Campaigns

Overview

Campaigns are marketing initiatives like advertisements, emails, phone calls, trade shows, etc. that you can use to target your leads and prospects. Core CRM allows you to create campaigns that help you achieve goals that are geared toward increasing the sales and brand value of your products and services. You can track the cost of each campaign and the response it generates so that you know exactly how effective your marketing efforts are.

The Campaigns screen in Core CRM lets you set up marketing events and activities to reach out to existing leads and prospects, track response rates and conversion rates, calculate ROI, and so on. You can also use a list of campaign types for your CRM to describe the type of campaigns you are running, say Email, Newsletter, Referral Program, etc. Core CRM also allows you to create a custom list of status for your CRM campaigns, such as Budgeted, Planned, Approved, Cancelled, Completed, etc. Click to watch this video on managing campaigns in Core CRM.

managing_campaigns_thumbnail.png

Note: You can get a visual overview of this feature in Core from the CRM flowchart.

Field Descriptions

Basic Tasks

Create Campaigns

View Reports

Advanced Tasks

Add Promotions

Add Campaign Recipients

Add Custom Fields

Add Documents

Add To-Dos

Add Notes

Email Campaigns

Add Follow-Ups

Clone Campaigns

Submit Campaigns

Approve Campaigns

Show/Hide Columns in Grid

Export Campaigns

Apply Filters

Mark Screen as Favorite

Field Descriptions

Field Name Field Description
Campaigns > List View >
Info Bar: Response Rate

Percentage of leads that got converted to prospects as a result of the campaigns. It is calculated as:

Total Converted Leads / Total Lead Recipients x 100

Conversion Rate

Percentage of opportunities won from the total opportunities linked to the campaigns. It is calculated as:

Total Opportunities Won / Total Opportunities x 100

Return on Investment

Return on investment (ROI) of the campaigns. It is calculated as:

ROI = (Total Opportunity Won - Total Actual Cost of Campaigns) / Total Actual Cost of Campaigns x 100  

where Opportunity Won is the closed amount from the opportunities won linked to the campaigns.

Submit Status Reflects the workflow status of the campaigns, such as submitted or approved.
Campaigns > General > Details >
Total Responses Total Responses indicates the total number of recipients who have responded to the campaign. It considers the individual members for counting in case of groups.
Total Leads Total number of leads created between the campaign's start date and end date.
Converted Leads

This is calculated using the total number of prospects created from leads as a result of the campaign.  

Converted Leads = Total Converted Leads / Total Leads

Opportunities Created Total number of opportunities created as a result of the campaign.
Attributes: Campaign Name of the marketing or sales campaign.
Type Type of campaign (for example, Newsletter, Email, Survey, Event, etc.). You can create the campaign types in CRM Lists.
Start Date Date when the campaign is scheduled to start.
End Date Date when the campaign is scheduled to end. This can be optional for an ongoing campaign.
Campaign Status Status of the campaign (for example, Active, Inactive, Completed, Approved, etc.). You can create these status in CRM Lists.
Campaign Planning: Expected Revenue The estimated revenue or income to be generated from the opportunities created via a campaign.
Budgeted Cost The estimated cost of a campaign.
Actual Cost The actual cost associated with executing a campaign. This might not always be known while creating campaigns and can be updated over time.
Expected Response % Percentage of response you expect to receive from a campaign.
Email Template This allows you to select a default email template for the campaign. You can email the campaigns to your prospects or any recipients associated with the campaigns from the list view.
Promotions Promotional code or name of the promotion, e.g., Buy1 Get1 Free, that can be used in the campaign to avail a special discount.
Campaigns > General > Recipients >
Recipient Name of the recipient included in the campaign.
Type Type of recipient assigned to a campaign, such as lead or prospect. It can be a group or an individual.
Sent Indicates whether you have sent the campaign email to the recipient.
Responded Indicates whether the recipient has responded to your campaign email.
Campaigns > Performance >
Total Recipients Total number of recipients reached out to in the campaign. It considers the individual members for counting in case of groups.
Total Response After executing a campaign, you need to track the responses obtained on it. This displays the total number of responses received on the campaign. It considers the individual members for counting in case of groups.
Return on Investment

The return on investment (ROI) of the campaign. It is calculated as:

ROI = Total Opportunity Won / Total Campaign Actual Cost  

where Opportunity Won is the closed amount from the opportunities won linked to the campaign. If the actual cost of a campaign is zero, then the return on investment is 100%.

Total Revenue Total revenue generated from the campaign. It is the sum of closed amounts from the opportunities won linked to the campaign.
Lead Conversion: % Converted Percentage of leads that have been converted to prospects as a result of the campaign.
Budget Comparison: % of Expected Percentage of expected revenue or income that can be realized from the opportunities won as a result of the campaign.
Actual ROI: % Profit

Profit percentage when comparing the revenue from opportunities won to the actual cost incurred on a campaign.  

Profit % = (Opportunities Won - Actual Cost of Campaign) / Actual Cost of Campaign x 100  

where Opportunity Won is the closed amount from the opportunities won linked to the campaign.

Opportunity Turnover: % Won Percentage of opportunities won from the opportunities created by the campaign.
Top Prospects Core lists your top prospects based on the expected revenue from them or closed amount of opportunity won. In other words, it shows the prospects with highest expected revenues (ongoing opportunities) or the ones with highest closed amounts.
Top Opportunities Core lists your top opportunities based on already closed amount, ongoing forecast amount and highest probability.
Campaigns > To-Dos >
% Complete Provides the status of a to-do task for the campaign in terms of percentage of completion.
Campaigns > Email >
To You can send an email to multiple recipients and also copy them using the CC and BCC options. You can click on the Choose Contact icon to open the Address Book and select multiple individuals or groups to email. However, if you are using a trial version of Core, it does not allow more than 3 distinct recipients at a time. For paid subscriptions, this limit is 50 recipients at a time.
Subject Subject line of the email. You can also insert smart fields into it using the Add Smart Field option on the right. Besides the other regular fields, Core allows you to select the custom fields listed at the bottom of the drop-down.
Template

You can select a predefined email template. It is pre-filled here if you have selected it previously for the campaign.

Message

It is the body of the email. It can be entered and edited using the formatting toolbar.

Campaigns > Follow-Ups >

Description

Name or description of the follow-up.

Follow-Up Date

Date of the follow-up deadline. This is the date by which the follow-up needs to be done.

Follow-Up Type

Type or category of to-dos in Core CRM, say email follow-up or phone call follow-up with a prospect on a campaign.

Assigned To

You can assign a follow-up to a sales person.

Priority

Indicates the priority of the follow-up, whether high, low or medium.

Status

Indicates whether a follow-up is active, on hold, inactive, completed, etc. It gives the status of the follow-up.

Campaigns > Workflow > Submit >

Submit To

You can submit campaigns to your manager or a specific person from the list.

Resource

This can be an employee or a vendor (contract employee or outside consultant). This option is available only if you choose Submit To: Specific.

 

Create Campaigns

To create a campaign, watch this video or follow these steps:

    1. Open the Campaigns screen from the side menu > Sales Tools > Campaigns.
    2. Click Create New on the top-right.
    3. On the Create Campaign screen, enter the required information. Check Field Descriptions above for details.

      campaigns_create.png
      • Campaign

      • Type

      • Start Date

      • End Date

      • Expected Revenue

      • Budgeted Cost

    1. Add any additional information, if needed. Check Field Descriptions above for details.

      • Campaign Status

      • Actual Cost

      • Expected Response %

      • Email Template

    2. Click Save & Done.

The campaign is created and you are taken to its detail view where you can add more information about it.

View Reports

To view a report:

    1. Open the Campaigns screen from the side menu > Sales Tools > Campaigns.

      campaigns_reports.png

    1. In the list view, click More > View Reports.

    2. Select a report from the Report List dialog. It opens in the viewer.

    3. Preview the report and then choose to export or print it.

Add Promotions

You can add promotions to a campaign to offer discounts or free gifts. You can create the promotions in the Promotions screen.

To add a promotion to a campaign, watch this video or follow these steps:

    1. Open the Campaigns screen from the side menu > Sales Tools > Campaigns.
    2. In the list view, select a campaign on the grid and click dropdown-caret.png to select View Details.
    3. In the detail view, go to the General > Details tab.

      campaigns_promotions.png
    4. Under Promotions, click Add Promotion.
    5. Select one of the available promotions from the drop-down list.
    6. Click Save & Done. The promotion gets applied to the campaign.

Add Campaign Recipients

The recipients of a campaign can be leads, prospects or even existing clients.

To add a recipient for a campaign, watch this video or follow these steps:

    1. Open the Campaigns screen from the side menu > Sales Tools > Campaigns.
    2. In the list view, select a campaign on the grid and click dropdown-caret.png to select View Details.
    3. In the detail view, go to the General > Recipients tab and click Add Recipients.

      campaigns_recipients.png
    4. On the Add Recipients dialog, select the relevant information. Check Field Descriptions above for details.

      • Type: Individuals or Groups

    1. Select the type of recipients from the drop-down and then select the recipients on the grid.

    2. Click Add Selected.

All the selected recipients get assigned to the campaign and display on the grid. You can email the campaign to the recipients using the Actions > Email menu.

Add Custom Fields

Using custom fields, you can track extra characteristics and attributes of your campaigns. You can add unlimited number of custom fields to a campaign. You can even customize these fields in the Custom Labels screen.

To add a custom field:

    1. Open the Campaigns screen from the side menu > Sales Tools > Campaigns.
    2. In the list view, select the relevant campaign and click dropdown-caret.png to select View Details.
    3. In the detail view, go to the General > Custom Fields tab.

      campaigns_custom_fields.png
    4. Click Add Custom Field. Select the type of field you want depending on its purpose, say Text Box.
    5. On the Add Text Box dialog, enter the required information:
      • Name
      • Type
      • # of Characters
    1. Check Show in List View if you want this field to appear under the Show/Hide Columns list and show up on the grid.
    2. Click Save.

Note: You can display a maximum of three custom fields on the list view per screen.

Add Documents

To add a document to a campaign:

    1. Open the Campaigns screen from the side menu > Sales Tools > Campaigns.

      campaigns_documents.png

    1. In the list view, select a campaign on the grid and click dropdown-caret.png to select View Details.

    2. In the detail view, go to the Documents tab and click Add.

    1. On the Add Documents dialog, select the relevant tab, depending on the type of attachment.

      • Computer: To attach files stored on your computer, enter its Description and drag your file or click to browse to that location.

      • Hyperlink: To attach an external link, enter its Description and then insert the hyperlink.

      • Dropbox: To link files stored in your Dropbox account, enter its Description and then browse for it.

      • Google Drive: To link files stored in your Google Drive account, enter its Description and then browse for it.

      • OneDrive: To link files stored in your Microsoft OneDrive account, enter its Description and then browse for it.

      • Box: To link files stored in your Box account, enter its Description and then browse for it.

      • Resource Library: To link company resources, select the resource from the library.

    2. Click Add.

  1. Core pre-fills some of the information about the attached documents in the grid. You can send the documents to your clients, employees or other contacts for getting their digital or electronic signatures (eSignature via DocuSign) using the eSign option from the dropdown-caret.png row-action menu. Core automatically adds the signed documents to the Documents folder of the entity (record) as separate attachments. It displays the status of the document, whether it has been delivered via DocuSign, viewed by the recipients, declined or completed by the recipients, etc. This column does not show up if you are not connected via the DocuSign integration.

Add To-Dos

You can create to-dos specific to the campaigns and assign them to the marketing or sales teams. Core allows you to add to-dos from the detail view as well as list view (row-action menu). The Type is pre-filled based on the screen where you are adding the to-do. The ID is pre-filled based on the record to which you are adding the to-do. Core allows you to create time entries from your to-dos.

To add a new to-do task for a campaign, watch this video or follow these steps:

    1. Open the Campaigns screen from the side menu > Sales Tools > Campaigns.

      campaigns_todo1.png

    1. In the list view, select a campaign on the grid and click dropdown-caret.png to select View Details. (Alternatively, you can select Add To-Do instead and quickly add a task from the dialog.)

    2. In the detail view, go to the To-Dos tab and click Add.

      campaigns_to_do.png

    3. Enter the required information in the top row of the grid:

      • Description

      • Start/End Date

      • Assigned To

      • Priority

    4. Click Done.

Note: You can create time entries from the selected to-dos by clicking Actions > Create Time Entry. Core also prompts you to create time entries when you update the to-do status to Complete or mark % Complete to 100%.

Add Notes

You can add, review and edit notes for your campaigns from the detail view. Core auto generates a note for any automated touch-points like when follow-ups and to-dos are completed, etc. Core also allows you to quickly add and modify notes from the list view. It also displays a badge for the number of notes attached to the campaign. You can quickly preview the notes by hovering over the Notes link.

To add a note to a campaign, watch this video or follow these steps:

    1. Open the Campaigns screen from the side menu > Sales Tools > Campaigns.

      campaigns_notes1.png

    2. In the list view, select a campaign on the grid and click Notes on that row for quick access.

    3. On the Add & Modify Notes dialog, enter or edit your notes.

    4. Click Done. You can check out its details by clicking Detail on its row.

    5. Alternatively, click dropdown-caret.png on the row to select View Details.

    6. In the detail view, go to the Notes tab and click Add.

      campaigns_notes2.png

    7. Enter the required information in the top row of the grid.

      • Category

      • Description

      • Status

    1. Click Done.

Email Campaigns

Core allows you to email the campaigns to your prospects or any recipients associated with the campaigns. Only approved campaigns can be emailed.

To email a campaign to a recipient:

    1. Open the Campaigns screen from the side menu > CRM > Campaigns.

    2. In the list view, select the campaign on the grid that you want to email and click dropdown-caret.png to select Email. (You can also email campaigns to the recipients from the General > Recipients tab.)

    3. On the Compose Email screen, enter the required information. Check Field Descriptions above for details.

      campaigns_email.png

      • To

      • Subject

      • Template

      • Message

    1. Click Add Attachments at the bottom if you want to attach any files to the campaign. You can also drag-and-drop any file into the Compose Email window from your desktop or email program.

    2. Click Send Message. You can also click Preview Email to view the email before sending it.

If the email is sent to an address that is no longer working, there is a bounce-back email sent to let you know about this. You can check the status of the emails in the Emails list view to know if they were read by the recipients.

Note: Core restricts the file size of the attachments to 10 MB and sends the attachments as a single zipped file.

Add Follow-Ups

Core allows you to follow up on your campaigns. It allows you to create time entries from your follow-ups.

To add a follow-up to a campaign, watch this video or follow these steps:

    1. Open the Campaigns screen from the side menu > Sales Tools > Campaigns.

      campaigns_followups.png

    2. In the list view, select a campaign on the grid that you want to follow up on and click Follow-Ups.

    3. On the Add & Modify Follow-Ups dialog, enter the required information in the top row of the grid. Check Field Descriptions above for details.

      • Description

      • Follow-Up Date

      • Follow-Up Type

      • Assigned To

      • Priority

      • Status

    4. Click Done.

The follow-up is attached to this campaign now. You can track it on the main Follow-Ups screen and receive notifications on it.

Note: Core prompts you to create time entries when you update the follow-up status to Complete.

Clone Campaigns

If you have many similar campaigns, it saves time to create a new one from an existing campaign. In other words, you can duplicate a campaign to create new ones and then edit that for any changes.

To clone a campaign, watch this video or follow these steps:

    1. Open the Campaigns screen from the side menu > Sales Tools > Campaigns.

      campaigns_clone.png

    1. Select the campaign on the grid that you want to clone and click dropdown-caret.png to select Clone.

    2. On the Campaign Clone dialog, enter the required information:

      • Clone From

      • Clone To

    1. Click Clone.

The newly cloned campaign is displayed on the grid. You can go into its detail to edit it, if needed.

Submit Campaigns

As a part of the workflow, Core allows you to submit the selected campaigns for approval using various options. When campaigns are submitted, the supervisor or manager gets notified about these submissions. In case of email notifications, Core allows managers to quickly approve or reject the workflow entries or items submitted by employees directly from the emails.

To submit a campaign for approval:

    1. Open the Campaigns screen from the side menu > Sales Tools > Campaigns.

      campaigns_submit.png

    1. In the list view, select the campaigns on the grid that you want to submit.

    2. Click Actions > Workflow > Submit.

    3. On the Submit dialog, enter the required information. Check Field Descriptions above for details.

      • Submit To

      • Resource: employee or vendor

      • Memo

    1. Click Done.

After submitting the campaigns, you have an option to un-submit them by clicking Actions > Workflow > Un-submit. You can view the entire workflow history in the edit mode.

Approve Campaigns

As a part of the workflow, Core allows you to approve the campaigns submitted to you. Approving campaigns prevents modification by any user with limited security permissions. You can also reject the submitted campaigns for any reason. In case of email notifications, Core allows managers to quickly approve or reject the workflow entries or items submitted by employees directly from the emails.

To approve a campaign:

    1. Open the Campaigns screen from the side menu > Sales Tools > Campaigns.

      campaigns_approve.png

    1. In the list view, select the campaigns on the grid that have been submitted.

    2. Click Actions > Workflow > Approve.

    3. On the Approve Campaign dialog, enter a memo optionally.

    4. Click Done.

After approving the campaigns, you have an option to un-approve them by clicking Actions > Workflow > Un-approve. You can view the entire workflow history in the edit mode.

Show/Hide Columns in Grid

You can configure the fields or columns that appear on the grid in the list view. You can hide or show columns, and sort the order of columns according to your requirements.

To do so, watch this video or follow these steps:

    1. Open the Campaigns screen from the side menu > Sales Tools > Campaigns.

      campaigns_columns.png
    1. In the list view, click More > Show/Hide Columns on the action bar.
    2. Select or un-select the column names in the drop-down list, say Submit Status.
    3. Next, click the column name you want to sort the data by, say End Date.
    4. Click once for ascending order ( A-Z) and twice for descending order ( Z-A).

Note: You can resize the column widths on the grid and then reset them, if needed (More > Reset Column Widths).

Export Campaigns

In Core, you can export campaigns to the Comma Separated Values file format. Core exports data from all available columns and not just the columns visible in the grid.

To export the campaign records to a .CSV file, watch this video or follow these steps:

    1. Open the Campaigns screen from the side menu > Sales Tools > Campaigns.

      campaigns_export.png

    1. In the list view, click More > Export as CSV.

    2. A .csv export file is created and saved on your system at the default download location, say your desktop. Click to open the spreadsheet.

Apply Filters

When using the filter search or applying filters, Core intelligently updates the info bars to reflect the values of the filtered list. Besides filtering data using the standard fields on a screen, you can also use the custom fields for that, if you have set them up.

To view selective data on the grid, watch this video or follow these steps:

    1. Open the Campaigns screen from the side menu > Sales Tools > Campaigns.

      campaigns_filters.png

    1. In the list view, click filters-01.png on the right.

    2. On the Filters panel, select a filter from the drop-down and specify individual records or range.

    3. Click Add Filters to specify more filters.

    4. When you have finished, click Apply Filter. You can see selective data now.

    5. In the list view, you can remove the individual filters by clicking remove-01.png on each. To disable applied filters temporarily or remove all filters, click filter_icon.pngnext to the Filters icon and select Disable Filters or Clear All, respectively.

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the Campaigns screen from the side menu > Sales Tools > Campaigns.

      campaigns_favorite.png

    1. In the list view, click favorites.png on the top-right.

    2. You can access this screen from the side menu under Favorites.

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