This form is displayed when you select the Campaigns option from the CRM Reports & Enquiries Menu. The Campaigns form enables you to send correspondence to Customers (individuals) who satisfy chosen criteria.
When you first take the Campaigns option you are presented with the campaign form, from which you can take one of three options. These are:
What do you want to do?
If you want to open an existing campaign, take the open option either from the menu bar or from the icon. Your are presented with the open campaign form which provides a grid displaying the existing campaigns on the system and methods of searching for and selecting the campaign you want to open.
The grid headings are:
| Grid Heading | Description |
| Type | This indicates the output type for the campaign shown with both an icon and a description. |
| For | This is the CRM record type used as the basis of the campaign. |
| Summary | This is a brief description of the criteria used to select the records. |
| Company | The CRM company number where the campaign was originally created. |
| Branch | The branches where the campaign is available for use. |
There are several ways of searching for the campaign you want to open:
Shortcut icons: On the left-hand side of the open campaign form there are four icons representing the output typea for a campaign. These icons mirror the icons seen in the campaign grid.
By clicking the icon you are able to change the campaign types listed in the grid. The selected type is highlighted in grey. Each selected icon match a campaign whose output type is listed in the grid. The icons used are:
| Icon | Description |
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All campaign types |
 |
Letter type campaigns |
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E-mail type campaigns |
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SMS type campaigns |
Word search: The field labelled search enables you to preform a word search on the list displayed in the grid. You can use either a key word contained in the campaign description or the full description of the campaign. Once you have typed in your search criteria you should press the RETURN key to start the search. Once found the 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 repeatedly pressing the RETURN key.
Sort by date or name There are two icon buttons at the top of the table which enable you to sort the saved campaigns by name or by the creation date.
The icons are:
| Icon | Function |
 |
Sort by date |
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Sort by name |
After finding the campaign you require in the list you can select it by clicking it. This highlights it in blue and enables the open button and the delete 
icon at the top of the grid
If you click the open button the campaign is loaded and you have access to the full functionality of the campaigns form as described below. If the delete option is taken you are asked to confirm that this is what you want to do and only on confirmation will the campaign be deleted from the system.
When the new option is taken the campaign form opens, enabling you to create a new campaign. This is the same form that is displayed if you open an existing campaign.
The form has four tabs:
The Main tab is split into four areas each of which is dedicated to a different aspect of the campaign. These areas are:
The campaign details contains fields which provide the campaign with its unique identity.
Summary: Enter a summary description of the CRM campaign up to 30 characters.
Short name: Enter an upper case short name for the CRM campaign of up to 8 alpha characters. These must be unique and will be used when searching for campaign alphabetically.
Description: Enter a full description of the CRM campaign. You may wish to include its objectives, or a brief description of the selection criteria. This can be up to 31 lines long.
Owner: The Sales executive responsible for the campaign. This defaults to your user id when creating a new campaign. Use the drop-down 
to view/select the correct user id.
Campaign type: This enables you to select the campaign output type. The drop-down enables you to view/select the correct output types. There is a choice of three output types, which are:
L (Letter): This enables the output to be sent by Letters
E (E-mail) : This enables the output to be sent to the selected Customers by E-mail
S (SMS) : This enables the output to be sent by SMS text message to a mobile telephone.
Note: The use of SMS and E-mail output type 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: The KPrint form is the identity of the form used to print the letter if you are printing to KPrinters. This may default in as you open the new campaign form.
Branch: Enables you to select the branch which will be included in the campaign. The drop-down enables you to select all branches or the specific branch you require. The branches available for selection will depend on your user setup.
On behalf of: This enables you to select the department that the campaign is being run for. Again a drop-down menu enables you to select the appropriate department.
Include all Customers: This 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 a Customer has a mailing type of E-mail but otherwise matches the selection criteria for the campaign then ticking 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 them the same letter again.
Contact: Select the Contact code for the campaign. The drop-down facility can be used to select the most appropriate contact code for the campaign you are going to run. For each letter, E-mail or SMS that is sent, a contact will be created in the contact history for the Customer.
Tip:If the contact code you want to use is not displayed you must create it in contact type codes from the tool bar options, but the campaign will have to be saved before this become available. It is also necessary to remember that if the campaign you are going to run is a vehicle based campaign 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 area of the Main Tab become active only after the Customers have been identified for the campaign.
Matches: Number of Customers identified in the Customers tab
Selected: Date whent the Customers were selected using the selection criteria set in the Selection tab or from running an adhoc report
Printed: Last date when the Campaign letter, as seen in the Letter tab, was printed for all the associated Customers
SMS Campaign cost: Total cost of an SMS campaign. Population of this field depends on the SMS message cost being populated in System parameters.
Note: the identity of this tab changes according to the campaign type that has been selected on the main tab. For example, if you have selected to write an SMS type campaign then this tab will read SMS.
The letter option provides a basic word processing utility, including standard facilities like word-wrap, cut and paste, bold, italic, underline and fonts. In addition, data fields can be inserted anywhere in the text of your letter in such a way that when the letter is printed, the contents of the fields will be included, such as vehicle descriptions and registration numbers. However, if the field on the relevant Customer or vehicle record is blank the field is left blank on the letter. These fields are pulled from the Files option listed on the left of the letter screen. Double-click the field required and the field is pasted into the letter screen on the right-hand side. The vehicle fields will not be available to use unless the campaign is vehicle-based. Input text of letter as required.
SMS
If the campaign type selected is SMS you will have all the same functionality as if you were running a letters campaign. The basic word processing functions are exactly the same. However, the length of the message is restricted to 200 characters. The fields options are still available and selected by double-clicking the field name, which enters it into the message text.
If the campaign type you have selected is E-mail then the name of this tab changes accordingly. The message is constructed in the same way as if you were writing a letter. All the basic word processing functions are still available, and you are still able to select fields to enter into the text.
Columns from the customer, vehicle and company tables are available for addition to the letter text. In addition to this there are some standard derived fields to choose from.
Note: The vehicle and company columns are only available if the appropriate check boxes have been ticked on the selection tab
The selection is done either via a basic campaign enquiry or an advanced enquiry via adhoc (see related topics). The basic selection facility merges the Customer and company or the vehicle, Customer and company files where appropriate, and gives a limited amount of fields to select on, such as Branch, Source of business, Franchise and Model.
BUTTONS:
Branch: The field will have defaulted to the location(s) selected in the Main tab Location field. When the button is clicked a Branches form is displayed. Toggle the branches that you want the Customers to be selected from and click OK once a selection has been made.
Position: This field is blank until a selection has been made from the form available when the button is clicked. Toggle the job positions that you want to restrict the selection to and click OK. These will then be entered automatically into the field.
Business type: This field is blank until a selection has been made from the form available when the button is clicked. Business types can then be selected from the form.
Source of business: This button displays a list of Source of business codes used on the system. Toggle which are best suited to the campaign you are currently working on and click OK.
Customer type: This field is blank until a selection has been made from the form available when the Customer Type button is clicked. Toggle the Customer type(s) that you want to restrict the selection to and click OK.
MASKS:
Postcode mask: Enter a Postcode mask to limit the campaign to a restricted area. For example if RG was entered in the Postcode status field then 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.
TICK 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, then tick this box.
Only include customer who are linked to a company: This forces the system to make sure that the customer record is linked to a valid company before adding them to the customers tab. Ticking this box also makes the company columns available to select and add to the letter text.
Vehicle: From the Selection tab you are also able to make selections from the vehicle file if the campaign your are running is a vehicle-based campaign. The vehicle field is available only if the contact code you have selected has the Vehicle inclusion Y/N field set to Y. If this is the case the vehicle field will be available and can be either marked on or off. When it is selected you will have access to the buttons and radio buttons on the vehicle area of the Selection tab.
BUTTONS:
Note: On the vehicle button options you will only be allowed to select one option from the lists that you are offered.
Franchise: This field is blank until a selection has been made from the form available when the button is pressed. Select the franchise that you want to restrict the selection to and click OK.
Model: The model code button isenabled only if you have chosen a franchise. Clicking the button enables you to select the model that you want to restrict the selection to. On pressing OK the selected model is entered into the field.
Variant: The Variant field button is available once you have selected the Model. This field is blank until a selection has been made from the form available when the button is pressed. Toggle the Variant that you want to restrict the selection to and press OK when you are happy with your selection.
Date: This field enables you to include a Date field from the vehicle record, for example Delivery date. The field is blank until a selection has been made from the form available when the button is pressed. You can toggle only one option from this form. After selecting the field the Between: and and: fields are enabled and you can enter the date range.
RADIO BUTTONS:
Ownership: Select one of the following:
Private: When this radio button is selected only Customers attached to a vehicle which 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 will be selected if the vehicle and the Customer comply to other criteria set out regardless of the ownership of the vehicle
Attention: Select one of the following:
Driver: This radio button relates to the Driver/Customer link on the vehicle record in CRM record maintenance. It is this Customer that will be selected once the selection is processed.
Owner: This radio button relates to the Sales Customer link on the vehicle record in CRM record maintenance. It is this Customer that will be selected once the selection is processed.
Service: This radio button relates to the Aftersales Customer link on the vehicle record in CRM record maintenance. It is this Customer that will be selected once the selection is processed.
When the selection criteria has been entered use the Process button on the tool bar (or take the selection/process option from the menu bar) to continue.
This displays a list of all the Customers that meet the criteria set in the Selection tab. On this tab are displayed:
Number: Customer record number for the record held in CRM
Name: Customer name from the Customers record
Address: Customer address from the record in CRM
Note: The address column changes to the Customer's mobile number for SMS campaigns and to the E-mail address for the E-mail campaigns.
Delete: This gives the opportunity for further data cleansing before the letters are printed. To remove the Customer from the list simply put a tick in the delete column by clicking the cell. The same process can be adopted if the campaign type selected is E-mail or SMS messages.
Tip: From the Customers tab you are also able to drill down into the Customers record in record Maintenance to amend the Customer record. This is done by double-clicking the Customer record.
This displays details of any Customers that matched the selection criteria but have been automatically removed from the active Customers list.
Number: Customer number for the record in CRM
Name: Customers title, initials and surname from the Customer record
Address: Customer address from the Customer record
Note: The address column changes to the Customers mobile number for SMS campaigns and to the E-mail address for the E-mail campaigns.
Reason: Reason for the Customer being rejected. Several reasons are displayed.
No Valid Department: Indicates that the Customer does not have the relevant Department as dictated 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 field has been ticked on the Main tab. It indicates that the No Mail flag 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 on the Customer
Mobile number TPS protected: Displayed when the campaign type is SMS and the TPS flag is ticked against the Mobile phone number on the Customer record
No Email address: Displayed when the campaign type is Email and there is no email address on the Customer record
Email address TPS protected: Displayed when the campaign type is Email and the TPS flag is ticked on the Email address on the Customer record
Tip: From the ignored Customers tab it is also possible to drill into the Customers to amend them and add them to the active list. These options are available if you right-click the required line on the grid.
Below is a list of items found on the Menu Bar with a link to the description available.
File |
Edit |
Selection |
Tools |
These options on the Menu Bar have no icon on the Toolbar. All items on the tool bar are found in the next section.
Copy: Enables you to copy a whole campaign
Paste: Enables you to paste a copied campaign in to a new blank template
Print Menu: The options found in the print menu from the menu bar varies according to what you have selected as the campaign type on the main tab.
Letters type options
Print via Kprint Queue: This option is not available if you do not have Kprint set up on your system. This prints the letters via the kprint printer and includes any letterheads included in the kprint formats.
Print letter via client (windows) printer: When this option is selected the system enables you to print letters on a printer that windows recognises. This can be either a local printer or a network printer.
Print dot matrix labels: This allows you to print the selected Customers names and addresses on to dot matrix lables. When you select this you will be asked for information regarding the labels which must be filled in if the names and addresses are to print correctly positioned on the labels. This option also requires that you have a dot matrix printer.
Test Print: This 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.
SMS type options
Send SMS: Enables you to send the SMS message on the SMS tab to the selected Customers
Test SMS: Enables you to send a test SMS
E-Mail type options
Send E-mails: Enables you to send the E-mail messages to the selected Customers
Test E-mail: Enablews you to send a test E-mail
Icon |
Option |
Description |
 |
Load |
or choose File/Load from the menu bar. This will bring up the Search grid to allow you to open an existing campaign. |
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Reload Campaign |
or choose File/Reload from the menu bar. This allows you to reload a campaign that has just been saved or the letters printed. |
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Create A New Campaign |
or choose File/New from the menu bar. This option will open a new campaign form. |
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Save |
or choose File/save from the menu bar. This allows you to save the campaign you have been working on. |
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Close |
or choose File/close from the menu bar. This allows you to close the current campaign. If you are working on a new campaign which has not yet been saved you will prompted to save the form first. |
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Print Letters |
or choose File/Print. This gives you the option to print the letters for you campaign and is only available if the Campaign type is letters and will print to the windows printer on your PC. |
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Print Dot Matrix Labels |
or choose File/Print/Print Dot Matrix Labels from the menu bar. This allows you to print labels via a dot matrix printer. |
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Print Test Letter/SMS/E-mail |
or choose File/Print/Print Test Letter from the menu bar. This option allows you to print a test letter. This enables you to make sure the text of the letter is correctly aligned before printing the whole batch. If the campaign type is not letters this option will still allow you to test either the SMS text message or the E-mail before the whole batch goes out. |
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Exit |
or choose File/Exit from the tool bar. This allows you to exit from the campaigns form and return to the Reports and Enquiries menu. |
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Delete |
or choose Edit/Delete from the menu bar. This allows you to delete the campaign you are in. |
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Process |
or choose selection/process from the menu bar. This allows you to process the selection criteria set out on the Selection tab. This will display the Customers tab with the selected Customers. |
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Advanced |
or Choose Selection/Advanced from the menu bar. This allows you to create and run more advanced reports than possible in the selection tab. Taking the advanced option will lead you to another menu where you can select which file you want to use as the prime file for the adhoc enquiry. The options will change depending on whether you are running a vehicle or Customer campaign. The link below will take you to further explanations of the choices offered at this point.Advanced Options |
|
Reports |
or Choose Selection/Select a Report from the menu bar to open the Select a Report form. See Running a campaign in Reports and Enquiries. |
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Create Contact Type |
or choose Tools/Create Contact Type from the menu bar. This allows you to create a new contact code for the campaign you are going to set up. |
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Market Analysis |
or choose Tools/Market Analysis from the menu bar. This allows you to see the sales analysis on the Customers selected for the campaign. This will allow you to load the campaign in six months time and see how effective the campaign was for those Customers. How ever for this to be seen Sales analysis needs to be set up. Please contact Autoline Support or your system administrator to see if this has been done. |
| Generate call list | Enables you to create a customer contact management call list.selecting this option opens the Generate contact management call list form |
Customers: Taking this option enables you to run an adhoc report using selection criteria from the Customer and Company records held in Record maintenance. Company details will affect the selection process only if the system recognises that the is a company link for a Customer record that fits any Customer-based selection criteria.
Customers selection by location: Taking this option enables you to run an adhoc report using selection criteria from the Department, Customer and Company records.This enables you direct access to the customer file. The location for customers and their related company are available for your enquiry.
Customer --> Tarud: This option enables you to run an adhoc report which includes detail from Customer user defined screens. Customer user-defined forms may have been created on your system at your companies request, and will be unique to your system.
Customer --> Extra: This option enables you to run an adhoc report using selection criteria using fields contained in the Customer, Customer Extra Details and Company records.
Customer --> Comud: This option enables you to run an adhoc report using fields selected from the Customer, Company User defined and company records.
By contact selection: This option enables you to run an adhoc report down the contact history file. You will be able to base your selection criteria on the fields contained in the Contact History, Customer, Company and Vehicle records.
By contact selection with archive: This option allows you to run an adhoc report down the contact history file and the contact history archive.
Customers selection by location: Taking this option enables you to run an adhoc 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.
Customer --> Comud: This option enables you to run an adhoc report using fields selected from the Customer, Company User defined and company records.
Vehicles --> Driver: This option 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 adhoc any selection criteria based on details on the Customer record will be checked against the Customer on the vehicles driver link.
Vehicles --> Owner: This option 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 adhoc any selection criteria based on details on the Customer record will be checked against the Customer on the vehicles owner link.
Vehicles --> Vehud: This option enables you to run an adhoc report on fields contained in the Vehicle, Vehicle User Defined and Customer records.
Vehicles --> Service: This option 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 adhoc, any selection criteria based on details on the Customer record will be checked against the Customer on the vehicle aftersales link.
By contact selection: This option enables you to run an ad hoc report down the contact history file. You will be able to base your selection criteria on the fields contained in the Contact History, Customer, Company and Vehicle records.
Service history: This option 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.
Tip:You can also use the following Shortcut keys:
This form enables you to select the essential information required by the Customer contact management system to allow use and further management of the call list. As with most forms on the Autoline system there are several areas which need additional explanation.
There are five fields on this form which should be completed. These are:
Description: Enables entry of a descriptive name for the call list
Associated script: Three-character identifier for the script to be used to perform the calls. Manual entry will be validated by the system or the script can be selected form the list displayed when the drop-down
Call priority: Priority of the call list. It can be typed in or selected from the drop-down
Date range from: Date the call list will be available from
To: Date the call list is available until
There are three radio buttons which determine the 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 will be opened. This form consists of a grid which displays the details of the records which will not be included. The grid is divided into five columns. These are:
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:
Select CRM > Reports & enquiries > Campaigns > Selection toolbar option.
The CRM Campaign form is displayed.
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 Selection menu called Select a report and an additional toolbar icon called Reports.
Click the Reports toolbar icon or 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 and Ignored customers tab. Your report updates the Matches and Selected fields in the Status section.
