For the most part, your ClickDimensions email sends will be easily identifiable by the subject line alone. You aren't likely to reuse subject lines too often, but there could be times when you need to name an email for internal reference only; something that the customer won't see. Maybe each member of your sales team sends emails to their own marketing lists, but uses the same template and subject line. In that case, the subject line can't do double duty as both the name and subject, if you want to easily differentiate between each sales member's email send.
What you can do in this type of scenario is add a custom field to the email send record. It's very easy to set up using the instructions below.
Please note: the steps outlined here do involve customizing your CRM, so it is best to work with your CRM administrator or partner on setting this up.
Step 1—Adding the Field
On the email send record, click on the ellipses menu and select Form Editor (it may appear as Form in your menu) to add a new field to the email send form.
Once the form editor window appears, select New Field to create the Name field.
On the new field window, add the Display Name and leave the field as a simple text field. You can adjust the character limit in the Maximum Length line if you feel the need to or just leave it at the default of 100 characters.
Now you just need to add the field to the email send form. Back on the form editor window, find the Name field in the Field Explorer pane and move it onto the form. Save and publish the form before closing the window.
Your new Name field is now available on the email send record. You can start naming your emails for internal reference with names that your customers won't see.
Step 2—Sharing the Name with Sent Emails
You can also take this a step further so that the name appears on the sent email records as well. This requires adding a field onto the sent email record, which you can do by following the instructions in Step 1— just make sure that you have opened a sent email record in order to properly add the field to that form.
Once you add the Name field onto sent emails, you will need to create a simple workflow so that the name can carry over from the email send to the sent email.
Go to Settings > Processes and create a new workflow. It should run on the sent email entity as a background process, and be owned by the organization.
For the first row of your workflow, have a check condition step.
Then add the following criteria to that check condition step: Email Send > Name > Contains Data. This will allow the workflow to run whenever the Name field is filled in on the email send.
Save the criteria and then add an update record step. Select sent email as the record to update and click on Set Properties to tell the workflow which field to update on the sent email record.
Use the Dynamic Values section of the sidebar to copy the value from the Name field on the email send record to the Name field on the sent email record.
Save and close that window, and then save and activate the workflow.
And now you will see the name from the email send reflected on the sent email record.
Now you're all set to start naming your email sends and share that name with the sent email records. If you like, you can modify the steps here to add the Name field and run the workflow on email events instead. It just depends on what is most helpful to you.
When updating your version of the ClickDimensions solution, custom fields such as the ones shown here will be removed from the entity's form. The field will still exist, but you would need to go into the entity's form (in this case, email send or sent emails) and add the field back to the form. The data will not be removed, but it won't be visible until the field is added back in.
Written by Carolynn Carriger, ClickDimensions Marketing Success Manager