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Main Menu > Direct Marketing > Direct Marketing Campaigns
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The Direct Marketing Campaigns program allows users to create and send marketing material direct to customers and suppliers email addresses from within BBS.
To create a new direct marketing campaign users click New Campaign and select the type of message they want to send. You will be given a new unique Campaign Code.
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Type A - Creates a plain text/HTML message marketing campaign with a PDF attachment if required via BBS.
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Type B - Creates a marketing campaign to be sent via Outlook. Please refer to Sending a Marketing Campaign via Outlook for more information.
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Type C - Creates a plain text/HTML message marketing campaign with a reference to images on the internet or embedded images via BBS.
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General Information
 Direct Marketing Campaign General Information Screen
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Campaign Code – The unique campaign code
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Campaign Name - The name of the campaign
Testing Mode - If the Testing Mode option is ticked, then BBS will only send the campaign to the recipients in the TEST mailing list which you can define in Mailing List Maintenance. This is a safeguard so you can’t accidentally send your campaign out to all your recipients while you are still testing it, but gives you the flexibility to set up all your recipients ahead of time.
Date Created - The date the selected campaign was created
Date Last Sent - The date that campaign was last sent
Times Sent - The number of times the campaign has been sent
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From Name - The senders name to be displayed to the recipient (This option is not available when creating a direct marketing campaign to be sent via Outlook).
From Address - The senders email address to be displayed to the recipient
Reply Name - The name to be displayed when recipients reply to the email
Reply Address - The email address replies will be sent to
Message Subject - The subject of the message
Batching Option -
•Single - Each recipient is Addressed individually - Recipients will be addressed individually and all emails will be sent simultaneously.
•Multiple - Recipients are BCC'ed in batches of 20 - Recipients will be BCC'ed in batches of 20 emails at a time. (Please remember that when BCCing a message to someone it is more likely to be considered as spam, but it does mean that your system will be sending out fewer messages).
•Multiple - Recipients are BCC'ed in batches of 50 - Recipients will be BCC'ed in batches of 50 emails at a time. (Please remember that when BCCing a message to someone it is more likely to be considered as spam, but it does mean that your system will be sending out fewer messages). |
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Delete Campaign – Deletes the selected campaign
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Message Body Options
 Direct Marketing Campaign Message Body Options Screen
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HTML File – Users either specify a HTML file created in a HTML editor, or obtained from an external source, create a new HTML file or edit an existing one. (The create new option will create a new HTML file with the standard company signature (which can be edited in Document Type Maintenance by selecting the DMCAMP document type, and using the Edit HTML Email Message option). Please refer to HTML Editor and Sending a Marketing Campaign using the HTML Editor for more information.
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Plain Text Message – A plain text message up to 25,000 characters can be entered or you may want to just include a HTML message pointing your recipients to the attached document.
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Outlook Email Message – Users will need to create the email message in Outlook first, with all the formatting, images, attachments etc. and select the account you wish to send it from (if you have multiple accounts set up in Outlook), and then go File > Save As and save this message to your computer as an Outlook Message Format (*.msg) file. Click  to locate the saved message file, BBS will then instruct Outlook to send this message to all the selected recipients (please contact support@bbsoftware.com.au for details on removing the Outlook Security Warning when sending emails from external applications if you wish to use this option).
Please refer to Sending a Marketing Campaign via Outlook for more information.
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Attachment Options
 Direct Marketing Campaign Attachment Options Screen
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Attachment File – By clicking the users can select an attachment to add to the marketing campaign (If using the Outlook option, users should attach any attachments to the email created in Outlook)
Add - Adds the selected attachment
Clear - Removes the selected attachment
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Displays the file name of the selected attachments added to the marketing campaign
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To delete a selected attachment from the marketing campaign users can select the attachment by double clicking on it and then clicking Clear
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Recipients
 Direct Marketing Campaign Recipients Screen
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Recipient Type - Users can choose a recipient to receive the campaign either via an email address or fax number (This option is not available when using the via Outlook marketing campaign)
Recipient Name - The recipients name
Email Address - The recipients email address if recipient type chosen is email address
Fax No - The recipients fax number if recipient type chosen is fax number
Add - Adds the recipient to the campaign
Clear - Deletes the recipient from the campaign
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Displays a list of the recipients that have been added to the campaign
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Auto Add – Please refer to Auto-Add for more information.
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Import Mailing List – Users can import addresses and fax numbers from a mailing list defined in Mailing List Maintenance.
Users can use the Import Mailing List option as many times as you want on a campaign and the addresses and fax numbers will be added to the bottom of the list
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Clear All Recipients – Deletes all recipients from the campaign
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To delete a recipient from the marketing campaign users can select the recipient by double clicking on them and then clicking Clear
The system will not add the same email address or fax number twice to the same campaign, and it is not case sensitive.
The system will not add, or allow you to manually add, an email address or fax number on the 'UNSUB' unsubscribed list. If you are editing or planning to send a campaign that has already been defined, BBS will check all addresses and fax numbers prior to sending to make sure none of them have been added to the unsubscribe list since the campaign was created. Please refer to Mailing List Maintenance for more information on adding email addresses to the unsubscribe list.
 Auto Add
The Auto-Add screen allows users to automatically add in recipients to a marketing campaign from the debtors, creditors and/or CRM modules of BBS.
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Customer/Suppliers – Users can select from either Customers, Suppliers or Leads.
Destinations - Users can select to include email or fax destinations only or both
Add each Customer/Supplier only once - Only adds one destination point for each Customer/Supplier when ticked
Add all Contacts for each Cust/Supp - Includes all Contact email addresses and/or fax numbers from the CRM for each Customer/Supplier when ticked
Add Document Destinations (eg. Invoice/Remit) - Includes document destinations email/fax from the customer/supplier masterfiles when ticked
Add sales/purchasing email/fax - Includes sales/purchasing email/fax from the customer/supplier masterfiles when ticked
Add accounts email/fax from masterfile - Includes accounts email/fax from the customer/supplier masterfiles when ticked
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From Acct Mgr/To Acct Mgr – Users can select starting and ending Rep codes
From Market/To Market - Users can select starting and ending Market codes
Customer Class - Users can select a specific Customer Class
Customer Group - Users can select a specific Customer Group
CRM Opportunity - Users can select a specific CRM Opportunity
Active/All - Users can select All customers or customers with sales within the last 6, 12, 24 or 36 months
Include CLOSED Accounts - When ticked accounts marked as CLOSED will be included
Customer List - By clicking the users can copy and paste a list of Customer Codes to include in the campaign from an external source (eg a sales report)
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Lead Status - Clicking the drop down arrow allows users to select from a list of Lead statuses.
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Vendor Type – Users can select All vendor types or Trade or Other
Local/O'seas - Users can select from Local or Overseas vendors or All vendors
Active/All - Users can select All vendors or vendors used within the last 6, 12, 24 or 36 months
Include CLOSED Accounts - When ticked accounts marked as CLOSED will be included
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Users can use the Auto Add option as many times as you want on a campaign and the addresses and fax numbers will be added to the bottom of the list.
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Send Test Campaign/Send Campaign
 Direct Marketing Campaign Send Campaign Screen
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Statistics and Problems – Displays the number of email recipients, fax recipients as well as the total number of recipients.
If you have missed filling in any required fields, this screen will tell you what items you have missed. It will not allow you to send a campaign until you have fixed all of the problems.
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Users can send the campaign immediately or delay sending the campaign to a nominated day and time
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Send/Queue for Sending – When clicked BBS will send out the marketing campaign dependent on the sending options chosen.
If sending the campaign via BBS, the emails and faxes will be produced and placed in the Document Processing Queue, but will not be sent until the time you specify.
If sending the messages via Outlook, BBS will create all the emails in your Outbox for sending. If you have chosen to send the campaign at a later date/time PLEASE NOTE you may have to leave your computer on, logged in, and your Outlook open for these emails to send at the required time.
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Campaigns can be created and saved to be worked on later as all data is saved in BBS against the Campaign Code given to you at the start.
Sending a Live Campaign
To send the live campaign users will need to open up the campaign by entering the Campaign Code or clicking to search, untick the Testing Mode box in the General Information Tab, users can then go to the Send Test Campaign tab and click on the Send/Queue for Sending button to send the live campaign.
When sending the live campaign users will be presented with a pop up asking if they have met all of the requirements for their recipients to unsubscribe, if these requirements have been met users will be required to click Yes before proceeding.
Once Yes has been clicked on the unsubscribe requirement pop up users will need to confirm that they wish to send the campaign now.
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