Recruiter Automated Workflow Campaigns with Exact Target Creating

Recruiter Automated Workflow Campaigns with Exact Target

Creating An Exact Target Send This slide deck assumes that the emails and field mappings have been built in Exact Target. For more information on that see: Exact Target Creating & Managing Email Templates Exact Target Configuring fields between Recruiter & ET

In the main Recruiter Console: 1. Click Workplace in the lower-left corner of the screen. 2. Click Activities under the My Work heading. 3. Click File in the upper-left corner of the screen. 4. Select Exact. Target. 5. Select Create Marketing Automation Exact. Target Send.

The following window will open: • Click the lookup box in the Email field • This assumes the emails have been created in Exact Target. • This will open the window below Choose the email you want to use and Click OK

Choose the Field Mapping set you want to relate to the email.

1. Enter the subject for your send in the Subject field. 2. You can add personalization to your subject using the dropdown menu next to the Subject field. 3. Select the user from which you wish to send the email in the From dropdown menu. 4. Select the campaign to which to associate the email in the Campaign field (You will not do this for a Drip Campaign, but you will want to when you are using Exact Target sends for a Campaign). 5. Leave the radio button set to Immediately. 6. Click the Return individual tracking results as Exact. Target Responses 7. Click the I certify all email recipients have opted in checkbox. 8. Click OK.

Creating a Drip Campaign A Recruiter Drip Campaign is managed via a Workflow.

In the main Recruiter Console: 1. Click Settings in the lower-left corner of the screen. 2. Click Processes under the Settings heading. 3. Click New in the upper-left corner of inner the screen.

The Create Process window will open 1. Name the Process 2. Choose the Entity from which this process will run Note: this is almost always Contact for drip campaigns 3. Choose the Category of Workflow 4. Click OK

The Information window will open 1. Set the Scope to Organization 2. Optional: Choose As an on-demand process under the Available to Run heading. 3. Set the Start When to Record is Created Because the entity chosen was Contact, selecting this option means this workflow will begin when a Contact record is created.

1. 2. 3. Click on Add Step Choose Check Condition The following blue highlighted section will appear. Click the hyperlink that states <condition> (click to configure)

Much like an Advanced Find, you can now configure the check condition to look for a specific population. In this example we will look for: Prospects who are active and will be first-time freshman. The box below shows the final selected criteria.

Select ONLY the circled row above Click Add Step Choose Create The below will appear: Type in the description of this step Click the dropdown arrow next to Create Choose Exact Target Send Recipient Click Set Properties

Name the email Set the Type to Individual Click the Regarding field On the right, under Look for: choose Contact in both dropdown boxes. Click Add Click OK That will drop the yellow highlighted {Contact(Contact)} into the Regarding field which means the email will be sent to the prospect.

Scroll down the screen 1. Click the Look-up next to the Exact Target Send field 2. This will open up a window that will allow you to choose the Exact Target Send created earlier (seen below). 3. In the from field you can set who the email will come from – typically with a prospect drip campaign you would want the email to come from their assigned recruiter/advisor/counselor. To do this: 1. On the right, under Look for: choose Contact in the first dropdown box and Owner in the second dropdown box. 2. Click Add 3. Click OK 4. Click Save & Close at the top of the screen

Scroll down the screen 1. Click the bullet as indicated above. This will highlight the entire section 2. Click Add Step 3. Choose Wait Condition 4. Click the hyperlink that states <condition> (click to configure) Send Drip 2 – Come and Visit!

From the dropdown 1. Choose Process (typically very bottom of the list) 2. Choose Timeout 3. Choose Equals 4. Set the length of time you want to wait after the initial record creation* by: 1. Choose the number of days 2. Choose After 3. On the right, under Look for: choose Contact in the first dropdown box 4. Choose Created On in the second dropdown box (double click). 5. Click Save & Close when done *Timeout wait conditions are aggregate and are based on the criteria chosen. Here it is “Created On”. In continuing the drip campaign always set the number of days (or months, etc) to wait based on the initial criteria. For example: Record created on Day 1. Goal of drip campaign is to send an immediate email, then another 3 days later, another 7 days after that and another 10 days after that. The Timeout number of days to choose would be: Immediate – you would not set a Wait condition for this email 3 days – 3 days after Record Creation 7 days after that – 10 days after Record Creation 10 days after that – 20 days after Record Creation

Select ONLY the circled row above Click Add Step Choose Create The below will appear: Type in the description of this step Click the dropdown arrow next to Create Choose Exact Target Send Recipient Click Set Properties Send Drip 2 – Come and Visit!

Name the email Set the Type to Individual Click the Regarding field On the right, under Look for: choose Contact in both dropdown boxes. Click Add Click OK That will drop the yellow highlighted {Contact(Contact)} into the Regarding field which means the email will be sent to the prospect.

Scroll down the screen 1. Click the Look-up next to the Exact Target Send field 2. This will open up a window that will allow you to choose the Exact Target Send created earlier (seen below). 3. In the from field you can set who the email will come from – typically with a prospect drip campaign you would want the email to come from their assigned recruiter/advisor/counselor. To do this: 1. On the right, under Look for: choose Contact in the first dropdown box and Owner in the second dropdown box. 2. Click Add 3. Click OK 4. Click Save & Close at the top of the screen

§ Repeat Slides 16 -20 until the entire drip campaign has been created. § When Completed, click Save & Close twice § In the Processes screen click the checkbox next to your new workflow and click Activate § Note: to test a drip campaign, set the initial wait conditions to minute intervals and then send it to yourself/ a fake record. This will help you troubleshoot any issues.

Congratulations! You now have now created a successful automated campaign in Recruiter!