Creating and Managing List Communications – Web Client Help Center

Application Security: Marketing.Communication

List Communication serves as the focal point for an association's marketing efforts and the dissemination of communication. Here, you can process a new list and then initiate a contact.

The combination of designating a marketing list and initiating a contact through the List Communications pages automatically creates a Key Code.

A key code facilitates the capture of information at the order level and the tracking of specific promotional mailings, such as catalogues or brochures, to specific lists at multiple times. The key code ties in with the list code and market code and is imperative to tracking responses and orders through Contact Tracking and Order Entry, respectively. Although it is not required, Personify recommends further connecting a specific market code with your list communication in order to receive a more detailed analysis of the marketing strategy.

By mixing and matching your list codes and market codes to create unique key codes and then analyzing each key code under various restraints, you can determine the optimal marketing mix (in essence, the key code) to attain your marketing goals.

To process a new list:

From Marketing Central or the left navigation, select Manage List Communication.
The Manage List Communication page displays, as shown below.
Select +New List Communication.
The Add List Communication page displays, as shown below.
From the List Information section, perform the following:
1. Edit the system generated Key Code, if necessary.
2. Search for and select the List Code to select a list from the database.
3. If you are creating a list that is marketing-related, search for and select the Market Code to select a market code from the database.
4. By default, the logged in user is assigned to this list. If necessary, select a different user to assign to this list from the Assigned To drop-down.
5. The Communication Description defaults to “Key Code” + [Key Code]. If necessary, change this description.
6. If necessary, select the Subsystem to which this list applies from the drop-down.
  For example, the Exhibition subsystem may involve the necessary contact of individuals or other companies in a marketing effort to advertise information about an upcoming association exhibition.
7. The Department populates automatically based on the List Code selection.
8. If you want to Exclude Customers who have requested “Do Not Call” Status, set the toggle to YES.
From the Communication Output section, perform the following:
1. From the Select Communication Mode drop-down, select if you want to send using customers’ preferred type of communication (Preferred) or based on the your organization’s preference (Priority).
2. Set the priority next to the priority methods (Email and Mail) in the order you want them to be sent.
  
  Even if you have selected to use the customer’s preferred method of communication, you should determine an order for subsequent methods of communication, to account for those users who have not specified a preferred means of contact.
From the Communication Type section, perform the following:
1. Select the Email Template.
2. Enter the sender’s name and email address in the Sender’s Email and Sender’s Name fields.
3. Select the Letter/Label Template.
4. If the communication is a label, select the Label Format from the drop-down.
From the Recipient Communication History section, perform the following:
1. To create a contact tracking history of this communication, perform the following:
  1. Set the Create Contact Tracking toggle to YES.
  2. If necessary, select the Call Topic of the contact tracking record to be created from the drop-down.
  3. If necessary, select the Subject of the contact tracking record to be created from the drop-down.
2. To create a fundraising appeal activity of this communication, perform the following:
  1. Set the Create Fundraising Appeal Activity toggle to YES.
  2. Select an Appeal from the drop-down.
  3. Select the Appeal Type from the drop-down.
  4. If necessary, select a Campaign from the drop-down.
  5. If necessary, select a Fund from the drop-down.
Select Generate Communication.
The system runs the MKT800 batch process.

Screen Element	Description
Key Code	Text field. The system generates a key code that identifies this specific communication. The key code represents a combination of list code (which identifies who received the communication) and the market code (which identifies the content of the communication). You can change this code to be more applicable to your organization.
List Code	Search field. Before a communication can be sent to customers, you must select the marketing list. This is a required field.
Market Code	Search field. When used, a market code identifies the content of the communication being sent to customers on the selected marketing list. This field is not required, but if the communication is marketing-related, it is recommended that a Market Code be assigned so that you can analyze the effectiveness of the selected set of customers and track the marketing message. If the communication is not a solicitation, a market code should not be assigned.
Assigned To	Drop-down. This field defaults to the currently logged in user. You can open the drop-down to display a list of users to assign the list communication to.
Communication Description	Text field. Enter a description for this list communication in this field.
Subsystem	Drop-down. This field allows you to assign a subsystem to the communication to help categorize all your lists. If your organization creates many list communications, selecting a value for subsystem will help you keep these lists organized. This field is optional.
Department	Read-only. This field allows you to categorize your communication by department. If your organization creates many list communications, selecting a value for department will help you keep these lists organized. This field is optional and will default based on the List Code selected. Values are populated based on the non-fixed codes defined for the MKT "DEPARTMENT" system type.
Exclude Customers who have requested "Do Not Call" Status	Toggle. You can define your communication to generate a data file, which can generate a call list with customer names and phone numbers. If this is the case, set this toggle to YES to exclude those customers who requested to be put on the “Do Not Call” registry.
Communication Output
Select Communication Mode	Drop-down. Communications can be sent to the customers on a marketing list based on either the customer's preferred method of communication (Preferred) or based on the user's preferred method of communication (Priority). If "preferred" is selected, specify the priority order to be used to select a communication method for customers who have indicated their preferred method of communication. Values in the drop-down are populated based on the fixed codes defined for the MKT "SEND_MODE" system type.
Priority (Email, Mail)	Number field. Select the priority order for communication methods.
Communication Type
Email Template	Search field. Search for and select a predefined email template. This field must be populated in order for a customer whose preferred method is email to receive your communication.
Sender's Email	Text field. Enter the email address you want to display as the return address.
Sender's Name	Text field. Enter the name you want to appear as the sender.
Letter/Label Template	Search field. Search for and select a predefined letter template. This field must be populated in order for a customer whose preferred method is mail to receive your communication.
Label Format	Drop-down. Select a predefined label format. The formats include various labels, address labels, return address labels, etc. This field must be populated in order for a customer whose preferred method is mail to receive your communication.
Recipient Communication History
Create Contact Tracking?	Toggle. To create a contact tracking record for each customer on the marketing list, set this toggle to YES, then select a topic and optional subtopic. By design, if this toggle is set to YES, the Resolved toggle will be set to NO for contact tracking record(s) that are created. For contact tracking records created via MKT800, the system will default the Person Contacted to the Last_First Name of the customer on the record.
Call Topic	Drop-down. Select a call topic to assign to the list communication. Values in the drop-down are populated based on the non-fixed codes defined for the MRM “CALL_TOPIC” system type.
Subject	Drop-down. Select a subject for the list communication. Values in the drop-down are populated based on the subcodes defined for the non-fixed codes defined for the MRM “CALL_TOPIC” system type.
Create Fundraising Appeal Activity?	Toggle. To create a fundraising appeal activity record for each customer on the marketing list, set this toggle to YES and select a fund or campaign and an appeal and appeal activity code.
Appeal	Drop-down. Select an appeal to assign the list communication. Options in the drop-down are populated based on the appeals defined. For more information, please see Defining Appeals.
Appeal Type	Drop-down. Select an appeal type to assign to the list communication. Values in the drop-down are populated based on the non-fixed codes defined for the FND “APPEAL_ACTIVITY” system type.
Campaign	Drop-down. Click the drop-down to select a campaign to assign to the list communication. Options in the drop-down are populated based on the campaigns defined. For more information, please see Defining Campaigns.
Fund	Drop-down. Click the drop-down to select a campaign to assign to the list communication. Options in the drop-down are populated based on the funds defined. For more information, please see Defining Funds.