How to use Salesforce Campaigns to send Mass Emails

Overview

Salesforce uses an object titled 'Campaigns' that can be used to send a list of Contacts emails in mass. Contacts can be added directly from  Salesforce reports and either pre-built email templates can be used, or you can build one directly from a campaign. Once the email is sent, the email is logged as an 'activity' on the related contact record where it can be viewed. It's important that Salesforce users have the appropriate permissions in order to use Salesforce Campaigns. This article explains the necessary permissions, how to create a campaign, add contacts, and send an email.  

Required Salesforce Permissions (Administrators Only)

In order for the user to be able to create and send emails via campaigns, their 'User' must have the "Marketing User" checkbox checked. 

 

Additionally, the users profile will need 'Create', 'Read', 'Edit', 'Delete' access to the "Campaign" object.

  1. Navigate to their Profile in Setup
  2. Select 'Object Settings' 

3. Search for 'Campaign' and open it .

4. Click 'Edit' and then check the checkboxes for 'Create', 'Read', 'Edit', and 'Delete'. 

5. Save.  

Create the Campaign

  1. Navigate to the 'waffle' in the upper left corner,  type in 'Campaign', and click the name to open. 
  2. The list view will default to 'Recently Viewed'. All the way to the right, click the 'New' button. 

 

3. On the page that loads, select "Simple Campaign" for the campaign record type field. Also select 'Standard Campaign Member' for the member record type. Click continue. 

4. On the window that appears, you only need to fill out the following fields:

  • Campaign Name 
  • Active (checkbox checked)
  • Status (Planned or in Progress)
  • Start Date
  • End Date

5. Save 

Add Contacts to your Campaign

Use an existing Salesforce report or make a new one for the people you want to mass email. From the report, (as long as it is a report type with the Contact object), there will be a drop down arrow next to 'Edit', click it and a list will appear. From this list select, "Add to Campaign". 

Search for the Campaign you created, leave the other default settings and click 'Submit'. 

The contacts will be added to the campaign and you will receive an email notification notifying you when complete. 

Sending Mass Email

  1. Navigate back to your campaign.
  2. On the related tab, you'll see Campaign Members - that is where your contacts from the report are loaded. Make sure they are all there.
  3. Next to the button 'Printable View' there will be a drop down arrow, click it and select 'Send List Email'. 
  4. Here you can customize your email message by either inserting a template, or composing your email directly from this screen.
  5. To insert a template, select the paper symbol and plus sign  and navigate to the appropriate one. 
  6. Click 'Send' when ready. 

 

Once an email is sent, it is logged in the 'Activity' panel of the related Contact record. You can see when it was sent, last opened, and the contents of the email. 

 

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