Defining the Marketing Activity Format

You can define further details in the marketing activity format:

To define a marketing activity format:

1. Click on Create / Edit Format in the execution record’s header.
2. Determine how to contact your target group under Preferred Channel:
   • Fixed: The channel used for all recipients (phone, letter, e-mail, SMS, fax).
   • Variable: The channel entered as the Preferred Channel for the person is used (assuming that the necessary information is also present, e.g. an e-mail address).
3. If activities, mailings and/or marketing objectives should be generated within the scope of the marketing activity, enable the corresponding options under Generate (work order = marketing objective). Activities are added as appointments for the telemarketing reps or account managers. Marketing objectives contain tasks to be executed within the scope of regular customer appointments. Mailing records provide a log of mailings, the responses and the results of a letter or e-mail.
   • I you have selected a fixed channel or not specified a channel, select the appropriate type (e.g. Activity for the phone channel).
   • If you have chosen variable channels, select all the applicable options. The first option that is selected in the order mailing, activity, work order is taken into account (when using the phone channel, only activity or work order).
4. Use the tabs in the lower portion of the screen to determine further settings for all channels apart from "Phone":
   • Transfer Fields: Select the predefined transfer fields, >> Planning and Preparing Marketing Activities. These fields are transferred to the mail merge document or control file when generating the activity.
   • Company & Person and Company: Select the label (for printed labels and greetings in letters, faxes, SMS and e-mails) to use if no label is entered for the company or person: The label selected in the Company & Person field is used for person-specific letters and the label selected in Company is used for company-specific letters.
   • Additional Address: The additional address selected here is used. If no additional address is defined for a recipient, the normal address is used.

     E-mail mailings are sent only to those recipients for which an e-mail address has been entered. The e-mail fields are used in the following order:

     For persons:

     1. Business E-Mail

     2. Private E-mail

     3. If an address type has been selected in the Additional Address field, the first additional address found for the person is used.

     4. The e-mail address of the person's company (determined as described below).

     For accounts:

     1. If an address type is selected in the Additional Address field and an address of the same type exists for the company in the Additional Address info area, the e-mail address entered there is used.

     2. E-mail

     3. E-mail 2

     If none of the fields contains an e-mail address, no e-mail is sent to this account or person.

   • Ignore assigned labels: Replaces the label formats defined for accounts and/or persons by a uniform label format.
   • Language Transformation: All catalog values are transferred to Microsoft Word in the language entered for the person.
   • Format: The control file’s format:
   • Variable field length/Fixed field length: Determines whether records are output with separators or using a fixed field length.
   • Assign numbers: Records are numbered sequentially.
   • Separator: Select the characters used as separators in the control file: Specify the separator between each Record and Field, and the Field border (at the start and end of a field).
5. Save the record and click on (Back). The marketing activity format is transferred to the Marketing Activity Format field in the execution record.