Tips For Successful Email Campaigns And How To Create Yours Within SugarCRM

Find out how to create your Email Campaigns with the SugarCRM campaign wizard.

Recent studies show that Email still converts better than either search or social. Marketers that take full advantage of all mediums by combining these tools will get the best results. Spending on email marketing is on the rise and expected to reach $2.5 billion by 2016? See results from Monetate Here

Email is more difficult to ignore than other social media which has an estimated life cycle of two hours – out of sight, out of mind. Emails demand attention until they are read or deleted.

Taking advantage of email is the best way to get valuable content, information and specials to your audience.

Here are some tips:

  1. Have something good to say, or provide valuable information.
  2. Make it easy to read and pleasant to look at.
  3. Be regular or consistent.
  4. Make it personal.
To find out more about the importance of Email in a successful online campaign Download the PDF


How to creating your Email Campaign with the SugarCRM campaign wizard

  • Understand Campaign Types
  • Create an Email Marketing Campaign
  • Understand the Campaign Header Fields
  • Understand the Campaign Budget Fields
  • Understand the Campaign Tracker URL Fields
  • Understand the Marketing Email Fields


Understand Campaign Types

Deciding on your campaign type is the first step in creating a campaign.  Sugar provides three types:

  • Newsletter: A recurring email campaign with predefined frequencies and a predefined target list with options to subscribe and unsubscribe.
  • Email Campaign: When you create an Email campaign, you can execute it through Sugar and view statistics to measure its success.
  • Non-email based Campaign: When you create other types of campaigns that cannot be executed through Sugar, such as Mail or Radio, you can create a record for your reference.

Note: Before you create an email campaign, check with your system administrator to ensure that the outbound email process is configured to send email. For further details on emails, see “How Do I … Configure Email Settings.”


Create an Email Marketing Campaign

A campaign wizard walks you through the steps for creating a campaign, adding a budget, creating and linking tracker URLs, and adding target lists.

Note: If you step outside the wizard prior to saving, you will lose your campaign data.

Step Action
1 Select Create Campaign (Wizard) on the Campaigns module tab hover menu.
2 Select Email from the Campaign Type screen, and then click Start to launch the wizard.
3 Enter the fields on the Campaign Header screen to identify the campaign as described in theCampaign Header Fields / Description table below, then click Next to enter budget information.Note:  The Start Date, End Date, and Status values are for your records only. These values do not impact the execution of an email marketing campaign.
4 Enter the budget and revenue details on the Campaign Budget screen in order to track the campaign return on investment (ROI) as described in the Campaign Budget Fields / Description table below, then click Next to enter Tracker URL information.
5 On the Campaign Tracker URLs screen, enter the tracker URL details in order to track the number of click-thrus for your campaign as described in the Campaign Tracker URLs Fields / Description table below,  then click Next to enter Target information.For further details on creating Tracker URLs, see How Do I … Create and Embed Tracker URLs.
6 Select or create target list(s) on the Target Lists screen for use with your campaign.

  • Click Select to use an existing target list.
  • Enter the name and type of target list to create a new target list, and then click Create.

For further details on creating target lists and targets, see How Do I … Create Target Lists and Targets.

Click either Save and Continue to move to the Marketing Email screen, or click Finish to view a summary of the campaign and enter the marketing email information at a later time.

7 Select or create the email template on the Marketing Email screen that you will use to send to your target list(s) and complete the fields as described in the Marketing Email Fields / Description table below.You can edit a previously created template to embed tracker URLs.For further details on creating and editing email templates, see How Do I … Create Email Templates.Click Next to send the email.
8 Perform one of the following actions.

  • Click Finish on the Send Email screen to save your work.
  • Click Send Marketing Email As Test to send out a test of your campaign.
  •  Click Schedule Email to schedule your email to be sent.
9 Perform the following actions on the campaign summary screen:

  • Edit the campaign, if needed
  •  View the campaign status and return on investment

For further details on managing campaigns, see How Do I … Manage Campaigns.

10 View the Marketing Email section on the Summary screen.You can send test emails, schedule delivery, and create a new marketing email.Note: Prior to sending the email, run the campaign diagnostics.
For further details on campaign diagnostics, see How Do I … Run Campaign Diagnostics.
11 Click Send Test on the Marketing Email section of the summary page to send the test emails above the detail view.

  • Select the marketing email record you created above and click Send.
  • After a moment, the Status page appears with the messages sent.

Important: You MUST have a test target list for the test emails to be sent out.

12 Follow these steps to execute the campaign:

  1. Change the email marketing record status to Active.
  2. Click the Send Emails button above the detail view.
  3. Select the marketing email record you created above and click Send.
  4. iew the Status page with the messages sent.

Note: The start date, start time, and status selected in the email marketing screen determine when the email is sent.

Important: Ensure that you have worked with your Sugar Administrator to schedule a job that will deliver the campaign emails.


Understand the Campaign Header Fields

Field Description
Name Enter the campaign name.
Status From the drop-down list, select the current status of the campaign. The status must be changed manually as the campaign progresses. Select from the following:

  • Planning: The campaign is in development and is not ready to execute.
  • Active: The campaign components are lined up and the campaign is ready to be executed.
  •  Inactive: You do not want to execute the campaign at this time.
  • Complete: Once the results have been received, change the campaign status to complete.
  •  In Queue: The campaign is waiting to be executed.
  • Sending: The campaign emails are in the process of batch delivery.
Start Date Click the Calendar icon and select the date on which the campaign begins.
End Date Click the Calendar icon and select the date on which the campaign ends.
Assigned to Enter the name of the user assigned to the campaign, if not you.
Team Enter the name of the team that is allowed to view the campaign information.Note:  Teams are available in Sugar Professional, Corporate, Enterprise, and Ultimate editions.
Description Enter a brief description of the campaign.


Understand the Campaign Budget Fields

Field Description
Budget Enter the budget for the campaign.
Expected Revenue Enter the estimated revenue from the campaign.
Currency Select the currency type for the campaign.
Actual Cost Enter the actual cost incurred to conduct the campaign.
Expected Cost Enter the estimated cost of the campaign.
Impressions The number of people who opened the email.
Objective Explain the goal of the campaign.

Understand the Campaign Tracker URL Fields

Field Description
Tracker Name Enter a tracker name for your reference. Use alpha-numeric characters.Example: Register Now
Tracker URL Enter the tracker URL and click Create Tracker. To create additional tracker URLs, click Create Tracker again.Examplehttp://www.sugarcrm.comNote: You must include the http:// at the beginning of the link.
Opt-out Link? Select this box to identify the tracker URL as an opt-out link and embed your “Unsubscribe” instructions in a tracker URL.By default, the system uses the removeme.php file containing these instructions and displays this file name in the Tracker URL field.


Understand the Marketing Email Fields

Field Description
Name Enter a name for the marketing email.
Use Mailbox Select a mailbox for Bounce Handling. The mailbox name appears in the From Name field by default and can be changed.Note: Sugar Administrator needs to set up this mailbox.
Status Select Active if the record is in use; select Inactive if the record is not in use. Only active records will be queued for campaign launch.Important:

  • Always set the status to Inactive while in development and testing.
  • The status must be Active for the campaign to be executed.
From Name Enter the name of the organization or person that is sending out the email.
Start Date & Time Click the calendar icon and select a date to send out the email. Enter the time in the adjoining field.Note: To queue the email for campaign launch after the test email was successful, select a date and time that already passed.
Email Template Select an existing email template. To create a new template or edit an existing one, click the adjoining Create or Edit link, respectively.Note:  You will need to edit the template to add the Tracker URLs as described in“How Do I … Create Email Templates.”
Send This Message to Select one or more target lists. To send it to all the target lists, select the All TargetLists in the Campaign box.