Creating an Automated Campaign

Requires the Marketing Automation module

User Portal videos:

Editing a Campaign Letter

Creating a One Off Treatment Campaign

Creating a Continuous Campaign

Adding Multiple Stages In a Campaign

Marketing Manager and Automated Campaigns

Requirements for setting up automated campaigns:

• Minimum of EXACT v12, but features have been added in multiple versions since v12.
• Marketing Automation is registered.
• The dental practice has a Name, Address and Email address in the Practice Information screen (Configure > Practice Information).
• Internet access (although displayed within an EXACT screen, the setup for automated campaigns is via an Internet connection to a website).
• The campaign target population needs to be targetted via EXACT Contact List. You can either create and save a Contact List before campaign creation, or do this while creating the campaign.

To create an automated campaign

1. Open the Marketing screen by means of Administration > Marketing... or by means of the Marketing hyperlink on the workspace bar:

   

2. Select the +1 button to open the Campaign window, and select the Campaign Design and Sending Automated option:

   

3. For the type of Campaign, select either One-off (targeted) or Continuous (set and forget based on a trigger).
   

   	One-off campaign	Limited offer campaign with a defined start and end date. The Contact List is created as a one-off.
   	Continuous campaign	No defined end date. The campaign can be paused and re-started, but is intended as a rolling strategy. The Contact List evolves continuously. For example: Patients who register with the practice after start of the campaign may be added to the campaign if they meet the criteria for the Contact List. An existing patient previously didn't qualify for the contact list, but passes the query when the contact list is run again (for example a young patient now qualifies as an adult after their latest birthday). A patient who was in the contact list and campaign no longer qualifies so is removed from the list and from the campaign (for example, a patient who was initially in a child campaign no longer qualifies after their latest birthday). Patients who re-qualify for the Contact List on conclusion of their Patient Reset Interval will be re-added to the Contact List (see Patient Reset Interval explanation below).

4. If required set the Patient Reset Interval. This is currently defaulted to 12 months.

   From v12.1 it is an optional setting that you can configure as zero months.

   Patient Reset Interval

   An automated campaign exclusion period (in months) for patients, as customised by the practice. During this Interval a patient doesn't qualify for the contact list on which the campaign is based, and is therefore not included in the campaign. How this works: Following a campaign contact or a completed appointment resulting from a campaign contact, patients are opted out (rested) from similar reason campaigning for this Patient Reset Interval. "Similar" is defined as similar in reason (purpose) for the campaign - see the Campaign Reason field explanation. So if a patient is sent any campaign material by reason of Newsletters, then that patient is rested from further Newsletter campaigning for the duration of the Patient Reset Interval.

5. Select the Campaign Reason for this campaign:

   

   IMPORTANT: EXACT uses this field for automated opt out for this type of campaign, based on the Patient Reset Interval, as described above. In other words, the automated opt out depends on correct selection of this Campaign Reason.

6. Select OK to load the Campaign creation screen:

   

   Take note of the Quick Help tooltip:

   

   The tooltip will auto-display only for a few seconds for the first few times that you use the Create Campaign window.
   You can still click the Help button to open the browser-based Help.

7. In the Campaign creation screen, add a unique Campaign Name:

   

8. Select a Start Date.

   You can change this up to the point of starting the campaign.

   
   

9. Select the Campaign Design button.

   

   This will fetch the Campaign Design configuration via your Internet connection.

   You will see the available Campaign Templates.

10. Configure Campaign Design templates as required.

    See Configuring Campaign Design Email Templates (available April 2017)

    After configuring the Email template, close the window to return to EXACT.

    You will see all of your selected media displayed in the Campaign Media area of the Campaign setup window:

    

    IMPORTANT: Selecting Cancel from this point will cause all design work to be lost!

11. Create a Contact List for selecting the patients:

    (For Contact Lists see also: Patient Contacts | Mini-masterclass - Contact Lists )

    

    

    1. In the Campaign setup window select the +1 button to create a new Contact List.
    2. In the Create Contact List window, click the selector button.
    3. In the View Query Templates window either select an existing query template or click the +1 button to add a new query template (as in the above image).
    4. In the Add Query Template window select the Insert Patient Selection button (as in the above image)

       

       This opens the Select Condition window, from where you can select preset conditions:

       

    5. Use this Condition selector and the And / Or / ( ) controls to build an appropriate Query Template. For example:

       

    IMPORTANT:
    
    Please use the DATE ranges carefully! You will need to take into context the following rules when creating campaign queries:
    
    - Patients must match the query for the length of time that you are sending media (example is treatment occurred last week sending day 1 and day 30 means the date range for the treatment code completion needs to be at least 30 days).
    
    - MAX per day settings will impact this length of time (increase by a factor of the number of patients over the Max per Day).

    For Contact Lists see also:

    Patient Contacts

    Mini-masterclass - Contact Lists

12. Option to Group by Family:

    This option enables the practice to communicate with families only through the Head of Family.

    As for use of Contact Lists in campaigns, this checkbox can only be enabled up until the point that the campaign starts - thereafter it is not editable.

    It is a feature for automated campaigns only (the checkbox does not show for manual campaigns).

    It is only enabled when you select a Contact List in an automated campaign:

    

    Tick (check) to enable if required:

    For more information see Automated Campaigns grouped by Family.

13. Add services to the campaign:
    1. In the Campaign Services area, click the Select Services button to open the Select Services window (below):

       

    2. Optionally change the listed services by using the Search or selecting from the Categories dropdown:

       

       

    3. Use CTRL-click to multi-select services, and click the OK button.
       
       The services displayed in the window are now associated with the campaign, for both appointment booking and invoiced treatment.

       
       

    4. To remove a service, select it and then click the Remove Services button.
       
    5. Set a default booking service by selecting the service and then clicking Set as default booking service.

       This opens a Booking Reason window where the default booking Service is pre-configured and read-only:

       
       

       Purpose: In configuring this Booking Reason window you establish that any marketing links to online booking received by patients will direct patients to the booking website through this reason only, so that we can track the patients as respondents to this particular campaign.
       

       This service is now also automatically added in the receptionists' Quick Service List, for easy assignment to appointments for those patients booking in response to the campaign.

       

    Over time, to prevent the Quick List becoming a long list you may need to manually remove those services that are no longer required. See Removing services from Appointment Book Quick Service.

    More...

    For more information on Booking Reasons please see Booking Reasons (this will open in a new window / tab so that you can easily return here).

    1. Once the Booking Reason has been configured, select OK.

14. Add any Design and Setup Costs if appropriate:

    
    

15. Click OK to save the campaign:

    

    IMPORTANT: Selecting Cancel will cause all design work to be lost!

16. When ready click the PLAY button on the Marketing screen to start the campaign:

    

    NOTE:
    
    - All Day 0 items posters / flyers will be processed as soon as you press PLAY, even if you set a start date of another date in the future.
    
    - The campaign won't start automatically - you have to press PLAY.
    
    - The campaign must have all items approved before you are able to start.

17. PAUSE a Campaign at any time by clicking the PAUSE button (no more contacts will be sent for processing) and you can then edit the Campaign Design at this point:

    

18. STOP a Campaign manually by clicking the STOP button. You can also wait for the a one-off campaign end date to be reached.

    IMPORTANT: A stopped campaign cannot be restarted - at this point you can only open the read-only campaign design for reference.

    

19. View the Campaign Dashboard by double-clicking the campaign in the campaign list or clicking the [i] button for the campaign: