There are several types of campaigns that can be sent from SmashFlyX- Bulk Email, Bulk SMS, Drip, and Video. We will cover each in this article. Bulk Email and Drip campaigns are part of our normal CRM service. To set up personalized Video campaigns or Bulk SMS campaigns, these are a paid service and should be arranged through your Symphony Talent Client Service Representative.
Overview
Campaigns are an efficient way to communicate information to a group of contacts. For example, if you have a supervisor position open, you might want to send an email campaign to contacts with supervisory experience and encourage them to apply.
Based on permissions that have been set up, you launch a campaign from the campaign section in SmashFlyX. You can also perform this through other sections of SmashFlyX where contacts can be selected. For example, you can go to a folder, select contacts in that folder, and perform campaign actions from the Actions pull-down menu.
Go to the campaign section of SmashFlyX
Once in the campaign section, there are various areas of usage.
The top section is the search window where you can enter information to find campaigns.
In the upper right is a 'plus' icon for creating a campaign.
In the lower left is an action drop to add a tactic to an existing campaign
Campaigns are a collection of tactics.
Tactics are unique ways to achieve the goals of expanding the talent community, driving applies and hires. Some examples are Indeed (Job Board Posting), Banner Ads, Sourcing Emails, Automated Emails, Drip Messages etc. Tactics are also collections of tactic details
In the lower right is the number of current campaigns that exist and an icon to control the column headings in the list. For example, if I select the icon, the headings window pops up. Using this allows me to edit the headings on my list of campaigns in this general area.
Creating a Campaign
Clicking on the “+” on the top right of the Campaigns page allows a user to start the Campaign Creation process.
Once Campaign Details have been entered - Campaign Name (mandatory), Campaign Group (optional) and Campaign Description (optional) - select Create and the Campaign is created
Sending a Tactic from a Campaign
Go to the campaign section where you see the different campaigns and tactic styles. You can use the down arrows to open up the detail levels.
To send a tactic, you can start at the campaign level or you can choose a tactic already sent. First we will show the campaign-level approach
Sending Tactic from the Campaign level
Select a campaign by checking the box. Then go to the Actions and select the arrow to show Add Tactic.
Select Add Tactic and this will take you to the process to create a tactic.
On the page, you can change the name of the tactic and you can change the campaign it connects to by selecting the edit icon at the end of these text fields. You can also select the Back button in the bottom right to begin again.
We are going to create an email tactic so we made sure the email radio button is selected and then we select Create.
This takes you to the Audience creation page for the tactic.
Here you can select folders of contacts to receive the email tactic. You can also add filters, exclude contacts, exclude internal or external contacts and add tags. For this example, we are going to choose a folder in the Folders window. Once chosen, the Total Contacts show and the folder is part of the Included Contacts window. We select Next to go to the next step of the tactic creation to design the tactic.
You can use HTML or select from existing templates. You can also use the designer elements on the right panel to build a unique template.
For our purpose, we are going to select from an existing template by selecting Choose Template.
Selecting a template takes us to the tactic building page. Here we can edit our template, send a test, save as a draft, go back to start over, send the tactic now, or schedule the tactic. There is also a link to preview the email tactic.
We want to schedule the tactic and select Schedule. This takes us to the Scheduling process.
You can see our chosen template has filled the Message window. You can change this by clicking in the window which will take you back to template selection and creation. You can also Add Message which will begin a drip tactic, a tactic with more than one email.
There are 3 buttons in the upper right. Selecting this will allow you to delete the tactic.
There is a link to edit the Audience you have chosen.
Along the bottom right are buttons to go Back to the beginning, Save as Draft, or Launch
We want to Launch our tactic. Before launching, we must schedule the tactic. To do this, we select the edit icon in the upper right of the scheduling window. Note also there is a delete icon in the bottom right of the scheduling window that will delete the message entry.
The scheduling window opens. Here you can update the subject of the tactic as well as schedule it now or in the future. By selecting Scheduled, the data and time window open. After selecting the data and time, we select Save.
This takes us back to the tactic page with all fields correctly prepared. We now select Launch and the tactic will go out at the schedule time. Note at the top will be the data surrounding this tactic, such as Clicks and Applies.
Furthermore, the tactic now is part of the Campaign listing hierarchy.
I can go back to the tactic to see data on the send data.
Data can also be found in the Analytics section for campaigns, such as the Message Summary report.
Sending a Tactic from an Existing Tactic
If a tactic has not been sent and is still in the draft stage, you can go back into the tactic and modify it before sending. You can also change the name of the tactic and it will create a new tactic. The steps above will be similar once you are in the tactic. The difference here is that rather than starting with a campaign, you enter the tactic for editing through an existing tactic.
Go to the Campaign section and open the levels to find the specific tactic you want. Again, it must be a tactic that is in draft stage. You cannot do this for a tactic that has been launched and finished.
Select the tactic name and this will take you into the tactic.
From here you can follow the same steps outlined in the Tactic from Campaign section above to modify and then Launch the tactic. You can see from the screen that the Launch button is still available and the tactic is designated in Draft in the upper right.
Sending Bulk Email from Contacts and Folders
When a user is inside a Folder or on the Contact Listing Page, Candidates can be selected and “Send Email” chosen from the Actions menu to initiate the Bulk email process
The Tactic Detail (this specific bulk send) name is autopopulated (user can change) using the name of the user / name of the folder/ date of initiation of the email etc. and a default campaign assigned (can be re-assigned by the user).
You can choose a template, fill in text blocks, and use other methods to flesh out your email. When ready, you can click on “Send Now” at the bottom of the page to complete the Sending process. Other options here are to be able to Preview the Email, Send a Test email, Change the Template and Save this Bulk Send as a Draft.
You can also choose to click on Schedule to change timings and / or add more messages to create a Drip. This will take you to scheduling view. Selecting the edit icon in the upper right of the scheduling window will allow you to change the timing of your email.
You can select the Schedule radio button and fill in a date and time in the future for the email to be sent.
Selecting the Add Message link will begin to create the Drip campaign process where you can layer messages. See more on Drip campaigns in the Sending a Drip section of this article.
Selecting in the message window will take you back to the message setup.
Upon launching the Tactic Detail, SFX confirms a successful launch and the status is updated accordingly.
Alternatively, Bulk Emails can also be sent from the All Campaigns page by selecting a Campaign and clicking on “Add Tactic” under the Actions menu. This takes the user to a tactic selection page where the user can select “Email” (Email is the default selection) and click next to initiate the Bulk Email process.
This takes the user to a tactic selection page where the user can select “Email” (Email is the default selection) and click next to initiate the Bulk Email process.
Once you select Create, you have options to select an Audience / Set of Recipients from the Audience builder screen by adding folders / tags and filters.
Once the Audience is configured the next steps are similar to what has already been shown to review / change the default email template and send / schedule the email.
You can see the results of your send by going into the item from the Campaign section
More detailed data can be found in the Analytics section in the Message Details report
Sending Bulk SMS
SMS is a paid service that allows clients more direct texting to candidate mobile devices. Please work with your Symphony Talent Customer Service Representative to set up this feature. The following is the process once this has been done.
The user flows mentioned above for Email are all true for SMS as well. The only difference is that SMS does not use templates so after initiating the Bulk SMS process and deciding the audience, the user is taken straight to the SMS message creation stage. While additional messages cannot be added to an SMS to create an SMS Drip, all the other functionality remains the same.
When ready, just as with Bulk Email, select the SMS part of the tactic creation.
Select Create and this takes you to the audience creation window, just as with email tactics. Note that if you do this from a Folder or Contacts rather than the Campaign section, this selection of Audience will not happen since you have already designated the contacts.
Once you create the audience and select Next, you are taken to the SMS creation widow.
Fill in the details of the SMS send per the fields in the form. You can add merge tags to the SMS message text, such as First Name. You can also paste in URL links, such as www.indeed.com, and the product will automatically enable the link. The character limit of the text is 1500 characters. You can schedule the send for Now or in the future.
When ready you can Save and/or Send.
If you need to go back and edit the SMS text in the campaign, merely pause the campaign and you are then allowed to edit it before activating it again.
As for recipients of the SMS campaign, the limit is 10,000 recipients. The system checks a) if the number is a valid phone number and b) if the contact has opted-In to SMS communication. The opt-in can happen at the time of joining the talent community (the Join LCP needs to have this enabled), or later through the candidate experience while logged in.
There is no reply functionality.
As mentioned in the Bulk Email section, you can see the result of your SMS campaign by opening the campaign or by going to the Message Summary report in the Analytics section.
Sending a Drip
At any point while creating and configuring an Email, the user always has an option to add additional emails to the tactic detail and convert it to a Drip. This was highlighted above in the Sending a Bulk Email section.
Apart from that, you can also use pre-defined Drips or Drip Presets (messages, message templates and relative schedules are stored as part of the Drip Preset) to send a drip. This is to make it easy to reuse and also make it possible for only a small group to define Drips while a much broader group to use drips whenever needed.
You can initiate Drips through Drip presets using the same flows as mentioned for Email and SMS above - from the Contact Listing page, from within a folder, and from the Campaigns page.
Once the Drip preset is chosen and the User clicks “Next”, the system takes you to the tactic detail buildout / schedule page with the Drip pre-loaded with all the messages, their corresponding templates, recipient definition rules and schedule for the messages (this is auto calculated based on the relative time stored in the drip preset). At this point, you can make changes or edits if needed, much as describe in the Bulk Email section and then the drip can be launched. Any changes made to the drip once the preset is loaded are restricted to that specific drip only and do not change the preset.
Creating a Drip preset
When creating a Drip tactic, you can choose from a list of Drip Presets, already configured Drips that you can modify as appropriate.
To create a drip preset, you go through the steps of creating a Drip. The difference is that you will save this as a Drip and it becomes a preset.
Go to an email that has already been created. In that email, select Add Message to turn the email into a Drip (a tactic with more than one level of communication).
Once you add a message, the areas of the email now recognize this as a potential Drip and Save as Drip now appears as a selection at the bottom.
Fill in the templates you want to use as well as the schedule.
Now select Save as Drip. This will take you to the naming window where you are asked to name your Drip preset (note the Drip email will also be created with the default name (note the choice between saving this as a new Drip preset or using this to update the name of an existing Drip preset).
Once done, the Drip preset now appears in the menu for future Drips:
The tactic you created to make this Drip preset is also created in the Campaign section.
Sending a Video
Personalized video is a paid service that allows our clients to better connect with prospects, customers, and supporters by weaving unique details about each person into a video. Please work with your Symphony Talent Customer Service Representative to set up this feature with the creative video(s) and messages you would like to have available. The following is the process once this has been done.
As with the various campaign styles already mentioned, video will be an option in your selection menu when creating a campaign.
Select Create Campaign and then select Personalized Video Campaign. This will take you to the naming window where you name your Video Campaign.
NOTE: YOU CAN ONLY SEND A VIDEO CAMPAIGN TO 100 CANDIDATES. IF YOU HAVE MORE THAN 100 CANDIDATES, YOU NEED TO CREATE A SECOND CAMPAIGN.
Now select your email template. This will trigger any associated creative videos which you can select as well in the multiplayer window.
If everything is OK, select Schedule Campaign.
NOTE: THE CAMPAIGN MUST BE APPROXIMATELY 3 HOURS OUT FROM THE CURRENT TIME AT A MINIMUM. IF YOU SCHEDULE THE CAMPAIGN BEFORE THIS MINIMUM TIME PERIOD, YOU WILL BE UNABLE TO SELECT SCHEDULE CAMPAIGN. IF YOU ARE UNABLE, MOVE THE STARTING TIME OUT UNTIL YOU ARE OK.
The scheduled campaign will appear with information about who will receive the campaign and what it will look like. There will also be a message in the upper right that the campaign is scheduled.
Finding Folder Campaigns
To view your campaigns in a folder, there are different processes based on the folder type.
For a regular folder, open the folder and you will see the campaigns listed on the right.
For a Smart Folder, open the folder and then select Show Folder Details in the upper right. The campaigns will be listed as part of the top area of the details.
For a job folder, open the job. In the upper right, select Show Job Details. Then in the upper right, the Job Actions pulldown has Show Campaigns as a selection.
