Tagging contacts via a Mailchimp Email Marketing campaign

Sales Alerts within WorksIQ CRM are a great way to identify hot prospects in real time. The question that arises is, how can you to tag as many people as possible to maximise the number of alerts you receive? The simple answer is to include the WorksIQ tag IDs when you send out a bulk email marketing campaign.

Here’s some notes on how I did it using Mailchimp. Some aspects of the process may vary slightly depending on the email marketing tool that you use. If you need help then just give us a call. The tricky bit is formatting the web links so that Mailchimp’s click-through reports still work AND the WorksIQ sales alerts also work.

Step 1 – Export your target contacts from WorksIQ CRM

Use the advanced search feature under leads, incidents or contacts to identify a list of contacts that you wish to email (for example, all dead sales leads). I recommend saving your search as a new tab at the same time so you can easily refer back to them.

Then export your contacts to a .CSV file using the Export button.

Open the .CSV file with MS Excel. If necessary split the full name into separate columns for first name and last name. A simple tutorial can be found here: split a name with Excel

Check the .CSV file contains the “Tag Id” column. This is what you will use to tag each contact.

Step 2 – Import your contact list into Mailchimp

Click on Lists and go through the Create List process. The key thing here is to import the First Name, Email Address and Tag Id columns, along with any other fields you need. The Tag Id column should be imported as a Text Field.

Step 3 – Building your email

The tricky bit with any email marketing tool is getting the WorksIQ tagging links to work correctly. Here’s how I did it in Mailchimp.

Edit the content block that contains the body of your email.

Position the cursor on a blank line in the editor and click on the Merge Tags drop-down (you may need to click on the Expand Toolbar icon to see it). Select the drop-down item that matches the Tag Id field you imported. You should then see a merge field inserted by the editor, something like *|MMERGE7|*. Select this text and copy it using CTRL+C.

Next position the cursor where you want the tagging link to be inserted e.g. at the end of your signature.

Type the text of the link you want the recipient to click on e.g. Click Here To Download.

Select the text you just typed in.

Click on the Link icon in the toolbar.

Set Link To: Web Address
Set Web Address (URL) to http://www.yourwebsite.com/?wiq_linkedid=

At the end of the URL use Ctrl+V to paste the merge field on the end of your URL. This should give you a URL that looks something like this:

http://www.yourwebsite.com/?wiq_linkedid=*|MMERGE7|*

Now click the Insert to save the link and return to the editor.

Once you have finished editing your email you can save and close the editor and continue through to sending your emails.

Step 4 – Receiving an email (and checking it works)

If you follow the steps above then on receipt of the email the recipient should see a properly formatted link (e.g. Click Here To Download) that takes them to a URL with a format http://yourcompany.us7.list-manage1.com/track/click?u=788w8t7r8t78er78&id=er3e2r3e2&e=876767f6d7.

By clicking the link the Mailchimp click tracking will still work in the usual way. This ensures the normal Mailchimp reports still work.

The click-through will subsequently redirect to a URL of the format http://www.yourwebsite.com/?wiq_linkedid=657436574367856437657 which ensures the WorksIQ sales alert is generated.

Step 5 – If it didn’t work

If on receipt of the email your Mailchimp links are broken or not properly formatted you may see something like this:

http://www.yourwebsite.com/?wiq_linkedid=674637863748762374637″ target=”_self” style=”color: #6DC6DD;font-weight: normal;text-decoration: underline;word-wrap: break-word !important;”>Click Here To Download

Most likely you have the URL in your links just as the merge field *|MMERGE7|* rather than http://www.yourwebsite.com/?wiq_linkedid=*|MMERGE7|*

I hope these notes help.

Date: 28th June 2013

Author: Duncan Gillingwater





Posted in CRM, FAQs