Chapter 9: Managing Campaigns

Campaign management allows you to manage your entire marketing process by which marketing campaigns are planned, produced, distributed and analyzed. This includes planning the campaign, preparing your mailing list, executing the campaign and then analyzing the results.

You can use the Campaigns module for the following:

• Planning marketing activities and developing campaign hierarchies.
• Outlining marketing campaign objectives.
• Defining campaign success metrics.
• Building and testing sample campaigns on a subset of customer data.
• Storing and reusing content from previous marketing campaigns.
• Measuring campaign effectiveness by linking directly to the leads and potentials.
• Tracking customer inquiries related directly to campaigns.
• Tracking sales force closures related directly to campaigns.

You can perform the following operations in the Campaigns module:

• Navigate campaigns
• Search campaigns
• Create list views
• Create campaigns
• Associate campaign with other records
• Change campaign owner
• Export campaigns
• Print campaign details
• View reports
• Delete campaigns
• Customize campaigns

Navigating Campaigns

(Access Privilege: Read permission)

You can navigate the campaigns according to the status of the campaigns.

To navigate campaigns

1. Click the Campaigns tab.
2. In the Campaigns Home page, under the Campaign List section, select one of the views from Select View drop-down list to display the list of Campaigns according to the status of the Campaigns (For example, Contacted, Hot, Won, and others).
3.  In the Campaign List section, click the Start, Previous, Next, or End links to access the respective list of Campaigns.

Searching Campaigns

(Access Privilege: Read permission)

You can search the campaigns alphabetically or filling the required information in Search box.

To search campaigns

1. Click the Campaigns tab.
2. In the Campaigns Home page, under Campaign Search section, do one of the following:
3. • Specify the search criteria in Search box and click the Go button. Or
   • Select one of the alphabetical search links.
3. In the Campaign List page, a list of Campaigns is displayed as per search criteria.

(Access Privilege: Read/Write permissions)

Creating List Views

In the Campaign List you can create/modify/delete the custom views, sort columns in the list view (ascending/descending order), search the records available in the current list view. In addition, you can modify some of the columns in standard list views. By default, the following standard list views are available in the Campaigns module:

• All Campaigns
• All Active Campaigns
• My Active Campaigns

Note: User created list views are displayed under User Created Views category in View drop-down list.

To create custom views

1. Click the Campaigns tab.
2. In the Campaigns Home page, under Campaign List section, click the Create View link.
   
   

   Note: Under Campaign List section some of the standard list views are displayed. You can only rearrange the order of columns and more columns.

   
   
3. In the Create New View page, do the following:
   • In the View Information section, specify name of the custom view in the View Name (mandatory) field. The custom view name appears in the View drop-down list. You can also set the custom view as a default list view by selecting the Set as Default View check box.
     
   • In the Specify Criteria section, specify the filter criteria. For more details refer to the Specifying List View Criteria section.
   • In the Choose Columns section, select the columns to be displayed in the List View. For more details refer to the Selecting List View Columns section.
   • In the Accessibility Details section, select the users to whom custom list view has to be enabled. For more details refer to the Enabling View Access section.
4. Click Save. The custom list view is displayed in the View drop-down list.

Creating Campaigns

(Access Privilege: Read/Write permission)

In the Zoho CRM system, you can create campaigns by manually entering the data in Campaign Details form, quickly from the Quick Create section, or duplicating from the existing campaign information.

In the Campaign: Edit form, you need to specify the campaign-related information. The following table provides descriptions of the various fields in the form.

Note: Some of the standard fields listed below may not be visible/editable depending on your organization business process and field-level security settings. In case your organization added/modified fields please contact your System Administrator for more details about usage of the other fields.

List of Standard Campaign-related Fields

To create campaigns individually

1. Click the New Campaign link.
2. In the Campaign: page, specify the campaign-related information.
   
   

   Note: The Campaign Name is a mandatory field. Refer to the List of Standard Campaign-related Fields section for more details.

   
   
3. Click Save. Campaign details are displayed in Campaign: <Campaign Name> page where you can perform the additional operations. Refer to the Associating Campaigns with Other Records section for more details.

To create campaigns instantly

1. Click the Campaigns tab.
2. In the Quick Create (left hand-side bar) section, specify the campaign details, such as Campaign Name, Status, Start Date, End Date, and Expected Revenue.
3. Click Save. Campaign details are displayed in Campaigns Home page, where you can update the additional details.

To create campaigns from the existing campaign

1. Click the Campaigns tab.
2. In the Campaign List view page, select the Campaign to be duplicated.
3. In the Campaign: <Campaign Name> page, click the Clone button.
4. In the Edit: <Campaign Name> page, modify some of the Campaign details.
5. Click Save. Campaign details are displayed in the Campaign: <Campaign Name> page where you can perform the additional operations.

Associating Campaigns with Other Records

(Access Privilege: Read/Write permission)

After creating Campaigns, you may need to associate Campaigns with other records, such as tasks, events, e-mails, products, attachments, and notes until the Campaign is reached to a certain stage where it can be converted to potential as per your organization's sales process.

To associate campaign with other records

1. In the Campaign: <Campaign Name> page, you can update the following details:
2. • Open Activities: To add tasks and events.
   • Closed Activities: To display the closed tasks and events.
   • Leads: To display the leads generated through campaign.
   • Potentials: To display the potentials converted through campaign.
   • Attachments & Notes: To attach documents and notes to the Campaign
2. After updating the associated records, you can proceed to the next record.

Exporting Campaigns

(Access Privilege: Export permission)

Occasionally it is very useful to export the campaigns from the Zoho CRM system to Spreadsheet programs, such as Microsoft Excel, OpenOffice, and others for further data analysis.

To export campaigns to external sources

1. Click the Campaigns tab.
2. In the Campaigns: Home page under the Campaign Tools section, click the Export All Campaigns button.
3. In the File Download pop-up dialog, Click Save to save the Campaigns details in CSV/XLS file format.

Changing Campaign Owner

(Access Privilege: Read/Write permission)

When the campaign is in progress, occasionally it may be very useful to change the owner of some of the campaigns in a single step. You can change the owner of an individual campaign or a group of campaigns.

To change owner of campaigns individually

1. Click the Campaigns tab.
2. In the Campaigns: Home page, select the Campaign.
3. In the Campaign: <Campaign Name> page, click the Edit button.
4. In the Campaign: <Campaign Name> page, change the Campaign owner from the Campaign Owner lookup field.
5. Click Save.

To change campaigns owner in bulk

1. Click the Campaigns tab.
2. In the Campaigns: Home page, go to the Campaign List section and select the check boxes corresponding to the Campaigns. You can also select all the Campaigns.
3. Click the Change Owner button.
4. In the Campaigns: Change Owner page, select the user from the Select New Owner pick list and click the Update Owner button to change the owner of the Campaigns permanently.
   
   

   Warning: Campaigns ownership will be changed to another user, irrespective of its existing owner. Use this operation carefully, otherwise campaigns belonging to different users will be changed to new user. To overcome this problem, first you may search the campaigns with a required owner name then change the owner in bulk.

Printing Campaign Details

(Access Privilege: Read permission)

You can view the campaign details in printable form and print them using browser's Print function.

To print campaign details

1. Click the Campaigns tab.
2. In the Campaigns: Home page, go to the Campaign List section and select the required Campaign.
3. In the Campaign: <Campaign Name> page click the Printable View button.
4. In the Campaign: <Campaign Name>, page, click the Print Page button to print the document.

Viewing Reports

(Access Privilege: Read permission)

You can directly access some of the standard reports pertaining to campaigns from the Campaign Reports section. By default, the following reports are displayed under Campaigns module:

• Campaigns Revenue Report
• Campaign Leads
  

To view campaign report 

1. Click the Campaigns tab.
2. In the Campaigns: Home page, go to the Campaign Reports section.
3. Click the required Report link. The Report is displayed in Reports page, which can be further customized as per your requirements.

Refer to the Chapter <>: Working with Reports for more details about customizing the campaign reports.

Deleting Campaigns

(Access Privilege: Read/Write/Delete permission)

Occasionally you may need to remove some of the unnecessary Campaigns from the Zoho CRM system for a better user experience. You may consider removing Campaigns that are not useful for future reference.

Note: The deleted campaigns are temporarily stored in Recycle Bin. If required you can restore the deleted campaigns again. But if you delete campaigns from Recycle Bin, you cannot restore again.

To delete campaigns individually

1. Click the Campaigns tab.
2. In the Campaigns: Home page, select the Campaign.
3. In the Campaign: <Campaign Name> page, click the Delete button.
4. In the Confirmation dialog, click OK to remove the Campaign permanently.

To delete campaigns in bulk

1. Click the Campaigns tab.
2. In the Campaigns: Home page, go to the Campaign List section and select the check boxes corresponding to the Campaigns to be removed.
3. Click the Delete button.
4. In the Confirmation dialog, click OK to remove the selected Campaigns permanently.

Customizing Campaigns

(Access Privilege: Customize ZohoCRM.com permission)

Customization of the campaigns module includes, renaming the tab name, modifying the pick list values in standard fields, adding new custom fields, modifying campaign page layout, and show/hide the related list views according to your Campaign management process requirements.

For more details, refer to Chapter 24: Customizing Zoho CRM