Overview
This article covers the testing and sending processes for DealCloud.
Contents
Test Email
Test Email or Test Page, allows you to test emails and landing pages by previewing them in your browser as a contact would see them, or sending yourself a copy of an email as any of your contacts will see it.
- From the Select an instance drop-down select DealCloud
- From the Select a folder from the drop down select the desired Marketing List
- Once selected the contacts from that list are displayed in the lower part of the window place a check mark beside the required contact then click Preview
The email or Landing Page is displayed in a separate tab and can be tested as the client would use it.
Note: This test does not use your CRM or list contact information (so a prefilled form will not show up as prefilled), nor will it write back any information to the CRM or list. It allows you to test all the internal links in your campaign.
Importing your data
In DealCloud, Contacts can be held in Campaigns which are associated to Lists for the purposes of email.
- Go to the Liststab and EmailLists to find the list you wish to use.
In this example I will use Penny Test List.
Uploading a DealCloud list to Vuture
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.
- 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, select DealCloud.
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.
Note: If it does not populate, click on Refresh from CRM.
Prefilled and Blank forms are created. The form fields you can use in the DealCloud Phase One 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 | Describe the Contact. They 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 | Are Contact-specific additional information fields. The Contact Fields are: |
| Global Unsubscribe
Undelivered Email
Consent Status | Email type OptOut
Business Phone |
Email Subscriber 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 Vuture 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. 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 is fine).
The Email Form To, the Thank You Page and the Form Data Options are the same as 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 Vuture Prefilled form will update an existing contact.
The Vuture 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.
Sending a Sample Email Using a DealCloud List
Sending an email using 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.
The content of the fields you need to complete are on the first tab at the top. Enter the:
From: address
Subject
Reply To: address, and
cc or bcc (if using)
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 drop-down and click on the link to Refresh the List.
Note: Refresh “This” List fetches the latest state of the data from DealCloud and pulls it into Vuture. Changes made in DealCloud will not automatically be shown until the Email list is Refreshed.
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. If you do not click on Load Full List, the complete list will still be emailed.
Click on Send Email at the top right of the page to do the send, as before.
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.
Sending the Live Email - DealCloud
If you used Send Sample email it is recommended that you delete the sample send before you send the ‘live’ email, to remove any statistics which might otherwise skew your results on click-throughs/ emails opened reports etc.
Sending the live email follows the same procedure as sending the Sample email with one difference, the email is moved from the Compose Email folder to the Monthly Sent Items folder.
Note: If you have been using a Sample Marketing List for testing, you will need to replace the RSVP fields in your RSVP Prefill and RSVP Blank forms to ensure they are pointing to the correct Marketing List and re-publish them.
The email no longer appears in the Compose Email folder as it has been moved to the sent items folder, created with the Month and Year it was sent.
Creating follow up Emails using Filters
Filters are used to send an email to part of your list. For example, to resend an invitation to everyone who has not yet replied, or to send a confirmation to everyone who has replied Accept. You can copy the Invitation email once it has been tested and rename and reword it to create a Reminder to Register email, a Last Chance to Register or an Event Reminder email It is recommended that you remove the RSVP buttons from Event Reminders, to prevent contacts from trying to register again.
To create a filter
- Prepare your mail for sending as if to the whole list
- Complete the Subject Line
- Complete the From field and select the relevant Mailing List and choose the Email Type
- To specify who on the original email should receive the Email Click new filter
- Clicking new filter will open the Filter create page
- Type the name for the filter using a clear explanation of what it does
Warning: Include the Campaign name at the beginning of the Filter name, as Filters are container based (unless you have a check box to select campaign based) to ensure the correct filter is selected that is pointing to the correct Marketing List.
- Complete the additional fields, picking the correct list, field and value as in the screen shot above.
- Click add on the right then click Filter at the bottom left of the screen
The example above is using the RSVP field to filter for anyone who has not yet submitted the RSVP Prefill or RSVP Blank forms with an RSVP of Yes.
