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TFS Smart Campaign - Table of Contents

Documentation Disclaimer

The Stream screen lists all streams for the currently selected campaign. Each stream selected will show details of current or previous runs in the stream run list.

Opening the Stream Screen - Click here to expand...

From the Campaign menu, select Stream.
From the sidebar select Campaign then Stream.

Streams List - Click here to expand...

The Streams list displays streams in the campaign. At their most fundamental, Streams describe a set of criteria or fields and the output format to be used when processing a marketing campaign. Streams are useful because one campaign may have different outputs.

Example 1 The Christmas Discount Offer may have multiple streams:

1. Top 100 Clients whose preferred contact method is via Email.
2. Top 100 Clients whose preferred contact method is Mail (Mail Merge Document).

Example 2: The End Of Financial Year Special Offer may have multiple streams:

1. All clients that live in Melbourne who require Melbourne specific marketing.
2. All clients that live in Sydney who require Sydney specific marketing.

The output can be one of a number of different formats as follows:

Excel: Exports TFS data to a Microsoft Excel spreadsheet.
- Primary Use: If utilising external marketing company.
CSV File: Exports TFS data to a Comma Separated Values (CSV) file.
- Primary Use: If utilising external marketing company.
Mail Merge: Merges TFS data into a Microsoft Word merge document.
- Primary Use: Internal handling of marketing promotion.
Email: Creates an email where the subject and body are based on an email template. Attachments can also be specified andsentwiththe email.
- Primary Use: Internal handling of marketing promotion.

How to Create a Stream - Click here to expand...

Select the Streams list. A shadow will appear around the list to indicate that the list is selected.
Click the New button. The Stream dialog will be displayed.
Enter the name of the stream.
Click the Short Name Copy button () if the short name is to be the same as the name field.
OR
Enter a shortname.
If the marketing is being handled by an outside marketing company:
1. Click the Marketer Company popup button ().The Select Marketer dialog will be displayed.
2. Select the required marketer and contact from the list.
3. Click the OK button. The Select Marketer dialog will close.
Enter notes for the stream, if required.
Select the Output tab.
Click the Target field popup button (). The Select Targetdialog will be displayed.
Select the required target option from the list, either All Entities or Clients & Prospects.

Note: There are two stream target choices:
1. All Entities
2. Clients & Prospects
These indicate the specific types of entities that are being targeted by this stream. For example, if users are targeting vendors choose All Entities. The target chosen will identify specific criteria and fields that will be available to use.
Click the OK button. The Select Target dialog will close.
Click the Format popup button (). The Select Output Format dialog will be displayed.
Select the required output format for the marketing stream.
Click the OK button. The Select Output Format dialog will close.
Depending on the selected format, the File/Template/Email/Document field (may be called MME Document, Excel File, or CSV File field) may or may not be automatically entered.
OR
Click the popup button () to select the location of the output.
Click the OK button. A new stream appears in the Stream list.

Stream Runs - Click here to expand...

A Stream Run is a history of marketing output. It will display when a stream was last run, the fields and criteria selected, the entities selected for marketing, and the costs involved in running the stream.

Users can only delete a stream run if it has a status of Draft. A finalised stream run cannot be deleted.

A stream run IS NOT created from the Stream screen. A stream run is created from the Criteria screen.

How To Edit a Stream Run - Click here to expand...

Click the Stream Run list. A shadow will appear around the list to indicate that it is selected.
Select a stream run.

Click the Edit button. The Stream Run dialog will be displayed.

TheStream Rundialog consists of 3 tabs

Genreral Tab - Click here to expand...

The General tab includes an overview of the Stream Run, including Return on Investment (ROI) details (see the Return On Investment screen for more information).

A printer icon in the toolbar () allows users to select and print address labels for the selected entities. This is useful if stream output format was mail merge and did not include address labels in the original output, or if printing address labels ad hoc.

After a stream has been run, open the Stream Run record and enter the costs involved in running this stream. See below How to Enter a Cost.

If a Stream Run is still a draft (i.e., has not been finalised), the Stream Run Cost Itemdialog will display the Total amount as $0 (if the Cost Type is Calculated Per Selected Entity) because the number of selected entities is unknown until the Stream Run is finalised.

As users enter the individual cost items, the Total Cost for the stream run is calculated. The Total Revenue amount is a TFS calculated field. TFS applications that have a Marketing Reference number entered against an application that have settled, will have the Net Broker Revenue Earned by the application added to this total.

How to Enter a Cost - Click here to expand...

From the General tab, click the New icon () in the toolbar. The Stream Run Cost Item dialog will be displayed.
Enter the price of the stream run item.
Click the Cost Type field popup button (). The Select Cost Type dialog will be displayed.
Select either:
- Item Total: This is a one-off payment and the entered price will be the total overall cost.
- Calculated Per Selected Entity: This will calculate the total based on the priced entered multiplied by the number of entities selected for marketing.
Enter a description, if required.
Click the OK button. The Stream Run Cost Item dialog will close.

The View Output Button

The View Output button at the bottom-left of the Stream Run dialog is visible when a stream run has a Run Status of Final and the folder path (with the output file) can be found.

Results Tab - Click here to expand...

How to Modify the Marketing Results

Select the Results tab.
Filter the results by clicking the Show drop-down button ().
Select an entity from the list to modify the results.
Click the Edit icon () in the toolbar. The Market Results dialog will be displayed.
Enter or modify details as required.
If the stream run has a Run Status of Draft, the following fields can be modified:
- Selected?: The Selected? field indicates whether an entity will be included/excluded in marketing.
- Selection Notes: Enter notes about an entity's inclusion or exclusion from marketing.
If the stream run has a Run Status of Final and the Selected? field was set to Yes, the following fields can be modified:
- Responded?: The Responded? field indicates whether the marketing has resulted in a response.
- Response: Click the pop up button to select the type of response received.
Click the OK button. The Market Results dialog will close.

Entering a Response to Marketing - Click here to expand...

By default after a stream has been run, the Responded? flag will be No and the Response will be [No Response].

If the Responded? field is set to Yes, users must change the Response field to one of the following:

[No Response]: Selecting this field will set the Responded? field to No.
Do Not Contact: The marketing settings for this entity will be changed to false, and the Preferred Contact Method will be set to [Do Not Contact].
Enquiry/Quote: To link a quote that was created as a result of marketing, users will need to enter the reference number against the quote from within TFS. Instructions on how to do this are detailed in the Return on Investment topic.
New Application: To link an application that was created as a result of marketing, users will need to enter the reference number against the application from within TFS. Instructions on how to do this are detailed in the Return on Investment topic.
Return to Sender: This entity will also have their postal address flagged to indicate that it requires checking.

The Market Results dialog can be accessed from the following areas;

From within SmartCampaign:

From the Campaign menu, select Stream. The Stream screen will be displayed.
From the Stream Run list, select a stream run.
Click the Edit button. The Stream Run dialog will be displayed.
Select the Results tab.
Highlight the marketing record.
Click the Edit button on the toolbar. The Market Results dialog will be displayed.

OR

From the File menu, select Select Reference (or press F3). The Select Reference dialog will be displayed.
Enter the Marketing Reference number if it is known.
OR
Click the Search button to display the Search Marketing Reference dialog.
- Enter criteria to find entities that have been included in marketing.
- Once the desired entity has been found, click the Select button. The Search Marketing Reference dialog will close.
Click the Select button. The Select Reference dialog will be displayed.

From within The Finance Shop;

From the File menu, select Select Client (or press F3). The Select Reference dialog will be displayed.
Enter the Marketing Reference number into the SmartCampaign Ref. field.
Click the Select button to open the Market Results dialog.

Fields/Criteria Tab - Click here to expand...

The Fields/Criteria tab displays the fields (if output is Microsoft Excel or CSV) and criteria that were used in this stream run.

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