Overview
This is written for existing users of the Vuture platform and assumes previous knowledge of how to create a Form and an Email and send it out.
Contents
Process for Sending an Email
In DealCloud Contacts can be held in Campaigns which are associated to Lists for the purposes of email.
- Go to the Lists tab and Email Lists to find the list you wish to use.
In this example I will use Penny Test List.
Use the DealCloud functionality to add contacts or subscribers to the Email List.
Uploading a DealCloud list to Vuture
You will create an email in Vuture in the same way as with other CRMs or standalone. However, to use contact fields and custom fields on a Vuture Form (for example, to build an RSVP form for your event) you will first need to upload the DealCloud list to Vuture, using the Contacts module.
- Log in to Vuture’s platform and select the correct container and then the Contacts module.
You will be asked to choose between Vx and DealCloud as a data source.
Under the DealCloud selection there is another select box like this:
- Select the list you wish to use and click on Done, then Import List.
You will get a success message – Imported Lists, written in green, at the top right of your screen.
- You can now select the list under the Global Lists and this will populate the screen with individuals. If it does not populate the screen, click on Refresh from CRM and this will bring in the contacts.
You can now use this list to send an email from Vuture in the usual way.
When switching from using the Contacts Module as a standalone client to using DealCloud CRM as your data source, the functionality and the way the Forms operate is very similar. Prefilled and Blank forms are created in the same way as with the standalone Contacts module.
The form fields you can use in the DealCloud integration are those shown in the screen shot below in the list of Core Fields, the list of Contact Fields and those which have first been created in DealCloud Campaigns as Email Subscriber Fields.
Core Fields
They describe the Contact and are a standard set of fields which are always present for each Contact.
The Core Fields are:
First Name
Last Name
Company
Job Title
Email
Salutation
PostalCode
City
State
Country
Contact Fields
Contact Fields are Contact-specific additional information fields.
The Contact Fields are:
Global Unsubscribe
Undelivered Email
Consent Status
Email type OptOut
Business Phone
Email Subscriber Fields
These fields can be created by DealCloud users in the Campaigns. They are campaign-specific additional information fields.
The core set of Email Subscriber Fields are:
RSVP
Spouse RSVP
Dietary
Many other Email Subscriber fields can be created – for example, details of how a contact may be travelling to an event, hotel requirements, or which sessions they wish to sign up for at an event.
Note: If there is a field you need to track which is not available in the current integration, a workaround would be to create the field on your form as a Vx field only. Any information entered in that field by your contacts would not write back to DealCloud but would be stored in the Vuture database and made visible in the View Stats report.
Event RSVPs
RSVPs are available for each Campaign. Adding the RSVP field will give you an Accept/Decline option to use on your form for Events.
- In the Vuture form, in the Add a Field tab, click on the Select Instance drop down to select DealCloud.
- Then select from the list of Core Fields in DealCloud to build your form.
Unsubscribes
You will see the option to Unsubscribe given in the screen shot above. In the Vuture integration, you can Unsubscribe from All Mailings. You can also unsubscribe from only Invitations or Newsletters, or from other types of mailings.
These email types can be set up in DealCloud by adding a new email list type under DealCloud -> Lists -> Email List Types, and then configuring the field in the metadata manager tool in the suppression settings panel.
Note: This will be done for you by the Vuture team.
The Contact record will be updated with Bounced in DealCloud when a contact’s email address has bounced three times from a Vuture send. Bounces are recorded under the DealCloud -> Contact -> Undelivered Email field.
Under the Form Settings tab, you need to enter a form name (make this unique for each campaign, RSVP Prefilled and RSVP Blank). You may want to include the campaign name as this will be displayed when looking at future Forms Submitted reports.
The Email Form To, the Thank You Page and the Form Data Options are as before, when using the Contacts module.
- In Add Contacts to Folder, at the bottom of the list, select the list you are planning to use for the email. This will ensure that any new contacts are added to this list.
The RSVP Prefilled form will update an existing contact.
The RSVP Blank form, when the form is submitted it will create a new Contact. Vuture will use the regular duplicate look up for a new contact’s surname and email address. If a match is found, Vuture will update the existing contact. If a match is not found, a new contact will be created in the database.
Note about Duplicates: DealCloud has an option to either allow contacts with duplicate emails or not. If DealCloud is set to allow duplicates, there is a possibility that two contacts with the same email/last name will exist. In this case, the contact with the newest Update Date in the CRM will be updated. If DealCloud is set to not allow duplicates, and Vuture cannot match the contact by last name and email, there is a possibility that the update to DealCloud might be rejected when the CRM is called.
Once all fields are added and the field settings and form settings are complete you can Save the form and Publish. Alternatively add Notifications as previously, before saving and publishing.
Sending an Email Using a DealCloud List
Sending an email using DealCloud is slightly different to sending an email using a standalone list because the DealCloud integration only works with the latest version of the Vuture Send Email screen.
In your campaign, once fully built and tested and ready to go, select Send Email. The Send screen has two tabs – Email Setup and Email List.
On the first tab, Email Setup at the top enter the From: address, the Subject, Reply To: address, and whether or not you are using cc or bcc.
(The Images, Format and IP Address fields are for Vuture Admins only.)
Scroll down to see further fields at the foot of the first screen:
Select DealCloud in the External System drop down. Find the list you are using in the Email Lists dropdown and click on the link to Refresh the List.
Refresh the List fetches the latest state of the data from DealCloud and pulls it into Vuture.
Select the Email type – Invite, Newsletter, or as your firm has chosen to set up the types. This selection will influence the suppression lists which Vuture will apply.
You can schedule reports to go out automatically, to yourself or others, after the email is sent. You can put your email address in the box or others’ email address and select the number of days to elapse before reporting.
On the second tab, Email List:
You will see the name of the external system and of the email list, repeated.
The first 60 subscribers on your Email list will be displayed by default. This is fast to load and will be quicker than waiting for the page to refresh if you had thousands of contacts in your list. If you choose to, you can click on Load Full List to see the full list (the complete list is still emailed event, if you do not click on Load Full List).
Click Send Email at the top right of the page to do the send.
Note about Goes By field: This maps to a field in DealCloud called “IR Goes By” which is the same as any other contact field. There is a placeholder which maps to this field called {Goes By}. You can use this place holder in your emails instead of Dear {First Name} for example.
