Soapbox Mailer Email Campaigns

Using Salesforce Campaigns to Send and Manage Emails

Salesforce Email Campaigns will allow you to send emails to select groups and track actions by the recipients. No more fumbling through emails to figure out a person’s history. Through collaboration you won’t need to wonder who from David Eccles School of Business has contacted them or why they were contacted.

This tutorial will walk you through the campaign and email process to help manage student communication.

Steps to create a Soapbox Email Campaign through Salesforce:

Select the ‘Soapbox Mailer’ Application from the dropdown on the upper right side of your Salesforce. This will give you the Salesforce tabs you’ll need to complete this process.

STEP 1 - Create New Campaign

Select ‘Campaigns’ Tab

Click New

Confirm Campaign Record Type and Campaign Member Type are both Soapbox Mailer

Click Continue

Campaign Name = <Program> Campaign Name

It’s highly suggested to precede the campaign name with your program so you can easily find your campaigns in the future. EX "MSIS Campaign 1"

Type = Email

Active = Checked

Status = Planned or In Progress

Email Sender = Email Sender that shows on the email

Enter the desired email address or use the search tool to find the email sender

* Contact the Salesforce team if the desired email sender is not available

Email Subject = Subject on the email

Email Template = Select a template to use to create email

Click Save

You have created the basic shell or container for the campaign. Now let’s create the merge email that will be sent.

STEP 2 - Create & Test Email

Clicking Save on the step above will bring you to the page below or you can select the Campaign tab and choose the Campaign you want to work with.Email text must be create for both HTML and Text versions for the email to be sent.

Click on ‘Edit HTML Body’

Enter the Text and Merge Fields

Click ‘Save HTML Version’

Select the ‘Preview’ button on the upper right of the page after saving.

You will see a preview the HTML version of your email before the merge fields are populated. In this example the header and date are included in the email template you selected.

Copy the Text from the HTML version

!! NOTE: Value in both the HTML and Text versions are required for the emails to send. !!

Select ‘Edit Text Body’

Paste the text in the body

Click ‘Save Plain Text Version’ button in the lower left

Test your email

It's important that you test your email to see how it will look to end users.

You'll be sending an email to yourself. So, lets add you as Member of the Email Campaign.

Go to the Campaign Tab and select your campaign.

Towards the bottom of the page you will see a 'Campaign Members' section. From there go to the 'Manage Members' drop down and select 'Add Members - Search'

Manage Members Page

1. Choose Member Type to Search = Contacts

2. Specify Filter Criteria: Search for your email address (see screen shot below)

3. Click 'Go'

4. Click to add check to box next to the name you want to send a test email to.

5. Choose 'Targeted' from the Add with Status drop down

The next page will let you know that "You have successfully added 1 member(s)."

Select the Campaign Tab and choose your campaign again.

Now you will see that the name you just added is in the Campaign Members section You are about to send an email so make sure that there is only one member in the campaign.

Click Send in the upper right.

You will receive a confirmation email from noreply@salesforce.com reporting on emails sent and communications errors

This will prove that there are no errors and give you an opportunity to see what the final product will look like.

If you're getting errors please contact your Salesforce Liaison for assistance.

Great! You've created and tested your merge email.

STEP 3 - Create/Run Report to Identify Target Audience

You have created a campaign and an email. Now let's identify who's in your target audience by running a report.

Select the Reports tab at the top of your Application page

From Reports, select an existing report or create a new one to identify your target audience.

Run the report.

Now that you've targeted your audience, let's get them added to the campaign.

STEP 4 - Add Members to Campaign

From the report, click ‘Add to Campaign’ to add the audience as Members of your Campaign

The following "Add Members" will pop open.

Campaign = Search for and choose the Campaign to add the members from the report.

Member Status = Targeted (This targets the members to receive your email).

You are able to delete Members of a Campaign by selecting the ‘Remove’ link next to their name.

When the list is ready, click on the ‘Send’ button on the upper right of the page.

Members can also be added manually by clicking the Manage Members button

1. Member Type = Contact

2. Choose Criteria

3. Select ‘Go’

4. Possible Members will be listed

5. Add with Status = Targeted

You will receive a confirmation pop-up that you have successfully added members

STEP 5 – Send Emails

You have created a Campaign, created and tested your Merge Email and added Members to your campaign. It's time to send the email.

When you have finished creating the list, click on the ‘Send’ button in the upper right corner.

The Campaign Status will report the emails are ‘sending’ while the Campaign sends the emails.

You will receive a confirmation email from noreply@salesforce.com reporting on emails sent and communications errors

STEP 6 – Track and Report

You will notice a few changes in the Campaign Detail section when the emails have been sent.

These will tell you the status of your email and how your audience is reacting.

• • The Status will change to Completed

  • #Targets, #Sent, & #Recipients reflect changes

  • Campaign Member Status is update to show the status of the delivery

  • Open, Closed, Bounced, Unsubscribed, & Complaint are checks to show email recipient actions.

Campaign Reporting

There are several Campaign report.

From the Reporting Tab

Choose Campaigns

Campaign Member Analysis Report & Campaign Member Report are good places to start.

Review the Contact Tab / Campaign History to see the campaigns that have been sent to an individual.

Congratulations! You have created your first SOAPBOX MAILER CAMPAIGN from Salesforce.

Trackable Links

• 1. After you have edited and saved your HTML Body, go back into the HTML Body editor and click on the "New Email Link" in the Trackable Links area

• 1. Select your campaign, create a Link Name (used for your own identification), and include the Destination URL of the link you'd like to track.

  2. NOTE: The Destination URL must begin with either "https://" or "http://"

• 1. If you are only adding one link, click "Save." If you wish to add more trackable links, click "Save & New."

  2. You will be directed to an Email Link Detail page. Click on the link to your campaign to return to your campaign.

• 1. Open the HTML Body Editor and you'll notice that one (or more) trackable links appear. To add a trackable link to the content of your email

     1. Copy the Trackable Link

     2. Highlight the link within your email you'd like to track (this can either be a word or an actual hyperlink)

     3. Click the hyperlink button

     4. Paste the Trackable Link into the URL field

Open Rate / Click Rate Performance

• 1. After sending the campaign, you can view click rates for the campaign in the "Email Campaign Performance" area

  2. a) Click Rate: Black text (in this example, 16%) = click rate for email campaign based on unique users, green (or red) text below (in this example, 12.37%) indicates percentage above (or below) average campaign click rate

  3. b) Openers Who Click = Unique campaign members who opened the email ( in this example, 4)

  4. c) Total Clicks = Total number of link clicks (not unique members) (in this example, 4)

• 1. To see specific campaign members who click on your link(s), you can scroll down and look in the "Clicked" column in the Campaign Members area. To view more campaign members, click the links at the bottom of the page.