Run a campaign

The campaign tool enables you to send out multiple instances of a preplanned session to a contact list. 

In this article you'll learn how to:

• Create and run a campaign 

• Edit and monitor your campaigns

Create and run a campaign

Outline

Here is an outline of the steps for creating and running a campaign:

1. Create a campaign file - Create a CSV file with each contact name and a phone numbers and/or email. Optionally you can also define attributes for each contact.

2. Create a Workflow - The Workflow must not require any agent or additional participant actions.

3. Configure the campaign - Upload the campaign file and configure a few campaign settings.

4. Launch the campaign - Initiate the process of sending out the Workflow to your contacts and follow the campaign's progress.

Create a campaign file

The campaign file contains the contact information for all customers that you will include in the campaign.

To create a campaign file: 

1. Open a new worksheet and name the first three columns “customerName”, “phone”, “email”. These columns are mandatory.

2. Transfer all contacts into these rows. You can include up to 50,000 contacts.
   

3. If desired, create columns for attribute values.
   

4. Save the worksheet as a CSV UTF-8 file.

   Note

   The CSV format causes Excel to encode number columns making them incompatible with the Campaign tool. If this happens, format the column as text.

The following constraints apply when creating the CSV file:

• First three columns are mandatory and must be named: “customerName”, “phone”, “email”.

• Additional columns are optional and are named for existing attributes.

• Each row must contain a customerName and either a phone, or email, or both.

• Attribute values may be left blank.

• No empty rows allowed.

Create a Workflow

The Workflow you create must be able to get started without a human agent. A campaign is most effective when the entire Workflow is designed to let your customer complete it entirely on their own. 

To create a Workflow, see Create Workflows.

Configure the campaign

To configure the campaign: 

1. On the Lightico Administration page, in the left pane, click Campaigns.
   The Campaign manager page opens. 

2. Click Create campaign. 
   The campaign configuration window appears.

3. In the main section of the window:

   1. Enter a Campaign Name.

   2. Under Upload a campaign file, click Select file and select the campaign CSV file that you created.

   3. Under Campaign setup, select a team for the campaign. The selected team settings will apply to the sessions created in the campaign.

   4. Select the Workflow that you created for the campaign.

   5. Enter a description of the campaign (optional).

   6. Turn on the Store initial copy toggle (optional). See below for more information.

      

4. In the right panel:

   1. Under Schedule execution routine, select the days, time range and time zone when to allow customer invitations to be sent out.

   2. Under Notification, select who you would like to notify when the campaign is completed. The email includes a detailed report of the campaign execution (see below).

   3. If you selected Someone else, enter up to 10 emails in the field that appears. 

      

5. Click Save campaign in the top right corner.  

   

   
   The Campaign manager page appears with the new campaign added to the table.

Store initial copy

Campaigns sometimes do not reach the recipient or the recipient may receive the Workflow, but not complete it. Because of possible cases like these, you can choose to save a copy of every Workflow sent during a campaign. When the campaign begins, an initial copy is created for each recipient and sent to external storage. The copy can be used as a record that a document was sent to the customer even if they did not complete it.

To store an initial copy of each Workflow in the campaign:

Turn on the Save initial copy toggle when you configure the campaign.

Note

A separate file is created for every HTML and PDF included in the Workflow unless your system settings are set to combined PDF.

Each initial copy is treated by the system as an incomplete document with the same status as a draft document. However, while draft documents are replaced by the completed document, initial copies continue to be saved even after the document is completed.

Launch the campaign

Launching the campaign initiates sending out the Workflow to all your contacts. The amount of time it takes to complete the campaign depends on how many contacts are included in it.

To launch the campaign:

1. Click Launch next to the relevant campaign.  

2. Click Continue to approve the launch. The pop-up lets you know how many contacts are in the campaign.  
   

3. Follow the progress of the campaign in the Campaign manager table. 

4. Click Pause to pause the campaign.  

5. Click Resume to continue.  
   When the campaign is finished running, the Status column will show Done.

Edit and monitor your campaigns

Search for campaigns

Search for campaigns according to recent timeframes or use the advanced filter.

Delete a campaign

You can delete a campaign at any point in the progress of the campaign.

To delete a campaign:

1. If the campaign has been launched, click Pause.

2. Click the menu icon and select Delete. 

Edit a campaign

You can edit a campaign when it is in New status, before it is launched. Once it's has been launched, only the description can be edited.

To edit a campaign: 

1. Click the menu icon and select Edit.  

2. The Edit campaign window appears.
   Edit the campaign as needed.

View Report

At any point in the campaign, you can view a campaign report.

Click the menu for the relevant campaign and select Report.

The report is displayed. 

Export the CSV file

At any point in the campaign, you can export a copy of the CSV file for a campaign.

Click the menu for the relevant campaign and select Export.

Set data deletion rule

Campaigns may contain sensitive or private information. To help protect this data, you can limit the amount of time that it remains in the Lightico system.

In System settings, under Security > Data deletion > Campaigns, turn on the toggle and set the amount of time following creation of a campaign after which the campaign's data will be deleted.