Creating Campaigns

Campaigns can be customized and sent using various delivery methods, such as email, SMS, or other supported channels. The New button on the Campaigns screen allows users to initiate the creation of a new campaign within the application. By clicking New, users are guided through a streamlined setup process where they can define campaign details, select target audiences, and choose the appropriate delivery method to ensure effective communication.

Procedures

You can:

Create and Send a Campaign

Complete the following:

Click the New button.

The system displays the New Campaign pop-up window.
Complete the following information to name the campaign:
1. In the New Campaign pop-up, enter a unique name (title) of the campaign in the Campaign Title box.
2. (Optional) Select a Published template from the Template drop-down so that you can quickly start creating a campaign using existing content. To know more about Templates, please See Managing Templates topic.
3. Click Create. Please note that the campaign title name is restricted to 85 characters only.
  
  The system opens the campaign compose screen with the name of the campaign.
  
  Note: If you enter a campaign title name that already exists in the system, the screen will show an error message and will not allow you to create a campaign when you click the Create button.
Determine what message type(s) you want to manage for the campaign (for example, Email, Text (SMS), In-App, or Push Notification).

Note: The system enables the Email message type by default. You can disable the email message if you need to enable a different message, or you can enable multiple message types for the campaign.
Complete the following to set up an Email message type for a campaign:
1. Enter text in the Subject field. It is a mandato7ry field.
2. Enter or edit the message text in the rich text editor as necessary.
3. Use the rich text editor toolbar settings to customize text.
  Make customizations such as:
  - Applying boldface, italics or underline styling:
  - Applying a format to text (for example, a heading or a paragraph)
  - Aligning the text (for example, left, center, right, or justified).
  - Display text in a list format (for example, a numbered list or a bullet list)
  - Insert a link (for example, web address, display text, title)
  - Insert substitution variables from the Variables drop-down to quickly personalize content based on employee or company specific data.
    
    The list of available variables with their resolved values are displayed in the table below:
  - Insert an image (for example, a company logo). A new visible note displays suggesting you to upload images under 30 KB. Additionally, guidance on hosting larger images externally and pasting the link of the hosted image is also provided.
  - Apply text and the text background color.
  - Toggle between Code View and Preview to review the text.
  - Undo and Redo changes
  - Maximize and Minimize the editor
4. Custom From & Reply To Address
  Once you have set custom From and Reply To Email Address in the Settings screen, then you can use any of the available From and Reply To email address for your campaigns. This allows you to optionally select Custom From and Reply To addresses so that recipients see the most appropriate sender and reply destination.
  
  To select custom From and Reply To Address complete the following:
  1. While composing email campaign, simply turn the Custom From & Reply To Address toggle button on.
    
    The system displays the From Address and Reply To Address fields.
  2. Select the desired from address from the From Address drop-down options. The values available in this drop-down are configured in the Settings screen.
  3. Similarly, select the desired reply to address from the Reply To Address drop-down options. The values available in this drop-down are configured in the Settings screen.
5. Transactional Email
  If you want to send critical, non-promotional email campaigns without including an unsubscribe link in the email and also be compliant with CAN-SPAM Regulations, complete the following:
  1. While composing email campaign, simply toggle the Transactional Email button.
    
    The system displays the Transactional Emails pop-up window.
  2. The pop-up window displays the proper information on the usage of transactional emails and also contains a hyperlink which directs you to the official website of CAN-SPAM Regulations.
  3. Toggle the Don't show this again button if you do now want this pop-up to appear every time you toggle the Transactional Email toggle button.
  4. Click I Understand to make your email a transactional email. These emails will be sent to recipients even if they have opted out.
  5. Click Cancel to close the pop-up window and undo the transactional email selection.
6. (Optional) Use the AI tools to improve the message.
  Complete the following to improve the content:
  1. Click the AI Tools drop-down and select Improve.
    
    The system displays AI-generated text in the Subject as well as in the Text box fields in the Improve Message window.
  2. Review the text.
  3. Click Replace to accept the suggested improvement, or select Cancel to reject the suggested improvement.
7. (Optional) Use the AI Tools option to translate the message.
  Complete the following to translate the content:
  1. Click the AI Tools drop-down and select Translate.
    
    The system displays the Translate Message window.
  2. Select one or more languages from the Choose a Language drop-down (for example, French or Spanish).
  3. Click Translate.
    
    The system adds a new translated message to the tab for each language that you selected.
8. (Optional) Use the AI tools to Generate all message types.
  Complete the following to generate message for all types of delivery method:
  1. Click the AI Tools drop-down and select Generate all message types.
    
    The system displays the Generate All Message Types window.
  2. Select one or more message types that you want to generate from the Message Types drop-down (for example, Email, Text (SMS), In-App, Push Notification)
  3. Add your desired message in the Content box.
  4. Click Generate.
    
    The system adds a new message suggestion to the tab for each delivery method that you selected. The content includes Subject as well as body of the message, wherever applicable.
  5. Review the message for each delivery type that you selected. You can also edit the suggested content using the rich text editor.
  6. Click Apply to accept the suggested content. The system populated the delivery method section with the suggested content.
  7. Click Back to reject the suggested content.
9. (Optional) Click the Preview button to preview the message.
10. Click Save.
Complete the following to set up a Text (SMS) message type for a campaign:
1. Toggle the option for Text (SMS) to enable the option.
2. Enter text in the Add a Message field.
3. Transactional Text (SMS)
  If you want to send critical, non-promotional Text (SMS) campaigns and be compliant with TCPA Regulations, complete the following:
  1. While composing a Text campaign, simply toggle the Transactional Text (SMS) button.
    
    The system displays the Transactional Texts (SMS) pop-up window.
  2. The pop-up window displays the proper information on the usage of transactional texts and also contains a hyperlink which directs you to the official website of TCPA Regulations.
  3. Toggle the Don't show this again button if you do now want this pop-up to appear every time you toggle the Transactional Texts (SMS) toggle button.
  4. Click I Understand to make your text a transactional text. These text sms will be sent to recipients even if they have opted out.
  5. Click Cancel to close the pop-up window and undo the transactional text (SMS) selection.
4. (Optional) Use the AI tools to improve the message.
  Complete the following to improve the content:
  1. Click the AI Tools drop-down and select Improve.
    
    The system displays AI-generated text in the Subject as well as in the Text box fields in the Improve Message window.
  2. Review the text.
  3. Click Replace to accept the suggested improvement, or select Cancel to reject the suggested improvement.
5. (Optional) Use the AI Tools option to translate the message.
  Complete the following to translate the content:
  1. Click the AI Tools drop-down and select Translate.
    
    The system displays the Translate Message window.
  2. Select one or more languages from the Choose a Language drop-down (for example, French or Spanish).
  3. Click Translate.
    
    The system adds a new translated message to the tab for each language that you selected.
6. (Optional) Use the AI tools to Generate all message types.
  Complete the following to generate message for all types of delivery method:
  1. Click the AI Tools drop-down and select Generate all message types.
    
    The system displays the Generate All Message Types window.
  2. Select one or more message types that you want to generate from the Message Types drop-down (for example, Email, Text (SMS), In-App, Push Notification)
  3. Add your desired message in the Content box.
  4. Click Generate.
    
    The system adds a new message suggestion to the tab for each delivery method that you selected. The content includes Subject as well as body of the message, wherever applicable.
  5. Review the message for each delivery type that you selected. You can also edit the suggested content using the rich text editor.
  6. Click Apply to accept the suggested content. The system populated the delivery method section with the suggested content.
  7. Click Back to reject the suggested content.
7. (Optional) Click the Preview button to preview the message.
  
  Note: The Text (SMS) preview option includes the ability to preview content in the following formats:
  - Mobile
  - Mobile Landscape
  - Tablet
  - Tablet Landscape
8. Click Save.
Complete the following to set up an In-App message type for a campaign:
1. Toggle the option for In-App to enable the option.
2. Enter text in the Subject field. It is a mandatory field.
3. Enter or edit the message text in the rich text editor as necessary.
4. Use the rich text editor toolbar settings to customize text.
  Make customizations such as:
  - Applying boldface, italics or underline styling:
  - Applying a format to text (for example, a heading or a paragraph)
  - Aligning the text (for example, left, center, right, or justified).
  - Display text in a list format (for example, a numbered list or a bullet list)
  - Insert a link (for example, web address, display text, title)
  - Insert substitution variables from the Variables drop-down to quickly personalize content based on employee or company specific data.
    
    The list of available variables with their resolved values are displayed in the table below:
  - Insert an image (for example, a company logo). A new visible note displays suggesting you to upload images under 30 KB. Additionally, guidance on hosting larger images externally and pasting the link of the hosted image is also provided.
  - Apply text and the text background color.
  - Toggle between Code View and Preview to review the text.
  - Undo and Redo changes
  - Maximize and Minimize the editor
5. (Optional) Use the AI tools to improve the message.
  Complete the following to improve the content:
  1. Click the AI Tools drop-down and select Improve.
    
    The system displays AI-generated text in the Subject as well as in the Text box fields in the Improve Message window.
  2. Review the text.
  3. Click Replace to accept the suggested improvement, or select Cancel to reject the suggested improvement.
6. (Optional) Use the AI Tools option to translate the message.
  Complete the following to translate the content:
  1. Click the AI Tools drop-down and select Translate.
    
    The system displays the Translate Message window.
  2. Select one or more languages from the Choose a Language drop-down (for example, French or Spanish).
  3. Click Translate.
    
    The system adds a new translated message to the tab for each language that you selected.
7. (Optional) Use the AI tools to Generate all message types.
  Complete the following to generate message for all types of delivery method:
  1. Click the AI Tools drop-down and select Generate all message types.
    
    The system displays the Generate All Message Types window.
  2. Select one or more message types that you want to generate from the Message Types drop-down (for example, Email, Text (SMS), In-App, Push Notification)
  3. Add your desired message in the Content box.
  4. Click Generate.
    
    The system adds a new message suggestion to the tab for each delivery method that you selected. The content includes Subject as well as body of the message, wherever applicable.
  5. Review the message for each delivery type that you selected. You can also edit the suggested content using the rich text editor.
  6. Click Apply to accept the suggested content. The system populated the delivery method section with the suggested content.
  7. Click Back to reject the suggested content.
8. (Optional) Click the Preview button to preview the message.
9. Click Save.
Complete the following to set up an Push Notification message type for a campaign. Enabling the push notification sends the campaign to the recipient's PrismONE mobile application:
1. Toggle the option for Push Notification to enable the option.
2. Enter text in the Subject field. It is a mandatory field.
3. Enter or edit the message text in the rich text editor as necessary.
4. Use the rich text editor toolbar settings to customize text.
  Make customizations such as:
  - Applying boldface, italics or underline styling:
  - Applying a format to text (for example, a heading or a paragraph)
  - Aligning the text (for example, left, center, right, or justified).
  - Display text in a list format (for example, a numbered list or a bullet list)
  - Insert a link (for example, web address, display text, title)
  - Insert substitution variables from the Variables drop-down to quickly personalize content based on employee or company specific data.
    
    The list of available variables with their resolved values are displayed in the table below:
  - Insert an image (for example, a company logo). A new visible note displays suggesting you to upload images under 30 KB. Additionally, guidance on hosting larger images externally and pasting the link of the hosted image is also provided.
  - Apply text and the text background color.
  - Toggle between Code View and Preview to review the text.
  - Undo and Redo changes
  - Maximize and Minimize the editor
5. (Optional) Use the AI tools to improve the message.
  Complete the following to improve the content:
  1. Click the AI Tools drop-down and select Improve.
    
    The system displays AI-generated text in the Subject as well as in the Text box fields in the Improve Message window.
  2. Review the text.
  3. Click Replace to accept the suggested improvement, or select Cancel to reject the suggested improvement.
6. (Optional) Use the AI Tools option to translate the message.
  Complete the following to translate the content:
  1. Click the AI Tools drop-down and select Translate.
    
    The system displays the Translate Message window.
  2. Select one or more languages from the Choose a Language drop-down (for example, French or Spanish).
  3. Click Translate.
    
    The system adds a new translated message to the tab for each language that you selected.
7. (Optional) Use the AI tools to Generate all message types.
  Complete the following to generate message for all types of delivery method:
  1. Click the AI Tools drop-down and select Generate all message types.
    
    The system displays the Generate All Message Types window.
  2. Select one or more message types that you want to generate from the Message Types drop-down (for example, Email, Text (SMS), In-App, Push Notification)
  3. Add your desired message in the Content box.
  4. Click Generate.
    
    The system adds a new message suggestion to the tab for each delivery method that you selected. The content includes Subject as well as body of the message, wherever applicable.
  5. Review the message for each delivery type that you selected. You can also edit the suggested content using the rich text editor.
  6. Click Apply to accept the suggested content. The system populated the delivery method section with the suggested content.
  7. Click Back to reject the suggested content.
8. (Optional) Click the Preview button to preview the message.
9. Click Save.
On clicking Save, the campaign is saved as a draft and is displayed on the Campaigns screen.
Add recipients for the campaign by using the Campaign Settings panel.
1. Click the Individuals button. The Select Individuals screen displays.
2. (Optional) Use the filter option to search for individuals based on different filter criteria such as User Type, Employee Status, Department, Division, and so on.
3. (Optional) Use the selector to display and add columns to view different information such as Personal Email Address, Work Email, Department, Division, and so on for an individual.
4. You can also configure the columns that you want to be displayed on the screen using the icon.
  
  To configure the columns, complete the following:
  - Click the icon. A small pop-up displays.
  - The important employee attributes such as First Name, Last Name, Client ID, Client Name, and Employee ID are displayed by default. Other employee attributes available are:
    - UserlD
    - Personal Email Address
    - Work Email
    - Preferred Email
    - Cell Phone
    - Preferred Language
    - User Type - Client Contact value is available in this column that allows you to distinguish a Client Contact from an employee or manager. Additionally, two filter fields, Contact Title and Contact Type is also available for Client Contact that allows you to further filter and target Client Contacts based on their role and title.
    - Employee Status
    - Worksite State
    - Resident State
    - Department
    - Division
    - Project
    - Shift
    - FLSA Exempt flag
    - Employee Type
    - Benefit Group
    - Service Type
    - Preferred Text Number
    - Email Opt In
    - Text (SMS) Opt In
  - Turn to toggle on for the columns that you want to see on the screen. The screen gets updated with the addition of the selected column.
  - Click Activate All to toggle all the columns at once.
  - To remove all the selected columns, click Reset. The screen is updated accordingly and displays the mandatory columns.
  - To re-order the columns according to your preference, simply drag the column names and place at your preferred order. You can see the screen updating the column name orders with your preferred order in real-time.
5. To select multiple individuals, enable the toggle for one or more individuals. When you add more columns than the page width, a horizontal scroll bar is displayed automatically, which allows you to scroll through and view the newly added columns.
6. To select all individuals at once, click Select All.
7. Click Save to add the recipients.
8. Similarly, to add groups, click the Groups button. Select the desired group from the Select Groups window and click Save.
(Optional) Scheduling a Campaign
You can use the Schedule toggle button to schedule a campaign for a future date and time so that you can plan future communications and ensure they are delivered at the most appropriate time.

Complete the following to schedule a campaign:
1. Click the Schedule toggle button.
  
  The system displays the Delivery Date, Delivery Time, and Time Zone fields.
2. Select one or more input from the following tabs:
  - Delivery Date - Either enter the date or select from the date picker. Ensure that you are entering a future date. If you enter a past date, the system displays a warning message stating, Date is out of range below the Delivery Date field.
  - Delivery Time - Either enter the time in HH:MM and AM/PM format or select from the time picker.
  - Time Zone - Select the required time zone from the drop-down options.
3. When you save the campaign, the Campaigns Dashboard displays a Scheduled status for that record, making it easy to identify campaigns that are planned but not sent yet.
Once you have added the recipients, click Save & Send. A confirmation message is displayed with the count of recipients that you have selected. Click Send to send the campaign to the selected recipients instantly.

Or
Click Cancel to return to the dashboard.