What do you want to do?
Learn about the CRM Campaign form.
To open an existing campaign:
Select File > Open on the menu bar of the CRM Campaign form or click the Open 
button.
The Open Campaign form is displayed.
Use the toolbar buttons to sort the list of campaigns by date or name. Alternatively search on either a key word contained in the campaign description or the full description of the campaign by typing in the Search box and pressing RETURN to start the search. The first matching campaign is highlighted in blue. If more than one campaign description contains the search criteria, you can highlight the next item containing the text by continuing to press RETURN.
Click Open.
The campaign is loaded and you have access to the full functionality of the CRM Campaign form.
This form is displayed when you select File > Open or click the Open button on the CRM Campaign form. It displays the existing campaigns on the system and provides methods of searching for and selecting the campaign you want to open.
Sidebar:
You can click a sidebar icon to change the campaign types listed in the grid. The selected type is highlighted in grey. Each icon matches a type of campaign whose output type is listed in the grid. The icons are:
All campaign types
Letter type campaigns
: E-mail type campaigns
: SMS type campaigns
Toolbar:
Toolbar button icon Action Sort by date Sort by name Deletes the selected campaign
Grid:
Type: Output type for the campaign. One of the following:
- W Letter
SMS message
For: CRM record type used as the basis of the campaign (Customers or Vehicles).
Summary: Brief description of the criteria used to select the records.
Company: Number of the CRM company where the campaign was originally created.
Branch: Name of the branch or branches where the campaign is available for use.
To create a new campaign:
Select File > New on the menu bar of the CRM Campaign form or click the New 
button.
A blank CRM Campaign form is displayed, enabling you to create a new campaign.
This form is displayed when you select the Campaigns option from the CRM REPORTS AND ENQUIRIES menu.
Note: The appearance of the form varies depending on whether you have a Letters, E-mail or SMS type campaign open.
Menu bar Toolbar Action File > New Creates a new campaign. File > Open Displays the Open Campaign form to enable you to open an existing campaign. File > Reload 
Enables you to reload a campaign that has just been saved or had the letters printed. File > Close Enables you to close the current campaign. If you are working on a new campaign which has not yet been saved, you are prompted to save the data first. File > Save Enables you to save the campaign you have been working on. [Letters campaigns:] File > Print menu > Print letters via Print manager print queue — This option is not available if you do not have Print Manager set up on your system. It prints the letters via the Print Manager printer and includes any letterheads included in the Print Manager formats. [Letters campaigns:] File > Print menu > Print letters via Client (Windows) printer Enables you to print letters on a printer that windows recognises. This can be either a local printer or a network printer. [Letters campaigns:] File > Print menu > Print dot-matrix labels Enables you to print the selected customer's names and addresses onto dot matrix printer labels. When you select this option you are prompted for information regarding the labels, which must be supplied if the names and addresses are to be correctly positioned on the labels. Selecting this option also requires that you have a dot matrix printer available. [Letters campaigns:] File > Print menu > Test print Enables you to print a sample letter so that you can see how the letter is aligned on the paper before you print the whole batch. [E-mail campaigns:] File > Print menu > Send emails — Enables you to send the E-mail messages to the selected Customers. [E-mail campaigns:] File > Print menu > Test E-mail Enables you to send a test E-mail. [SMS campaigns:] File > Print menu > Send SMS — Enables you to send the SMS message on the SMS tab to the selected Customers. [SMS campaigns:] File > Print menu > Test SMS Enables you to send a test SMS message. File > Exit Returns you to the CRM REPORTS AND ENQUIRIES menu. Edit > Copy — Enables you to copy a whole campaign. Edit > Paste — Enables you to paste a copied campaign into a new blank template. Edit > Delete Enables you to delete the current campaign. Selection > Process Processes the selection criteria specified on the Selection tab and displays the Customers tab with the selected customers. Selection > Advanced Enables you to make use of the advanced options. Note: The advanced options vary depending on whether you are running a Vehicle or Customer campaign.
Tools > Create contact type Enables you to create a new contact code for the campaign you are going to set up. Tools > Market analysis — Enables you to see the sales analysis on the Customers selected for the campaign. This will enable you to load the campaign in six months' time and see how effective the campaign was for those Customers. Note: For this to be displayed, Sales analysis needs to be set up. Please contact Autoline Support or your system administrator to see if this has been done.
Tools > Generate call list — Enables you to generate a contact management call list. Help > Help Displays this help topic in your default browser.
Tabs:
The Main tab is split into four groups, each of which is dedicated to a different aspect of the campaign. The groups are:
The campaign details group contains fields which provide the campaign with its unique identity.
Summary: Summary description of the CRM campaign (up to 30 characters).
Short name: Upper case short name for the CRM campaign of up to eight alpha characters. This must be unique and is used when searching for campaigns alphabetically.
Description: Full description of the CRM campaign, up to 31 lines long. This may include its objectives, or a brief description of the selection criteria.
Owner: Sales executive responsible for the campaign. This defaults to your user id when you are creating a new campaign. Use the drop-down
button to select a user id.
Campaign type: You can select the campaign output type. The drop-down
L (Letter): Enables the output to be sent by Letters.
E (E-mail): Enables the output to be sent to the selected customers by E-mail.
S (SMS): Enables the output to be sent by SMS text message to a mobile telephone.
Note: The use of SMS and E-mail output types depends on some environmental set-up. Please contact ADP or your systems administrator if you are unsure if these have been set up.
KPrint form: Identity of the form used to print the letter if you are printing to Print Managers. This may be supplied by default.
Branch: Enables you to select the branch which is to be included in the campaign. You can use the drop-down
On behalf of: Department that the campaign is being run for.
Include all Customers: When selected, enables customers with different department mailing types to be added to the active list if they fit the selection criteria set out in the Selection tab. For example, if Customers have a mailing type of E-mail but otherwise match the selection criteria for the campaign, selecting this box includes them in the active list.
Ignore if already contacted: Select this check box if you have already sent a letter or made contact with the customers associated with this campaign using the same contact code, and do not want to send the same letter again.
Contact: Contact code for the campaign, selectable with the drop-down
Note: If the contact code you want to use is not displayed you must create it by selecting Tools > Create contact type on the form's menu bar. The campaign must be saved before this becomes available.
If the campaign you are going to run is vehicle-based, the contact type code Vehicle contact Y/N flag must be ticked. If this has not been done the vehicle-based selection criteria will not be enabled on the Selection tab.
The fields in this group become available only after the Customers have been identified for the campaign.
Matches: Number of Customers identified on the Customers tab.
Selected: Date when the Customers were selected using the selection criteria set in the Selection tab or from running an ad-hoc report.
Printed: Last date when the Campaign letter, as displayed on the Letter/E-mail/SMS tab, was printed for all the associated Customers.
SMS Campaign cost: Total cost of an SMS campaign. Availability of this field depends on the SMS message cost parameter being set in System parameters.
Note: The name of this tab changes according to the campaign type that has been selected. For example, if you have selected an SMS type campaign then this tab is named SMS.
The Compose letter/Compose E-mail/Compose text message option provides basic word-processing facilities. If the campaign type is Letter, there are formatting buttons above the message box. Depending on the campaign type, the features may include word-wrap, cut and paste, bold, italic, underline and fonts.
The contents of data fields can be inserted anywhere in the text of your message so that when it is displayed or printed, the contents of the fields (for example vehicle descriptions and registration numbers) are included. To insert field contents select the required field from the Derived, Customer fields, Vehicle fields and Company fields lists and double-click the field name. The field name (in curly brackets) is inserted into your message.
The Vehicle and Company fields are available only if the appropriate check boxes have been selected on the Selection tab.
If the field on the relevant Customer or vehicle record is blank the field is left blank on the message. The vehicle fields are not available unless the campaign is vehicle-based.
If the campaign type selected is E-mail then the message is constructed in the same way as if you were writing a letter. The basic word-processing functions are available but there is no toolbar button. You can insert field contents as described above.
SMS
If the campaign type selected is SMS the basic word-processing functions are available but there is no toolbar button. The length of the message is restricted to 160 characters (longer messages are split into a number of separate messages). You can insert field contents as described above.
The selection is done either from a basic campaign enquiry or an ad-hoc enquiry. The basic selection facility merges the Customer and company or the vehicle, Customer and company files where appropriate. You can select on fields including Branch, Source of business, Franchise and Model.
Customer:
Branch: Branch or branches that you want the Customers to be selected from. Click the button to select one or more branches from a drop-down list. By default the field is set to the location or locations selected in the Main tab Location field.
Position: Job position that you want to restrict the selection to. Click the button to select a position from a drop-down list. The field is blank until a selection has been made.
Business type: Type of business that you want to restrict the selection to. Click the button to select a business type from a drop-down list. The field is blank until a selection has been made.
Source of business: Source of business that you want to restrict the selection to. Click the button to select a business source from a drop-down list. The field is blank until a selection has been made.
Customer type: Type of customer that you want to restrict the selection to. Click the button to select a customer type from a drop-down list. The field is blank until a selection has been made.
Postcode mask: Postcode mask limiting the campaign to a restricted area. For example, if you enter RG only Customers with an RG postcode (Reading area) will be targeted.
Tip: You can enter multiple masks, separating each one by a comma, for example RG14,RG17,RG18.
Check Boxes:
Remove duplicates: Select this check box to prevent the same Customers being selected twice. For example, if you do not want a driver of multiple vehicles receiving two letters, select this box.
Only include customer who are linked to a company: Selecting this check box forces the system to make sure that the customer record is linked to a valid company before adding them to the customers tab. Selecting the box also makes the company fields available for incorporating into letter, E-mail or SMS message text.
Vehicle:
The Vehicle group, which enables you to make selections from the vehicle file if the campaign you are running is vehicle-based, is available only if the Vehicle check box is selected. The check box is available only if the contact code you have selected has the Vehicle inclusion Y/N field set to Y.
Franchise: Franchise that you want to restrict the selection to. Click the button to select a franchise from a drop-down list. The field is blank until a selection has been made.
Model: Model that you want to restrict the selection to. Click the button to select a model code from a drop-down list. The field is blank until a selection has been made and the button is enabled when you have selected a franchise.
Variant: Variant that you want to restrict the selection to. Click the button to select a variant from a drop-down list. The field is blank until a selection has been made and the button is enabled when you have selected a model.
Date: Date field from the vehicle record, for example Delivery date. Click the button to select a vehicle date from a drop-down list. When you have made the selection, two date fields are enabled and you can specify the date range. The field is blank until a selection has been made.
Option Buttons:
Ownership: One of the following:
Private: When this option button is selected, only Customers attached to a vehicle that is marked as a privately owned are selected.
Company: When selected, only Customers attached to a vehicle that is marked as a company-owned vehicle are selected.
Either: When selected, the Customers are selected if the vehicle and the Customer meet your other criteria, regardless of the ownership of the vehicle.
Attention: One of the following:
Driver: When selected, the Customer specified by the Driver/Customer link on the vehicle record in CRM record maintenance is selected.
Owner: When selected, the Customer specified by the Sales Customer link on the vehicle record in CRM record maintenance is selected.
Service: When selected, the Customer specified by the Aftersales Customer link on the vehicle record in CRM record maintenance is selected.
When the selection criteria have been entered, click the Process button on the tool bar (or select Selection > Process from the menu bar) to continue.
This tab displays a list of all the Customers who meet the criteria specified in the Selection tab. The following fields are displayed:
Number: Customer record number for the record held in CRM.
Name: Customer name from the Customers record.
Address: Customer address (for letters campaigns) E-mail address (for E-mail campaigns) or mobile telephone number (for SMS campaigns), from the record in CRM.
Delete: You can carry out further data cleansing before the letters are printed (or the E-mail messages or SMS messages are sent). To remove the Customer from the list put a tick in the Delete column by clicking the cell. Clicking an already ticked cell removes the tick.
Tip: Double-click a line in the grid to display or amend the corresponding Customer record.
This tab displays details of any Customers who matched the selection criteria but have been automatically removed from the active Customers list.
Number: Customer number for the record in CRM.
Name: Title, initials and surname for the Customer, from the Customer record.
Address: Address for the Customer, from the Customer record.
Note: The address column shows the Customer's mobile number for SMS campaigns and the E-mail address for E-mail campaigns.
Reason: Reason for the Customer being rejected. One of the following:
No Valid Department: Indicates that the Customer does not have the relevant Department as specified on the Main tab.
No Company: Indicates that the letters flag on the Customer record for the relevant Department is set to Company but there is no company link for the Customer.
No Direct Mail: Indicates that the Customer status is set to N (Live No Direct Mail).
Marked for Deletion: Indicates that the Customer has a status of X (Marked for deletion).
Data Protected: Indicates that the Customer status has been set to D (Live-Data Protected).
Does Not want mail: Displayed only if the Include All Customers check box has been selected on the Main tab. It indicates that the No Mail check box on the Customer record has been ticked.
No mobile phone number: Displayed if the campaign type is SMS and there is no mobile phone number recorded for the Customer.
Mobile number TPS protected: Displayed when the campaign type is SMS and the TPS check box is selected for the Mobile phone number on the Customer record.
No Email address: Displayed when the campaign type is E-mail and there is no E-mail address on the Customer record.
Email address TPS protected: Displayed when the campaign type is E-mail and the TPS check box is selected on the E-mail address on the Customer record.
Tip: You can right-click a line in the grid to view or amend customer details or add the customers to the active list.
Note: The options available vary depending on whether you are running a Vehicle or Customer campaign.
To make use of an advanced option, select Selection > Advanced from the menu bar on the CRM Campaign form or click the Advanced selection button 
on the form's toolbar, followed by the name of the option you require.
Customer selection by location: Enables you to run an ad-hoc report using selection criteria from the Department, Customer and Company records and gives you direct access to the customer file. The location for customers and their related company are available for your enquiry.
Customers --> Tarud: Enables you to run an ad-hoc report which includes detail from Customer user-defined forms. These may have been created on your system at your company's request, and will be unique to your system.
Customer --> Extra: Enables you to run an ad-hoc report using selection criteria using fields contained in the Customer, Customer Extra Details and Company records.
Customer --> Comud: Enables you to run an adhoc report using fields selected from the Customer, Company User defined and company records.
By contact selection: Enables you to run an ad-hoc report on the contact history file. You can base your selection criteria on the fields contained in the Contact History, Customer, Company and Vehicle records.
By contact selection with archive: Enables you to run an ad-hoc report on the contact history file and the contact history archive.
Customers selection by location: Enables you to run an ad-hoc report using selection criteria from the Department, Customer and Company records. This provides you with direct access to the customer file. The location for customers and their related company are available for your enquiry.
Vehicles --> Driver: Enables you to run an ad-hoc report using selection criteria on fields contained in the Vehicle, Customer and Company records. When the report is processed in ad-hoc, any selection criteria based on details on the Customer record are checked against the Customer on the vehicle driver link.
Vehicles --> Owner: Enables you to run an ad-hoc report using selection criteria on fields contained in the Vehicle, Customer and Company records. When the report is processed in ad-hoc, any selection criteria based on details on the Customer record are checked against the Customer on the vehicle owner link.
Vehicles --> Vehud: Enables you to run an ad-hoc report on fields contained in the Vehicle, Vehicle User Defined and Customer records.
Vehicles --> Service: Enables you to run an adhoc report using selection criteria on fields contained in the Vehicle, Customer and company records. When the report is processed in ad-hoc, any selection criteria based on details on the Customer record are checked against the Customer on the vehicle aftersales link.
By contact selection: Enables you to run an ad-hoc report on the contact history file. You can base your selection criteria on the fields contained in the Contact History, Customer, Company and Vehicle records.
By contact selection with archive: Enables you to run an ad-hoc report on the contact history file and the contact history archive.
Service history: Enables you to run a report using the service history file as the prime file. You can use selection criteria contained in the Service History, Vehicle, Customer and Company records.
To generate a contact management call list:
Select Tools > Generate call list from the menu bar on the CRM Campaign form.
The Generate Contact Management call list form is displayed.
Complete the form and click OK.
A message is displayed telling you how many call list records (if any) have been written.
This form enables you to select the essential information required by the Customer contact management system to enable use and further management of the call list.
Description: Descriptive name for the call list.
Associated script: Three-character identifier for the script to be used to perform the calls, selectable from a the drop-down list.
Call priority: Priority of the call list, selectable from a drop-down list. Priority 1 is the highest, priority 9 is the lowest and X is reserved. The priority selected determines the order the call list is made available to call centre agents.
Date range from: Date the call list will be available from.
To: Date the call list is available until.
Allow user to override TPS settings: When select this will enable the call centre agent to use telephone number marked as TPS protected to process the call.
Call Duplication Option Buttons:
There are three option buttons that determine the level of deduplication the system carries out as the call list is created. The levels available are:
Customer: Highest level of deduplication. If the selected customer record is linked to another call list in CCM it will be excluded from the current list.
Customer/vehicle: The customer will be excluded from the current list if the customer and vehicle magic combination is found in another live call list.
Customer/vehicle/script: Lowest level of deduplication. As the new call list is created the system checks live call lists to see if the customer and vehicle record where appropriate exist on a call list using the same script.
If any records are being excluded from the new call list the Errors from call list creation form is displayed, consisting of a grid with details of the records which will not be included. The grid is divided into five columns:
Magic: Customer record number
Customer: Customer's name
Vehicle: Associated vehicle record number
Description: Vehicle description
Rejection reason: Reason why the new call will not be created
If the Reports in Campaigns function is installed, you can run a campaign using reports and enquiries. You first need to create your own reports to select exactly which customers you want to reach with your campaigns.
To run a campaign in Reports and Enquiries:
Either open an existing campaign or create a new one.
Note: Entries in the Customer and Vehicle fields filter the customers and vehicles found by your report. The Vehicle section is enabled depending on the Contact you have selected on the Main tab.
If installed, there is an option on the CRM Campaign form Selection menu called Select a report and an additional toolbar button on the form called Reports.
Click the Reports toolbar button or select the Select a Report menu option.
The Reports form is displayed with a list of reports that employ the export definition specified in the Generic CRM parameters program.
Click a report to highlight it and click OK to initiate the Campaigns program and run the report.
The results of your report are displayed in the Customers tab and Ignored Customers tab on the CRM Campaign form. Your report updates the Matches and Selected fields in the Status group on the Main tab of the form.
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