Sugarcrm: Marketing Generic Training Manual

SugarCRM
Marketing Generic
Training Manual
(Generic 4.5 [v 0.9.9])
SugarCRM
INTRODUCTION........................................................................................................ 3
MAIN MENU............................................................................................................ 4
LEADS....................................................................................................................... 5
LEADS MENU.......................................................................................................... 5
CREATE A LEAD MANUALLY............................................................................. 6
CREATE A LEAD FROM A VCARD.......................................................................7
SEARCH – SIMPLE, ADVANCED, SAVED AND GLOBAL SEARCH.............. 8
SAVING A SEARCH.......................................................................................................... 9
IMPORT................................................................................................................... 11
MASS UPDATE...................................................................................................... 13
EXERCISE................................................................................................................. 14
EMAIL MARKETING CAMPAIGNS.................................................................... 15
CREATING AN EMAIL CAMPAIGN...................................................................................... 15
CREATE A NEW CAMPAIGN.............................................................................. 17
DESIGNING A CAMPAIGN.................................................................................. 18
CREATING AND POPULATING TARGET LISTS............................................. 19
CREATING A TARGET LIST................................................................................ 20
DEFAULT..................................................................................................................... 20
TEST........................................................................................................................... 20
SEED...........................................................................................................................21
SUPPRESSION LISTS....................................................................................................... 21
IMPORTING DATA INTO A TARGET LIST....................................................... 23
TRACKER URLS..................................................................................................... 25
CREATE A TRACKER URL.................................................................................. 26
EMAIL MARKETING............................................................................................ 27
CREATING THE EMAIL MARKETING RECORD............................................. 28
CREATING EMAIL TEMPLATES........................................................................ 30
CREATING A TEXT EMAIL................................................................................. 32
USING TRACKING URLS IN AN EMAIL TEMPLATE...................................... 33
SENDING MARKETING EMAILS....................................................................... 36
MAKING SURE THAT THE EMAILS HAVE BEEN SENT............................... 38
EMAIL QUEUING IN ADMIN............................................................................................ 38
MONITORING CAMPAIGNS................................................................................. 40
EXERCISE................................................................................................................. 42
CLOSED LOOP MARKETING IN PRACTISE.................................................... 43
SalesAgility.com Ltd. SugarCRM – Leads and Marketing Page 2

SugarCRM
INTRODUCTION
Once you have logged into the marketing system, this is the first screen that
you will see:
Function Description
Main Menu Accesses all areas that develop, deliver and

manage marketing functions
Administration Accesses the marketing and email

administration functions. IMPORTANT: Some
changes to administration functions may have
profound effects on the performance of the
whole application. It is essential that
administration users confine themselves to the
areas that they have been directed to use.

SugarCRM
MAIN MENU
Home Go to main marketing screen
Leads Go to the Leads management functions
Emails Go to the emails management functions
Campaigns Design, deliver and manage marketing

campaigns
Dashboard Go to the reporting functions

SugarCRM
LEADS
Clicking on the LEADS menu tab in the main menu will take you to the Leads
Management functions. This is a powerful part of the system and will allow
you to manage, import, assign and search for Leads. The main LEADS
screen looks like this:
LEADS MENU
Create Lead Create a new lead by typing the information
Create from Vcard Create a new lead directly from a vcard
Leads View, manage and assign Leads
Import Import leads from other applications such as

spreadsheets

SugarCRM
CREATE A LEAD MANUALLY
Click on the Create Lead link to be taken to this screen:
When you enter a lead manually, you should enter as much information as
possible. This will help you to manage the lead once it is in the system.
Important fields are Status and Lead Source. These fields can be filtered to
give you a snapshot of activity and are also referenced by the Reporting
functions in the dashboard.
By entering Lead Source description and Status Description information,

you will also be able to pass important information to the salesperson
assigned to follow up the lead. The more information that you can provide, the
better a salesperson will be able to decide how to approach the follow-up.

SugarCRM
CREATE A LEAD FROM A vCARD
vCards are sometimes included with emails from users of Microsoft Outlook
and other email applications. A vCard can be saved to disk and imported
directly into SugarCRM.
The following screen is accessed by clicking on the Create from vCard link:
Click on the Browse icon to launch a file search window to find and select the
vCard that you wish to import. VCard have a .vcf file extension.

SugarCRM
SEARCH – SIMPLE, ADVANCED, SAVED AND GLOBAL SEARCH
SugarCRM incorporates powerful and advanced Search functions. By default,

Users will be presented with the Basic Search screen as illustrated below:
It is important to note:
1.The SugarCRM search wildcard is the percentage (%) sign.

2.Searches persist between sessions. That means that the search that you
set up yesterday will still be there when you go back to Search today. To
clear the search information, click on the Clear button. Typically, not
clearing previous searches is the cause of being unable to find the
information that you are seeking.
3.Using Basic, Advanced and Saved searches will return information
only for the module from which it is executed i.e. A search within the Leads
module, will return information only about Leads.
By clicking on the Advanced Search tab, the Advanced Search window will
open. This offers much more control for more precise searching. The
Advanced Search window is shown below:

SugarCRM
Saving a Search
There will be occasions when you want to search for the same information on
a regular basis. Let’s say that you want all the accounts with the Last Name
marked as Talbot. You can create this as a Saved Search.
Click on Clear, then click on the Advanced Search button. Enter Talbot into
Last Name search box and Click on Search. A list of all Accounts with last
name Talbot will appear.
Now, click on the Saved Search and Layout button.
Enter the name of the Advanced Search into the Save this search as?
box and click on Save (i.e. Talbot). Notice that the name of the Search that
you just saved now appears in the Previous Saved Searches box.
Click on Clear.
Create and save another Search for the city of London. Save the search as
London. Click on Clear. Go to Saved Search & Layout, select the Talbot
search, and these records are now retrieved.

SugarCRM
Where users are searching for information from many modules, using the
Global Search field that appears on most SugarCRM screens, will deliver
this:
Results from Basic, Advanced and Saved Searches can be exported by

clicking the Export link that sits above the check boxes. Results from Global
Searches cannot be exported.

SugarCRM
IMPORT
Use import to populate SugarCRM with data from external applications.

Typically, these will be customer data held in applications such as Microsoft
Excel and Outlook. You can import data into many parts of SugarCRM
(Leads, Accounts, Opportunities etc.). However, in order to Import, the data
has to be in a format that is acceptable to SugarCRM. The acceptable formats
are Comma Separated Values (.CSV files) and Tab Delimited Files (.TXT
files). You can save files as .CSV or .TXT from applications such as Excel and
Outlook.
You can also import data directly from proprietary CRM applications and a
filter is provided for Salesforce.com data.
Clicking on Import will take you to the following screen.
Select an import format and click the Next button.

For .CSV and .TXT files, this will take you to this screen.
Click on the Browse button to go to the file selection process and choose a
file from your hard drive or network.
Once you have selected a file, click the Next button.

SugarCRM
You will then be taken to a screen where you match the data that you wish to
import, with the appropriate SugarCRM fields.
You can choose to save your import as a Custom Mapping, which you can
use time and time again if you are importing files that have an identical layout.
Once you are satisfied that your Import layout is correct, then click on the
Import Now button. Don’t worry, at this point you haven’t imported anything
…. You can click Import Now without SugarCRM committing any of the data
to the SugarCRM system.
Note: When importing into Leads you must import a name for your Lead.
You will then be taken to the screen illustrated below that shows the Import
results.
Note: Clicking Finished commits data to SugarCRM and should not be done
until you are confident that the data is in the format that you require.

SugarCRM
MASS UPDATE
You can use the Mass Update feature to do the following:
Assign Allocate one or more Sales Leads to a

particular person, select the Leads as
illustrated below, select the Assigned to
person from a pop-up menu and click on
Update
Delete Delete one or more Leads – select the Leads

and click on Delete
Allocate a Lead Source Assign a Lead Source to one or more Leads,

select the Leads as illustrated below, select
the Lead Source from the drop down menu
and click on Update
Change the Status Change the status of one or more Leads.

Select the Leads, select the new Status from
the drop down menu and click on Update

SugarCRM
EXERCISE
Login using the TRAINING account – no password is required
In the My Documents folder are two files:
DEMO DATA ONE.CSV

DEMO DATA TWO.CSV
Task Outline
Import Use the Leads>Import function to import all

DEMO DATA ONE the data from this file. Before you do, note that
you will be asked to create a custom mapping
in the next step.
Create a Custom Mapping During the import of DEMO DATA ONE,

create a custom mapping so that you can
reuse these settings.
Import from Custom Using the custom mapping you saved above,
Mapping import the data from DEMO DATA TWO
Sort – 1 Sort the data into various views by clicking on

the data header up and down arrows.
Sort – 2 Sort the data into Account Name (“A” first)
Select Select the first 10 names on the list
Change Status Change the status to Assigned
Allocate Allocate to Sales
Select The next 10 names on the list
Delete Delete these
Select The next 10 names on the list
Change Lead Source Change the Lead Source to Website
Stop and review

SugarCRM
EMAIL MARKETING CAMPAIGNS
SugarCRM Closed loop campaigns enable you to gauge the effectiveness

of campaigns by tracking who you targeted with an email campaign, who
opened the email, who clicked through the email, which Leads were
generated by which email campaign and which Leads converted into “Closed
– Won” Opportunities.
Clicking on the Campaigns menu item will bring you to this screen:
The next part of this training course will focus on creating an email Campaign.
Creating an Email campaign
There are a series of logical steps to creating an Email Campaign:
Step Description
Create Campaign You will need to create a new Campaign or

select from a pre-existing Campaign
Create a Target List A Target List is the name of the List of people
that you will be sending emails to. You can
either create a new Target List, or select from
an existing List.
Populate Target List If you are creating a new Target List, you need
to add the names and email addresses of all
the people that you will be sending the emails
to.

SugarCRM
Step Description
Create an Email Template Create the Email that you are going to send to
the Target List in this Campaign.
You can create:
1.An HTML (Hyper Text Markup

Language, the simple page description
language used by Web pages) email with
colours, images and text
2.A Text email – a simple text based email

with no colours or images.
3.An HTML email with a fallback Text

email for recipients who are either unable
to receive HTML, or have disabled HTML
in their email programme.
For the purposes of this training, we are going to:
1.Create a new Campaign

2.Create a new Target List
3.Populate the Target List from an Excel spreadsheet
4.Create an HTML based email with a Text alternative
5.Schedule the Campaign
6.Execute the Campaign
7.Monitor the Campaign
8.Progress and allocate Leads depending on the outputs from the
Campaign

SugarCRM
CREATE A NEW CAMPAIGN
Click on Create Campaign and the following screen will appear:
Use the Start and End date to specify Campaign occurrences. Please note
that these dates do not affect the execution of a Campaign. Similarly, use the
Status as an indicator rather than as a setting that will affect the execution of
the Campaign. These are all useful fields for reminding, prompting and
searching and should be used where applicable.
Select Email from the Type Drop Down List.
Input the Campaign Objectives and Description and any budgetary

information where appropriate.
Finally, if you are creating this Campaign for another person within the
organisation to execute on, then Assign to is a search and select function for
identifying the person who will deliver the Campaign.
Finally, Save your new campaign.

SugarCRM
DESIGNING A CAMPAIGN
Click on the Campaign Link in the main menu
Clicking on Campaign will take you to the Campaign Home screen as

illustrated below:
Select the Campaign that you wish to work on by clicking on the relevant
entry under the Campaign Column.

SugarCRM
Once you have selected your Campaign, you will be taken to the Home page
for that Campaign. From here you can create the Target Lists, Tracker
URLs and the Email Campaign. The Campaign Home page is shown below:
CREATING AND POPULATING TARGET LISTS
To Create a Target List, click on the Create button that you can see on the
screenshot below (Just below Target List) or click on Create Target List in
the Shortcuts Menu.
If you want to work on an existing Target List, simply select it from the list of
existing Target Lists by clicking on the name of the List that appears under
the Target List heading.

SugarCRM
CREATING A TARGET LIST
Click on Create on the Target List sub-panel, or on Create Target List in the
shortcut menu.
Give the Target List a name. Note – This is a compulsory field as indicated
by the RED STAR *.
Select a Target List Type from the drop down menu. Note – This is a
compulsory field as indicated by the RED STAR *.
Target List Type Description
Default Targets that will be tracked during the

Campaign, everyone on the Target List will be
sent the Campaign Email.
Test Use Test lists to manage who will preview the

email campaign before it is sent out, without
impacting the campaign metrics. This function
can be used to test the process and get the
content of the email right before sending it out
to the actual audience.

SugarCRM
Seed A Target List that contains those who need to

be aware that the Email Campaign has gone
live. They will be included in the Campaign
and receive a copy of the email. NB: This list
will affect the campaign metrics.
Suppression Lists Use suppression lists to filter out specific

names/ emails /domains from the Campaign
Email. In other words, those people in your
Lists whom you do not want to receive the
Email. Three ways:
Suppression by ID: For example, where you

have a Default List of 1000 targets, but 100
targets must not receive the Campaign Email.
1) Create a Target List of Type Suppression
List – By ID; 2) Populate the List with the 100
targets that are not to receive the Email;
3) Add this List to the Target Lists for the
Campaign.
Suppression by Email Address: Go through

the same process as above, but this time use:
Suppression List – By Email Address.
Suppression by Domain: Same process

again, but this time when you select Suppres-
sion List – By Domain, an extra box is dis-
played. This allows you to specify the Domain
name you want to suppress. So, in the box
next to No emails to Domain enter, for ex-
ample, <everybody>@hotmail.com. Click on
Save and simply add this List to the Target
List for the Campaign.
Name your Target List, select the Target Type, Assign to the person who
will populate the list and enter a Target List Description.
Once you have completed that, click on the Save button. You will then be
taken back to the Campaigns Home screen for the Campaign that you are
working on.

SugarCRM
The Target List you have created can be found in the Target List sub-panel.
Click on the Target List you have just created to view it:
You can now populate the Target List from any of the four options shown:
•Targets
•Contacts
•Leads
•Users
Click on the Select button to open a pop-up window containing all the Leads,
Contacts, Targets or Users that are currently on the database.
Click on Select from the Leads sub-panel. Then sort and select ten Leads to
be included in the campaign list. Once you have selected the Leads, they will
appear in the Campaign Leads list.

SugarCRM
IMPORTING DATA INTO A TARGET LIST
Make sure that the Target List that you wish to Import into has already been
created for that Campaign.
Go through the Import process as outlined previously, mapping data to

SugarCRM fields. Click on Import Now.
You will then be taken to the following screen:
To add to a specific Target List, click on the Add to Target List button as
shown above.
A Pop-Up Window will appear with a list of all available Target Lists. Select
the appropriate list by clicking on the list name:

SugarCRM
The following window will then appear:
Click on Finished to import to the specific Target List.
You will be taken to the Target Home page and be presented with a list of
imported Targets:
Return to the Home page for you Campaign (click on Campaigns and select
from the list of Campaigns).
Click on the Target List that you imported the data into to see the list of all
Targets within that list.

SugarCRM
TRACKER URLs
Tracker URLs do as the name suggests, they are embedded in the email and
allow SugarCRM to record when an email has been opened and when any
links in the email have been clicked.
To generate a Tracker URL, click on Campaigns, then select the Campaign

that you wish to generate a Tracker URL for by clicking on the Campaign
name.
This will take you to this screen:
You need to create a Tracker URL for each Web address that you wish to
monitor click throughs for i.e. each click through to opt-out, each click through
to the a specific page on a Website.

SugarCRM
CREATE A TRACKER URL
Click on the Create button on the Tracker URLs sub-panel and complete as
detailed here:
Click on Save.
You will then be taken back to the home page for your Campaign. The
Tracker URLs that have been created for the campaign are shown as
detailed here:

SugarCRM
EMAIL MARKETING
So, now we have created a Campaign, created and populated Target Lists
and created the Tracker URLs, we now get down to the serious business of
creating the Email Marketing component.
And, don’t worry, were nearly finished.
Click on the Create button in the Email Marketing sub-panel at the bottom of
the Campaign page:
Note: From the next screen onward you need to take great care. You will be
setting the date and time for the email campaign to be launched and the
emails to be sent.
It is extremely important to note that every time the Email Marketing

campaign is Saved and the start date is in the past, that emails will be queued
for delivery.
This could result in duplicate emails inadvertently being delivered.

SugarCRM
CREATING THE EMAIL MARKETING RECORD
Once you have clicked on Create, you will be taken to the Marketing Record
Screen:
Due to the importance of this screen, we will go through the fields individually:
Field Name Description
Name* The red star * indicates that this is a

compulsory field. Enter a referenceable name
for the Marketing Record.
Use Mailbox This mailbox will be created by the System

Administrator and is the mailbox where all
undeliverable email (bounces) will be sent. If
there are no mailboxes in the dropdown list,
contact your system administrator.
Start Date and Time Until you are ready to run the Campaign and
send the emails, it is safest to set this date
and time a year or two in the future.
Once you are satisfied that your campaign is

ready to be executed, then edit this field and
set it to a date and time that is appropriate.
Send this message to Select from the Target Lists in the small
window, or click the “all Targets in the
Campaign” box to select all the Target Lists.
Status The possible states are shown here:
It should be noted that the

Active and Inactive

SugarCRM
options are primarily indicatory.
If the Marketing Record is Saved and the date

and time are in the past, emails will be queued
for despatch, even if the state is set to
Inactive.
Setting the state to Active, will have the effect

on triggering the Status Monitoring of the
Campaign.
From Name By default it takes the same name of the

Mailbox but you can change it by over writing.
Email Template You can either select from an existing

template, or click on the create link to create a
new template. See the section on creating
email templates for further information.
The Email Marketing Record cannot be saved until an Email Template is

assigned to it.

SugarCRM
CREATING EMAIL TEMPLATES
Clicking on Create Email Template in the Campaigns Shortcut Menu will

take you to the following screen:
If you wish to create an HTML Email, then click on the small arrow beneath
the Subject field as illustrated above. The HTML enabled template looks like
this:
By allowing the cursor to rest on the individual icons, a small pop up window
will appear that explains what each icon does.
For more detailed instructions please see the User’s Guide on the following
page.

SugarCRM

SugarCRM
CREATING A TEXT EMAIL
Click on Create Email Template as described in the previous section.
Enter the following information into the appropriate fields:
Field Name Field Entry
Name* Training Campaign – note the red star

indicating a compulsory field
Description An email for the Marketing training days
Subject Welcome to my first email
Then type Dear into the large Text area beneath the Subject field:
From the Insert Variable Dropdown menus, select Contact/Lead/Prospect

in the first, left hand box. Select Salutation from the second box and
$contact_salutation automatically pops up in the third, then click on the
Insert button.
You should have a screen that looks like this:
Next, type a space after the $contact_salutation in the large text box and
select Last Name from the middle dropdown menu. Press Insert. Then insert
a new line into the text area by pressing Return. Type the following text into
the new line in the large text area.
As one of the world’s leading experts on the art of using email campaigns, I
have great pleasure in introducing you to this, my latest and possibly greatest
email.
Kind regards
Add Your Name

SugarCRM
Click on the Save button to save the Email Template. You can view it by
entering the Emails main menu and clicking on Email Templates.
USING TRACKING URLs IN AN EMAIL TEMPLATE
Click on Campaign in the main menu, then on the Campaign that you created
as shown in the Campaign List:
Scroll to the bottom of the screen and click on Create in the Email Marketing
sub-panel.
Complete the information that was discussed in the previous section. Then
select the Email Template that you just created. When you do, the option to
edit the template appears. Click on Edit. This is where you add Tracker
URLs.
Clicking on Edit will launch a new window with the contents of the Email
Template that you created. The window also contains new commands for
inserting Tracker URLs:

SugarCRM
Create a new line after Add Your Name (at the very bottom of the Email).
Place the cursor on the new line then select Opt-out: removeme.php from
the Insert Tracker URL (as shown above).
Click on Insert URL Reference button. Your screen will now look like this:
Peter
Drag your cursor over the Default link text so that it is highlighted, then type
Remove me from future mailings.

SugarCRM
Create a new line under the Remove me from future mailings line.
Select Customer Survey Tracker from the Insert Tracker URL dropdown,
click on Insert URL Reference.
Drag the cursor over the new link and type Please participate in our
customer survey and win a Mars Bar.
Peter
Click on the Save button.

SugarCRM
SENDING MARKETING EMAILS
During the creation of the Marketing Record, you were advised to set the
date and time for sending emails to a distant date and time in order to
eliminate emails being sent erroneously.
Go to the Marketing Record and apply a date and time that are appropriate.
Then click on Save.
The emails will be despatched for execution on the date and time specified in
the Marketing Record.
Press the Send Button at the top of the Campaign Sheet:
You will then be presented with a list of Email Campaigns & the Target Lists
associated with them:
Click the tick boxes of the one(s) you want to send, and press Send.
Congratulations, you have just created your first email campaign.

SugarCRM
The process, whilst feeling complex, can be broken down into a relatively
straightforward sequence of events:
•Create an Email Campaign

•Create Target List
•Import Lists
•Select targets from leads, contacts, users
•Create email template
•Assign launch date to marketing record
•Launch campaign

SugarCRM
MAKING SURE THAT THE EMAILS HAVE BEEN SENT
Email Queuing in Admin
When you have clicked on Send Emails (and gone through the send
functions) then:
In the Service bar click on Admin
You will then come to a screen that looks like this [Administration Home]:
Under Administration: Home go to the fourth box down where it says Email
On the right hand side click on Manage Email Queue
You will then be taken to a screen that looks like this [Outbound Email
Queue Management]:

SugarCRM
Having gone through the sending email functions, all the email you sent from
Campaigns will now be in the above list. In order to send these click on the
button called Send Queued Campaign Emails. If the time and date is in the
past, when you press the button these will then be dispatched. If the dates
and times are for later, then these will remain in the queue until that time. You
will need to specify which emails you want to send by clicking on the tick
boxes at the side
You can then monitor the Email Campaign by going back to the Campaigns
List, and to the right hand side of the Campaign you created, click on ‘View
Status’ :

SugarCRM
Monitoring Campaigns
Clicking on the View Status will take you to the Campaigns Dashboard
From here you can monitor the progress of your Email Campaign.
Underneath the dashboard are a series of Sub panels labelled with the same
titles as those down the left hand side of the Campaign Dashboard
From the Sub-panels you can monitor the various stages that each email
goes through throughout the life span of the Prospect.
From here you can monitor the progress of each individual email sent in the
Campaign. You can also manage incoming responses and click thrus from
the Campaign.
Rolling the mouse over the coloured lines on the Dashboard and then clicking
on them will take you to the appropriate Sub-panel
We will now deal with each sub-panel separately

SugarCRM
Sub-panel Labels
Message Queue How many emails are still waiting to be sent
Message Sent/ Attempted Which messages have been sent and those that
have not been sent for whatever reason
Viewed Message Recipients that have viewed the message
Click-Thru Link Recipients that have clicked the embedded URL

links
Leads Created How many Leads were converted through the

Campaign
Contacts Created How many Leads were converted into Contacts

through the Campaign
Bounced Messages, Which emails bounced due to Invalid Email

Invalid Email addresses (see: Invalid Email tick box on
Target/Lead/Contact sheets – this will be ticked if
Email address is shown to be invalid)
Bounced Messages, Other Which emails bounced due to other reasons
Opted Out Recipients that chose to opt-out of your target list

(see: Opted-out tick box on Target/Lead/Contact
sheets – this will be ticked if Recipient Opts-out)

SugarCRM
EXERCISE
In this exercise, you will create and execute a short email marketing
campaign:
Task Outline
Create a new Campaign Call the new Campaign Training
Create a new Target List Call the new Target List – Training Targets.
NOTE: Make sure you make the list of type
TEST
Populate Target List Using the Leads you imported in Exercise 1,

populate the Target List with 5 leads.
Create an Opt-Out Tracker Name your Tracker URL – Training Tracker

URL
Create the Email Marketing Note: You will have to ask your trainer for a
record Mailbox to use
Create the Email Template Click on Create and set-up a Text email
Set the Send date and time For 5 minutes time
Save the Email Marketing Save the Marketing Record

Record
Send the Test Emails MAKE SURE THE TARGET LIST IS OF

TYPE TEST.
Make sure Emails have been Go through Admin procedure and send the
sent Emails from the Queue
Monitor the progress of the Click on View Status, what do you see?
Emails
Stop and Review

SugarCRM
Closed Loop Marketing in Practise

Now that you have learned how to create and launch a campaign, we’ll take a
look at CLOSED LOOP MARKETING – IN PRACTISE using SugarCRM.
There are three Marketing scenarios that we can look at here, that will
illustrate how Closed Loop Marketing functions in SugarCRM.
The three Campaigns we shall look at are:
1. Sending a Campaign to Existing Leads and Contacts

2. Sending a Campaign to New Targets
3. Sending a Campaign to Leads and Contacts initially created through an
Email Campaign
1. Sending a Campaign to Existing Leads and Contacts
Assuming that you have set-up your Email Campaign, attach a Target List
containing existing Leads and Contacts. When you send the Campaign
Emails (and follow through at the Admin end), they will now register on the
Campaigns Dashboard on the appropriate Sub Panels.
Besides registering on the Dashboard, the Campaign stages will appear in the
Campaign Log sub-panel underneath the Lead/ Contact Detail View.
When the Recipient responds to the Email i.e. by phone, and you manually
convert one of the Leads to a Contact, this will move the Lead into Contacts
Created1; and will add the appropriate details to the Campaign Log sub-panel.
The Campaign Log sub-panel updates automatically.
2. Sending a Campaign to New Targets
Create your Campaign, this time with a Target List containing new Targets.
Send the Campaign Emails. Now, when the Recipient responds, i.e. by
phone, as you manually convert the Target to a Lead, in the Lead Edit view at
the top left hand corner, a box entitled ‘Successful Campaign’ will be seen.
Press the select button and select the name of the Campaign.
The Target will now be displayed on the ‘Leads Created’ sub–panel under the
Campaigns Dashboard. 2 The process will also appear in the Campaign Log.
Then when the Lead is converted to a Contact, it will move to ‘Contacts
Created’, again the process will be added to the Campaign Log.
1 N.B. At time of going to press, there was a bug in SugarCRM preventing Leads/ Contacts Created to appear on the Marketing Dashboard. However, this information still appears in the Campaign Logs.
2 N.B. At time of going to press, there was a bug in SugarCRM preventing Leads/ Contacts Created to appear on the Marketing Dashboard. However, this information still appears in the Campaign Logs.

SugarCRM
This scenario allows Marketing personnel to view which Campaigns are

producing successful business Leads.
3. Sending a Campaign to Leads and Contacts initially created through an

Email Campaign
On the back of Scenario Two, when ‘Leads / Contacts Created’ have been
populated, these can then be added directly to a Target List and Emailed
again, as for Scenario One. Except, these Leads and Contacts will have
Campaign Logs already set-up which will enable them to be further tracked
throughout their business life with your company. All the while the Campaign
Log is gathering valuable Marketing information on where and how you
obtained the Contact, and which Contacts will respond to what types of
further Marketing Campaigns.
In the Campaigns Dashboard area, on the ‘Leads / Contacts Converted’ sub-

panel, on the left hand side of the sub-panel pressing the button ‘Add To
Target List’ will automatically add these Leads to a Target List for a new
Campaign.
Summary
Closed Loop Marketing enables you track new custom generated through an
Email Campaign from the perspective of both the marketing and sales
departments. You can send Email Campaigns to existing customers, and to
new Targets. You can track a Target through to Contact for the duration of
your relationship with the Customer.
Thank you for taking part in this training course, if you have any further
questions do please ask.

Sugarcrm: Marketing Generic Training Manual

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Sugarcrm: Marketing Generic Training Manual

Uploaded by

Copyright:

Available Formats

SugarCRM

SalesAgility.com Ltd. SugarCRM – Leads and Marketing Page 2

Main Menu Accesses all areas that develop, deliver and

Administration Accesses the marketing and email

SalesAgility.com Ltd. SugarCRM – Leads and Marketing Page 3

Home Go to main marketing screen

Leads Go to the Leads management functions

Emails Go to the emails management functions

Campaigns Design, deliver and manage marketing

Dashboard Go to the reporting functions

SalesAgility.com Ltd. SugarCRM – Leads and Marketing Page 4

Create Lead Create a new lead by typing the information

Create from Vcard Create a new lead directly from a vcard

Leads View, manage and assign Leads

Import Import leads from other applications such as

SalesAgility.com Ltd. SugarCRM – Leads and Marketing Page 5

CREATE A LEAD MANUALLY

Click on the Create Lead link to be taken to this screen:

By entering Lead Source description and Status Description information,

SalesAgility.com Ltd. SugarCRM – Leads and Marketing Page 6

CREATE A LEAD FROM A vCARD

SalesAgility.com Ltd. SugarCRM – Leads and Marketing Page 7

SEARCH – SIMPLE, ADVANCED, SAVED AND GLOBAL SEARCH

SugarCRM incorporates powerful and advanced Search functions. By default,

1.The SugarCRM search wildcard is the percentage (%) sign.

SalesAgility.com Ltd. SugarCRM – Leads and Marketing Page 8

Now, click on the Saved Search and Layout button.

SalesAgility.com Ltd. SugarCRM – Leads and Marketing Page 9

Results from Basic, Advanced and Saved Searches can be exported by

SalesAgility.com Ltd. SugarCRM – Leads and Marketing Page 10

Use import to populate SugarCRM with data from external applications.

Clicking on Import will take you to the following screen.

Select an import format and click the Next button.

Once you have selected a file, click the Next button.

SalesAgility.com Ltd. SugarCRM – Leads and Marketing Page 11

SalesAgility.com Ltd. SugarCRM – Leads and Marketing Page 12

You can use the Mass Update feature to do the following:

Assign Allocate one or more Sales Leads to a

Delete Delete one or more Leads – select the Leads

Allocate a Lead Source Assign a Lead Source to one or more Leads,

Change the Status Change the status of one or more Leads.

SalesAgility.com Ltd. SugarCRM – Leads and Marketing Page 13

In the My Documents folder are two files:

DEMO DATA ONE.CSV

Import Use the Leads>Import function to import all

Create a Custom Mapping During the import of DEMO DATA ONE,

Sort – 1 Sort the data into various views by clicking on

Sort – 2 Sort the data into Account Name (“A” first)

Select Select the first 10 names on the list

Change Status Change the status to Assigned

Allocate Allocate to Sales

Select The next 10 names on the list

Delete Delete these

Select The next 10 names on the list

Change Lead Source Change the Lead Source to Website

Stop and review

SalesAgility.com Ltd. SugarCRM – Leads and Marketing Page 14

EMAIL MARKETING CAMPAIGNS

SugarCRM Closed loop campaigns enable you to gauge the effectiveness

Creating an Email campaign

There are a series of logical steps to creating an Email Campaign:

Create Campaign You will need to create a new Campaign or

SalesAgility.com Ltd. SugarCRM – Leads and Marketing Page 15