Cimmaron Software On Demand Technical Support

The Campaign Manager makes it easy to create and maintain your Campaigns. A Campaign a collection of one or more Activities, such as a simple Email or Letter scheduled to take place at a certain time. Also known as multi-step action plans or drip campaigns, this is one of the most powerful features in the application.

The Campaign allows you to set what type of Activity will be created and when it will be Due. A Campaign could be a timed set of Emails, Phone Calls and Letters for a New Lead. It could be a Note Activity that is created to let a Loan Officer and/or Loan Processor know that an Appraisal has been received or an email and scheduled phone call due just prior to the first rate adjustment. This is a great way to stay in front of your borrowers, reach out to new prospects, and market to your referral partners.

To create a new Campaign:

1. In the vertical menu bar, select the Marketing section, and then click the Campaign Finder icon.
2. When the Find Campaign screen opens, click Add and select Client or Vendor Campaign. 
3. When the New Client Campaign screen or New Vendor Campaign screen opens, enter a Name (required) and Description (optional) for the Campaign.
4. Set the Status to Active. (At least one Activity must be Added to the Campaign before the Campaign can be Saved with an Active Status.) If the Campaign will not be ready to be used right away, it can left as Pending and Saved, and then changed to Active when finished.

5. Add your Activities for the Campaign:
   
   

   • An Activity can be an Outbound Email, Outbound Letter, Outbound Fax, Phone Call, Meeting, Note, Etc...
   • To Add an Activity, Click the Add button in the upper right of the screen and select an Activity Category.
     
     
     
     
   • Enter the details of the Activity:
     
     
     • The fields where the caption is bolded are required and must be entered in order to add the Activity. (Except Assign To Role and Assign To User where one or the other is required.)
     • Subject – Enter a subject for the Activity. If the Activity is an Outbound Email then the subject will be the subject line of the email displayed in the recipient’s Inbox. For any other type of activity, the subject will appear as a description of the Activity.
     • Category – Is the type of Activity (Outbound Email, Outbound Letter, Outbound Fax, Phone Call, Meeting, Note, Etc...)
     • Assigned To User or Assigned To Role- Selects the user that will be assigned to the Activity. Assign to User will assign the Activity to the same user everytime the Campaign is used. Assigned To Role will dynamically assign the user to the Activity based on the targeted Client or Vendor. For example, by selecting the Loan Officer Role, the Activity will be assigned to the Loan Officer associated with the Client. Vendor Campaigns give you the option to assign the Activity to the Vendor Owner or to a specific User. The Assign To Owner is set inside the Vendor Detail view and represents which user "owns" that specific Vendor record and is an optional field. The Assigned To setting determines which user's return email, name and phone numbers will be merged into the template.
     • Start Time - For an email Activity, enter the time of day you would like to have the email delivered. For example: 8:00 am is when most people get to work and start checking emails and this is an ideal time for your email to show up in the recipients inbox. Start Time can also represent the start time for a Meeting Activity. (not a required field)
     • End Time - Can be the scheduled end time for the Meeting Activity. This field is not used for Email Activities. (not a required field)
     • Due Date Type - Is the event that triggers the Activity to be created and sets the Activity Due Date. Due Date Types include: Campaign Assigned, Loan Closed Date, Previous Activity Completed, First Rate Adjustment Date, Appraisal Received Date, etc. The most common Due Date Types are Campaign Assigned and Previous Activity Completed.
     • Days-Before/After - The number of Days Before or After the Due Date Type event, that the Activity will be created and Due. For example: 2 Days After - Campaign is Assigned, 3 Days After - Previous Activity is Completed or 30 Days Before - First Rate Adjustment Date. For instance, if you would like an email to be delivered as soon as the Campaign is Assigned, set the Due Date Type to: Campaign Assigned, set Days to: 0, and select After. This will create an Outbound Email Activity to send out an email 0 days after the Campaign is Assigned.
       
       
       
       
     • Duration Percentage – Creates an Activity and sets the Due Date based on a percentage of the time between when this Campaign is Assigned and the Due Date Type event trigger for this Activity. For example: If the Due Date Type is set to - Estimated Loan Close Date, which is is set to 40 Days from now and the Campaign is assigned today and the Duration Percentage is set to 25% - the Activity will be created and due 10 days from now. This example could be very useful for keeping your name fresh in your clients thoughts during the loan process. Most loan events happen near the end of the loan process. Most of your Activities will go out near the end of the process if they are based on completion of the normal events for a loan process, such as Loan Submitted Date, Loan Approved Date. By using a percentage of time, emails or letters will go out at even intervals during the loan process instead of having a large spike in communication at the end of the process.
     • Skip Weekends - By checking this box, the scheduled Activity will not go out on weekends.
     • Ok to Send - By checking this box, the Activity is ready to go out on the date and time scheduled. This usually applies to Outbound Emails. Check this box to have the email automatically delivered on the Due Date and Start Time (if set) or uncheck the Ok to Send checkbox if you want to create the email, but not send it out until you have had a chance to review the content. Then when you are ready to send the email, you can check Ok to Send inside the Activity Viewer screen. As another example: You want to update the current interest rate in an outbound letter just before it is scheduled to print.
     • High Priority - By checking this box, this Activity will display in Red instead of Blue when viewing Activities in the Activities Tab for Client or Vendor detail view and when viewing Activities inside the Activity Finder screen.
       
        
       
       
   • Outbound Email:
     
     
     • Message Text – Type in the text for the email or use an Email Template for the message text. By using an Email Template rather than plain text you are able to merge into the body of the email your: company header and address footer images, as well as merge fields, including the Assigned To users name, telephone numbers and address. 
     • To Add an Email Template do the following:
       
       
       1. Click the Web radio button.
       2. In the folder pane of the Select Files screen, navigate to the folder that contains the template you would like to insert.
       3. Highlight the template and click Select.
          
          
          
          
       4. The Select Files screen will close and the web template will appear in the text box on the screen.
       5. To edit the message body, click the Edit Button (located next to the Select button). Perform your edits and Click OK to save. Any editing will only affect this Activity and will not affect the original template.
          
          
          
          
       6. To add an Attachment to the email (not required), click on the Attach button and do the following:
          
          
          
          
          1. In the folder pane, navigate to the folder that contains the file you would like to attach.
          2. Highlight the file and click Select.
          3. To edit the attached file. Highlight the attached file name (next to the Attach button) Right click and select Edit.
          4. Perform your editing and save.
             
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          5. For PDF files you may want to insert a hyperlink to the file into the body of the message rather than attaching the file. This will make the outbound email size smaller and is preferred by people that don't like to open attachments due to security concerns.
             
             
     To Add an Outbound Letter Activity:
     
     
     • Click on the Attach button and do the following:
       
       
       
       
       1. In the folder pane, navigate to the folder that contains the file you would like to attach.
       2. Highlight the file and click Select.
          
          
          
          
       3. To edit the attached file. Highlight the attached file name (next to the Attach button) Right click and select Edit.
          
          
          
          
       4. Perform your editing and Save.
     
     
     
   • To Add an Outbound Phone Call Activity:
     
     
     • Message Text - Enter any notes in the Message Text regarding what the Phone Call is about. For example: Call: Client regarding new rate email sent out yesterday. (not required)
     • Enter appropriate Activity Detail information.
       
        
   • Click Save at the bottom of the screen when done adding your Activities.
     
     
6. A saved Campaign can be modified or deleted using the Campaign Finder in the Marketing section of the vertical toolbar.
7. To assign a Campaign to a Client or Vendor See: How do I assign a client to a campaign? or How do I assign a vendor to a campaign?