SugarMailer by INBOX25 makes creating a new email campaign with SugarCRM a breeze using our Campaign Wizard. Whether you're using our Cloud Integration or our SugarCRM Module, this article is for you. This article is also helpful for advanced users, as we review some of the specific back-end functions that occur between our platform and SugarCRM.
Within this article we are going to cover the following topics:
1. Creating a campaign that will sync with SugarCRM
2. Using custom fields from your SugarCRM instance to personalize your campaign message
3. Using Target List(s) from SugarCRM
To begin, please make sure you have the following items ready or complete:
1. Your SugarCRM instance should be successfully authenticated with SugarMailer
2. You should have at least one Target List created in your CRM with targets assigned that have valid email addresses
3. Your campaign message should be ready to import
Step 1. Create a New Campaign
To get started, click on Create Campaign located under Campaign Manager. This will open our Campaign Wizard and we can begin filling in the parameters for our new campaign, such as campaign name, subject line, from name, etc.
Once you complete the required campaign parameters, you will find the SugarCRM input parameter at the bottom of Step 1 (outlined above). This is the most critical step in the process, as it determines if this is or is not a SugarCRM campaign. In order for SugarMailer to flag your new campaign as a SugarCRM campaign, you must enter a unique name/ID for your new SugarCRM campaign.
Please note: this SHOULD NOT be the name of an existing SugarCRM campaign. Our platform will utilize the unique name/ID you select, to automatically create a new campaign in your CRM. You're no longer required to manually create a SugarCRM campaign within your instance, we handle that for you.
If you do not select a SugarCRM name/ID for your new campaign, we will be unable to sync your campaign and target activity with your CRM. Once your campaign is deployed, there is no way to manually sync your campaign data with your CRM. So, please make sure you configure your campaign for SugarCRM on (Step 1) before your proceed any further.
Step 2. Setup your Campaign Message
Now that we have defined our basic campaign parameters, its time to setup our email message. There are a few options for message format and we always recommend that you choose Multipart. Multipart offers you the best of both Plaintext and HTML, by allowing your recipients email client to determine which format to show (based on your recipients preference). With the ever increasing number of mobile users, its always a good plan to have a text version of your message.
Now, select a source to import your campaign message from. In this article, we're going to select to import an existing template from SugarCRM (see below).
We'll select our template from a drop-menu that displays our available SugarCRM templates and click Import. (see below).
Now that we've imported our template, we're going to switch to Edit Mode in order to personalize our message with custom fields from SugarCRM. Simply click on Edit Mode above the preview of the message that you just imported.
Adding personalization from SugarCRM with default and custom fields is really simple. Just click on any location within your message that you wish to place your personalization tag, select the Code Snippet drop-menu and then scroll through the menu to select the personalization tag you want to use. In our example below, we added a 'Dear Firstname' greeting at the start of our message. When our campaign is sent our system will dynamically add the Firstname for each recipient in their message.
When you finish editing your message, be sure to click on Save Message before selecting Next to continue.
Important Note: Please ensure that your data is complete within your CRM. If a targets default or custom field is not filled in with data, we will be unable to merge the personalization for that the particular recipient.
Finally, we'll review the text-version of our mailer and make any final edits or changes. inBOX25 will automatically render a plain-text version based on your HTML version.
Step 3. Select your Recipients / Target List(s)
We've defined our campaign parameters, created our campaign message and now we're going to select who is going to receive our message. This becomes another critical step in the process of creating a SugarCRM campaign.
On Step 3.1, we'll be shown a list of available Target List(s) within our SugarCRM instance that we can select to deploy our campaign to. You can select as many lists as you would like from SugarCRM, however you cannot combine Target List(s) with internal inBOX25 Subscriber Lists, otherwise we can't sync your campaign to SugarCRM. So, please ensure that you only select Target List(s) for your SugarCRM campaigns.
There are a number of complex functions that occur during this step of the campaign setup process. We're going to highlight some of them now, so that you can better understand what is happening in the background when we're processing your Target List(s). We'll be jumping ahead a bit here, because this process usually begins AFTER you schedule your campaign. But, since we're on the topic of processing Target List(s), we're going to review the entire process now.
Since we're reviewing statuses that occur AFTER you schedule your campaign, it's helpful to note that you can find your scheduled campaign under 'Scheduled Campaigns' under the Manage Tab. By clicking on your scheduled campaign and navigating to Step 3.1, you can review the latest processing status for your Target List(s).
Pending: Schedule Campaign
Once you select your Target List(s) and click Next Step, your selections are changed to a new status of 'Pending: Schedule Campaign'. During this status, your campaign has yet to be finalized and scheduled, so we have no yet begun to import your Target List(s). You still have complete flexibility to add different Target List(s) or remove them. Once you schedule your campaign, this status changes and we schedule your Target List(s) for processing.
Now that your campaign has been scheduled, we begin the complex process of importing your Targets for the campaign.
During this status phase, we are performing a final count of your Targets to ensure that we utilize the most recent updates to your Target List(s) and importing them into SugarMailer for your campaign. Please note, that during this process we ignore all 'Opted out' and 'Invalid' records that are contained on your Target List. We will also remove duplicate records in our final processing stage that occurs right before your campaign is deployed.
The processing time for this phase varies based on the size and number of Target List(s) that have been selected. A general rule of thumb is that you can import roughly 7-10 records per second over the SugarCRM API. Of course this metric also varies based on your CRM's hosting configuration and resources. Please allow adequate time for your Target List(s) to process and factor that into your campaign delivery schedule.
Your Target List(s) have been successfully imported from SugarCRM and they're now ready for final processing by our native tool-set before deployment. If you've selected a Target List that you've used on a past campaign, then your list will be in a 'Ready' status immediately. This helps reduce the initial processing time from SugarCRM immensely, because we already previously imported your Target List. If you've made changes to your Target List since your last campaign, please click on 'Update' so that we can retrieve any modifications made since your last campaign.
Step 4. Test and Schedule your Campaign
Now let's pick back up, where we left off. It's time to test and schedule your campaign. If you used any custom fields in your campaign (as we have in this article), we recommend testing with personalization on Step 4.1 (see below). You can also opt to test your campaign using our Email Testing Suite and preview your campaign in 34+ Email Clients and Spam Filters.
Schedule your Message
Now its time to complete the campaign setup process and schedule our campaign. Remember that campaigns are scheduled on the hour, so please factor that into your campaign deployment schedule.
Even though the Campaign Setup process is complete, the work on the back-end is just beginning. It's important to know that you can make any changes to your campaign up until 15 minutes before the deployment time. After 15 minutes, you will only be able to Pause or Cancel your campaign. The reason is that 15 minutes before your campaign is scheduled to deploy, we perform our final preparations for your campaign. These final actions include:
1. Comparing your Target List(s) against your inBOX25 Suppression List
2. Removing any Duplicate Records
3. Processing your Target List(s) into an inBOX25 Subscriber List format, including Custom Fields
4. Creating a SugarCRM Campaign (in your CRM instance) to sync campaign reporting data
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