Run Automated Marketing Campaigns

Run Automated Marketing Campaigns

Create automated marketing workflows to nurture prospective students through email sequences.

Time: 15–30 minutes per campaign setup Module: Automated Marketing Permissions: Automated Marketing Users

---

Prerequisites

• Email server configured
• Contact lists prepared
• Email templates created
• UTM tracking configured
• Access to Marketing menu

---

Overview

The Automated Marketing system enables:

• Multi-step email campaigns
• Trigger-based automation
• Participant tracking
• Activity sequencing
• Performance analytics
• A/B testing capabilities
• UTM campaign tracking

---

Campaign Workflow

Define Campaign
       ↓
Add Activities (Emails/Actions)
       ↓
Set Triggers & Timing
       ↓
Add Participants
       ↓
Launch Campaign
       ↓
Monitor & Optimize

State	Description
Draft	Campaign being designed
Running	Active and sending
Stopped	Paused campaign
Completed	All activities finished

---

Steps

1. Create Marketing Campaign

1. Navigate to Marketing → Campaigns
2. Click New
3. Configure campaign basics:

Field	Action
Name	Campaign name
Model	Target model (Contacts/Leads)
Unique Field	Deduplication field
Filter	Target audience criteria
UTM Campaign	Tracking campaign

4. Click Save

2. Define Target Audience

Set filters for participants:

1. In campaign record
2. Configure Filter domain:

Example Filters:

# Prospective students interested in Engineering
[('interest', '=', 'engineering'), ('state', '=', 'prospect')]

# Parents from specific region
[('country_id', '=', 'US'), ('is_parent', '=', True)]

# Leads from website
[('source_id.name', '=', 'Website')]

3. Add Marketing Activities

Create campaign steps:

1. Navigate to Activities tab
2. Click Add an Activity
3. Configure activity:

Field	Action
Activity Type	Email/Server Action
Mailing Type	Email type
Marketing Template	Select email template
Send After	Delay interval
Applied Filter	Additional conditions

4. Add multiple activities for sequence

4. Design Email Templates

Create compelling emails:

1. Navigate to Email Marketing → Templates
2. Click New
3. Design template:

Field	Action
Subject	Email subject line
Body	Email content (HTML)
From	Sender address

4. Use merge fields:
   • ${object.name} - Recipient name
   • ${object.email} - Email address
   • Custom fields as needed

5. Set Activity Timing

Configure when activities trigger:

Timing Option	Description
Immediately	Right after previous
Hours	X hours after
Days	X days after
Weeks	X weeks after

Example Sequence:

Day 0: Welcome email
Day 3: Program information
Day 7: Success stories
Day 14: Application reminder
Day 21: Final call

6. Launch Campaign

Start the campaign:

1. Review all settings
2. Verify activities
3. Click Start
4. Campaign begins processing

7. Add Test Participants

Test before full launch:

1. Navigate to Participants tab
2. Click Add
3. Add test contacts
4. Mark as Test Record
5. Run test sequence

8. Monitor Campaign Performance

Track results:

1. Open campaign
2. View metrics:

Metric	Description
Participants	Total in campaign
Emails Sent	Messages delivered
Opens	Email open rate
Clicks	Link click rate
Conversions	Goal completions

3. Analyze per-activity stats

9. Optimize Campaigns

Improve performance:

1. Review activity metrics

2. Identify low performers

3. A/B test alternatives:

   • Subject lines
   • Send times
   • Content variations

4. Adjust and retest

---

Field Reference

Marketing Campaign (marketing.campaign)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Campaign name
UTM Campaign	utm_campaign_id	Many2one	Yes	Tracking
Model	model_id	Many2one	Yes	Target model
Unique Field	unique_field_id	Many2one	No	Dedup field
Filter	domain	Char	No	Audience filter
Activities	marketing_activity_ids	One2many	No	Campaign steps
State	state	Selection	No	Campaign status
Active	active	Boolean	No	Active flag

Marketing Activity (marketing.activity)

Field	Technical Name	Type	Required	Description
Activity Type	activity_type	Selection	Yes	Email/Action
Mailing Type	mailing_type	Selection	No	Email type
Campaign	campaign_id	Many2one	Yes	Parent campaign
Template	mass_mailing_id	Many2one	No	Email template
UTM Source	utm_source_id	Many2one	Yes	Tracking source
Filter	domain	Char	No	Activity filter
Interval	interval_number	Integer	No	Timing delay

Marketing Participant (marketing.participant)

Field	Technical Name	Type	Required	Description
Campaign	campaign_id	Many2one	Yes	Parent campaign
Model	model_id	Many2one	No	Record model
Record	resource_ref	Reference	No	Target record
Record ID	res_id	Integer	No	Record ID
State	state	Selection	Yes	Participant state
Is Test	is_test	Boolean	No	Test flag
Traces	trace_ids	One2many	No	Activity history

---

Views Available

View	Features
List	All campaigns
Form	Campaign details
Kanban	Visual cards
Graph	Performance charts

Campaign Dashboard

Marketers see:

• Active campaigns
• Total participants
• Email performance
• Conversion rates

---

Campaign Templates

Admission Nurture

Campaign: Fall Admission 2024
Target: Prospective Students

Day 0: Welcome + Program Overview
Day 3: Campus Life Video
Day 7: Student Testimonials
Day 10: Financial Aid Info
Day 14: Application Guide
Day 21: Deadline Reminder

Parent Engagement

Campaign: Parent Information Series
Target: Parents of Prospects

Day 0: Welcome from Dean
Day 5: Academic Excellence
Day 10: Career Outcomes
Day 15: Visit Invitation

---

Troubleshooting

Issue	Cause	Solution
Emails not sending	Server issue	Check email config
Low open rates	Poor subject	A/B test subjects
No participants	Filter too strict	Widen criteria
Campaign stuck	Processing error	Check logs
Duplicates	No unique field	Set dedup field

---

Best Practices

1. Segment audiences: Target specific groups
2. Personalize content: Use merge fields
3. Test thoroughly: Run test sequences
4. Monitor regularly: Check performance daily
5. Optimize timing: Find best send times
6. Clean lists: Remove bounces/unsubscribes
7. Comply with laws: Follow email regulations

---

Security Notes

Role	Capabilities
Marketing Manager	Full CRUD, all campaigns
Marketing User	Create and run campaigns
Viewer	View reports only

---

Integration Features

CRM Integration

• Lead nurturing
• Conversion tracking
• Pipeline sync

Admission Integration

• Prospect engagement
• Application reminders
• Enrollment campaigns

Email Integration

• Template library
• Delivery tracking
• Bounce handling

---

Reports

Report	Description
Campaign Performance	Overall metrics
Activity Analysis	Per-step stats
Participant Journey	Individual tracking
Conversion Funnel	Goal completion

---

Related Tasks

• Configure Email
• Manage CRM
• Process Admissions