PeopleSoft Enterprise CRM 9.1 Event Management PeopleBook

Executing and Converting Events

This chapter describes the process for executing and converting events, and includes the following sections:

Setting Up Email Communications.
Setting Up Print Communications.
Creating Leads from Events.

Setting Up Email Communications

This section describes how to set up email communications for an event.

Pages Used to Set Up Email Communications

Page Name	Definition Name	Navigation	Usage
Event - Communications	RAE_EVENT_ACTIONS	Click the Communications tab on the Event page.	Set up email communications for an event.

Setting Up Email Communications

Access the Communications page (Click the Communications tab on the Event page).

The Communication tab displays both email and print communications associated with the event.

Email communications are a direct interface to Online Marketing Dialog Designer. You must select a dialog and a trigger. The trigger should be associated with a broadcast email action with an associated audience, depending on the type of email communication required.

Dialog Name	Select an Online Marketing dialog from the list of choices. The list displays all dialogs that: Are not in the Archived or Completed status. Have the Trigger On Demand check box selected.
Description	A description of the selected Online Marketing dialog.
Trigger Name	The name of the trigger on the selected dialog.
Trigger Description	Description of the selected trigger.
Last Email Sent	The last time the Send Email button was clicked to launch the action.
Send Email	Click this button to launch the selected processes on the selected dialog.
Add Trigger	Click this button to add another trigger to the list.

The typical email communications flow is as follows:

Create a participant list using the Participant tab (by loading audiences, manually adding participants, and so forth).
Create an audience that consists of all the participants for whom the Invited check box has not been selected.
Associate the audience to a bulk email action and associate a trigger to one or more bulk mail actions.
When you click the Send button, the email is sent to all of the participants based on the audience that has been defined.
After the email process is complete, the Invited check boxes are updated with all of the participants who received an invitation through the email process.
The Last Email sent timestamp is updated and the event is set to Executing.

You can set up multiple triggers for different email communications; for example:

Send reminders to non-responders.
Send more information to registered participants.
Send reminders prior to event for registered participants.
Send surveys to those who attended.

You should use the trigger description to give some indication of the type of communication to be sent. You can use the Comments field on the Comments tab to specify any further details about the specific communication.

Note that if email was sent against the trigger , then you will no longer be able to click the Dialog Name prompt or the Trigger prompt; further, the trash can (delete) icon is display only so you will not be able to delete the trigger. If no triggers have been sent and you try to change the dialog name, a message is displayed stating that all triggers will be deleted and asking you to confirm that you want to continue.

The dialog must be live in order to send email.

See Designing the Flow for an Online Dialog.

Setting Up Print Communications

Access the Communications page.

The Communication tab displays both email and print communications associated with the event.

Print communications are used when sending print invitations, brochures, postcard reminders, and so forth, using PeopleSoft Correspondence Management. Online Marketing is not required for sending print communications.

You can transfer from the audience to Correspondence Management and initiate one or more Correspondence Management jobs. Alternatively, if you choose not to use Correspondence Management and are simply mailing brochures, postcards, or other print media using a third party, then you can enter the audience and click the Timestamp to provide an audit history of the print communications.

Audience

Select an audience from the available list. Note that audiences that are not in the Committed state might appear as empty. If this occurs, the system takes the information from the audience record itself rather than the list of Committed audiences.

Print Sent

Click to view a history of which print communications were sent, when they were sent, and the audience they were sent to. When you click this button, a message is displayed informing you that the system is setting the Last Print Set field, and that audience correspondence must be initiated in the Audience component. You can click the icon next to the Audience field to transfer to the Audience component.

Creating Leads from Events

Following an event's completion, you can create sales leads from audience members and events. You can create leads from audience members without reference to an event, or for all audience members associated with a particular event.

Pages Used to Create Leads from Events

Page Name	Definition Name	Navigation	Usage
Create Leads	RA_CREATE_LEADS	Marketing, Execution, Manual Leads Creation	Create sales leads from audiences, marketing campaigns, and events.
Lead Qualify	RSF_LEAD_QUALIFY	Sales, Search Leads Click the Qualify tab.	Associate sales leads and opportunities with events.

Page Name

Definition Name

Navigation

Usage

Create Leads

RA_CREATE_LEADS

Marketing, Execution, Manual Leads Creation

Create sales leads from audiences, marketing campaigns, and events.

Lead Qualify

RSF_LEAD_QUALIFY

Sales, Search Leads

Click the Qualify tab.

Associate sales leads and opportunities with events.

Creating Leads from an Audience or Event

Access the Create Leads page (Marketing, Execution, Manual Leads Creation).

Lead Load Type

Select Audience, Campaign, or Event. Depending on which option you select, different options on the page will become available.

Business Unit

Select a business unit from the list of choices.

Campaign

This option becomes available only if you select Campaign in the Lead Load Type field.

Activity

This option becomes available only if you select Campaign in the Lead Load Type field.

Event

This option becomes available only if you select Event in the Lead Load Type field.

Audience

This option becomes available if you select Audience or Event in the Lead Load Type field. Selecting a Lead Load Type of Audience allows you to select an audience from an available list; the audience will not be associated with an event. If you select a Lead Load type of Event, then you must also select an audience. The audiences available for selection in this field are those associated with the event you selected in the Event field.

View Audience

Click this button to view information about the audience associated with the selected Lead Load Type:

If Campaign is selected, then the View Audience page shows audiences associated with the selected activity.

If Audience is selected, the page displays information about the selected audience.

If Event is selected, the page displays information about the event and the audience associated with it.

Note that you cannot load multiple campaigns, or events with audiencesan error message displays if you attempt to do so. You can load multiple audiences: a warning displays, but you will be allowed to continue with the operation.

Manually Associating Leads and Opportunities with Events

Access the Lead Qualify page (Sales, Search Leads, click the Qualify tab).

You can associate Sales leads and opportunities with events. In order for the event metrics to accurately track the number of leads and opportunities generated by the event, you must track every lead that is generated.

If the lead is created from an event or from the Manual Lead Creation process, the relevant event is already assigned to the lead. Otherwise, you can add or update the Event ID on this page to indicate that the lead has been created for this specific event. For example, you might want to create a lead manually if someone attended your event and then later called you indicating that they want to receive more information about the event.

When a lead is converted to an opportunity , the associated event is carried over to the opportunity

Event	Select an event from the available list to associate an event with this lead.
Lead Source	Select Marketing Event from the list of choices.

See Creating Sales Leads and Opportunities.

Lead Load Type	Select Audience, Campaign, or Event. Depending on which option you select, different options on the page will become available.
Business Unit	Select a business unit from the list of choices.
Campaign	This option becomes available only if you select Campaign in the Lead Load Type field.
Activity	This option becomes available only if you select Campaign in the Lead Load Type field.
Event	This option becomes available only if you select Event in the Lead Load Type field.
Audience	This option becomes available if you select Audience or Event in the Lead Load Type field. Selecting a Lead Load Type of Audience allows you to select an audience from an available list; the audience will not be associated with an event. If you select a Lead Load type of Event, then you must also select an audience. The audiences available for selection in this field are those associated with the event you selected in the Event field.
View Audience	Click this button to view information about the audience associated with the selected Lead Load Type: If Campaign is selected, then the View Audience page shows audiences associated with the selected activity. If Audience is selected, the page displays information about the selected audience. If Event is selected, the page displays information about the event and the audience associated with it.