Campaigns

1. Overview
2. Create new campaign
2.1 Template based HTML content
2.2 HTML based content
2.3 Text based content
2.4 Attachments
2.5 Recipients
2.6 Start & Test
2.7 Statistics
2.8 Delete
3. Templates
3.1 Main templates
3.2 Content part templates
4. Syncronize recipients
5. Edit campaign
6. Manage lists
6.1 External recipients
6.2 Blacklist
7. Bounce Management
7.1 Overview
7.2 Inbox
7.3 Create new bounce box
A campaign is a personalized mass email which you send to a certain choice of portal users or also to external recipients. For example, send product information to customers, a mailing to your employees or a newsletter to all registered interests. With the SITEFORUM Campaign Manager you create, start, manage, repeat campaigns and analyze the success.

The Campaign Manager is available for "Portal Master" and "Contact Manager."

TIP: Take a look at the animated video manuals matching to this topic.

1. Overview

You have the following options to create a campaign: To get to the Campaign Manager please log in as "Portal Master" or "Contact Manager."
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Campaigns.
You get to the overview of already existing campaigns: SITEFORUM Campaign Manager

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2. Create new campaign

To create a new campaign, please log in as "Portal Master" or "Contact Manager."
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Campaigns.
  3. In the navigation on the left, below Campaigns click Create new campaign.
  4. Enter in the field Name of campaign a name.
    Advice: You can call on the campaign name via placeholder inside of the campaign.
  5. Enter in the field Mail subject a subject for the email.
  6. Enter in the field Sender email address the sender.
  7. Click the button Save when ready.
You define the content in the area Available content for internal recipients and/or Available content for external recipients.
Advice: The procedure for internal and external receivers is the same.

2.1 Template based HTML content

Note: It is different between main templates and content part templates. The main template generates the frame of the campaign, in which the content part template with content, images, links, etc. is imbed. Per default main templates and content part templates are provided. If you want to edit these templates or create new ones q.v. 3. Templates.

To create a campaign with template based content anzulegen please do the following:
  1. Click either
    • the name of the type or
    • the icon Edit.
  2. From the selection box Main template choose the desired template.
  3. From the selection box Add new content choose the desired content part template.
  4. Click the button Add.
The content part template opens up. In the area Details on the right enter your content:
Note: Depending on the template the fields can vary.
  1. Enter in the field Title the title for that content part.
  2. Enter in the field Text the text of this part.
    Advice: Use the WYSIWYG editor to format the text or click the button Code to edit the text directly in the HTML source code.
  3. As far as the content part template contains an image, upload it in the area Image:
    • Click the button Select image to upload the image.
      The SITEFORUM File Manager opens up.
    • If you have uploaded the desired image to the File Manager already, then select it from the corresponding folder.
    • If the file is located on your system,
      1. click the button Browse.
          A second window opens up.
      2. Choose the desired file from your system.
      3. Click the button Open of the second window.
          The second window closes.
      4. Choose in which size you want to upload the image (resize to 100 px, standard size of 250 px, original width).
      5. In the File Manager click the button Upload.
          The file is shown in the field.
  4. As far as the content part template contains a link - enter it in the field Link.
  5. For another content part template choose from the selection box Add new content below a new template.
  6. Click the button Add.
  7. Click the button Preview to get a preview of the existing content.
  8. Click the button Save when ready.
Repeat these steps until your campaign is ready.
In the left area Parts/Actions you see the current position of this templates and the name. Advice: Below the content part templates you see all placeholders available in the content part templates.

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2.2 HTML based content

Advice: The subjacent field Mail body (Plain Text) is for plain text content, q.v. 2.3 Text based content.

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2.3 Text based content

Advice: The fields HTML code view and WYSIWYG editor view above are for entering HTML text, q.v. 2.2 HTML based content.

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2.4 Attachments

To attach one or more attachments to the campaign stay inside the campaign:
  1. Click the tab Attachments.
  2. In the area Path\File click the button Browse.
    A second window opens up.
  3. Choose from the second window the desired file.
  4. Click the button Open in the second window.
    The second window closes.
  5. Click the button Upload in the first window.
The file is shown below the buttons.
By clicking the icon in the column Delete you can delete the attachment.

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2.5 Recipients

To add recipients to the campaign, click the tab Recipients inside the campaign.
If the campaign already contains recipients they are listed. The following tabs are available: Tab recipients

Advice: If no recipients are listed here then no recipients were added yet.

You have the following options in this view: Tab OptIn

Advice: Therewith recipients can subscribe for a campaign, you have to offer a link in your campaign like 
<a href="$link_subscribe:kampagnenID">Click here to subscribe</a>
If there are no recipients listed, no one subscribed yet.
You have the following options in this view: Tab OptOut

Advice: Therewith recipients can unsubscribe for a campaign, you have to offer a link in your campaign like 
<a href="$link_unsubscribe:1173183374395">Click here to unsubscribe</a>
If there are no recipients listed, no one unsubscribed yet.
You have the following options in this view: Tab Add internal users

Advice: Internal users are users of your portal, who have an entry in the database already.
You select users as follows:
  1. Where user level is If required, choose from the selection box the desired user group.
  2. Contact has been created within the last If required limit the time range of the creation.
    1. Limit the time range in the two following fields.
    2. Choose from the selection box behind time unit.
  3. Contact has been updated within the last If required limit the time range of the editing.
    1. Limit the time range in the two following fields.
    2. Choose from the selection box behind time unit.
  4. More criteria If required choose from the selection box the desired options to limit the search further on. Enter in the field behind the corresponding keyword.
  5. Click the button Add users to campaign when ready.
Note: All users found after the search are added directly to the campaign. There is no second query.
To view recipients click the Tab Recipients.

Tab External users

Advice: External users are users who have no entry in the database and are not users of your portal.
  1. Choose the list containing the desired external users.
  2. Click the icon
    • Add to add the users to the campaign or
    • Remove to remove the users from the campaign.
  3. Confirm the erasing procedure by clicking the button YES.
To upload a file with external recipients, q.v. 6.1 External recipients.

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2.6 Start & Test

To test the campaign, send it to yourself:
  1. Click inside the campaign the tab Start & Test.
  2. Activate the option Test the campaign now and enter the desired email address.
  3. Activate in the area Available content for internal recipients respectively Available content for external recipients the corresponding campaign types in the column Selection (Squares).
    Advice: The colored circles in the column Available show the status of the corresponding campaign type, green = available, red = not available.
    Note: The circles indented to the right in the column "Available" and not-bold descriptions in the column "Type" are subsets of the superior, bold types.
  4. Activate the option Disable link tracking for this run if you want to disable the link tracking.
  5. Choose from the selection box Statistics for this run will be automatically archived in the number of weeks.
  6. Click the button YES when ready.
To start the campaign, please do the following:
  1. Activate in the area Start the campaign now either
    • Send only to new recipients added since the last start. or
    • Resend campaign to all recipients.
    Advice: The number in the second line shows the number of recipients.
  2. Activate in the area Available content for internal recipients respectively Available content for external recipients the corresponding campaign types in the column Selection (Squares).
    Advice: The colored circles in the column Available show the status of the corresponding campaign type, green = available, red = not available.
    Note: The circles indented to the right in the column "Available" and not-bold descriptions in the column "Type" are subsets of the superior, bold types.
  3. Activate the option Disable link tracking for this run if you want to disable the link tracking.
  4. Choose from the selection box Statistics for this run will be automatically archived in the number of weeks.
  5. Click the button YES when ready.
Note: If the campaign contains external recipients, you either have to make content for external recipients available and then activate "Available content for external recipients" (for creating content for external recipients, q.v. 2. Create new campaign) or you have to delete the external recipients from the list, q.v. Tab External users.

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2.7 Statistics

With the help of the statistics you analyze your campaign.
Advice: The statistics only make sense if the campaign was send. You get the following table: Click the campaign whose statistics you want to view. You see percentages and graphs of received the campaign, opened it and clicked containing links.
Advice: By clicking the number in the column Count you can view the particular recipients.

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2.8 Delete

To delete a campaign,
  1. click the tab Delete.
  2. Confirm the erasing procedure by clicking the button OK.
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3. Templates

Note: You can design your campaign with text only, with HTML (HTML code or WYSIWYG editor) or with templates. If your campaign should be based on templates you have to create them first as far as you don't want to use the default templates.

It is different between main templates and content part templates: The main template generates the frame of the campaign, in which the content part template with content, images, links, etc. is imbed.

3.1 Main templates

To create a main template, please log in as "Portal Master" or "Contact Manager."
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Campaigns.
  3. In the navigation on the left, below Design templates click Campaign main template.
You get to the overview of the already existing templates:
  1. Click the tab Create new template.
  2. Enter in the field Name a name for the template.
  3. Enter in the field Code the HTML code which describes the template.
  4. In the area Special placeholders you see the placeholders which you can use in the main template.
  5. Click the button Save when ready.
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3.2 Content part templates

To create a content part template, please log in as "Portal Master" or "Contact Manager."
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Campaigns.
  3. In the navigation on the left, below Design Templates click Campaign content part template.
You get to the overview of the already existing templates:
  1. Click the tab Create new template.
  2. Enter in the field Name a name for the template.
  3. Enter in the field Code the HTML code which describes the template.
  4. In the area Special placeholders you see the placeholders which you can use in the content part template.
  5. Click the button Save when ready.
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4. Synchronize recipients

If one campaign contains, for example, many or definite recipients who you want to send another campaign, you can simply synchronize the recipients.

Please login as "Portal Master" or "Contact Manager."
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Campaigns.
  3. In the navigation on the left, below Campaign click Synchronize recipients.
  4. From the selection box Source campaign choose the campaign which contains the recipients you want to transfer in the new campaign.
  5. From the selection box Target campaign choose the campaign which should contain the recipients.
  6. Click the desired button to synchronize the recipients.
  7. If required activate the option Mark synchronized recipients as "Already sent."
  8. Click the button Synchronize now.
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5. Edit campaign

To edit a campaign, please log in as "Portal Master" or "Contact Manager."
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Campaigns.
  3. Choose in the overview the campaign you want to edit.
  4. Click either the name of the campaign or the icon Edit.
Do the desired changes, q.v. 2. Create new campaign.

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6. Manage lists

Manage your lists for external recipients and your blacklists here.

6.1 External recipients

You can send campaigns to external recipients (recipients who are not in the database, from which you have the email address only). You import the recipients via .txt or .csv file.

Advice: The file you want to upload can only contain one email address per line. The lines must be separated by a line break.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Campaigns.
  3. In the navigation on the left, below Manage lists click External recipients.
  4. Enter in the area Upload new list in the field Name a name.
    Advice: The file name is not shown.
  5. Enter in the field Description a description for the file.
  6. Upload in the area File the desired file:
    1. Click the button Browse.
      A second window opens up.
    2. Choose the desired file in the second window.
    3. Click the button Open in the second window.
      The second window closes.
  7. Click the button Upload in the first window.
The list is listed in the area Available lists: TOP

6.2 Blacklist

A blacklist contains email addresses of internal or external users who should not get a campaign, so you don't have to look through all recipients.
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Campaigns.
  3. In the navigation on the left, below Manage lists click Blacklist.
List

As far as users are added to the blacklist already they are listed. You have the following options:

Remove from blacklist
  1. Activate the options of the users you want to remove from the blacklist.
    • Click the button All to activate all users or
    • click the button None to remove all activations.
  2. Choose from the selection box Remove from blacklist.
  3. Click the button Go.
Export to .csv file
  1. Click the button Export to .csv file.
    All entries are exported.
  2. Open the file or save it on your system.
Add emails to blacklist
  1. Enter all desired email addresses in the field.
    Advice: One email address per line, separated by line break.
  2. Click the button Add when ready.
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7. Bounce Management

With the Bounce Management you can manage address data and email addresses. The bounce box recognizes if the users are achievable or not.

7.1 Overview

  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Campaigns.
  3. In the navigation on the left, below Bounce Management click Overview.
As far as one or more bounce boxes exist already they are shown: TOP

7.2 Inbox

To view the inbox in the Bounce Management click in the Overview the icon Inbox of the corresponding bounce box.

SITEFORUM campaignn Manager

As far as emails came back already you get the following table: Per default all emails are displayed. By clicking one of the buttons above you can restrict the display: In the area Selection below the emails you have the option to show only chosen emails by clicking the corresponding button.

In the area Actions you can accomplish different actions with the chosen emails:
  1. Activate all emails you want and click the boxes in the first column.
  2. From the selection box choose the desired action.
  3. Click the button Perform action when ready.
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7.3 Create new bounce box

To create a new bounce box, please do the following:
  1. Click the button Portal Manager to get to the administrative area.
  2. Then click Marketing & CRM > Campaigns.
  3. In the navigation on the left, below Bounce Management click Create new bounce box.
  4. User/account name Enter an account name.
  5. Email address Enter a sender email address.
  6. Incoming server Enter the incoming server, e.g. pop.server.com.
  7. Outgoing server Enter the outgoing Server, e.g. smtp.server.com.
  8. Password Enter a password.
  9. Active Activate the option to set the bounce box active.
  10. Click the button Save when ready.
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