Campaigns
A Campaign record consists of a description, start date and a list of the expected contact processes that will make up the campaign.
Campaigns can be added to multiple Prospect records as a bulk update and they can be moved through the stages of the campaign in the same way. When personal contacts are made with individual Prospects, the campaign records can be updated on an individual basis.
Campaigns can be assigned a Project Code so that you can use the Costing module to estimate the cost of the campaign.
Contents |
Inserting |
Duplicate |
Editing |
Campaign information |
Toolbar |
Inserting a Campaign record
Open the Campaigns window
Click Insert to add a new campaign record.
Enter a code for the record and a description.
Enter the planned start date for the campaign.
When you tab from the date field, you will be able to enter the first stage in the status list.
Enter a description and tab from the field to move to another blank line.
Enter as many stages as you need.
Click OK to save.
Active - The campaign must be marked as Active, by ticking the box, to be displayed in the campaign list for selection.
Cost of Campaign - the cost of the campaign can be entered when known. If the campaign is linked to a Project, the cost will be pulled through from the Project record.
Project - select or enter the code of the project that relates to this campaign. More information.
Notes - can be entered on the Notes tab.
Workflow Forms
Any Workflow Forms on the Record Window are displayed in a list pane at the bottom of the record window. If no WFF is attached to the record, the pane is not visible.
Duplicate
Campaigns can be duplicated using the Duplicate function on the toolbar instead of the Insert function.
This option enables you to copy the content of one campaign to another just by entering a unique campaign code.
Editing a Campaign record
Open the Campaigns window Campaigns.
Locate the campaign you wish to edit, either from the Campaign record list or by using the Previous Find Next functions on the toolbar.
Click Edit.
Make the changes you require:
A Cost of Campaign can be entered when known. If the campaign is linked to a Project, the cost will be pulled through from the Project record.
Additional stages can be created for the campaign.
The description of existing stages that have a count of zero can be changed.
Stages can be re-ordered by selecting a stage in the list and clicking the Move Up or Move Down arrow at the foot of the Stage tab card.
Notes can be added or amended.
Custom User fields can be added or amended.
Click OK to save the record or Cancel to discard the changes
Record list window
A list of existing campaigns will be displayed when Campaigns is selected from the menu. This list can be re-opened by clicking on the button above the Code field.
Custom tab
Up to 8 user definable fields can be added to the Custom tab. A choice of 15 fields is available and these include a mix of character, date and number fields.
To select the Custom fields, when in Insert or Edit mode:
Click on the Customise Custom Tab function. This will display a User Fields list window.
Select the fields you wish to use by highlighting them in the left hand list and pressing the arrow button to move them into the right hand list.
Click Update to save the fields and close the window.
The user fields will be given simple 'User Field 1' labels. These can be changed using the Description/Language functionality from the Info menu.
For more information: please refer to help pages Customise Custom Tab and User Definable Language - Load Current Window. Custom tab selecting See Load Current window.
These User fields will be available on the Custom tab card in the Transaction Enquiry window when Supplementary Information has been selected.
Campaign information
Project and Cost of Campaign
Campaigns can be assigned a Project code so that you can use the Costing module to estimate the cost of the campaign.
Projects of any status can be assigned to a campaign but once a project has been assigned to a campaign, it cannot be assigned to another campaign.
If a campaign has a project assigned to it, the Cost of Campaign field will be disabled and will be updated with the actual costs from the project record.
If the project has a status of Estimate, the cost of campaign field will not be updated with the actual costs from the project until the status of the project is changed.
For projects with a status of anything other than Estimate, the cost of campaign field will be updated with the actual costs from the project record immediately.
The costs from the project record will over-write any costs that have been entered manually prior to assigning the project.
Stage tab
The stage tab will contain a count of the number of Prospects or Customers that are currently at each stage of the campaign.
For example: if 5000 prospects were originally targeted for a mail-shot campaign and now 1000 of these have been called (the next stage in the campaign), the count will be 4000 for 'Letter sent' and 1000 for 'Called'. Further stages in the campaign might include 'Arrange Visit' and 'Sale made'.
Values tab
Current campaign values will be displayed on the Values tab. These include: Pipeline Value; Estimate Values; Committed Sales Value; Actual Sales Value; No. of Potential Orders Received; No of Confirmed Orders Received.
This enables an Average Order Value and an Average Lead Cost to be calculated so that you can see the return generated by the campaign.
Toolbar
The toolbar contains the usual record options. From left to right these are:
Info. - the Info. window will display the date the record was created and the date the record was last changed.
O/S Ests - Click this function to open the Outstanding Estimates enquiry window filtered by the code of the campaign record currently selected.
Documents - documents can be added to a campaign record to store information related to the campaign.
The documents themselves are not stored in the Access Accounts database, only the directory locations of those documents. You must establish your own method of safeguarding the documents so that they are not moved or deleted accidentally.
Document links added from the Campaign record window will have the module name CRM and the record type of Campaign.
You can also attach copies of any mail merge templates that have been used to produce the letters and emails sent to Prospects and Customers. This can be done automatically from the Letters List window opened from the CRM Control window or from the CRM Data Entry window. The description for the document will be 'Campaign Letter sent on <<date>>’.
Duplicate - as described above, a campaign record can be duplicated; a new and unique campaign code will be required.
Previous Find Next - these functions can be used to move through the existing campaign records or to locate a specific record by entering the Code.
Insert - a blank record will be displayed for entry of new campaign details.
Edit - click this function to put the window into edit mode. This will enable you to change the details of the currently displayed record.
Delete - click this function to delete a campaign. Campaigns cannot be deleted if they are in use.
OK - click to save the record.
Cancel - click to cancel the entry or any changes made whilst in Edit mode.
Customise Custom Tab - change the fields on the Custom tab (as described above).