Purpose

These are the components needed to allow users to perform mass email sends out of Marketing Cloud. Your Contacts will need to be created in Salesforce along with Subscription Center entries to allow opt-in/opt-out.

Submit a Service Hub

If you are interested in setting up a list of Contacts to be used to send mass emails out of Marketing Cloud, please submit a Service Hub request. Mention in the Service Hub that the request is to be directed to connectUNI/Salesforce. 

Definitions

1. Salesforce/ConnectUNI - System that houses your Contacts and their demographic data. 

2. Marketing Cloud - Mass email sending system.

3. FormAssembly - Used to create online forms that can be embedded into Drupal web pages. Data entered into the form is sent to Salesforce.

4. Search/Match - Custom system that scans new, incoming contact data to determine if the Contact already exists or a new Contact needs to be created.

Requirements

Contacts in Salesforce

The people you will be emailing must be created as Contacts in Salesforce. We must have at a minimum First Name, Last Name and Email Address for each Contact. Any other identifying information (address, phone, etc) is extremely helpful to prevent the creation of duplicate records in Salesforce. 

Contacts will need to contain the following:

• First Name

• Last Name

• Email Address

• Category - Your Category will be tied to your department and will identify the Contacts you may send to.

• Subscription Lists - These will be the Subscription Lists within your Category. Your Subscribers may belong to none, some or all of your Subscription Lists.

Category and Subscription Lists 

Each of your Contacts will need to contain information identifying them as belonging to your Category. If you need to sub-divide your Category, you will also need to determine Subscription Lists to assign to your Contacts. Examples could be you have Contacts who receive a monthly newsletter and Contacts who are invited to a quarterly meeting. If those Contacts are 2 distinct sub-groups you will need to assign the appropriate Subscription Lists to you Contacts. Contacts may be in 1 to many Subscription Lists.

Please be mindful of the number of Subscription Lists you wish to create. There should be enough to allow you to identify your sub-groups, but should also be meaningful to the Contacts when viewed in their Subscription Center. 

Examples:

Search/Match

All new, incoming contact data is processed through Search/Match prior to becoming a Contact in Salesforce. Search/Match uses a combination of Name, Email Address, Mailing Address and Phone(s) to determine if the Contact already exists or if a new Contact needs to be created. If multiple potential matches are found, the data is then manually reviewed and processed.

Subscription Center

All Contacts in Salesforce have a Subscription Center. This displays the Contact's subscriptions and allows them to subscribe and unsubscribe. When unsubscribed from a Subscription List within your Category, that Contact will be excluded from your group email sends in Marketing Cloud. 

The link to the Contact's personal Subscription Center will be included in the footer of emails sent out of Marketing Cloud.

Set Up from an Existing Email List

This would be an email list you use regularly and is known to have good, clean contact data.

Provide CSV File to Create Contacts in Salesforce

The file must contain at a minimum the following for each Contact to be created in Salesforce:

• First Name

• Last Name

• Email Address

• Category - This will be the Category for your Department or Office name. Ex: Admissions, Office of the President, Financial Aid, etc.

• Subscription Lists - A Contact may be in 1 or more Subscription Lists. Examples: XYZ Newsletter, ABC User Group, etc. If the Contact is to be in more than one Subscription List, they will appear in the file multiple times: once for each Subscription List. 

Search/Match and Contact Creation

The csv file is loaded to our processing area and run through Search/Match. When Search/Match processing is complete, the Contact is created/updated in Salesforce.

Marketing Cloud Email Sends

Shortly after the Contacts are created in Salesforce, they are available in Marketing Cloud. You will work with the Marketing Cloud Team to build your email content, identify the Contacts to send to and send the email.

You will create your content (email, newsletter, etc) in your usual manner, then share that content with the Marketing Cloud Team for upload to Marketing Cloud.

Setup for Large Groups of Emails of Unknown Status

Many departments have large groups of email addresses but do not know the current status of the email addresses or possibly which Subscription Lists those email addresses should be assigned to. We can do a one-time mass email send out of Marketing Cloud to determine which email addresses are still valid. Marketing Cloud has many tools to determine the status of email addresses once the mass email is sent. 

Users in these email sends would NOT yet be created in Salesforce and would NOT have a Subscription Center. 

• The users will have the option to opt-out of email. It will be stored as a hard opt-out in Marketing Cloud.

• In the email blast message, we would like you to include a link to a FormAssembly form where the users will self-identify and provide additional demographic information as appropriate (Name, Email Address, Mailing Address, Phone(s)). In this form you would also ask the users to identify which Subscription Lists they would like to be included in. Example: Monthly newsletter, Quarterly Group Meeting.

• The form data will then be sent to Salesforce for Search/Match processing and Contact, Subscription Center creation/update.

Determine Category and Subscription Lists

This requires the same steps are in the Category and Subscription Lists section above.

Creation of FormAssembly Data Collection Form

You will identify the data you would like to collect, including the Subscription Lists. Once that is complete, the Salesforce Team will create the form and provide the URL for you to embed in your web site on Drupal.

Form data will be automatically sent to Salesforce for Search/Match processing and Contact, Subscription Center creation/update.

Your staff will also use this form to enter new users. Staff will update existing users directly in Salesforce. 

Email Blast Report

Following the Email Blast, the Marketing Cloud team will provide a report on the send results.