Purpose:  To add, edit, and view information about promotions and communications which are used in tracking various communications sent out to a group of individuals.

 

Launch Point:  This file maintenance window can be launched from the following location(s):

 

•      Names → Routines → File Maintenance →

 

Example: 

 

 

When the routine is launched the window above will open.

 

 

Promotion

 

The Promotion grid on the left of the window shows the promotions for the date range in the lower left of the window. By default the window will open showing the last three years with the most recent at top. Note: the default date is set by a system parameter so if you want it to be something other than three years contact CDS support.

 

You can filter the records displayed in the Promotion grid by using the Promotion Start Date range and then clicking the Refresh button.

 

The rows in the Promotion grid can also be filtered by using the filter row at the top of the Promotion grid.  When you put your cursor in a field the Delete Filter icon will be displayed. Enter the filter data and hit Enter. The records displayed in the grid will then be filtered using the criteria entered. To clear the filter click the Delete Filter icon.

 

The right side of the window has two tabs, Promotion Details and Communications, described below.

Promotion Details

 

The Promotion Details tab has three sub-tabs which display details for the promotion highlighted in the Promotion grid.  The fields on these sub-tabs are controlled by the in-place buttons in the lower left of the Promotion Details tab.

 

If the Promotion grid is empty, the only button that will be enabled is the in-place Add button.

 

If there is at least one promotion in the Promotion grid, the in-place Add, Edit, and Delete buttons will be enabled.  To add a new promotion record, click on the in-place Add button.

 

This will enable the fields on the three sub-tabs.  Add the promotion information and click the in-place Save button.

 

To edit a promotion, first highlight the desired promotion record in the Promotion grid and make sure the Promotion Details tab is highlighted.  Then click the in-place Edit button. This will enable the fields on the three sub-tabs.  Make changes as needed and click the in-place Save button.

 

To delete a promotion record, first highlight the desired promotion record in the Promotion grid and make sure the Promotion Details tab is highlighted.  Then click the in-place Delete button.  You will be asked to confirm deletion in one of the following pop-up windows: 

 

This message will be displayed if there are no communications set up for this promotion.

 

This message will be displayed if there is at least one communication set up for this promotion and none of the related communications have been recorded to any names records.

 

This message will be displayed if there is at least one communication set up for this promotion and at least one of the communications has been recorded to names records.

 

Details

 

Code:  A unique system generated code that identifies each promotion.  The code is composed of the last two digits of the year (calendar), the users initials and a 3 digit sequence number that increments as each new promotion is defined during the calendar year for each user (ie… 09MBR001, 09MBR002, 09KLM01).

 

Start:  The date a promotion is scheduled to begin

 

End:  The date a promotion is scheduled to end.

 

Title:  A title that identifies the promotion.

 

Record Added / By:  Date and user initials of when the promotion was originally entered into the system.

 

Record Updated / By:  Most recent date and user initials of an update to the record.

 

Promotion Description:  A free form text field that can be used to fully describe the promotion.

 

Links

 

Events:  One or more existing events in the system can be linked to the promotion.  This information is strictly informational.

 

Contribution Marketing Source:  One or more dues contribution marketing sources can be linked to the promotion.  The list in this field is user-defined.  This information is strictly informational.

 

Committees:  One or more existing committees in the system can be linked to the promotion.  This information is strictly informational.

 

Promotion Group:  A user defined listing that allow for the grouping of similar kinds of promotions.  The list in this field is user-defined.  This information is strictly informational.

 

Product Links

 

Self Study:  One or more existing product self study items in the system can be linked to the promotion.  This information is strictly informational.

 

Miscellaneous Sales:  One or more existing product miscellaneous sales items in the system can be linked to the promotion.  This information is strictly informational.

 

Advertising:  One or more existing product advertising items in the system can be linked to the promotion.  This information is strictly informational.

 

Publications:  One or more existing product publications items in the system can be linked to the promotion.  This information is strictly informational.

 

Communications

 

There is no limit to the number of communications that can be set up per promotion.

 

The Communications tab displays details for the communication highlighted in the Communications grid which relates to the promotion highlighted in the Promotion grid.  The fields on this tab are controlled by the in-place buttons in the lower left of the tab.

 

If there have been no communications added yet for the highlighted promotion, and the Communications grid is empty, the only button that will be enabled is the in-place Add button.

 

Once at least one communication has been added to the Communications grid, the in-place Add, Edit, and Delete buttons will be enabled.  To add a new communication record, click on the in-place Add button.

 

This will enable the fields on the tab.  Add the communication information and click the in-place Save button.

 

To edit a communication, first highlight the desired communication in the Communications grid which relates to the promotion record in the Promotion grid.  Then click the in-place Edit button. This will enable the fields on the tab.  Make changes as needed and click the in-place Save button.

 

To delete a communication record, first highlight the desired communication in the Communications grid which relates to the promotion record in the Promotion grid.  Then click the in-place Delete button.  You will be asked to confirm deletion in one of the following pop-up windows: 

 

This message will be displayed if the communication has not been recorded to any names records.

 

This message will be displayed if the communication has been recorded to names records.

 

 

Communication Details

 

Title:  A title that identifies the communication.

 

Code:  The promotion code that this communication is linked to.

 

Communication No.:  A unique system generated number that identifies each communication in conjunction with its promotion code.  The number is incremented for each successive communication that is defined for each promotion.

 

Estimated Count:  The estimated count of people this communication will be sent to.

 

Scheduled Date:  The date the communication is scheduled to be sent out.

 

Copy Due Date:  The date the copy for the communication is due, if applicable.

 

Copy Received Date:  The date the copy for the communication is received, if applicable.

 

Method(s):  The method used for the communication.  The list in this field is user-defined.

 

Description:  A free form text memo field that can be used to fully describe the communication.

 

 

To see the communications in a calendar click the Promotions Calendar button at the bottom of the window.