Using Campaigns

Learning Team

Overview

Campaigns are available to your Practifi Promote users within your organization. Once assigned the Practifi - Add-On - Promote User permission set, the user will have access to the Campaign object and the Marketing app, and will be able to create new campaigns within your Practifi organization. Users using a Salesforce Platform license will also need the Marketing User checkbox enabled on their user profile. Users can leverage data from your firm's campaigns to create successful, meaningful connections with clients, track outreach across your team, and surface information that supports smarter marketing decisions. This article outlines how to create a new campaign, add Contacts to it, and view its data in your Practifi instance.

Please note: To access the Campaign Salesforce object and the functionality to create campaigns, your firm must have the Practifi Promote subscription. You cannot access this functionality without this add-on enabled in your organization. For more information about Practifi Promote, please consult our Understanding Practifi Promote article or contact your firm's CSM.

Creating a Campaign
Adding Contacts to a Campaign
Mass Adding Contacts
- Troubleshooting Campaign Member Errors
Member Statuses
- Adding New Statuses
- Changing Default Status
Viewing Campaigns
Primary Campaigns for Key Entities, People, and Deals
- Primary Campaign Prerequisites
- Troubleshooting Primary Campaign Errors

Creating a Campaign

Promote Users can create campaigns from within the Practifi Marketing app. If not already in the Marketing app, use the App Launcher in the upper-left corner of Practifi to select Marketing before beginning these steps.

To navigate to the Campaigns page, select Campaigns from the Navigation Menu.
On the Campaigns page, click the New Campaign button on the right-hand side of the table.
Clicking this button will open a campaign creation page with the following fields:
- Campaign Name - Enter the campaign name as you would like it to appear in Practifi.
- Campaign Owner - This field will auto-populate with the campaign's creator.
- Parent Campaign - If the campaign is part of a larger campaign, search for the parent campaign's name in this field and select it from the drop-down to nest the new campaign beneath it.
- Type - Select the campaign type from the drop-down menu, such as Direct Mail or Trade Show.
- Active - Check this box if the campaign should be active within your organization.
- Status - Set the campaign's progress stage by selecting an option from the drop-down menu.
- Start Date - Enter the date the campaign begins by selecting the field and choosing a date through the calendar.
- End Date - Enter the date the campaign ends by selecting the field and choosing a date through the calendar.
- Description - While not required, users can enter a description in this field to help distinguish this campaign from other campaigns within your organization and keep your team organized.
- Budgeted Cost in Campaign - Enter the budgeted cost that your team has designated for this campaign within this field.
- Expected Response (%) - Enter the anticipated percentage of responses your team anticipates creating from this campaign.
- Expected Revenue in Campaign - Input the money your team anticipates generating from running this campaign.
- Num Sent in Campaign - Enter the number of individuals targeted by the campaign. This value is typically set once at the beginning of a campaign to indicate the scale of your marketing effort.
- Actual Cost in Campaign - Enter the money spent to run the campaign.
Once this information is input, click Save to finalize the campaign's creation. When creating multiple campaigns simultaneously, users may click the Save & New button to restart the campaign creation process.

Adding Contacts to a Campaign

Practifi Promote users can add Contacts to campaigns through the campaign's information page. This page is accessible either by viewing a newly created campaign or by selecting the campaign's hyperlinked name from the list of campaigns on the Campaigns page.

To add a Contact to a campaign:

On the campaign's information page, scroll to the Campaign Members section.
Click the Add Contacts button located in the Campaign Members section.
In the Add Contacts to Campaign pop-up, use the search bar at the top of the list to search for a Contact's specific name or scroll through the list to locate the Contact.
Once located, click the plus button to the left of the name field to add the Contact to the campaign. Click this button to add as many Contacts as you would like.
Click Next to proceed with the addition process.
On the Add to Campaign pop-up, ensure that the auto-generated Campaign value is correct and set the Member Status to the value you want the members to have. You will also need to designate whether existing campaign members should retain their current status or have their member status overwritten.
Click Submit to finalize the Contact addition.

Mass Adding Contacts

Users can add Contacts individually by following the above steps, or add them en masse through the Contacts page in Practifi or by using the Add to Campaign button in the Directory, saving time when rolling out broader outreach to larger audiences.

To mass-add Contacts to a campaign via the Directory:

Select the Directory navigation item from the Navigation Menu.
Within the Directory, select a People list view such as All People or My Division's People.
Use filters to narrow results, if necessary, and select the checkboxes to the left of the Contact's Full Name.
Once the Contacts are selected, click the Add to Campaign button at the top of the table.
Select the Campaign name from the drop-down menu and click Next to proceed.
Set the Member Status to the value you want the members to have. You will also need to designate whether existing campaign members should retain their current status or have their member status overwritten.
Click Save to finalize the addition of these Contacts to the designated Campaign.

To mass-add Contacts to a campaign via the Contacts page:

Select the App Launcher in the upper left-hand corner of Practifi.
Use the Search apps and items... search bar to search for Contacts.
Select Contacts from the search results.
- Please note: Contacts will display twice within the results. Select the Contacts option that shows a list view like the screenshot below.
Select the caret button to the right of Recently Viewed to change the list view to a pre-filtered list view from the drop-down menu or select All Contacts.
Add filters to the list view, if necessary, by selecting the list view controls cog on the table. Then, choose Edit List Filters from the drop-down menu. Filters will then display and can be adjusted as needed.
Select the checkbox to the left of the Contacts' names that you would like to add to the campaign. To select the entire table, select the checkbox to the left of the Name column header.
Click the Add to Campaign button at the top right-hand corner of the list view.
In the Add to Campaign pop-up, enter the campaign name in the Campaign field.
Set the Member Status to the value you want the members to have. You will also need to designate whether existing campaign members should retain their current status or have their member status overwritten.
Click Submit to finalize the addition of the Contacts to the campaign.

Troubleshooting Campaign Member Errors

If you see an error message when trying to add members to a campaign, you might need to enable the Accounts as Campaign Members setting in your organization. Practifi Administrators can enable this setting in Salesforce Setup, so your team can continue building campaigns without interruption.

To enable the setting:

Navigate to Salesforce Setup by selecting the cog icon in the upper right-hand corner and selecting Setup from the drop-down menu.
Use the Quick Find search to search for and select Accounts as Campaign Members.
On the Accounts as Campaign Members page, click the Enable radio button, then click Save.

Member Statuses

Users can create a status, designate a default status, and indicate whether the status is a response from the Campaign Member Statuses list on the campaign's information page. When a Contact interacts with your campaign, the member status attached to them does not change automatically. Member statuses can be manually applied to campaign members' records by adding them to a campaign or in bulk through automation tools like Pardot. Users can filter and sort campaign data using the Campaign Member Status field, making it easier to segment audiences and track recipient engagement with your outreach.

Adding New Statuses

Navigate to the campaign's information page and scroll to the Campaign Member Statuses section.
Click the New button in the Campaign Member Statuses section.
Enter the new status's name in the Member Status field.
If this status should be considered a response, select the Responded checkbox.
Click Save to finalize the member status creation.

Changing Default Status

Navigate to the campaign's information page and scroll to the Campaign Member Statuses section.
Click the Change Default Status button in the Campaign Member Statuses section.
Select the new default status from the Campaign Member Status Name drop-down menu.
Click Save to finalize the default status change.

Viewing Campaigns

Your organization's campaign information is available through a dedicated navigation section on Key Entity records and a Campaign navigation menu item, giving your team a clear view of marketing activity right alongside the records they work with each day.

Campaign Navigation Section

The Campaign navigation section is available for selection on your Household, Organization, and Individual records. Within this section, Practifi Promote users can view the campaigns related to the Key Entity. An Add to Campaign button is available within this section to add Key Entity contacts to a campaign.

Campaigns listed on this page are only campaigns with a contact from the specific Key Entity related to them. Selecting the hyperlinked Campaign Name in the Campaigns table navigates to the Campaign's details page.

Campaign Navigation Menu

Users can access campaigns within the Marketing app by selecting Campaigns from the Navigation Menu. The Campaigns page will default to a page view of Active Campaigns, displaying any campaign currently marked as active by having its Active field's checkbox enabled. Inactive Campaigns, meaning any campaign that does not have its Active field checkbox enabled, will display in the Inactive Campaign page view, accessible via the page view selector.

Selecting the hyperlinked campaign Name on the Campaigns page opens details specific to the individual campaign, including basic information, members, and notes & files.

Editing Table Columns

Users can modify the fields displayed on the Campaign navigation menu and Campaign navigation section pages by selecting the gear icon above the tables on the right-hand side. This change is reflected on a user-by-user basis, giving each Promote User a view tailored to the information they rely on most. To edit the displayed fields:

Select the settings cog located on the right-hand side of the Campaign table. This will open a table column editing pop-up on your screen.
Scroll through the Available Fields section on the left-hand side of the pop-up and select the field name that you would like to add to the table. When selected, the field name will be highlighted.
Once the field is selected, click the top caret button between the Available Fields and Visible Fields lists. When this is selected, the field name will move from the Available Fields list to the Visible Fields list.
Use the carets to the right of the Visible Field field list to move the added field up or down the list to change field placement within the table.
Repeat to add any additional fields and select Save to finalize these column changes.

Primary Campaigns for Key Entities, People, and Deals

Tracking the most important marketing campaign associated with specific records in your system makes several tasks easier, such as producing reports for key stakeholders or filtering your Directory to find the Individuals, Households, and Organizations you’re looking for.

The Primary Campaign field on Key Entities, People, and Deal records uses automation to populate in the background, meaning you get the discoverability and reporting benefits without any extra work required. The Primary Campaign appears on the record pages of Key Entities, People, and Deals in the top-most field section. It is only visible to administrators and users with a Practifi Promote license.

Calculation options vary slightly depending on which record is being calculated:

Households and Organizations: Either their First Campaign, their Last Campaign, or the Primary Campaign of their Primary Member.
Household and Organization members: Either their First Campaign, their Last Campaign, or the Primary Campaign of their household/organization.
Individuals (if not Household or Organization members): Either their First Campaign or their Last Campaign.
Deals: Either their First Campaign or their Last Campaign.

You’ll find the above configuration options on the Additional Settings page in the Settings app. If you’ve only just purchased Practifi Promote and are yet to assign its permissions to your users, you’ll need to do that before these settings appear to you. This can be done from the same page by selecting the icon button next to Promote and adding the permission to users from the pop-up window.

The Primary Campaign field has been made available as a filtering option across the Directory, Clients, Pipeline, and Influence pages in the Marketing app, making it easier for marketers to navigate record lists.

Primary Campaign Prerequisites

To ensure Primary Campaign fields populate automatically, the following system settings must be configured by a System Administrator:

Enable Campaign Member triggers in your Practifi organization. To do so:
1. Navigate to Salesforce Setup by selecting the cog icon in the upper right-hand corner and selecting Setup from the drop-down menu.
2. Use the Quick Find search to search for and select Custom Settings.
3. Click Manage next to Practifi Trigger Settings.
4. Click the Edit button at the top of the page.
5. Locate Campaign Member Rollups and Campaign Member on this page and select the checkbox beside both of these options.
6. Click Save at the top of the page to finalize these changes.
Enable Practifi Promote: Attributed Revenue in your organization. To do so:
1. Use the App Launcher to navigate to the Settings app.
2. Use the navigation menu to select Additional Features from the drop-down.
3. Scroll down to the Feature Settings section and select the Practifi Promote: Attributed Revenue option.
4. Enable the feature and then select the checkboxes Key Entities (Households, Organizations, & Individuals) and People (Individuals & Contacts) under the Campaign Sources section.
5. Configure the additional options to suit your business needs. Set Percentage Shares and Relevance Window values.
6. Click Save to finalize your changes.
Ensure that the campaigns you wish to use have a status of Active in your Practifi organization. Inactive campaigns may not trigger Primary Campaign calculations.
Confirm that a Deal is present on the Client record. A Deal must be present for the Client to be added to a campaign.

Please note: After enabling these settings, allow time for processing. Existing Campaign Member records may take several minutes to reflect changes in the Primary Campaign field.

Troubleshooting Primary Campaign Errors

If the Primary Campaign field is blank for a Contact or Entity record, even though they are part of a campaign, the following settings should be checked:

Confirm that the Practifi user encountering this blank field has a Practifi Promote license and the necessary permissions assigned to them.
Ensure Campaign Member triggers are enabled.

Please note: System Administrator permissions are required to confirm this step.

To confirm the triggers are enabled:
1. Navigate to Salesforce Setup by selecting the cog icon in the upper right-hand corner and selecting Setup from the drop-down menu.
2. Use the Quick Find search to search for and select Custom Settings.
3. Click Manage next to Practifi Trigger Settings.
4. Click the Edit button at the top of the page.
5. Locate Campaign Member Rollups and Campaign Member on this page and select the checkbox beside both of these options, if not already enabled. Click Save at the top of the page to finalize the change.
Confirm Practifi Promote Settings and ensure the correct checkboxes are enabled:
1. Use the App Launcher to navigate to the Settings app.
2. Use the navigation menu to select Additional Features from the drop-down.
3. Scroll down to the Feature Settings section and select the Practifi Promote: Attributed Revenue option.
4. Ensure that the checkboxes beside Key Entities (Households, Organizations, & Individuals) and People (Individuals & Contacts) under the Campaign Sources section are checked. If these are not checked, select them and then click Save to finalize your changes.
Confirm that the associated Campaign has a status of Active.
Allow time for updates to process within the system, especially if a System Administrator has recently enabled settings.
After allowing time, test with a new campaign member addition to see if the error is resolved. To do so:
1. Add a contact to an Active campaign.
2. Wait a few minutes to allow the system to process the change, and then check if the Primary Campaign field is populated.
3. If the field remains empty, revisit this checklist to confirm all prerequisites. If all prerequisites have been met and you are still encountering this error, please get in touch with Practifi Support for assistance.