Managing Campaign Messages

Market: House, Senate

Description: When your Office receives volume of mail that share 70% or more common text, IQ imports and groups this mail as Campaign mails. In IQ, you can assign a Form Letter to respond to Campaign mail as well as assign the Form Letter to all subsequent Campaign Messages that are added to that Campaign. Thus, streamlining the management of Campaign mails.

These instructions teach users how to find and manage Campaign Messages in IQ. For instructions on how to send responses to messages, see Sending Messages. Click any of the following links to be brought directly to the subtopic:

Combining Campaigns

Processing Email Campaigns

Analyze Text Feature

Assign Response to Email Campaign

Locating Campaigns

1.Open the Messages module.

2.Click either All Active Campaigns or My Active Campaigns under the Message Center column.

3. In the list results page of Campaign records, use the filter options on the left to further refine your search.

Combining Campaigns

1.Navigate to Messages > Message Center > All Active non-Bill Campaigns.

2. IQ displays all your office campaigns that are not related to a bill. Click the box next to the campaign names that you want to combine.

3. Select Change > Combine Campaigns.

4. Select the campaign into which the other campaigns will combined. A best practice is to select the campaign has the most messages amongst those you are combining.

5. Click Combine Campaigns.

Processing Email Campaigns

1.Once you have located the Campaigns you wish to process, click the icon to expand the Campaign. To expand all rows at once, click the icon at the top right of the list and click Expand All Rows. This allows you to read the common language in the text of the Campaigns.

2. Since IQ automatically names new incoming Campaigns based on text in the Email Subject Line, there is an option to rename the Campaign to something more meaningful. Click the Rename in-row action.

3. You can create Personal Tags unique to Campaigns, meaning the tags will not crossover to individual Message records. Click the icon and select Set Up Tags to add Personal Tags

4. Click the Change Data action to open a dialog box with multiple options available to manage the Campaign.

5. Click the Change Status action to manage the status of Messages inside the Campaign.

6. Click the Assign Response action to automate multiple options for the Campaign.

7. The Analyze Text action allows you to locate Message records in the Campaign that contain different language. Once identified, you can isolate those Message records within the Campaign and respond with a different Form Letter if you so choose.

8. Once the Assign Campaign Response dialog is saved, the Assign Response in-row action changes to Modify Response and any new Messages which are added to the Campaign will automatically be assigned the same Issue Code, Assigned To, Form Letter and Batch. The Campaign rule can be removed by selecting the red "Remove Rule" button inside the dialog.

9. Use the Name link to open the campaign to view and process all individual messages in the campaign.

Analyze Text Feature

1.IQ displays all active campaign records that are not related to a bill. Select a campaign that has Message Variations. If the campaign shows all messages are exactly alike, there is no need to use the Analyze Text feature.

Figure 1: Campaign with text variances

Figure 2: Campaign without text variances

2. Select Analyze Text.

3. IQ will display the results using yellow to refer to records that have similar content and using red to refer to records that have variations.

For those records with variations, click the record number to drill down into those messages. Based on the content, assess the significance of the variation to determine the best approach to address them (i.e. keep these records in the same campaign, create a new campaign for these records, etc.)

Assign Response to Email Campaign

1.From the Messages Big Menu, select All Active Campaigns from the Utilities column

2.Locate the desired campaign and select Assign Response from the Row Action.

1.Comments: Add comments about the Messages in the campaign here.

2.Affiliations: Add appropriate Affiliation Codes related to Campaign.

3.Issues: Add issue codes to messages with similar language. If the selected Issue code has an associated staff, then the Assigned To field will be auto populated. Also, the selected Issue Code(s) will override any issue codes in the incoming emails which are added to the campaign.

4.Related Bill: Select from drop-down menu a Congressional Bill related to Campaign and your office's Position.

5.Assigned To: Select the IQ user that should be assigned to/is responsible for the existing pending Message records and any future Messages added to the Campaign.

a.Note: If the selected IQ User is suspended and replaced with another IQ User, IQ will automatically update the Assigned To in the Assign Campaign Response with the replacement user along with any pending Message records in the Campaign.

8. History: To reply with history, select yes or no

9. Letter Name: Assign a form letter response. If the selected Form Letter has Issue Code(s) and "Add to Message" is checked, then those Issue Codes will be added auto populated.

a.Note: Check “new letter” to create a placeholder letter for the campaign response. You can edit the letter later

10. Batch Change: Assign campaign messages to a batch for printing or sending out emails. The new batch will automatically be named the same as the Letter Name by default but can be changed to another name or the user can select an existing batch.

a.Note: If a new batch is created, the Owner will be the user selected in the Assigned To field. If a user is NOT selected, then the owner of the batch will be the IQ user who created the Assign Response

b.Note: You may also wish to select All Active Unlocked to explore your Offices existing and active batches and add the campaign mail there.

11. Click Save