Review Message for Custom Address Fields

Review or create the message draft to determine if custom or personalization fields are required for the adddress load (example: storage used).

Fit the CSV File to the Salesforce Template

• Remind the subject matter expert that their file needs both NetID and email address fields. This is very important for successfully loading to Salesforce. Also include First and Last Name fields; bulkmail may be the first time an individual's record is introduced to Salesforce, which is why you need all four of these fields.
• Use the Contact Upload Utility CSV template.
  • Do not change the order of the columns. 
  • Custom fields are optional. If used add them as column headers after the Campaign ID column: Custom Upload 1, Custom Upload 2, Custom Upload 3.
• Leave the Campaign ID field blank until the campaign been created.
• NetID and Email fields must contain valid data. 

Create a Campaign in Salesforce

1. Open Salesforce.
2. Select the grid of 9 dots on the top left and select Marketing Cloud Users.
3. Select the Campaigns tab above the dark blue border.
4. To create a new campaign, select the blue New button in the top right corner.
5. Create a name for the campaign (ex: ADFS - EntraID transition) and complete these fields:
   • Active: check this box
   • Type: Email (default is Event)
   • Business Unit: MC (Mass Communications) 
   • Description: short note for your own use or reminder.
6. Save the campaign.
7. Copy the Campaign ID value from the URL.

Complete the CSV File

1. Paste the Campaign ID into the CSV file in the first cell under the appropriate column header.
2. Paste the contents of the first cell for each of these columns into the rest of the rows:
   • Data Primer Template (Campaigns)
   • Data Primer Status (Unprocessed)
   • Data to import (Contact;Campaign Member;Campaign)
   • Campaign ID (a string copied from Salesforce, such as 701RQ00000m2kPlYAI)

An example of a test file is shown in this image for reference. The gray columns contain unique data for the NetID in each row. The other columns contain the same information in each row.

Import the CSV File

1. Return to Salesforce.
2. Look for the gear icon in the top right corner and select Set Up
3. This opens a new window.
4. Using the Quick Find search window, type in Data Import Wizard, then select that entry from the search results.
5. Look for the dark green button and Launch the Wizard, and complete these fields:
   • What kind of data are you importing? Custom objects
   • Choose Data Primers (scroll down the very long list of custom objects)
   • What do you want to do? Add new records
   • Where is your data located? Drag and drop or click CSV File to browse for your file.
6. In the middle of the page in the light blue center column, check the box for Enable Trigger Workflow.
7. Select Next in the bottom right corner of the page.
8. Wait for the mapping to reach the second bullet for Edit mapping, check the three samples shown and then select Next to continue the process (if they look correct).
9. Select Start Import
10. You should get a notice that the import has begun. Select OK to make that pop up go away – or ignore. Clicking OK just opens a new window to the Recently Viewed Contacts.
11. When the import is complete, you will receive an email ot that effect.

Verify the Campaign Record Count

1. Return to the Campaigns tab.
2. Locate the campaign.
3. Compare the campaign record count to the CSV row count.

Wait for the overnight sync between Salesforce and Marketing Cloud.

Troubleshooting Missing Records

• Confirm the overnight sync has completed.
• Verify the Campaign ID was copied correctly.
• Verify the Salesforce campaign contains the expected record count.
• Verify the Data Extension filter uses the exact Campaign ID.

Create a Marketing Cloud Data Extension

1. Open Marketing Cloud and select Email > Subscribers.
2. Open the CIT_Comm Bulkmail folder.
3. Create a Filtered Data Extension.
4. Select Shared Items > Shared Data Extensions > 01_MassCommunications > MC_Campaign_Member.
5. Filter on Campaign_ID and enter the Campaign ID.
6. Select Save & Build.
7. Name the Data Extension and add a description.
8. Confirm the expected record count.

Caveats

• Do not send bulkmail to all faculty, all staff, or all students without approvals required by University Policy 5.2.
• Coordinate alumni communications with Alumni Affairs and Development.
• Do not send attachments through bulkmail. Publish content on a webpage and send a link instead.