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Managing campaigns and campaign members

Adding leads or contacts en masse to a campaign

As part of campaign management, you often want to add or remove large numbers of leads or contacts to a particular campaign. You also want to find contacts or leads who are (or are not) in specific campaigns, and then process those records in some way, e.g., add them to another campaign, or report on them.

Within Salesforce, you can add leads or contacts to campaigns, but the process is a little cumbersome. You are limited to adding 250 records at a time, so if you have a larger number to add, you have to page through each group and add them. Moreover, it is not very easy to identify the records you want to add. Salesforce includes the idea of a view for finding the records you want, but the filter conditions in a view cannot be applied across related objects. For example, you might want to create a campaign containing those leads with whom there has been no telephone interaction over the last six months. Within Salesforce, there is no easy way to identify such leads.

With Apsona for Salesforce, the process is significantly easier. All you need to do is:
  1. Identify the leads or contacts you want to add, using Apsona's searching and filtering tools;
  2. Click the "Add to campaign" menu item in the Tools menu. This menu item is available for both Lead and Contact objects.

Clicking this menu item displays a popup window such as the one below. Simply choose the target campaign from the dropdown, and click Ok. Note that there is no limit to the number of leads or contacts you can add to a campaign this way. If you have identified 20,000 leads in your filtered set, clicking Ok will add all 20,000 of them into the campaign in one step.

Managing campaign members

If you want to manage the member lists of individual campaigns at a finer granularity, you can use the Campaign Member object, which is available as a menu item under the Campaigns menu. From this view, you can perform mass updates, imports and mass deletes of campaign member records with a fine level of control. If you want to enable reporting, tabular and calendar views for the Campaign Member object, simply make it a top-level menu item by editing your configuration.

Adding campaign members from reports

Apsona also supports adding Contact records to Campaigns directly from a single-step or multi-step report. You can invoke this feature from the More tools - Add to Campaign menu, as shown in the screen shot below. When the menu item is cliecked, the add-to-campaign popup is displayed, and you can add the contacts in your report to the campaign you select. Some notes:

A real-world example

One of our users had a more complex use case. They wanted to reach only the donors who had given at least once in the last three annual campaigns. So essentially, they wanted to create a new campaign containing those contacts who had a status of 'Responded' in at least one of the annual campaigns. This takes just a bit more work, because this filter on the Contact is not easy to create due to technical limitations with SOQL. Nevertheless, it's not too hard to do:
  1. Within Apsona, create a report on CampaignMembers containing those CampaignMember records that are in one of the three given campaigns, and whose status is 'Responded'.
  2. Export the results of this report in CSV format.
  3. Import the results back into the CampaignMember object, with a new column appended to it, containing the name of the new campaign in all its cells. You can use the 'Actions' menu item in step 2 of Apsona's import wizard to add this column.
The entire process takes just a few minutes to complete.