Transferring a Marketing Activity to Lyris HQ

Learn to transfer market activity to lyris HQ.

As part of a campaign you create one or more marketing activities. These activities could be conducted via multiple channels with email as one of the marketing channels. You can then transfer the marketing activity to Lyris and let Lyris HQ handle the marketing activity through the email channel.

This section describes how to transfer a marketing activity to Lyris, however it does not explain the full steps involved in creating a new campaign with marketing activities. For more information on working with marketing activity using the Campaign Designer, see Working with Marketing Activities.

You can transfer a marketing activity to Lyris HQ from the campaign designer or from the standard editor for marketing activities.

To illustrate the process of Lyris HQ as the email marketing channel, we can create a NewProductLaunchEvent campaign and invite our loyal and potential customers to the event, as part of the marketing activity. The invitations are extended using only the email channel.

Transferring from the Campaign Designer

To transfer a marketing activity to Lyris HQ from the campaign designer, perform the following:

  1. Open an existing campaign or create a new campaign. For more information, see Viewing a campaign or Creating a new campaign from scratch. The following screenshot shows the example NewProductLaunchEvent campaign.

  2. From the campaign container context menu select New Marketing Activity. The New Marketing Activity window displays.

  3. Enter the required details. In this example we create a NewLaunchInvitation as the Marketing Activity.
  4. Click Save to create the new marketing activity container in the campaign designer.

  5. Click (email channel). The Channel & Format Definition page displays.

    1. Select the E-mail channel radio button under the Fixed column.
    2. Select the Activity and Mailing options under the Generate column. These are optional.
      Note: If you wish to use multiple channels for the marketing activity, you can select the E-mail checkbox along with other required channels under the Variable (Priority) column.
  6. Click Save Channel(s).
  7. Click Proceed, to go to the format definition phase. The Define Format page displays.

    You can see that Lyris Email channel definition page is available. If Lyris is not enabled then the standard email channel definition page would be visible. Contact your CRM administrator to enable the Lyris email marketing channel.

  8. Populate the fields as described below. These fields are mandatory in order to transfer the marketing activity to Lyris.
    Note: The Create in Lyris button is activated once all the fields are populated and the channel format is saved.
    • Lyris Mailing List:Click to get a drop-down list of mailing lists in Lyris. Select the required mailing list. You can also create a new mailing list. To create a new mailing list, perform the following:
      1. Click +. The Create new mailing list in Lyris dialog displays.

        A default name (CRM-NewProductLaunchEvent - NewLaunchInvitation) is provided which is a concatenation of three names: default mailing list prefix configured in the CRM Designer (CRM-) + the campaign name (NewProductLaunchEvent) + the marketing activity name (NewLaunchInvitation).

        In case the marketing activity does not belong to a campaign then the prefix and the activity name is used. For this example, CRM-NewLaunchInvitation.

        You can rename it to a desired name. In this example, we change the name to CRM- NewLaunchInvitation.
      2. Click OK. A new blank mailing list is created in Lyris.

        If for some reason the mailing list could not be created in Lyris then the dialog displays the appropriate error message. For example, the following screenshot shows the error message that a mailing with the same name already exists.

    • E-mail: Send as: Select the desired format of the email you wish to send: HTML or Text
    • E-mail From: Enter the email address of the marketing email sender.
    • From Name: Enter the name of the sender.
    • Subject: Enter the subject for the email.
    Note: The above fields are used as properties of the email messages that are created in Lyris.
  9. Click Save Channel Format(s). After the channel format is saved, the Create in Lyris button gets activated.
  10. Click Create in Lyris.

    A dummy message is created in Lyris for the marketing activity. Depending on your selection for the E-mail Send as field the dummy message is a text or HTML message. A tick appears besides the lyris icon on successful creation of the message. And a Detach message button displays. The ids for the mailing list and message created in Lyris are displayed along with the links to the instances in Lyris. See the screenshot below.

    Click Detach Message to delete the message created in Lyris. Once the message is detached, all the attributes of the message are cleared, including the links in the Lyris Message ID and Lyris Mailing List fields. The corresponding message created in Lyris is also deleted. If the message is already sent then any responses received for the message are ignored by Lyris and Aurea CRM does not get any event corresponding to the message.

  11. Click Save Channel Format(s).
  12. Click Proceed.

Transferring from the Standard Editor

If you prefer to use the standard editor for creating marketing activities instead of the Campaign Designer, you can still transfer a marketing activity to Lyris from the standard editor.

To transfer a marketing activity from the standard editor to Lyris, perform the following:

  1. Select Marketing > Marketing Activities from the CRM menu. The Search Marketing activities page displays.
  2. Enter the search filters and click Start Search. The search results list displays.
  3. Open the context menu of the required marketing activity from the result list and select Tab View or Tree View. The Marketing Activity window displays.

    Note: Double clicking a marketing activity from the result list opens the marketing activity in the campaign designer.
  4. Select Create Marketing Activity Format from the context menu. The Marketing Activity Format window displays.
  5. Select the preferred channel. Click the E-mail radio button under Fixed, then click the Email tab.

    You should see the Lyris Email channel definition page. If Lyris is not enabled then the standard email channel definition page would be visible. Contact your CRM administrator to enable the Lyris email marketing channel.

  6. The remaining steps are similar to those listed for transferring a marketing activity to Lyris from the campaign designer, see steps 8 to 10 in the topic Transferring from the Campaign Designer.

Making changes to the marketing activity transferred to Lyris

When you modify and save the message details of a marketing activity that is already transferred to Lyris, the changes are automatically transferred to the corresponding Lyris instance of the marketing activity’s message.

For example, in the screenshots below, the E-mail from, Lyris From Name and Subject field values are changed and the channel format is saved. The screenshots of Lyris show the changes reflected in the corresponding fields of the message.

The values are changed from dirk@ecogreen.com, Dirk, and “New Product Launch Invitation” to maya@ecogreen.com, Maya, and “New Product Launch Event – Ecogreen” respectively. The corresponding changes are reflected in the Lyris message.

Note: Automatic transfer of changes to Lyris can take some time.