Summary
A Report to Campaign link keeps a campaign's members matched to a Salesforce report. Each morning, Salesforce runs the report and updates the campaign: people the report finds are added, and people it no longer finds are removed. Use it for lists that should always reflect current data, such as everyone who attended an event or everyone in a program.
Body
A Report to Campaign link keeps a campaign's members matched to a Salesforce report. Each morning, Salesforce runs the report and updates the campaign: people the report finds are added, and people it no longer finds are removed. Use it for lists that should always reflect current data, such as everyone who attended an event or everyone in a program.
At a glance
| When this happens |
Salesforce does this |
Timing |
| A lead or contact appears in the report |
Adds them to the campaign with status Not Sent |
Daily, early morning (5 AM) |
| A campaign member is no longer in the report |
Removes them from the campaign, unless the link is set to add only |
Daily, early morning (5 AM) |
| A campaign is linked to more than one report |
Uses everyone found by any of the reports |
Daily |
How membership is decided
Added. Anyone in the report who isn't a member yet becomes a member, with status Not Sent.
Removed. Anyone in the campaign who isn't in the report is removed. This includes people added by hand. If you need to keep people the report doesn't find, ask for the link to be set to add only. An add-only link adds new people but never removes anyone.
More than one report. A campaign can be linked to several reports. The members are everyone found by any of them.
Mixing link types. Don't link one campaign to both add-only reports and regular ones. The result is hard to predict.
Setting one up
The Salesforce team creates the link. Submit a ticket with:
- the campaign name
- the report name
- whether the link should be add only
What the report needs
- A Lead ID or Contact ID column. That's how Salesforce knows who to add.
- No groupings or summaries. Use a plain list (tabular) report.
- A shared folder. A report in a private folder can't be used.
- No "my" filters. Filters such as "My leads" or "records I own" are applied to the Salesforce account that runs the daily update, not to you. Use explicit filters instead, such as a specific owner or program.
Things to know
- Editing the report changes the campaign. The next morning, the campaign matches the edited report. Check before changing a report that a campaign depends on.
- Removing someone by hand doesn't stick if they're still in the report. They come back the next morning. Change the report's filters instead.
- The status starts at Not Sent. Emails and other campaign steps update it as usual. A member who is removed and added again starts at Not Sent again.
- Some campaigns are managed this way for other processes. For example, the Faculty Class Review and Faculty Summary Letter email lists are kept in sync with faculty records each week. Don't edit those campaigns' members by hand.