Marketing List Maintenance
This page describes the CRM marketing lists functionality, including prerequisite setup.
Marketing lists allow you to add contacts which exist in Naviga to different mailing lists which can be used for marketing purposes. Naviga allows for adding names to the lists over time or adding names in bulk to one list at a time. Results can be imported back into the system from the 3rd email marketing party provider. Naviga Ad does not send bulk marketing emails - only transactional emails like invoices, statements, or renewal notifications. Ad Hoc emails to an individual contact also be sent from the system, but not bulk marketing blasts - those require a 3rd party.
By using marketing lists in the system, the rep is able to see, when viewing a contact, who belongs to a particular marketing list. A rep can manually add or remove a contact from a list.
Create Marketing List
Create a marketing list by navigating to the menu Setup -> Marketing List Maintenance. Click the button “Add a New List”.
Enter a description for the list, and if desired, a long description.
Click the “Save” button.
Attach Names to List
You can add names to the list either individually, or in bulk.
Individual Names
To add a name at a time, you can do so on the CRM Contact Details Screen.
There are many ways to open a contact, for example, navigate to the Customers menu -> click on any of the recent customers on the list or perform a customer search, and the system will display the customer overview.
Scroll to the Contacts pane and click the hyperlink to the contact for this customer.
You could also search for the contact person directly and open the contact from the search results.
Individuals have the person icon in the first column. Click on the name or ID to go directly to the contact person record.
Scroll to the pane “Marketing List Subscriptions”.
Click the drop down arrow at the bottom of the Marketing List Subscriptions section and you will view the lists to choose from. Then click the next drop down arrow for the contact's email to use for this list and click + sign to add the name to the list.
You will receive a message confirming that the addition of this name to the marketing list has been saved.
Add Names to List in Bulk
These options can be used to add more than one name at a time to the marketing lists:
“Import to Marketing Lists” process
CRM “My Lists” process.
Import to Marketing List
To use the import process, navigate to the Setup menu -> Marketing Lists menu and then click the node “Import to Marketing Lists”.
Click the button “Download Template”. This will download an Excel sheet which you can fill out with data regarding the names you would like to add to the list. These names must be existing in Naviga.
Fill in the name ID of the contact, the actual name of the contact and/or their email address. If using the Name ID, it must match existing data in Naviga. You can simply have an email address - which is another reason why it is strongly strongly recommended to enforce unique emails in Naviga Ad. The same email should not be allowed on different contacts.
You can fill in as many names as you want and then save the file to your desktop.
In the Naviga import screen, click the drop down menu to choose the marketing list you want to add these names to, and then click the “select” button. Browse for the spreadsheet you saved and choose it.
Click “Check Import” button to flush out all errors prior to the import.
In case there is an error, click OK to the message you receive and the system will display the line on which you have the error and the error itself.
In this case, click the “Remove” button to remove the spreadsheet from Naviga selection. Return to the spreadsheet and correct the errors and resave the file. Repeat the select and check import process until you get a success message.
Click the “Import” button and this will add the names to the list you chose.
Add Names via "My List"
See more about my lists here.
Once a list of contacts is created, the user can use the Export and/or Tag Contacts function on the list to add the contact to a marketing list.
Mailings
Create Mailings
You can create mailings for marketing purposes using the lists you created. You can create mailings as a list at a certain moment in time. Creating a mailing creates an associated CSV file which you can use to bring these contacts into another system, or to print labels, and so forth.
To create the mailings, navigate to the menu Setup -> Marketing Lists. Click the node “Mailings”.
Click the drop down menu to select the Marketing List against which you are creating the mailing. Then click the button “Create New Mailing”.
A pop up screen displays with the method to use to create the mailings.
Write the mailing description. Click the drop down of the type - at this time, email and snail mail are the only selectable options. Choose the mailing type desired. If you click “Yes” to the “Include Duplicate Emails”, the mailing list will include duplicate emails. If left as “No”, duplicates will be eliminated from the mailings. (again, we strongly recommend not allowing duplicates in your system - this can be enforced with a backend setting that Naviga personnel can set for you. The default is to enforce unique emails, though some of our customers insist we turn that off)
Click “Preview List” to get a glimpse at the mailing list. A CSV file will display with the data.
Click “Create” and the list will display in the Naviga mailings screen.
You can then click the CSV icon to export to Excel. This list can be used to print labels for a print mailing, or the email addresses can be imported into your email marketing system to actually send the email.
Mailing Results
You can upload the results of the mailings to include data on the contacts in the list on whether they unsubscribed, opened, bounced or clicked the mailing. There is a utility to import list results using a template spreadsheet from any other system. Contacts will be will be removed from the marketing list if they unsubscribed or bounced.
Navigate to the menu Setup –> Marketing Lists and click the node “Import Mailing Results”.
Choose the marketing list for which you want to upload the results. Click the Mailing which you have created and for which you want to upload the results.
Click the button “Download Template”, which will display a spreadsheet to be filled with data of the results.
Fill in the ID (if available) of the contact as well as their name and email address. (if you only have the email address, that is sufficient - the rest can be blank as long as email addresses are unique in your system). Fill in whether the email was bounced as invalid email, or if customer has unsubscribed from the mailing list, the number of times the email was opened and the number of times it was clicked by the customer.
When finished, save the template to your desktop.
On the Naviga import page, click the “Select” button and browse and select the spreadsheet you saved.
Click the button “Check Import”, in order to flush out all import errors before uploading. If there are errors, click “Remove” button to remove the saved template from Naviga import page. Navigate to correct the errors in the imported spreadsheet, and save it again to the same location.
Navigate to the import page and repeat the select and check import process till all errors are gone. Then click “Import”.
Click OK to the success message. This will import the results to Naviga.
Once the upload is complete, you will view the results under the node “Mailings”.
Also, in the contact edit screen, you can view the results as well under the pane “Mailings”.
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