Sugar Marketing Training Manual

Teknek
SugarCRM Leads and campaigns training for
SalesAgility.com Ltd.
SugarCRM Leads and Marketing
Page 1
Teknek
INTRODUCTION........................................................................................................ 3 MAIN MENU.................................................................................................................. 3 MAIN MENU............................................................................................................ 4 HOME........................................................................................................................... 4 LEADS....................................................................................................................... 5 LEADS MENU.......................................................................................................... 5 CREATE LEAD................................................................................................................ 5 CREATE A LEAD MANUALLY............................................................................. 6 CREATE A LEAD FROM A VCARD.......................................................................7 SEARCH SIMPLE, GLOBAL AND ADVANCED SEARCH.............................. 8 IMPORT..................................................................................................................... 9 MASS UPDATE...................................................................................................... 12 ASSIGN....................................................................................................................... 12 EXERCISE................................................................................................................. 13 IMPORT .......................................................................................................................13 SELECT........................................................................................................................13 CHANGE STATUS.......................................................................................................... 13 ALLOCATE................................................................................................................... 13 SELECT........................................................................................................................13 DELETE....................................................................................................................... 13 SELECT........................................................................................................................13 CHANGE LEAD SOURCE................................................................................................. 13 EMAIL MARKETING CAMPAIGNS.................................................................... 14 CREATING AN EMAIL CAMPAIGN...................................................................................... 14 CREATE CAMPAIGN....................................................................................................... 14 CREATE A NEW CAMPAIGN.............................................................................. 16 DESIGNING A CAMPAIGN.................................................................................. 17 DESIGNING AND POPULATING A CAMPAIGN.............................................. 18 CREATING AND POPULATING TARGET LISTS............................................. 18 CREATING A TARGET LIST................................................................................19 DEFAULT..................................................................................................................... 19 TRACKER URLS..................................................................................................... 21 CREATE A TRACKER URL.................................................................................. 22 EMAIL MARKETING............................................................................................ 23 CREATING THE EMAIL MARKETING RECORD............................................. 24 NAME......................................................................................................................... 24 THE EMAIL MARKETING RECORD CANNOT BE SAVED UNTIL AN EMAIL TEMPLATE IS ASSIGNED TO IT............................................................................................................................... 25 CREATING EMAIL TEMPLATES........................................................................ 26 CREATING A TEXT EMAIL................................................................................. 27 NAME......................................................................................................................... 27 USING TRACKING URLS IN AN EMAIL TEMPLATE...................................... 28 SENDING MARKETING EMAILS....................................................................... 31 IMPORTING DATA INTO A TARGET LIST....................................................... 32
Page 2
Teknek
INTRODUCTION
Once you have logged into the marketing system, this is the first screen that you will see:
Function Main Menu Administration
Description Accesses all areas that develop, deliver and manage marketing functions Accesses the marketing and email administration functions. IMPORTANT: Some changes to administration functions may have profound effects on the performance of the whole application. It is essential that administration users confine themselves to the areas that they have been directed to use.
Page 3
Teknek
MAIN MENU
Function Home Leads Emails Campaigns Dashboard
Description Go to main marketing screen Go to the Leads management functions Go to the emails management functions Design, deliver and manage marketing campaigns Go to the reporting functions
Page 4
Teknek
LEADS Clicking on the LEADS menu item in the main menu will take you to the Leads Management functions. This is a powerful part of the system and will allow you to manage, import, assign and search for leads. The main LEADS screen looks like this:
LEADS MENU Function Create Lead Create from Vcard Leads Import
Object 2
Description Create a new lead by typing the information Create a new lead directly from a vcard View, manage and assign Leads Import leads from other applications such as spreadsheets
Page 5
Teknek
CREATE A LEAD MANUALLY Click on the Create Lead link to be taken to this screen:
When you enter a lead manually, you should enter as much information as possible. This will help you to manage the lead once it is in the system. Important fields are Status and Lead Source. These fields can be filtered to give you a snapshot of activity and are also referenced by the Reporting functions in the dashboard. By entering Lead Source description and Status Description information, you will also be able to pass important information to the salesperson assigned to follow up the lead. The more information that you can provide, the better a salesperson will be able to decide how to approach the follow-up.
Page 6
Teknek
CREATE A LEAD FROM A vCARD vCards are sometimes included with emails from users of Microsoft Outlook and other email applications. A vCard can be saved to disk and imported directly into SugarCRM. The following screen is accessed by clicking on the Create from vCard link:
Click on the Browse icon to launch a file search window to find and select the vCard that you wish to import. VCard have a .vcf file extension.
Page 7
Teknek
SEARCH SIMPLE, GLOBAL AND ADVANCED SEARCH SugarCRM incorporates powerful and advanced Search functions. By default, Users will be presented with the Simple Search screen as illustrated below:
It is important to note: 1. The SugarCRM search wildcard is the percentage (%) sign. 2. Searches persist between sessions. That means that the search that you set up yesterday will still be there when you go back to Search today. To clear the search information, click on the Clear button. Typically, not clearing previous searches is the cause of being unable to find the information that you are seeking. 3. Using Simple and Advanced searches will return information only for the module from which it is executed ie. A search within the leads module, will return information only about leads. By clicking on the Advanced link beneath the Search and Clear buttons, the Advanced Search window will open. This offers much more control for more precise searching. The Advanced Search windows is shown below:
Where users are searching for information from many modules, using the Global Search field that appears on most SugarCRM screens, will deliver this:
Results from Simple and Advanced Searches can be exported by clicking the Export link that sits above the check boxes. Results from Global Searches cannot be exported.
Page 8
Teknek
IMPORT Use import to populate SugarCRM with data from external applications. Typically, these will be customer data held in applications such as Microsoft Excel and Outlook. You can import data into many parts of SugarCRM (Leads, Accounts, Opportunities etc.). However, in order to Import, the data has to be in a format that is acceptable to SugarCRM. The acceptable formats are Comma Seperated Values (.CSV files) and Tab Delimited Files (.TXT files). You can save files as .CSV or .TXT from application such as Excel and Outlook. You can also import data directly from proprietary CRM applications and a filter is provided for Salesforce.com data. Clicking on Import will take you to the following screen.
Select an import format and click the Next button. For .CSV and .TXT files, this will take you to this screen.
Click on the Browse button to go to the file selection process and choose a file from your hard drive or network. Once you have selected a file, click the Next button.
Page 9
Teknek
You will then be taken to a screen where you match the data that you wish to import, with the appropriate SugarCRM fields. You can choose to save your import as a Custom Mapping, which you can use time and time again if you are importing files that have an identical layout.
Once you are satisfied that your Import layout is correct, then click on the Import Now button. Dont worry, at this point you havent imported anything . You can click Import Now without SugarCRM committing any of the data to the SugarCRM system. Note: When importing into Leads you must import a name for your Lead.
Page 10
Teknek
You will then be taken to the screen illustrated below that show the Import results. Note: Clicking Finished commits data to SugarCRM and should not be done until you are confident that the data is in the format that you require.
Page 11
Teknek
MASS UPDATE You can use the Mass Update feature to do the following: Function Assign Description Allocate the one or more Sales leads to a particular person, select the Leads as illustrated below, select the Assigned to: person from a pop-up menu and click on Update Delete one or more Leads select the leads and click on Delete Assign a lead source to one or more Leads, select the Leads as illustrated below, select the Lead Source from the drop down menu and click on Update Change the status of one or more Leads. Select the Leads, the select the new Status from the drop down menu and click on Update
Delete Allocate a Lead Source
Change the Status
Page 12
Teknek
EXERCISE
Login using the TRAINING account no password is required In the My Documents folder are two files: DEMO DATA ONE.CSV DEMO DATA TWO.CSV Task Import DEMO DATA ONE Outline Use the Leads>Import function to import all the data from this file. Before you do, note that you will be asked to create a custom mapping in the next step. During the import of DEMO DATA ONE, create a custom mapping so that you can reuse these settings. Using the custom mapping you saved above, import the data from DEMO DATA TWO Sort the data into various views by clicking on the data header up and down arrows. Sort the data into Account Name (A first) Select the first 10 names on the list Change the status to Assigned Allocate to Sales The next 10 names on the list Delete these The next 10 names on the list Change the Lead Source to Website
Create a Custom Mapping
Import from Custom Mapping Sort 1 Sort 2 Select Change Status Allocate Select Delete Select Change Lead Source Stop and review
Page 13
Teknek
EMAIL MARKETING CAMPAIGNS

SugarCRM Closed loop campaigns enable you to gauge the effectiveness of campaigns by tracking who you targeted with an email campaign, who opened the email, who clicked through the email, which leads were generated by which email campaign and which leads converted into Closed Won opportunities. Clicking on the Campaigns menu item will bring you to this screen: The next part of this training course will focus on creating an email Campaign. Creating an Email campaign There are a series of logical steps to creating an email Campaign: Step Create Campaign Create a Target List Description You will need to create a new Campaign or select from a pre-existing Campaign A Target List is the name of the list of people that you will be sending emails to. You can either create a new Target List, or select from an existing List. If you are creating a new Target List, you need to add the names and email addresses of all the people that you will be sending the emails to.
Populate Target List
Page 14
Teknek
Step Create an email template
Description Create the email that you are going to send to the Target List in this Campaign. You can create: 1. An HTML (Hyper Text Markup Language, the simple page description language used by Web pages) email with colours, images and text 2. A Text email a simple text based email with no colours or images. 3. An HTML email with a fallback Text email for recipients who are either unable to receive HTML, or have disabled HTML in their email programme.
For the purposes of this training, we are going to: 1. 2. 3. 4. 5. 6. 7. 8. Create a new Campaign Create a new Target List Populate the Target List from an Excel spreadsheet Create an HTML based email with a Text alternative Schedule the Campaign Execute the Campaign Monitor the Campaign Progress and allocate Leads depending on the outputs from the Campaign
Page 15
Teknek
CREATE A NEW CAMPAIGN Click on Create Campaign and the following screen will appear:
Use the Start and End date to specify Campaign occurrences. Please note that these dates do not affect the execution of a Campaign. Similarly, use the Status as an indicator rather than as a setting that will affect the execution of the Campaign. These are all useful field for reminding, prompting and searching and should be used where applicable. Select Email from the Type Drop Down list. Input the Campaign Objectives and Description and any budgetary information where appropriate. Finally, if you are creating this Campaign for another person within the organisation to execute on, then Assign To is a search and select function for identifying the person who will deliver the Campaign. Finally, Save your new campaign.
Page 16
Teknek
DESIGNING A CAMPAIGN Click on the Campaign Link in the main or top menu
Clicking on Campaign will take you to the Campaign Home screen as illustrated below:
Select the Campaign that you wish to work on by clicking on the relevant entry under the Campaign Column.
Page 17
Teknek
DESIGNING AND POPULATING A CAMPAIGN Once you have selected your Campaign, you will be taken to the Home page for that Campaign. From here you can create the Target Lists, Tracker URLs and the Email Campaign. The Campaign Home page is shown below:
CREATING AND POPULATING TARGET LISTS To Create a Target List, click on the Create button that you can see on the screenshot welow (Just below Target List) or click on Create Target List in the Main Menu. If you want to work on an existing Target List, simply select it from the list of existing Target Lists by clicking on the name of the list that appears under the Target List heading.
Page 18
Teknek
CREATING A TARGET LIST Click on Create on the Target List subpanel, or on Create Target List in the main menu. Give the Target List a name. Note This is a compulsory field as indicated by the RED STAR *. Select a Target List Type from the drop down menu. Note This is a compulsory field as indicated by the RED STAR *.
Target List Type Default Seed
Description Targets that will be tracked during the Campaign Use seed lists to manage who will preview the email campaign without impacting the campaign metrics Use suppression lists to filter out specific emails from a target list Targets that will be included in the Campaign and will affect the campaign metrics
Suppression List Test
Name your Target List, select the Target Type, Assign to the person who will populate the list and enter a Target List Description. Once you have completed that, click on the Save button. You will then be taken back to the Campaigns Home screen for the Campaign that you are working on. The Target List you have created can be found in the Target List subpanel. Click on the Target List you have just created to be taken to the Target Lists screen.
Page 19
Teknek
You can now populate the Target List from either of the three options shown: Targets Leads Users
Click on the Select button to open a popup window containing all the Leads, Targets or Users that are currently on the database.
Click on Select from the Leads subpanel. Then sort and select ten Leads to be included in the campaign list. Once you have selected the Leads, they will appear in the Campaign Leads list.
Page 20
Teknek
TRACKER URLs Tracker URLs do as the name suggests, they are embedded in the email and allow SugarCRM to record when an email has been opened and when any links in the email have been clicked. To generate a Tracker URL, click on Campaigns, then select the Campaign that you wish to generate Tracker URL for by clicking on the Campaign name link. This will take you to this screen:
You need to create a Tracker URL for each Web address that you wish to monitor click throughs for i.e. each click through to the survey, each click through to opt-out, each click through to the Teknek Website.
Page 21
Teknek
CREATE A TRACKER URL Click on Create button on the Tracker URLs subpanel and complete as detailed here:
Click on Save. You will then be taken back to the home page for your Campaign. The Tracker URLs that have been created for the campaign are shown as detailed here:
Page 22
Teknek
EMAIL MARKETING So, now we have created a Campaign, created and populated Target Lists and created the Tracker URLs, we now get down to the serious business of creating the Email Marketing component. And, dont worry, were nearly finished. Click on Create button in the Email Marketing subpanel at the bottom of the Campaign page: Note: From the next screen onward you need to take great care. You will be setting the date and time for the email campaign to be launched and the emails to be sent. It is extremely important to note that every time the Email Marketing campaign is Saved and the start date is in the past, that emails will be queued for delivery. This could result in duplicate emails inadvertently being delivered.
Page 23
Teknek
CREATING THE EMAIL MARKETING RECORD Once you have clicked on Create, you will be taken to the Marketing Record Screen:
Due to the importance of this screen, we will go through the fields individually:
Field Name Name
Description The red star * indicates that this is a compulsory field. Enter a referenceable name for the Marketing Record. The possible states are shown here: It should be noted that the Active and Inactive options are primarily indicatory. If the Marketing Record is Saved and the date and time are in the past, emails will be queued for despatch, even if the state is set to Inactive. Setting the state to Active, will have the effect on triggering the Status Monitoring of the Campaign.
Status
Use Mailbox
This mailbox will be created by the System Administrator and is the mailbox where all undeliverable email (bounces) will be sent. If there are no mailboxes in the dropdown list, contact your system administrator. By default it takes the same name of the Mailbox but you can change it by over writing. Until you are ready to run the Campaign and send the emails, it is safest to set this date
SugarCRM Leads and Marketing Page 24
From Name Start Date and Time

Teknek
and time a year or two in the future. Once you are satisfied that your campaign is ready to be executed, then edit this field and set it to a date and time that is appropriate. Email Template You can either select from an existing template, or click on the create link to create a new template. See the section on creating email templates for further information. Select from the Target Lists in the small window, or click the all Targets in the Campaign box to select all the Target Lists.
Send this message to
The Email Marketing Record cannot be saved until an Email Template is assigned to it.
Page 25
Teknek
CREATING EMAIL TEMPLATES Clicking on Create Email Template in the Campaigns Main Menu will take you to the following screen:
If you wish to create an HTML Email, then click on the small arrow beneath the Subject field as illustrated above. The HTML enabled template looks like this:
By allowing the cursor to rest on the individual icons, a small pop up window will appear that explains what each icon does.
Page 26
Teknek
CREATING A TEXT EMAIL Click on Create Email Template as described in the previous section. Enter the following information into the appropriate fields: Field Name Name Description Subject Field Entry Training Campaign An email for the Marketing training days Welcome to my first email
Then type Dear into the large Text area beneath the Subject field: From the Insert Variable Dropdown menus, select Contact/Lead/Prospect in the first, left hand box. Select Salutation from the second box and $contact_salutation automatically pops up in the third, then click on the Insert button. You should have a screen that looks like this:
Next, type a space after the $contact_salutation in the large text box and select Last Name from the middle dropdown menu. Press Insert. Then insert a new line into the text area by pressing Return. Copy and paste the following text into the new line in the large text area. As one of the worlds leading experts on the art of using email campaigns, I have great pleasure in introducing you to this, my latest and possibly greatest email. Kind regards Jenni
Page 27
Teknek
Click on the Save button to save the Email Template. You can view it by entering the Emails menu and clicking on Email Templates.
USING TRACKING URLs IN AN EMAIL TEMPLATE Click on Campaign in the main menu, then on the Campaign that you created as shown in the Campaign List:
Scroll to the bottom of the screen and click on Create in the Email Marketing subpanel. Complete the information that was discussed in the previous section. Then select the Email Template that you just created. When you do, the option to edit the template appears. Click on Edit. This is where you add Tracker URLs.
Page 28
Teknek
Clicking on Edit will launch a new window with the contents of the Email Template that you created. The window also contains new commands for inserting Tracker URLs.:
Create a new line after Jenni (at the very bottom of the Email). Place the cursor on the new line then select Opt-out: removeme.php from the Insert Tracker URL (as shown above). Click on Insert URL Reference button. Your screen will now look like this:
Drag your cursor over the Default link text so that it is highlighted, then type Remove me from future mailings.
Page 29
Teknek
Create a new line under the Remove me from future mailings line. Select Customer Survey Tracker from the Insert Tracker URL dropdown, click on Insert URL Reference. Drag the cursor over the new link and type Please participate in our customer survey and win a Mars Bar.
Click on the Save button.
Page 30
Teknek
SENDING MARKETING EMAILS During the creation of the Marketing Record, you were advised to set the data and time for sending emails to a distant date and time in order to eliminate emails being sent erroneously. Go to the Marketing Record and apply a date and time that are appropriate.
Then click on Save. The emails will be despatched for execution on the date and time specified in the Marketing Record. Congratulations, you have just created your first email campaign. The process, whilst feeling complex, can be broken down into a relatively straightforward sequence of events: Create an Email Campaign Import Lists Create Target List Select targets from leads, contacts, users Create email template Assign launch date to marketing record Launch campaign
Page 31
Teknek
IMPORTING DATA INTO A TARGET LIST Make sure that the Target List that you wish to Import into has already been created for that Campaign. Go through the Target Import process as outlined previously, mapping data to SugarCRM fields. Click on Import Now. You will then be taken to the following screen:
To add to a specific Target List, click on the Add to Target List button as shown above. A PopUp Window will appear with a list of all available Target Lists. Select the appropriate list by clicking on the list name:
Page 32
Teknek
The following window will then appear:
Click on Finished to import to the specific Target List. You will be taken to the Target Home page and be presented with a list of imported Targets:
Return to the Home page for you Campaign (click on Campaigns and select from the list of Campaigns). Click on the Target List that you imported the data into to see the list of all Targets within that list.
Page 33

Sugar Marketing Training Manual

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Sugar Marketing Training Manual

Uploaded by

Copyright:

Available Formats

Teknek

SugarCRM Leads and campaigns training for

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

Function Main Menu Administration

SugarCRM Leads and Marketing

Function Home Leads Emails Campaigns Dashboard

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

Delete Allocate a Lead Source

Change the Status

SugarCRM Leads and Marketing

Create a Custom Mapping

SugarCRM Leads and Marketing

EMAIL MARKETING CAMPAIGNS

Populate Target List

SugarCRM Leads and Marketing

Step Create an email template

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

Target List Type Default Seed

Suppression List Test

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

Field Name Name

From Name Start Date and Time

Send this message to

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

Click on the Save button.

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

SugarCRM Leads and Marketing

The following window will then appear:

SugarCRM Leads and Marketing

You might also like