Our email wizard makes creating a new email campaign with SugarCRM a breeze. 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
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, hover over create---->Email 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. You can customize the 'From Name', 'From Email Address' and 'Reply to Address' with any field synced with INBOX25 from your CRM. Here's a great explanation how this can be done.
Once you complete the required campaign parameters, you will find the SugarCRM input parameter at the bottom of Step 1. This is the most critical step in the process, as it determines if this is or is not a SugarCRM campaign. In order for INBOX25 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 SugarCRM Recipients (Pro Marketer)
For Pro Marketers, under the Select Recipient Screen, you will not want to click on the checkbox "Show SugarCRM Target Lists" because as you read on, you'll notice that's not recommended for you.
Instead, you'll click on recipient lists from this selection. Notice that some of these lists have segments of Target Lists within them. Want to know how that happened? Click here to learn how to Auto-Segment your Target Lists.
Step 3. Select your Non-SugarCRM Recipients (Pro Marketer)
For those who either do not have SugarCRM or do not wish to send to SugarCRM list types, you can also send to Subscriber Lists (Email Marketer) or Marketing Lists (Pro Marketer). Both lists are imported via CSV or TSV files. You can learn how to import them successfully here.
If you wish to send to Subscriber and/or Marketing Lists, then on this same Select Recipient Screen, you will check off the box "Show Subscriber/Marketing Lists"
Note - This lists DO NOT sync to SugarCRM, so in order to view the report for the email campaign for these list types, you will need to look at the Email Campaign Report within INBOX25.
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