within the system. A series of workflow steps can be setup to create a communication plan that would take place automatically, based on specific triggers being completed by the prospect, recruiter or by timed intervals. Emails can be generated and activities may be assigned without any manual user intervention. This type of communications is generally transactional and does not appear in standard tracking reports.
• Example 1 – Upon applying a prospect receives an automatic email confirmation. 5 days later they are reminded via automatic email to get their supplemental items in.
• Example 2 – As new prospects are added to the system, a workflow generates a task for a recruiter to call and introduce themselves. 7 days later an email is sent to the assigned recruiter reminding them to call again.
Creating Ad-hoc Activities
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Introduction
The goal of this section is to provide the skills and knowledge to create ad-hoc activities.
Objectives
At the conclusion of this section, you will have the skills and knowledge to:
• Create an activity
• Create a task activity
• Create an e-mail activity
• Create a phone activity
• Create a letter activity
• Adding an activity to a prospect record
• Marking an activity as complete.
Creating an Activity
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Introduction
Creating an activity helps to formally document interactions with a prospect. Tracking allows you to gather data on the success of the activity.
As a CRM (Constituent Relationship Management) system, Recruiter can facilitate better relationships through engagement with an actual person which creates a better customer/prospect service experience. Your recruiters can be empowered to own the relationships with the prospects in their territory by completing activities in an ad-hoc manner. These communications can take place directly out of the Recruiter system or by utilizing the CRM for Outlook connector.
• Example 1: A Recruiter calls a prospect to check in.
• Example 2: A Recruiter sends a prospect an email from Outlook because they remembered they like basketball and the schools team is going to be featured on ESPN.
What information should I record for an activity?
When capturing information for activities, consider completing these fields at a minimum. (This information is useful when you or others in your organization refer to the activity at a later date.)
• Subject. In this field, enter a meaningful description that can help you easily identify the activity in the Activities list view. The subject field is required because, by default, most of the Activities views are sorted by it.
• Regarding. This field is used to link the activity to another record so that you can view the activity from the record. If you create a new activity from a record, this is automatically filled out.
• Owner. This field represents the user who owns the activity. By default, this field contains the name of the person who creates the activity.
• Duration. The maximum duration of an appointment or service activity is 10 days. When the duration of an activity is more than 60 minutes, the time you enter is converted into hours. When the activity is saved, the value is rounded up and might change from the entry that was originally displayed when it was converted from minutes into hours. (Rounding is only observed on the hundredth of an hour.) However, the exact value for the duration is stored in the database in minutes.
• Activity Code. The Activity Code field allows for the entry of codes typically provisioned from the integrated ERP system. When the two systems “talk” these Activity Codes them create communication code entries on the person record within the ERP, once that person record is created.
• Due. In this field, enter the date and time that the activity is expected to take place or be completed. This allows you to sort on the Due field when you view activities.
What additional information could I record for an activity?
Some activities also have the following fields that can be completed.
• Sender. In this field, record the person in your organization who initiated the outgoing communication. By default, this field contains the name of the user who creates the activity.
• Recipient. This is the person, typically a suspect, prospect, contact, or a fellow admissions staff person, that receives the communication.
• Category and Sub-Category. In these text fields, categorize tasks so that you can sort or view your tasks by category and/or sub-category.
New Phone Call Activity window
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Steps
Follow these steps to create an activity.
Note: This lesson provide the overall process for creating activities. The four lessons that follow provide specific steps for those activities.
1. In the Navigation Pane, select Workplace.
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2. Select Activities.
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3. Select an activity type:
Task
Fax
Phone call
Email
Letter
Appointment
Service Activity
Campaign response
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4. Enter the appropriate information.
Note: The letter and fax activities record when the letter or fax is sent or received. When you create the activity, you attach the letter or fax document, such as a Microsoft Office Word file, to the record. With the mail merge feature, you can write the letter and include Microsoft Dynamics CRM data.
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5. Click Save or Save and Close.
Note: If you are using the activity to track something that has already been completed, click Mark Complete. When you save an activity as completed, duplicates are not detected.
Note: To create the same activity for multiple records, use a quick campaign. A quick campaign is a communications method that creates a single activity for distribution to a group or to a single marketing list.
Creating a Task Activity
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Introduction
A task activity is a reminder to do something. This could include a task to create a marketing list or a task to set up an event or a task to do anything else associated with communicating with suspects, prospects, or applicants.
New Task Activity window
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Steps
Follow these steps to create a task activity.
1. In the Navigation Pane, select Workplace.
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2. Select Activities.
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3. Select the Task button from the ribbon.
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4. Enter a descriptive title of the task in the Subject field.
Note: The subject is viewed in the list of activities.
5. Enter a description of the task in the Description field.
6. Enter or select a suspect, prospect, or applicant in the Regarding field if this task is regarding a particular person or leave this field blank.
7. Select an estimated length of time this task is expected to take in the Duration field.
Note: This field defaults to 30 minutes but you can select a value from 1 minute to 3 days.
8. Select a priority for the task in the Priority field.
Note: The default is normal, but you can select either High or Low.
9. Use the Calendar icon in the Due field to select a due date for the task.
10. Enter a category or sub-category value if your institution is using categories and sub-categories or leave this field blank.
11. Click Save or Save and Close.
Note: If you are using the activity to track something that has already been completed, click Mark Complete. When you save an activity as completed, duplicates are not detected.
Creating an E-mail Activity
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Introduction
An E-mail activity is a type of activity in which an e-mail can be sent to a suspect, prospect, or applicant and a record kept in Recruiter. Use the Subject line as you would the subject line of any email. Enter the text of the e-mail into the Description field. Use the editing toolbar to format the text of the e-mail or use the Insert Template link in the toolbar to enter the text of an e-mail that has been saved as a template. When a record is selected in the To field, the e-mail address associated with the record is used when the e-mail is sent.
The Activity Code, Regarding, Duration, Priority, Due, Category, and Subcategory fields below the e-mail text entry field are all optional. You can add attachments to the e-mail by scrolling to the Attachments section of the window.
New E-mail Activity window
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Steps
Follow these steps to create an e-mail activity.
1. In the Navigation Pane, select Workplace.
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2. Select Activities.
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3. Select the E-Mail button from the ribbon.
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4. Click the Look Up icon at the end of the To field to select a recipient.
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5. Select Contact in the Look for field.
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6. Enter a name or partial name in the Search field to find the person to send the e-mail.
Note: Use the asterisk (*) as a wildcard character when searching on partial names.
7. Click the Start Search ([pic]) icon.
Result: A list of names that match your criteria displays.
8. Click the checkbox next to the name of the person to whom you want to send the e-mail.
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9. Click the OK button.
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10. Enter a descriptive title of the e-mail in the Subject field.
Note: The subject is viewed in the list of activities. It is also the subject line of the incoming e-mail that the recipient reads.
11. Enter the text of the e-mail into the Description field.
Note: Use the editing toolbar to format the text of the e-mail or use the Insert Template link in the toolbar to enter the text of an e-mail that has been saved as a template.
12. Enter or select a suspect, prospect, or applicant in the Regarding field if this task is regarding a particular person or leave this field blank.
For example: If this e-mail was being sent to the Financial Aid office on behalf of a prospect, the prospect would be entered in the Regarding field.
13. Select an estimate length of time this task is expected to take in the Duration field.
Note: This field defaults to 30 minutes but you can select a value from 1 minute to 3 days.
14. Select a priority for the task in the Priority field.
Note: The default is normal, but you can select either High or Low.
15. Use the Calendar icon in the Due field to select a due date for the task.
16. Enter a category or sub-category value if your institution is using categories and sub-categories or leave this field blank.
17. Click Send or Save or Save and Close.
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Note: To send the e-mail now and mark this activity as complete, click the Send button. To save the e-mail as a draft, click the Save or Save and Close button.
Note: To create the same activity for multiple records, use a quick campaign. A quick campaign is a communications method that creates a single activity for distribution to a group or to a single marketing list.
Creating a Phone Activity
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Introduction
A phone activity is a type of activity in which a phone call is scheduled as a task. Create the phone activity in advance as a reminder to make a call or create the phone activity at the time of the call as a record of what was discussed on the call. Use the Subject line to start the purpose of the call. Although the Description field is not required, you can use the Description field to add talking points as reminders of what to include when the call is made or as a record of what was discussed during the call.
The Phone Activity can be used to record both incoming calls that you receive or outgoing calls that you make.
New Phone Activity window
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Steps
Follow these steps to create a phone activity.
1. In the Navigation Pane, select Workplace.
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2. Select Activities.
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3. Select the Phone Call button from the ribbon.
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4. Select the Direction of phone call using the Incoming or Outgoing radio buttons.
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Note: The default is Outgoing with your name in the Sender field. If Incoming is selected, then your name is switched to the Recipient field and a sender needs to be entered. For this exercise, use the default.
5. Click the Look Up icon at the end of the Recipient field to select a recipient.
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Note: If the call is incoming, select a sender.
6. Select Contact in the Look for field.
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7. Enter a name or partial name in the Search field to find the person to send the e-mail.
Note: Use the asterisk (*) as a wildcard character when searching on partial names.
8. Click the Start Search ([pic]) icon.
Result: A list of names that match your criteria displays.
9. Click the checkbox next to the name of the person to whom you want to call.
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10. Click the OK button.
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11. Enter a descriptive title of the phone call in the Subject field.
Note: The subject is viewed in the list of activities.
12. Enter a description of the call in the Description field.
Note: The Description field is optional, however, you can use it to add a reminder about the talking points you want to discuss on the call. This can help ensure consistency and reinforce the communication strategy if this activity is assigned to multiple recruiters. If the call has already been made, use the Description field as a record of what was discussed during the call.
13. Enter or select a suspect, prospect, or applicant in the Regarding field if this task is regarding a particular person or leave this field blank.
For example: If this call was being made to the Financial Aid office on behalf of a prospect, the prospect would be entered in the Regarding field.
14. Select an estimate length of time this task is expected to take in the Duration field.
Note: This field defaults to 30 minutes but you can select a value from 1 minute to 3 days.
15. Select a priority for the task in the Priority field.
Note: The default is normal, but you can select either High or Low.
16. Use the Calendar icon in the Due field to select a due date for the task.
17. Enter a category or sub-category value if your institution is using categories and sub-categories or leave this field blank.
18. Click Mark Complete or Save or Save and Close.
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Note: If the call has already been made, click the Mark Complete button to save the activity and mark it complete. If the call is to happen in the future, click the Save or Save and Close button.
Note: To create the same activity for multiple records, use a quick campaign. A quick campaign is a communications method that creates a single activity for distribution to a group or to a single marketing list.
Creating a Letter Activity
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Introduction
Creating an activity helps to formally document interactions with a prospect. Use the letter activity to record both incoming and outgoing letters.
Note: The letter and fax activities record when the letter or fax is sent or received. When you create the activity, you attach the letter or fax document, such as a Microsoft Office Word file, to the record. With the mail merge feature, you can write the letter and include Microsoft Dynamics CRM data.
The Activity Code, Regarding, Duration, Priority, Due, Category, and Subcategory fields below the e-mail text entry field are all optional.
New Letter Activity window
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Steps
Follow these steps to create a letter activity.
1. In the Navigation Pane, select Workplace.
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2. Select Activities.
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3. Select the Letter button from the ribbon.
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4. If your institution has standard letters already set up, you can select one of them from the Letters drop-down list at the top of the New Letter window.
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5. Select the Direction of the letter using the Incoming or Outgoing radio buttons.
Note: The default is Outgoing with your name in the Sender field. If Incoming is selected, then your name is switched to the Recipient field and a sender needs to be entered. For this exercise, use the default.
6. Click the Look Up icon at the end of the Recipient field to select a recipient.
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Note: If the letter is incoming, select a sender.
7. Select Contact in the Look for field.
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8. Enter a name or partial name in the Search field to find the person to send the e-mail.
Note: Use the asterisk (*) as a wildcard character when searching on partial names.
9. Click the Start Search ([pic]) icon.
Result: A list of names that match your criteria displays.
10. Click the checkbox next to the name of the person to whom you want to send the letter.
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11. Click the OK button.
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12. Enter a descriptive title of the e-mail in the Subject field.
Note: The subject is viewed in the list of activities.
13. Enter a description of the letter or the actual text of the letter in the Description field.
Note: The Description field is optional, however, you can use it to indicate which letter to send or enter the actual text of the letter. This can help ensure consistency and reinforce the communication strategy if this activity is assigned to multiple recruiters. After you save the record, you can attach the actual letter.
14. Click Save.
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Result: The Attach File button on the ribbon becomes active.
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15. Click the Browse button to select the file you want to attach.
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16. Click the Attach button to attach the selected file.
17. Enter or select a code in the Activity Code field if your institution is using activity codes for tracking purposes.
18. Enter or select a suspect, prospect, or applicant in the Regarding field if this task is regarding a particular person or leave this field blank.
For example: If this e-mail was being sent to the Financial Aid office on behalf of a prospect, the prospect would be entered in the Regarding field.
19. Select an estimate length of time this task is expected to take in the Duration field.
Note: This field defaults to 30 minutes but you can select a value from 1 minute to 3 days.
20. Select a priority for the task in the Priority field.
Note: The default is normal, but you can select either High or Low.
21. Use the Calendar icon in the Due field to select a due date for the task.
22. Enter a category or sub-category value if your institution is using categories and sub-categories or leave this field blank.
23. Click Mark Complete or Save or Save and Close.
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Note: If the letter has already been sent, click the Mark Complete button to save the activity and mark it complete. If the letter is to be sent in the future, click the Save or Save and Close button.
Note: To create the same activity for multiple records, use a quick campaign. A quick campaign is a communications method that creates a single activity for distribution to a group or to a single marketing list.
Adding an Activity to a Prospect Record
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Introduction
Activities can be entered using the Workplace as shown in the previous lessons or directly to a suspect or prospect record. To add an activity to the Prospect record, open a prospect record, then click Activities in the left navigation pane under Common.
Prospect Profile page
The prospect record displays a summary of recent communications. To view open activities, click the Activities link on the left navigation bar. To view closed activities, click the Closed Activities link.
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Activities list
At the top of the Activities list, use the Add New Activity button to add a new activity to the record.
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Steps
Follow these steps to create an activity.
1. In the lower left Navigation Pane, select Recruiting.
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2. In the upper left navigation pane, select Suspects or Prospects depending on the record type you want to work with.
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3. From the Contacts list, click on the name of the person whose record you want to open.
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4. Click the Add New Activity button.
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5. Select an activity type:
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6. Enter the appropriate information.
Note: By opening from the contact record, the Recipient and Regarding fields are populated by default.
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7. Click Save or Save and Close.
Note: If you are using the activity to track something that has already been completed, click Mark Complete. When you save an activity as completed, duplicates are not detected.
Marking an Activity as Complete
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Introduction
It is important to close out activities so you don’t have past due activities.
Phone Call Activity window
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Steps
Follow these steps to mark an activity as complete.
1. Open the activity that you want to complete.
2. Click Mark as Complete.
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Creating a Quick Campaign
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Introduction
The goal of this section is to provide the skills and knowledge to create quick campaign.
Objectives
At the conclusion of this section, you will have the skills and knowledge to:
• Create a quick campaign
• View campaign tasks and activities in the Workplace
• View a campaign activity on a Prospect record
• Mark a campaign activity as complete
• Mark multiple campaign activities as complete.
Creating a Quick Campaign
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Introduction
Quick Campaigns allow you to utilize an advanced find or saved view to quickly assign or complete a task for a large pool of prospects. They can be done on the fly, and the activities assigned can be given a due date. Ultimately, the activities will display in the various recruiters workplace so it’s very clear what was either sent out to prospective students or what is required of them in terms of follow-up.
• Example 1 – An admin creates a quick campaign to assign a task to the recruiter responsible for a specific territory to call each prospect in fall term and remind them about the open house.
• Example 2 – An counselor or recruiter wants to email all of their prospective students from a specific high school to let them know about a date change to their High School visit, so they create a quick campaign to send the email.
Note: Quick Campaigns can be launched from either the Prospects view in the Recruiting Workplace or the Quick Campaigns link in the Campaigns workspace. The Quick Campaign is distributes tasks immediately and only one task can be added.
Note: If you would like a campaign to contain multiple activities and contain tracking (such as budget amounts), then use a calendar campaign discussed in the next section.
Steps
Follow these steps to create a quick campaign.
Note: If an Advanced Find or a saved view is not set up, please refer to the Recruiter Overview workbook.
1. From the lower navigation pane, select Recruiting.
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2. Select Prospects in the upper left navigation bar.
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3. Select one of the views using the Contacts drop-down list.
Note: If you created a query that you want to use, select that query from the Contacts list. If you want to add an activity for all your active prospects, accept the default view.
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4. Click the Add tab at the top of the ribbon.
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Notice that the Quick Campaign and other buttons are not active until one or more records are selected.
5. Click the checkbox in the column heading to highlight all names on the list or individually select which names you want to include in the quick campaign.
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6. Click Quick Campaign in the ribbon to perform an activity on the selected records.
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7. Select from the Quick Campaign drop-down which records you want to include. Options are:
• For selected records
• For All Records on Current Page
• For All Records on All Pages
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8. Click the Next button to begin the Create Quick Campaign Wizard.
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9. Assign a name (up to 200 characters) to the quick campaign in the Name field.
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10. Click the Next button.
11. Select an activity type.
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12. Select one of the Owner radio buttons.
Note: The default is Me. However, you can change the owner to The owners of the records in the quick campaign or Assign to another user or team.
13. Click the Add the created activities to a queue checkbox, if desired.
14. If the activity is an e-mail, select whether the e-mail activities should be close by selecting the Mark e-mails to be send and close corresponding e-mail activities checkbox.
Note: If this checkbox is selected, the e-mail will be sent based on the Subject and Description fields and the activity will be marked closed.
If you do not select the Mark e-mails to be send and close corresponding e-mail activities checkbox, then an activity to create and send an e-mail will be assigned to the owner.
15. Click the Next button.
16. Enter the appropriate information.
Note: Because this activity is being applied to a large group, the Sender and Recipient, Phone Number, and Direction are not active fields. These will be populated when you complete the wizard and the individual tasks are assigned.
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17. Click the Next button.
18. Click the Create button to assign the task to the owner(s).
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Viewing Tasks and Activities in the Workplace
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Introduction
All tasks created in Recruiter are viewable in the Workplace regardless of whether they were created as ad-hoc, quick campaign, or calendar campaign activities. The Workplace allows you to manage your tasks. Click the column headers to sort the columns alpha-numerically. This is helpful if you want to sort by Priority or Due Date.
Use the Due drop-down arrow to view activities that are overdue, due today, due tomorrow, due in the next 7 days, next 30 days, next 90 days, next 6 months, or next 12 months. The default is All.
Click on the subject of any activity to open it.
Workplace
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Steps
Follow these steps to view the campaign calendar.
1. Click Workplace on the lower left navigation bar.
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2. Select Activities in the upper left navigation bar or from the Campaigns home page.
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3. Select the activity you want to view.
Viewing a Activities on a Prospect Record
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Introduction
Activities can be entered for multiple records at once using a campaign. The activity is viewable as an individual activity on each record. To view an activity on a Prospect record, open a prospect record, then click Activities in the left navigation pane under Common.
Recruiter page
The prospect record displays a summary of recent communications. To view open activities, click the Activities link on the left navigation bar. To view closed activities, click the Closed Activities link.
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Activities list
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Steps
Follow these steps to view a campaign activity.
1. In the lower left Navigation Pane, select Recruiting.
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2. In the upper left navigation pane, select Suspects or Prospects depending on the record type you want to work with.
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3. From the Contacts list, click on the name of the person whose record you want to open.
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4. Click the Activities link on the left navigation bar to view a list of active activities.
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5. Click the Closed Activities link on the left navigation bar to view a list of closed activities.
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6. Click on any activity to open it.
Marking a Campaign Activity as Complete
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Introduction
It is important to close out activities so you don’t have past due activities. Notice that the steps to mark an activity as complete are the same whether they were created ad hoc or part of a campaign.
Phone Call Activity window
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Steps
Follow these steps to mark an activity as complete.
3. Open the activity that you want to complete.
4. Click Mark as Complete.
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Marking Multiple Activities as Complete
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Introduction
Use the Activities list in the Workplace to select multiple records and mark them as complete all at once.
Activities list
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Steps
Follow these steps to mark multiple activities as complete.
1. Click Workplace on the lower left navigation bar.
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2. Select Activities in the upper left navigation bar or from the Campaigns home page.
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3. Use the checkbox next to the activities that you want to mark as complete.
4. Click Mark as Complete.
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Creating a calendar campaign
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Introduction
The goal of this section is to provide the skills and knowledge to create and execute a calendar campaign.
Objectives
At the conclusion of this section, you will have the skills and knowledge to:
• Create a campaign
• Create campaign activities
• Enable the catch-up, drip, and auto-distribute functionality.
• Create a marketing list
• Associate a marketing list to a campaign
• View the campaign calendar
• Execute the campaign and campaign activities
• Review campaign performance.
Campaigns and Activities Introduction
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Introduction
Ellucian’s Recruiter allows you to easily manage campaigns and activities in the Campaign module.
Campaigns allow you to complete the same sort of distribution of activities as quick campaigns, with added functionality and planning tools. A calendar is provided to see scheduled activities in advance, and you can associate marketing lists of prospects which should receive the communications. With additional budgetary tracking you could later measure the effectiveness of a campaign. Campaigns can also string together several activities under one campaign and allow for a broader perspective of the overall communication plan. Using the catch-up, drip, and auto-distribute functionality in Recruiter will allow campaigns and campaign activities to function as a typical marketing campaign and will not require manual distribution of activities.
• Example 1 – A recruitment team creates a campaign with all of its planning steps as activities to drive the creation of marketing materials and set up tasks.
• Example 2 – An administrator creates a 4 step activity plan from a campaign and then distributes the planned tasks according to a set schedule. One of the activities is to send a bulk email using notifying new prospects about an Open House via ExactTarget. Then, 2 days later a CRM email is automatically sent if a certain action is not taken. 3 days from the first activity a phone call is automatically generated for prospects that have not taken a certain action. Then once action is taken, the next day a thank you email is automatically sent.
What is a campaign?
A campaign is a structured, marketing program that uses many communication methods to accomplish specific results targeted at a specific population. With a campaign, you can create and assign tasks and activities.
Campaigns can include planning tasks you want to perform before you launch the campaign, as well as the campaign activities you want to manage as part of the campaign.
When you create a new campaign, you can add strategic information, such as:
• Budgets and expenses
• Promotion codes
• Marketing collateral, including literature
• Target marketing lists
Note: Campaign templates, which include the same features as campaigns, can be created by copying an existing campaign and used as the basis of a new campaign.
Campaigns Module Overview
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Introduction
Campaigns are containers for all of the information, planning tasks, and campaign activities needed to manage marketing campaigns.
The Campaign module allows you to set up and manage recruitment Calendar based campaigns to market your institution to prospective students. Information for Campaigns home is pulled from ExactTarget® and/or CRM.
On the Campaigns home:
The Campaign Console allows you to manage and review campaign activities, review and manage marketing lists, view your upcoming appointments and events, generate reports, manage campaign responses, and view and manage campaign calendars.
Campaigns Home
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Campaign Reports
Multiple reports are delivered for campaigns. Campaign Reports can be accessed in the upper left navigation bar. A list of Campaign Reports is shown here.
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New campaign window
Click on Manage Campaigns. When you click the New button, the Campaigns window opens on top of the current Manage Campaigns page. The Campaign contains four main types of information: General, Financial, Administration, and Notes. You can scroll to each area or use the left navigation links to access each area.
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Steps
Follow these steps to create a campaign.
1. Click Campaigns on the lower left navigation bar.
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2. Select Manage Campaigns in the upper left navigation bar or from the Campaigns home page.
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3. Click the New button in the ribbon.
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Result: The Campaigns window opens on top of the current page.
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4. Enter a name for the campaign in the Name field.
5. Enter or select a code for the campaign code in the Campaign Code field.
6. Enter or select a color for the campaign in the Color Code field.
Note: The selected color will display on the Campaign Calendar in Recruiter. It does not display in Outlook.
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7. Enter a description of the campaign in the Description field.
8. Select a status in the Status Reason field.
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9. Select a campaign type in the Campaign Type field.
10. Enter an expected response rate by percentage in the Expected Response (%) field.
11. Note: This is used for informational and reporting purposes and is optional. The default is 100. You may enter any value from 0-100.
12. Enter or select an academic level that this campaign is targeting in the Academic Level field.
13. Enter or select a recruiting period in the Recruiting Period field.
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14. Enter values in the Campaign Goals section if you want to track the effectiveness of this campaign by comparing the target numbers to the campaign’s actual numbers.
Note: For more information, see the Reviewing Campaign Performance lesson.
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15. Scroll down to access more sections of the form.
16. Click the Proposed Begin Date calendar icon to select a proposed start date for the activity.
17. Click the Proposed End Date calendar icon to select an estimated end date for the activity.
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18. Continue scrolling to the bottom of the window as needed.
19. If you are tracking financial information about the campaign, enter the estimated financial amounts in the fields in the Financials section.
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20. Verify or change the campaign owner in the Owner field.
Note: The default is the person who is creating the campaign, however, you can select another user such as an Administrator.
21. Click Save in the ribbon.
Result: The campaign is saved and the Activities and other items in the left navigation bar become active.
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Creating Campaign Activities
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Introduction
Use the Planning Activities (internal to the institution) or Campaign Activities link on the left navigation bar of the Campaign to add either planning or campaign activities. A planning activity may be to reserve a room, print name badges, or verify resources will be available. A campaign activity may be to send an e-mail, send a letter, make a call, or other items you can select from the Channel field.
Note: The following information is for reporting purposes only - enter desired information in the Scheduled Start/End fields, enter an amount of the budget that has been allocated for this activity, and select a priority (the default is normal).
New Campaign Activity window
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Channel options
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Drip Campaign Functionality
Drip campaigns allow you to schedule the distribution of campaign activities in a specific order. For example, you can send a welcome email on day 1 of the drip campaign, send an information package on day 7, make a phone call on day 14, and send a thank you email on day 15.
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You can assign either static or dynamic marketing lists to drip campaigns. If members are added or removed from a marketing list during a drip campaign, Recruiter will manage the changes to your marketing list and assign the appropriate catch up activities. For example, if you are in the middle of a drip campaign, and a prospect’s status changes to “Accepted,” you can remove the prospect from the marketing list by running a scheduled workflow, and the prospect will no longer receive the remaining drip campaign activities. Likewise, if you have already started a drip campaign, you can add additional prospects to the campaign, define campaign catch up processing on the initiating activity, and the appropriate catch up activities will be identified for the remaining drip campaign activities.
You must designate an initiating activity for each drip campaign. The initiating activity must be assigned a marketing list, and can also be specified as a catch up activity. The drip activities are associated with the initiating activity and have an offset number that indicates how many days after the initiating activity the drip activity should be distributed. Drip activities cannot be assigned separate marketing lists or specified as catch up activities, because these options are controlled by Recruiter based on the initiating activity settings.
Drip campaign activities will be displayed on the Campaign Calendar, along with any catch up activities for the drip campaign.
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Automatic Distribution and Activity Templates
The Automatic Distribution of campaign activities eliminates the need for a manual distribution of any campaign activities and the catch-up activities created by Recruiter for any member that is added to the marketing list associated with the activity. In order to use the Automatic Distribution feature Activity Templates must first be created. Automatic Distribution can be used in conjunction with Catch Up and Drip functionality to truly leverage Calendar Campaigns within Recruiter.
Steps for Activity Templates
Email Templates
1. Go to Settings< Templates< Email Templates
2. Choose “Contact” template
3. The template should default to viewable by Organization
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To associate your Email template(s) to an Activity Template
1. Go to Campaigns < Activity Templates < Click New
2. Choose Email, select your email templates
3. Choose your Activity Code
4. If you leave Due Date blank it will not assign a due date, If you want to the Due Date be set to the date it is distributed, put Due Date Hour Offset to 1.
5. Hit Save & Close in the ribbon
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Other Templates:
To build other activity templates, excluding Exact Target templates, (phone calls, letters, etc.):
1. Click on Campaigns, Activity Templates
2. Choose your Activity Type
3. Choose your Activity Code
4. If you leave Due Date blank it will not assign a due date, If you want to the Due Date be set to the date it is distributed, put Due Date Hour Offset to 1.
5. Hit Save & Close in the ribbon.
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|Exact Target with Auto Distribution |
To use Exact Target with Auto Distribution we do not have to create an Activity Template, but instead need to create a Marketing Automation Send. Emails must be built in Exact Target before this is done.
1. In the main Recruiter Console Select File
2. Select Exact Target
3. Select Create Marketing Automation Send
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4. The following window will open
5. Click the lookup box on the email field and it will open the second window which will allow you to select the Exact Target email you wish to send.
6. Choose a field mapping set, from and associate your campaign.
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Within your campaign
1. With a campaign activity, choose the channel of other
2. Select the Auto Distribution
3. This will allow you select from the list of Exact Target Marketing Automation sends.
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Enabling Auto Distribution
Once all of your Activity Templates have been built you can now select the Automatic Distribution option within a campaign.
1. Set Default Automatically to “yes”
2. Choose the owner of the Activity
3. Choose the Activity Template
4. Select “Send Email and Close Activity” if you are using the email channel.
Note: In order to allow the system to auto distribute your activities you must put three different workflows in to the workflow scheduler. Please see the below entry on the workflow scheduler.
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Filtering and Excluding prospects from Marketing Lists
You can now filter your marketing lists based on Activity Codes, Subject Lines and Event Registration. This must be done within the campaign activity. To do this, open each campaign activity that you want to filter and scroll to the bottom of the screen. You will see the following options. To filter based on any of these:
1. Click on the subgrid (the white space in each image below) [pic]
2. In the ribbon, click on the appropriate “Add New” icon.
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3. Click on the look-up as appropriate and select what you wish to use to exclude individuals.
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4. To filter on the Event Registration, click on the subgrid (the white space below)
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5. Select Add New Campaign Activity Filter Event
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6. Select the Event whose participants you wish to exclude.
Campaign Catch Up Processing
Catch up processing allows you to send prior marketing materials, emails, or other communications to a prospective student who is added to a marketing list after some of the processing on an activity has already occurred. For example, if you have an activity to send ten different communications to prospective students in their junior year, and you begin the campaign and sent out the first six communications, then you add additional juniors to the marketing list, the activities that were marked for catch up will process for those new prospective students and you can distribute the communications to them.
Use the Catch Up form to define the schedule upon which a campaign activity is processed and any necessary catch up actions are created.
Note: You cannot enable catch up processing for drip activities in a drip campaign. Recruiter automatically calculates the scheduled start dates and catch up processing for drip activities from the offset number entered for the drip activity and the scheduled start date or catch up settings of the initiating activity.
Note: For drip campaigns, campaign catch up processing occurs by using a workflow that runs on a view of campaign activities, and removal of marketing list members occurs by using a workflow that synchronizes the marketing list with the campaign activities. If you are using an on premise deployment of Recruiter, you can set up the workflow to run on a schedule and Recruiter will start the processing automatically. If you are using an online deployment of Recruiter, you must manually start the workflow.
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Workflow Scheduler
In order to take advantage of the drip campaign, automatic distribution, and catch-up features found in Recruiter there are three workflows that must be placed in the workflow scheduler in the following order:
1. Catch-up Campaigns Activities (on view of catch-up eligible activities)
2. Synchronize Drip Marketing Lists (on view drip eligible marketing lists)
3. General – Distribute Todays Campaign Activities ( on view pending automatic distribution)
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Creating Campaign Activities
Follow these steps to create a campaign activity.
1. From an open campaign, click Campaign Activities in the left navigation bar of the page.
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2. Click the Add New Activity button in the ribbon.
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Result: A new activity window opens on top of the Campaign window. The Parent Campaign field is required and defaults to the current campaign to which you added a campaign activity.
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3. Select a communication channel in the Channel field.
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4. Select a classification from the Type drop-down list.
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5. Enter a descriptive subject in the Subject field.
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6. Enter or select a related event in the Related Event field, if desired.
Note: The campaign activity is related to the overall campaign by default in the Parent Campaign field. If there is another event that is related to this event, such as an open house, it can be entered here. This field can also be left blank.
7. Enter a description in the Description field.
Note: The Description field is optional, however, you can use it to add a reminder about the talking points you want to discuss. This can help ensure consistency and reinforce the communication strategy if this activity is assigned to multiple recruiters.
8. Verify or change the activity owner in the Owner field.
Note: The default is the person who is creating the activity, however, you can select another user.
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9. If you are using an outside vendor, you can enter or select the vendor in the Outsource Vendors field.
10. Click the Schedule Start calendar icon to select a start date for the activity.
11. Click the Schedule End calendar icon to select an end date for the activity.
12. If you are tracking budget amounts, enter the amount budgeted in the Budget Allocated field.
13. Select a priority for the activity in the Priority field.
Note: The default Priority is normal. You could also select Low or High.
14. Scroll down as needed to access more areas of the window.
15. If using e-mail, you may enter a number in the No. of Days field in the Anti-Spam Setting section.
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16. Drip Campaign Activity. Use this section to designate this campaign activity as a drip activity.
17. If this is an initiating activity in a drip campaign, select No.
Note: If this is a drip activity in a drip campaign, select Yes, click the LookUp button to identify the initiating activity, and specify an offset number. The Offset number specifies how many days after the initiating activity you want to perform this campaign activity.
18. If you want to automatically distribute this campaign, select Yes. Set the owner of the Activity, Select the Template. The default lookup when you click on “Template” will be based on the Channel of the activity you selected above. If this is an email activity, set Send Email and Close Activity to Yes.
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19. Yes radio button to enable catch up processing, if desired.
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Note: If you enable catch up processing, enter values in the Expires, Frequency (# of days), and Last Processed fields.
20. Note: Catch up processing will be automatically enabled for drip activities based on the catch up that was set on the initiating activity, which means that this option will be greyed out. Recruiter automatically calculates the scheduled start dates and catch up processing for drip activities from the offset number entered for the drip activity and the scheduled start date or catch up settings of the initiating activity.
21. Choose any additional filtering of marketing lists.
22. Click on Notes to expand the section.
23. Click Add a new note….
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24. Record information for you and others to reference in the future. This is a public view.
25. Click Save or Save and Close. [pic]
Creating a Marketing List
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Introduction
A marketing list is a segmentation of prospects that will be included in the campaign.
Examples
Examples of marketing lists include:
• Fall 2013 Prospects
• 2013-2013 Prospects
• High School Juniors
• Nursing Prospects
Marketing lists are dynamic. If someone is added to a list, that person will receive what others previously received. Marketing lists can be set to:
• Remain static
• Add members automatically
• Remove members automatically
• Add members by a physical location (based on address)
You can create a new marketing list to add to a campaign by clicking the New button and entering information in the form as you go through the process of associating a marketing list to a campaign. If the marketing list that you want to use already exists, you can skip to the next lesson.
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Marketing List window
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Steps
Follow these steps to create a new marketing list.
1. Click Campaigns on the lower left navigation bar.
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2. Select Marketing Lists in the upper left navigation bar or from the Campaigns home page.
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3. Enter a name for the marketing list in the Name field.
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4. Select a type from the Member Type drop-down list.
5. Note: Member types are in CRM terminology. Select Contact if you want to select prospects or select Lead if you want to select suspect records.
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6. Select an owner in the Owner field.
Note: The Purpose, Source, Members Count, Currency, and Cost fields are optional. The Owner field is required and defaults to the name of the person creating the marketing list. However, you can change the owner to another user if desired.
7. Select Static or Dynamic for the Type field.
Note: If you want to create a marketing list based on location, such as 5 miles from a particular location, you must select Static.
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8. Click the Save button in the ribbon.
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9. Select Marketing List Members in the left navigation pane or the Manage Members button in the ribbon.
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Result: The Manage Members window opens where you can query the members you want to add to the marketing list. Notice that you can select a saved view or add new criteria using the Select link.
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10. Click the Select link to add new criteria.
11. Select the field you want to use as a basis for the query from the drop-down list of available fields.
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12. Click the second field to select from a drop down list how you want to evaluate the search criteria.
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13. Select or enter values into the third column to define the search criteria.
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14. Repeat the above steps until are search criteria is entered.
Note: Each time a field is selected in the first column, a new Select link displays in the next line. In this way you can add multiple search criteria.
15. When all search criteria have been entered, click the Use Query button.
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16. Result: A list of records that meet the search criteria displays.
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17. Select which members you would like to include in the marketing list.
Note: To select all members, click the checkbox at the top of the first column.
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18. Click the Marketing List tab at the top of the ribbon.
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19. Click the Save and Close button.
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Creating a Marketing List Based on Location
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Introduction
You can create a static marketing list based on location. It is very important that when you begin to set up the marketing list Type, that you select the Static radio button. Once you select Static or Dynamic and save the marketing list, you are unable to change the Type field.
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Examples
For example, if you are planning an event at a high school, you may want to invite any suspect or prospect in a 5 mile radius of the school.
Add Members by Location fields
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Steps
Follow these steps to create a new marketing list.
1. Click Campaigns on the lower left navigation bar.
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2. Select Marketing Lists in the upper left navigation bar or from the Campaigns home page.
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3. Enter a name for the marketing list in the Name field.
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4. Select a type from the Member Type drop-down list.
5. Note: Member types are in CRM terminology. Select Contact if you want to select prospects or select Lead if you want to select suspect records.
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6. Select an owner in the Owner field.
Note: The Purpose, Source, Members Count, Currency, and Cost fields are optional. The Owner field is required and defaults to the name of the person creating the marketing list. However, you can change the owner to another user if desired.
7. Select Static for the Type field.
Note: If you want to create a marketing list based on location, such as 5 miles from a particular location, you must select Static.
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8. Click the Save button in the ribbon.
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9. Scroll to the bottom of the page to access the Add Members by Location fields
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10. Select a view from the View drop-down list.
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11. Enter a minimum number of miles from a location for which you want to include records in the Minimum field or accept the default.
12. Enter a maximum number of miles from a location for which you want to include records in the Maximum field or accept the default.
13. Enter the address of the location in the Location Address fields.
14. Note: If the location has already been entered as part of an event record, you can use the Lookup Event button to add the address by selecting an event.
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15. Click the Search button.
Result: A list of records that match your criteria displays.
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16. Click the Add All button or select individual names and click the Add Selected button.
17. Click the OK button.
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18. Click the Save or Save and Close button.
Associating a Marketing List to a Campaign
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Introduction
Existing marketing lists can be associated to a campaign by selecting Marketing, then selecting Campaigns, and selecting the name of the campaign to which you want to add a marketing list.
Under List Tools on the Marketing List tab, in the Records group, click Add Existing Marketing List.
You can add a marketing list at the campaign level and associate the marketing list to all activities in the campaign. You could also use different marketing lists for each activity in a campaign by opening the Campaign Activity instead of the campaign, then attaching the Marketing list at the Campaign Activity level. The steps for associating the marketing list at the campaign or campaign activity level are the same.
Campaigns/Targeting Marketing List window
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Steps
Follow these steps to associate a marketing list to a campaign.
1. In the lower left navigation pane, click Campaigns.
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2. In the upper left navigation pane, click Manage Campaigns.
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3. Click the name of the campaign you want to open.
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Result: The Campaign window opens.
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4. Under Marketing on the left navigation bar, click Target Marketing Lists.
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5. Under List Tools, on the Marketing Lists tab, in the Records group, click Add Existing Marketing List.
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6. In the Look Up Records dialog box, in the Search field, type all or part of the name of the marketing list you want to add to the campaign, and then click the Find button.
Note: You can also create a new marketing list to add to a campaign by clicking the New button and entering information into the form.
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7. Select the marketing list that you want to add to the campaign.
8. Click Add to add it to the Selected records list.
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9. Click OK.
10. In the Add Marketing Lists to Campaign dialog box, select whether to add the marketing list to the undistributed campaign activities for the campaign.
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11. Click OK.
Viewing the Campaign Calendar
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Introduction
A communication calendar is a calendar in Recruiter that lists color-coded events and campaigns. It allows you to manage your campaign and quickly assess your campaign with a graphic.
Campaign Calendar
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Steps
Follow these steps to view the campaign calendar.
1. Click Campaigns on the lower left navigation bar.
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2. Select Campaign Calendar in the upper left navigation bar or from the Campaigns home page.
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3. Select the month you want to view or the date range.
4. Select the campaign you want to view.
Executing the Campaign and Campaign Activities
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Introduction
If you have not chosen to use the Automatic Distribution functionality, you must manually distribute campaign activities. To execute the campaign and the campaign activities, on the scheduled start date, distribute the campaign activities by opening the campaign and clicking the Distribute Campaign Activity button in the ribbon. When the Distribute Campaign Activity button is selected, a shell for that activity opens where you can enter additional information specific to the activity type.
Campaign Activity window
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New Phone Calls window
In this example, a phone call activity was selected so the New Phone Calls window opens. Fill out this form to create new phone calls for the members you selected in the marketing list. To add this phone call as a new phone call in each member’s record, click the Distribute button at the bottom of the page.
Note: The Sender, Recipient, Phone Number, and Direction fields are grayed out because they are not populated manually. When the activity is distributed, those fields are automatically populated based on the records in the marketing lists and based on the distribution options selected.
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Distribution options
Before the activities can be distributed, you have to decide who will own them. The choices are:
• The owner of the records in the target marketing lists
• I will own the new Phone Calls
• Assign to another user or team
• Add the created activities to a queue
You also need to decide whether the e-mail activities should be closed by selecting the Mark e-mails to be send and close corresponding e-mail activities checkbox. If this checkbox is selected, the e-mail will be sent based on the Subject and Description fields and the activity will be marked closed.
If you do not select the Mark e-mails to be send and close corresponding e-mail activities checkbox, then an activity to create and send an e-mail will be assigned to the owner.
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Steps
Follow these steps to execute the campaign and campaign activities.
1. Click Campaigns on the lower left navigation bar.
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2. Select Campaign Activities in the upper left navigation bar or from the Campaigns home page.
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3. Click on the name of the campaign activity you want to open from the list of activities.
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4. Click the Distribute Campaign Activity button.
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5. Enter a subject for the activity in the Subject field.
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6. Enter a description of the activity in the Description field.
Note: This can either be talking points for a phone call or appointment or the text of an e-mail to be sent.
7. Enter any additional fields as necessary.
8. Click the Distribute button.
[pic]
9. Select one of the Owner radio buttons.
Note: The default is I will own the new Phone Calls. However, you can change the owner to The owners of the records in the target marketing list or Assign to another user or team.
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10. Click the Add the created activities to a queue checkbox, if desired.
11. Select whether the e-mail activities should be close by selecting the Mark e-mails to be send and close corresponding e-mail activities checkbox.
Note: If this checkbox is selected, the e-mail will be sent based on the Subject and Description fields and the activity will be marked closed.
If you do not select the Mark e-mails to be send and close corresponding e-mail activities checkbox, then an activity to create and send an e-mail will be assigned to the owner.
12. Click the OK button.
Reviewing Campaign Performance
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Introduction
Recruiter offers real-time operational reporting for both management and recruitment staff. The reports are organized by module.
Use the delivered Campaign reports to review campaign performance. You can view performance of e-mails, the last activities for suspects, prospects, and organizations. You can also view campaign performance by goals (ranks campaign in terms of meeting performance goals).
Recruiter page
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Running a report
To run a report, select the report by clicking the checkbox to the left of the report title. Selecting a report will make the Run Report icon in the ribbon active.
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Report View window
Selecting Run Report opens the Report Viewer window. In the shaded area at the top of the window, select the campaign for which you want to report, then click the View Report button.
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Sample Report output
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Steps
To run a campaign report, follow these steps.
1. On the lower left navigation bar, select Campaigns.
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2. On the upper left navigation bar, select Campaign Reports.
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3. Select the checkbox next to the report you want to run.
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4. Click Run Report.
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5. Select a campaign from the drop-down list in the Campaign field.
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6. Click the View Report button.
Result: The report displays in the Report Viewer window.
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Communicating with ExactTarget
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Introduction
The goal of this section is to provide the skills and knowledge to communicate to larger groups of suspects or prospects using ExactTarget.
Objectives
At the conclusion of this section, you will have the skills and knowledge to:
• Create ExactTarget e-mails in Recruiter
• Review ExactTarget Sends data.
ExactTarget Module Overview
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Introduction
ExactTarget® is an email-marketing and interactive-marketing provider. Emails and the templates generated by ExactTarget® are customizable.
The ExactTarget® module sends and tracks visually appealing, marketing material, such as emails with institutional logos and images. Recruiter also allows links in the communications to track specific information (such as, if a prospect opened the link, the length of time the prospect stayed on the link, etc.)
ExactTarget module
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Creating ExactTarget E-mails with Recruiter
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Introduction
Recruiter allows you to create and manage e-mails using Microsoft Outlook.
The ExactTarget add in allows your team to send robust html e-mails to larger groups of suspects or prospects for marketing purposes. These e-mails are driven through a white-listing service which helps to guarantee they are not marked as spam. E-mail analytics are available to manage your effectiveness. Ellucian provides each institution with one html template and each institution can create additional templates. ExactTarget interfaces with all areas of Recruiter so you could send an ExactTarget style e-mail from a campaign, workflow, or quick campaign. It is important to note that ExactTarget e-mails can be sent up to a certain number as specified in each individual contract.
• Example 1 – A recruiter e-mails all suspects with a robust html e-mail that is intended to depict the school in a great light and encourage them to come to the website and create an account.
• Example 2 – A recruiter completes an open house reminder via ExactTarget as per an activity that was assigned to them via a quick campaign.
How Are Emails and Recruiter Connected?
Recruiter leverages ExactTarget® as well as Microsoft Outlook (or a native email router) to facilitate the sending of targeted email communications to specific populations.
What Are the Components to Creating Email?
• Target list
• ExactTarget®
• Microsoft Outlook
_______________________________________________________
_______________________________________________________
What Are Targeted Communications?
Based on your instructor’s presentation, in your own words answer this question.
_______________________________________________________
_______________________________________________________
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When Would I Want to Send a Targeted Communication?
Send targeted communications when you want to target a specific group of prospective students.
How Are Targeted Communications Used?
These are used to target prospective students.
What Is the Role of ExactTarget® ?
ExactTarget® is third-party software that is the behind-the-scene software that sends e-mails. The role of ExactTarget is to use metrics to measure responses of e-mail recipients.
What Is the Role of Microsoft Outlook?
Recruiter uses Microsoft Outlook functionality to send e-mails.
What Is the Role of My Institution’s Email System if It Is Not Microsoft Outlook?
Ellucian does not support integration with any other e-mail system.
Can I Send Bulk Emails?
Yes, with the integration with ExactTarget® you can send bulk e-mails.
Send ExactTarget Email window
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Steps
Follow these steps to create an ExactTarget e-mail.
Note: This lesson assumes ExactTarget e-mail templates have already been set up.
1. Click Workplace on the lower left navigation bar.
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2. Select Activities in the upper left navigation bar.
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3. Select ExtactTarget from the File menu.
4. Select Create Marketing Automation ExactTarget Send.
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Result: The Send ExactTarget Email window opens
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5. Click the Look Up icon in the Email field.
[pic]
6. Open the folders and click on the file you want to use.
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7. Click the OK button to select the highlighted file.
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8. Select a value from the Field Mapping Set drop-down menu.
[pic]
9. The Subject field defaults from the Email selected. If needed, use the drop down menu to map the custom fields.
[pic]
10. Select a value such as Me or Record Owner in the From field to indicate who the e-mail should be sent from (yourself, a specific user, or the record owner).
[pic]
11. If this e-mail were part of a campaign, use the Campaign Look Up icon to select the campaign to which it would belong.
[pic]
12. Use the radio buttons to select a Time to send the e-mail
Note: Select either Immediately or Later. The default is immediately. If Later is selected, specify the date and time.
[pic]
13. Click the Return individual tracking results as ExactTarget Responses checkbox to track results.
14. Click the I certify all email recipients have opted in checkbox.
15. Click the OK button.
Reviewing ExactTarget Sends Data
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Introduction
Use the ExactTarget Sends data to review general information such as the name and date the e-mail was last sent, the details, statistics about intended recipients.
ExactTarget Send window
[pic]
Delivery details
[pic]
Steps
Follow these steps to review ExactTarget Sends data.
Note: This lesson assumes ExactTarget e-mail templates have already been set up.
1. Click ExactTarget on the lower left navigation bar.
[pic]
2. Select ExactTarget Sends under the Tracking section in the upper left navigation bar.
[pic]
3. Click on the name of the email you want to review.
4. Note: View the Status Reason, Total Sent, Open Rate, Click Through Rate, Deliverability Rate, and Created On data from the list view. Click in any column header to sort by that column.
[pic]
Result: The ExactTarget Send window opens.
[pic]
5. Scroll through the window or click Statistics in the upper left side of the window to view statistics about the ExactTarget E-mail.
6. Click the Save & Close button.
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Exercise: Creating an ExactTarget E-mail
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Purpose
The purpose of this activity is for you to see and then practice creating an e-mail.
Instructions
1. After your instructor demonstrates how to create email, pair up with someone. Using your notes, create email.
2. As you complete the activity, record:
i. Any discoveries that you think others would benefit in hearing about and you would like to share.
ii. Any questions you have for your instructor.
3. Be prepared to share what you found.
4. Note answers to your questions and correct any wrong assumptions.
Discoveries
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
Questions
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
Exercise: Managing ExactTarget E-mails
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Purpose
The purpose of this activity is for you to see and then practice managing e-mail.
Instructions
1. As your instructor demonstrates how to manage email, answer the questions and capture the steps.
2. After you’ve finished capturing the steps, pair up with someone and share your answers and notes.
3. As you complete the activity, record:
i. Any discoveries that you think others would benefit in hearing about and you’d like to share
ii. Any questions you have for your instructor
4. Be prepared to share what you found.
5. Note answers to your questions and correct any wrong assumptions.
What are the steps to manage e-mail?
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
What are some of the best practices, tips, and tricks to managing e-mail?
_______________________________________________________
_______________________________________________________
_______________________________________________________
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_______________________________________________________
_______________________________________________________
Discoveries
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
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Questions
_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
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Communications Using Workflow
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Introduction
The goal of this section is to provide the skills and knowledge to automate communications using Workflow.
Objectives
At the conclusion of this section, you will have the skills and knowledge to:
• Create a workflow
• Add check conditions to a workflow
• Add an ExactTarget E-mail to a workflow
• Add a wait condition to a workflow
• Add an activity to a workflow
• Save and activate a workflow
• Use a workflow.
Recruiter Workflow Overview
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Introduction
Recruiter utilizes Microsoft Dynamics Workflow to automate certain functions within the system. A series of workflow steps can be setup to create a communication plan that would take place automatically, based on specific triggers being completed by the prospect, recruiter or by timed intervals. E-mails can be generated and activities may be assigned without any manual user intervention. Typically, this type of communication is considered transactional.
• Example 1 – Upon applying a prospect receives an automatic email confirmation. 5 days later they are reminded via automatic email to get their supplemental items in.
• Example 2 – As new prospects are added to the system, a workflow generates a task for a recruiter to call and introduce themselves. 7 days later an email is sent to the assigned recruiter reminding them to call again.
By using workflows to automate your business processes, you can:
• Ensure consistency in how records are handled.
• Ensure consistency in the information that is stored in your organization's Microsoft Dynamics CRM database.
• Allow people in your organization to focus on growing your business instead of performing repetitive tasks.
What is the structure of a workflow?
Workflows are sets of logical rules that define the steps necessary to automate specific business processes, tasks, or sets of actions to be performed on Microsoft Dynamics CRM records. All workflows in Microsoft Dynamics CRM are a combination of workflow properties (The basic details of a workflow, including its name and the primary entity that it acts on (such as Lead or Case).) and workflow logic (All of the conditions, actions, and other logical elements that define when and how a particular workflow takes action on Microsoft Dynamics CRM records.).
Workflow properties and workflow logic form the structure of each workflow record (An entry in the Microsoft Dynamics CRM database that stores all the information about a specific item, such as a contact.).
What are Workflow Properties?
At a minimum, each workflow requires the following properties:
• Name.
• Entity. Although a workflow can take action on more than one entity, it is still associated with a single primary entity.
• Scope. A workflow's scope determines the records that the workflow can take action on. The scope is limited by the permissions that the workflow's owner has, as well as by the view the owner selects for the scope when they are creating the workflow.
• Type. You can select whether the workflow is a workflow or workflow template.
• How automatic workflows are started. You can specify what events in your Microsoft Dynamics CRM implementation will cause the workflow to take action, such as the creation of a new lead record or a specific change to a case record.
• Availability. In addition to workflows that run automatically when certain events occur, you make the workflow available as an on-demand workflow, a child workflow, or both.
What is Workflow Logic?
Workflow logic includes the following elements:
• Stages. By adding workflow stages to your workflow logic, you can group the steps in your workflow. Workflow stages make the workflow logic easier to read, and explain the workflow logic. However, stages do not affect the logic or behavior of workflows.
• Workflow stage descriptions appear as headings in system job forms, which display the progress of a workflow job. Stage descriptions can also appear in reports.
• Steps. Each workflow step you add defines the underlying logic of your workflow. Workflow steps can contain actions, such as creating a new record or sending an e-mail notification, or even other steps. (There is no limit to how deeply you can nest workflow steps.)
• Actions. By adding workflow actions to workflow steps, you define the specific actions you want the workflow to perform. You can add the following actions to workflows:
o Create a record
o Update a record
o Assign a record
o Send an e-mail notification
o Start a child workflow
o Change the status of a record
o Stop the current workflow
o Perform a custom workflow action.
Creating a Workflow
[pic]
Introduction
There are several ways that you can add workflows to Recruiter:
• Create workflows by using the Microsoft Dynamics CRM Web Application.
• Use Ellucian delivered workflows or custom workflow actions.
It is important to remember that a workflow is an automated process. When you create a workflow, select Settings from the lower navigation bar, then Processes from the upper navigation bar.
Workflow Example
The following example shows an example of a Workflow communication campaign (sometimes called a “drip campaign”) that combines multiple ExactTarget e-mails, a phone call, and a task. The communication campaign that you create can contain any combination of ExactTarget e-mails or Recruiter activities.
|Activity Name/Subject |Activity Type |Wait Time |Recipients |Owner/Email From |Notes |
|Follow Up Phone Call |Phone Call Activity |7 days later |See above |Record Owner | |
Review Prospect Record for Completion |Other task activity |35 days |See above |Record Owner | | |
Information window
The Process Information window will set the scope of campaign, determine if it is available to run as an on-demand process or as a child process, and determine who the process will start. Once the general information is entered, you can add steps and check conditions to the campaign.
[pic]
Steps
Follow these steps to create a workflow.
1. In the lower left Navigation Pane, select Settings.
[pic]
2. In the upper left navigation pane, select Processes.
[pic]
Result: A list of existing processes displays.
[pic]
3. Click the New Process ([pic]) button at the top of the list of processes.
Result: The Process: New window opens.
[pic]
4. Enter a descriptive name for the workflow in the Process Name field.
5. Select an entity from the Entity drop-down list.
Note: This is almost always Contact.
6. Select Workflow from the Category drop-down list.
7. Click the OK button.
Result: The Information fields display.
[pic]
8. Select the corresponding checkbox if the process is available to run as an on-demand process or as a child process (of another process that runs first).
Note: You can leave both of these checkboxes blank for the process to run automatically.
[pic]
9. Select a scope from the Scope drop-down list.
Note: Available options include user (only you can access/use this workflow), Business unit (only users in your business unit can use the workflow), Parent: Child Business Units (only users in the specified business units can use the workflow), or Organization (any user in the organization can use the workflow).
[pic]
10. Select a checkbox to indicate when the workflow should begin.
11. Note: If you select when Record fields change, use the Select button to indicate a change in which fields will trigger this workflow to begin. For example, you may want to create a workflow that begins when the Academic Program of Interest field is changed. The default is when a record is created.
[pic]
In the next lessons, you will learn how to add steps, add check conditions, and add wait conditions. You will learn how to add a step with an ExactTarget e-mail and a step with a Recruiter activity.
Adding a Check Condition to a Workflow
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Introduction
As steps are added, check conditions can also be added to make sure the communications goes to the correct audience. Much like an Advanced Find, you can configure the check condition to look for a specific population. In this example the check condition is looking for:
• Prospects who are active and will be first-time freshman.
The example below shows the final selected criteria.
Example of a step with a Check Condition
[pic]
Selecting Check Condition criteria
Selecting Check Condition criteria is very similar to selecting criteria for an Advanced Find. However, when selecting Check Conditions, the first criteria in every row should be Contacts (be careful not to select Contracts by mistake). Then use the Select link to add search criteria based on fields. Each time a criteria is added, a new Select link displays at the bottom of the criteria list.
[pic]
Click Select, then use the drop down arrow to select a field on which to search. Available fields are listed alphabetically. For example, when working with a list of undergraduate freshman prospects, you may want to add search conditions to check for Prospect Status (Prospect), Status (Active), Admit type (First time freshman), Anticipated Entry Term (Fall 2013), and Academic Level of Interest (Undergraduate).
[pic]
Click the next field to select from a drop down list how you want to evaluate the search criteria. Select or enter values into the remaining column to define the search criteria.
Steps
Follow these steps to add a Check Condition to a workflow.
1. From an open workflow, click the Add Step button.
2. Select Check Condition.
[pic]
3. Enter a description of what you are checking for in the Description field.
[pic]
4. Click the hyperlink that states (click to configure).
Result: The Specify Condition window opens.
[pic]
5. Click the Select link.
6. Select Contact from the drop-down list.
[pic]
Result: A new field displays to the right of the selected field.
[pic]
7. Click the Select link to the right of the Contact to add new criteria.
8. Select the field you want to use as a basis for the query from the drop-down list of available fields.
[pic]
9. Click the Select link for the third field to select from a drop down list how you want to evaluate the search criteria.
[pic]
10. Click the Enter Value link in the final column to define the search criteria.
[pic]
11. Click the Enter Value Look Up icon.
[pic]
12. Search for and select the values you want to use.
[pic]
13. Click the OK button.
14. Repeat the above steps until are check condition search criteria is entered.
Note: Each time a field is selected in the first column, a new Select link displays in the next line. In this way you can add multiple check condition search criteria.
15. When all search criteria have been entered, click the Save and Close button.
[pic]
Result: The check condition criteria displays below the description.
[pic]
In the next lesson you will learn how to add a step below this condition.
Adding an ExactTarget E-mail to a Workflow
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Introduction
ExactTarget E-mail templates can be added to a campaign that will automate the process of sending e-mail communications to a marketing list on a set schedule. You can add one or more ExactTarget E-mails to a campaign. The e-mails will be sent to the marketing list associated with the campaign.
Important: The ExactTarget e-mail template must be set up in advance. When you add a step, choose Create Record. If you select Send e-mail, it is an e-mail activity and will not have the ExactTarget features and reporting capabilities.
Example of the Create ExactTarget Send Recipient window
[pic]
Steps
Follow these steps to add an ExactTarget e-mail to a workflow.
1. From an open workflow, click just the row that is below the check condition you just added to highlight just that row.
Note: It is important to highlight just the row that is below the check condition when adding a step.
[pic]
2. Click the Add Step button.
3. Select Create Record.
Note: Do not select Send E-mail for an ExactTarget e-mail.
[pic]
Result: A new steps displays with a description and Create field.
[pic]
4. Enter a description of the ExactTarget e-mail in the Description field.
5. Select ExactTarget Send Recipient from the Create drop-down list.
6. Click the Set Properties button.
[pic]
Result: The Create ExactTarget Send Recipient window opens. Note that the Regarding field auto populates to the contact dynamic field which means the e-mail will be sent to the prospect.
[pic]
7. Enter a name for the e-mail in the Name field.
8. Select Individual from the Type drop-down list.
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9. Scroll to the bottom on the page.
10. Click the Look Up icon in the ExactTarget Send field.
[pic]
11. Result: The Look Up record window opens.
[pic]
12. Search for and select the ExactTarget e-mail you want to use.
13. Click the OK button.
14. Click in the From field.
15. On the right, select Contact in the Look for field under Dynamic Values.
16. Select Owner in the values field to specify the record owner will be making the phone call.
[pic]
17. Click the Add button.
[pic]
18. Click the OK button.
Result: The From field has a yellow highlighted dynamic value.
[pic]
19. Click the Save and Close field.
[pic]
Adding a Wait Condition to a Workflow
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Introduction
Timeout wait conditions can be added to any step. Timeout wait conditions are aggregate and are based on the criteria chosen. In this example, it is “Created On”.
Best Practice: In continuing the drip campaign always set the number of days (or months, etc) to wait based on the initial criteria. For example:
[pic]
Record created on Day 1. Goal of drip campaign is to send an immediate email, then another 7 days later, another 30 days after that and another 10 days after that. The Timeout number of days to choose would be:
• Immediate – you would not set a Wait condition for this email
• 7 days – 7 days after Record Creation
• 30 days after that – 37 days after Record Creation
• 10 days after that – 47 days after Record Creation
Example of a step with a Wait Condition
[pic]
Steps
Follow these steps to add a wait condition to a workflow.
1. From an open workflow, highlight the step below the check condition.
Note: Remember that you want the next step to occur after the first step but you want to add a wait condition so that it does not happen immediately afterwards.
[pic]
2. Click the Add Step button.
3. Select Wait Condition.
[pic]
4. Enter a description (such as Wait 7 days) in the Type a step description here field.
[pic]
5. Click the hyperlink that states (click to configure).
[pic]
Result: The Specify Condition window opens.
[pic]
6. Click the Select link.
7. Select Process from the drop-down list.
Note: Typically at the very bottom of the list.
8. Result: A new field displays to the right of the selected field.
[pic]
9. Click the Select link to the right of the Process to add new criteria.
10. Select Timeout from the drop-down list of available fields.
[pic]
11. Click the Select link for the third field to select Equals from a drop down list how you want to evaluate the search criteria.
12. Do not click the Enter Value link unless you want to add a specific date. [pic]
13. Follow the steps below to set the length of time you want to wait after the initial record creation. Use the Form Assistant column on the right side of the screen to specify a dynamic value (in this example 7 days later).
14. Enter a number of Months, Days, Hours, or Minutes to wait.
[pic]
15. Use the drop-down menu to change the default value of Before to After.
16. On the right, verify Contact is in the Look for field.
17. Double-click Created On from the list of values.
[pic]
Result: The number of days displays as part criteria line.
[pic]
18. Click the Save and Close button.
[pic]
Adding an Activity to a Workflow
[pic]
Introduction
Activities such as sending reminders to recruiters to make a phone call to the prospects in their territory or checking the prospects records for to see if they are complete can be added to a workflow. Click the Add Step button then select Create Record. Use the drop-down list in the Create field to select the type of activity you want to create. In this lesson, a phone call activity will be added as an example.
Example of a step with an activity
The following image shows an example of a phone call activity added to a workflow.
[pic]
Example of a phone call activity
[pic]
Steps
Follow these steps to add an activity to a workflow.
1. From an open workflow, highlight the step below the wait condition.
Note: You could add an activity below a check condition or wait condition. In this example, you want the next step to occur after the first step but you want to add a wait condition so that it does not happen immediately afterwards.
[pic]
2. Click the Add Step button.
3. Select Create Record.
4. Enter a description of the activity in the Type a step description here field.
[pic]
5. Select Phone Call from the Create drop-down list.
[pic]
6. Click the Set Properties button.
Result: The Create Phone Call window opens. Notice how similar this window is to the ad-hoc and campaign Phone Call Activity windows.
[pic]
7. Follow the steps below to enter dynamic values for the Sender and Recipient of the phone call. Use the Form Assistant column on the right side of the screen to specify a dynamic value.
8. Click in the Sender field.
9. On the right, select Contact in the Look for field under Dynamic Values.
10. Select Owner in the values field to specify the record owner will be making the phone call.
[pic]
11. Click the Add button.
[pic]
12. Click the OK button.
Result: The Sender field has a yellow highlighted dynamic value.
[pic]
13. Click in the Recipient field.
14. On the right, select Contact in the Look for field under Dynamic Values.
15. Select Contact in the values field to specify the contact that meets the check conditions will be receiving a phone call.
[pic]
16. Click the Add button.
17. Click the OK button.
Result: The Recipient field has a yellow highlighted dynamic value.
[pic]
18. Enter a descriptive title of the phone call the Subject field.
Note: The subject is viewed in the list of activities.
19. Enter a description of the call in the Description field.
Note: The Description field is optional, however, you can use it to add a reminder about the talking points you want to discuss on the call. This can help ensure consistency and reinforce the communication strategy if this activity is assigned to multiple recruiters. If the call has already been made, use the Description field as a record of what was discussed during the call.
20. Complete the remaining fields as desired.
21. Click the Save and Close button.
[pic]
Saving and Activating Workflows
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Introduction
Workflows are automatically created as Drafts. You can edit workflows as needed when they are in Draft status. When you have completed all the steps in the workflow you can save the workflow and then you must activate it before it is live. You can use similar steps to deactivate a workflow.
Steps
Follow these steps to add an activity to a workflow.
1. From an open workflow, click the Save and Close button.
Note: You could also activate the workflow from an open workflow window.
[pic]
Result: The list of processes displays in the My Processes list.
[pic]
2. Click the checkbox next to the process you want to activate (or deactivate).
3. Click the Activate (or Deactivate) button depending on your needs.
[pic]
4. Click the OK button.
[pic]
Using Workflows
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Introduction
You can use workflows by applying an on-demand workflow or by specifying when MS Dynamics CRM should start an automatic workflow.
The Bulk Territory reassignment workflow is a workflow that runs automatically when a record is created and can also be run on-demand if needed.
Warning: If the Bulk Territory reassignment workflow is run on demand, any manual territory assignments will be lost and all records will be assigned to a territory according to the territory assignment rules in the workflow.
Look Up Record window
[pic]
Steps
Follow these steps to use an on-demand workflow.
1. In the lower left navigation pane, select Recruiting.
[pic]
2. In the upper left navigation pane, scroll to select Territories in the Territories & Goals section.
[pic]
3. Click the checkmark next to the territory for which you want to run the Bulk Territory Reassignment workflow.
[pic]
4. Click Run Workflow in the ribbon.
[pic]
Result: The Look Up Record window opens.
[pic]
5. Select the checkbox next to the Bulk Territory Reassignment workflow.
6. Click the OK button.
7. Click the OK button on the Confirm Application of Workflow window.
[pic]
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Recruiter
Campaigns and Communications
Training Workbook
June 2013
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