UAS Orientation Setup

These steps should be done either at the beginning of each semester for new student orientation dates or at a minimum before each orientation date. Contact the Salesforce team for any questions.

Campaign Setup

Each semester the following will need to be done in preparation for UAS Orientations:

1. Create the campaign hierarchy in Salesforce

   1. 1. 1. 1. 1. 1. 1. The parent campaign should always be "UAS Orientation Sessions".

   2. Create a child campaign named "UAS Orientation - <<Term Year>>" (Ex: UAS Orientation - Spring 2022)

   3. Create child campaigns nested under the specific term campaign named "UAS Orientation - <<Term Year>> - <<Abbreviated Month Day>>" (Ex: UAS Orientation - Spring 2022 - Nov 30).

      1. The month and day should be the date of the orientation

      2. The start and end date of the campaign should also be the date of the orientation

      3. Ensure the campaign record type is "Pardot Connected Campaign"

      4. Ensure the campaign is active

   4. Campaign Member status types need to be set as "Requires Review" (default) and "Reviewed"

   5. There is an additional campaign called "UAS Orientation - Campaign Placement Exceptions" -- This campaign is a backup, in case a student record didn't make it into the appropriate campaign. Anyone in that campaign should be manually reviewed and moved to the appropriate campaign. This campaign will stay nested directly under the parent "UAS Orientation Sessions"

Qualtrics

If updates to the Qualtrics form are needed please submit a Salesforce case

Pardot Setup

Once a student has an assigned advisor and their campaign status is "Reviewed" they are added to a list via automation rule and then email is scheduled to go out the day after orientation at 7pm.

Create a lists for each date

In Pardot --> Pardot Email--> Segmentation Lists --> Add List

Naming convention UAS Orientation - <<Term Year>> - <<Month Day of Orientation>>

Example: UAS Orientation - Spring 2022 - Nov 30

Save in the Undergraduate Advising Services folder

Create automation rule

Previous term automation rule can be copied and dates changed to expedite the creation.

In Pardot --> Automations--> Automation Rules --> Add Automation Rules

Naming convention UAS Orientation - <<Term Year>> - <<Month Day of Orientation>> Automation Rule

Example: UAS Orientation - Spring 2022 - Nov 30 Automation Rule

Save in the Undergraduate Advising Services folder

Rules

CRM Campaign is <<Campaign of Specific Orientation Date>> with status "Reviewed"

AND

Advisor Assigned is <<One of the advisors currently listed in the Spring 2022 Automation Rules>>

Actions

Add prospect to list <<List of Specific Orientation Date created in step one>>

Schedule Email

Note* An email cannot be scheduled if a list is empty, so I typically add myself to the campaign (and make sure I am marked as "Reviewed" and have an advisor assigned so the automation will trigger and add me to the list)*

• Go to the desired list and select the "List Emails" tab --> "Send New List Email"

• Email Naming Convention UAS Orientation <<Term Date of Orientation>> Email

• Example: UAS Orientation Spring 2022 Dec. 15 Email

• Save it in the Undergraduate Advising Services folder

• Save it to the campaign that matches the Salesforce campaign and correct orientation date created in the campaign step

• Email Type "HTML and Text"

• Content Type "Operational Email"

• Use the "UAS Orientation Email" Template

To edit the actual template navigate to the Pardot Email tab --> Templates --> "UAS Orientation Email" --> Edit Email Template

Review the email for any out of date content and check the "Text" tab to ensure content is synced over *Editing the email for an individual list will only make changes for that particular email list

Navigate to the "Sending" tab

Select the list that matches the orientation date

Sender should be "Prospect CRM User Custom" --> Advisor Assigned (This means that the email will come from their advisor)

Underneath, the second option, reads "General User" with UAS email (This is a "fail safe" If for some reason an email is sent out without an advisor it will come from the general UAS email )

Custom Reply should also be "Advisor Assigned"

On the right select Schedule and select the day after Orientation and 7:00pm and then "Schedule"