Topic overview

This document describes the procedures for handling the Sales campaigns application. The procedures contain instructional steps for creating or editing a sales campaign, for instance. Furthermore, this document will inform you about the expected preconditions and effects.

For more on the Sales campaigns application, refer to the document Sales Campaigns that describes fields and buttons besides other facilities.

Procedures in the identification pane

Sales campaigns can be created or duplicated from an existing sales campaign. Finally, the base data of the sales campaigns can be manually edited or the sales campaign can be deleted.

The status of a sales campaign is manually changed through the actions button. Furthermore, opportunities (only with base data) saved for addressees in the sales campaigns or documents are generated.

Creating new sales campaigns

1. Open the Sales campaigns applicationapplication.
2. Enter a sales campaign type.
3. Choose [New] in the standard toolbar.
   The system generates a new sales campaign in the entered sales campaign. The campaign numbers are automatically determined and allocated, if necessary, if a number range is saved for it in the sales campaign type.
   
   Note

   A number once allotted cannot be used again even if no sales campaign is saved under this number.
4. Enter a unique number for the sales campaign.
5. Enter at least the description, an end date and finally select a sales stage.
6. If required, create or change the data in user-defined fields under General.
   
   Note

   Other data can be entered at a later time, if required.
7. Save the new sales campaign.
   The sales campaign gets the status Created.

Duplicating sales campaign

1. Open the Sales campaigns application.
2. Load an existing sales campaign. Status of the sales campaign is not relevant.
   The system displays the existing sales campaign.
3. Now choose [Duplicate header] in the standard toolbar under the [New] menu.
   The system generates a new partner sales campaign. The data of existing sales campaign are accepted until the identification of the sales.
   
   Note

   While duplicating, only the identification pane with data of all tabs is duplicated. The data in the work pane are not accepted.
4. Create a unique identification for the new sales campaign.
5. Change and supplement the other sales campaign data, if. required
   
   Note

   The description is also accepted. The allocation of a new description is recommended to distinguish between the sales campaigns easily.
6. Save the new sales campaign.

Editing sales campaign

All fields of a sales campaign can be edited and changed at any time, except the identification in the field Sales campaign.

Instructions

1. Open the Sales campaigns application.
2. Load the sales campaign to be edited.
3. The system displays the existing sales campaign.
   Change the desired data in the fields in the identification pane.
4. Save the changed sales campaign.

Deleting sales campaign

Preconditions

Sales campaigns can only be deleted if they do not have any activities.

Instructions

1. Open the Sales campaigns application.
2. Load the sales campaign to be deleted.
   The system displays the existing sales campaign.
3. Choose [Delete].
   The sales campaign is deleted.

Changing status of sales campaign

You can use the actions button on the standard toolbar to manually change the campaign status.

Instructions

1. Open the Sales campaigns application.
2. Load the sales campaign the status of which is to be changed.
3. The system displays the existing sales campaign.
4. Select a possible status with the actions button: Released, Blocked, Completed.
   The status of the sales campaign is changed. The status is displayed through a status icon beside the number of the sales campaign:
   Created
   Released (no icon)
   Blocked
   Completed

If the status check for the Sales campaigns application is deactivated in Customizing, the status information is used only for the classification of the sales campaigns. The status has no effect on further editing of the campaigns, subsequent checks of the system or the generation of opportunities.
In case of activated status check, the availability of actions and status changes are dependent on the status of the sales campaigns, for instance, you cannot add activities to a sales campaign if it is in Blocked status.

Procedures for activities

The tasks for activities are displayed in a list in which data cannot be changed. You can call up a dialog window in the header line of the list in which you can create activities or edit existing tasks for existing activities. You can assign the status Completed unprocessed to existing activities that are already saved. If an activity was not saved already, it can also be deleted.

1. Open the Sales campaigns application.
2. Load the sales campaign to which an activity is to be added.
   The system displays the sales campaign.
3. Choose Activities tab.
4. Choose on list header of activities list [New].
   The dialog window.
5. Enter the following data in the dialog window:
   – An activity type,
   – A description,
   – The start and end of your activity and
   – The editor of the workflow.
   
   Note

   The interval between start and end must be within the interval defined through the start date and end date of the sales campaign.
6. Choose [Accept].
   If you choose [Cancel] instead, the dialog window will close and the entered data will be discarded.
   The new activity is inserted in the list of activities or tasks. The line item in the list is according to the sort order. The activities and tasks are sorted in ascending order according to their start date, i.e. the latest date will take the first.
   
   Note

   Incorrect entries are displayed in ‘red frame’ in the list not after being accepted, but after the sales campaign is saved.
7. If necessary, repeat points 4 to 6 until you have entered all desired and/or necessary activities.
8. Save the sales campaign.
   The system saves the new Relationship Management activity as workflow activity and automatically generates one or more tasks from the activity (only if the workflow activities are activated in the Customizing application). A task is generated for every user that is assigned to the entered editor. These tasks are displayed in the list under the tab Activities.

Editing activity

Entered activities are checked only when the entire sales campaign is saved. They are then saved if test result is positive. Consequently, in case of faulty inputs, the activities have to be edited again.

Successfully saved activities can be edited as well. Since workflow tasks are generated from these activities, all data cannot be changed.

Editing unsaved activity

You are in the Sales campaigns application and have loaded the desired sales campaign for which you have entered an activity. The test of the system returned an error in the previously entered activity.

Instructions

1. Choose Activities tab.
2. Select the line to be edited.
3. Choose on list header of activities list [Edit].
   The dialog window opens.
4. Change the activity type, editor, description or start and end of your activity.
5. Choose [Accept].
   If you choose [Cancel] instead, the dialog window will close and the changed data will be discarded.
   The changed activity is displayed in the list of activities. The line item in the list is according to the sort order: ascending order by start.
6. Save the sales campaign for saving the activity.

Editing saved activity

You are in the Sales campaigns application and have loaded a sales campaign with at least one activity. You now want to edit the task that was generated from the saved activity.

Instructions

1. Choose Activities tab.
2. Select the line to be edited.
3. Choose on list header of activities list [Edit].
   The dialog window opens.
4. Change the description or start and end of your activity.
5. Choose [Accept].
   If you choose [Cancel] instead, the dialog window will close and the changed data will be discarded.
   The changed task is displayed in the list of tasks. The line item in the list is according to the sort order: ascending order by start.
6. Save the sales campaign for saving the activity.

Completing activity unprocessed

You can assign the status Completed unprocessed to an activity with the [Delete] button. The tasks belonging to an activity in status Completed unprocessed are not displayed in the list anymore. If there are several tasks for an activity, then no entries are displayed anymore.

The creator or entered editor of an activity may change the status of an activity or the status of the tasks generated from it. Another user requires the corresponding authorization for it.

Until the Completed unprocessed status, the activity status cannot be changed manually. The activity status is dependent on the start and end as well as the edit status of the activity and is assigned by the system. The status of the activity is also defined by the status of affiliated tasks.

Preconditions

You have already created a sales campaign with at least one activity. You are in the Sales campaigns application and have loaded the desired sales campaign. You now wish to remain the activity created and saved successfully from the list by changing the status to Completed unprocessed. One or more workflow tasks already exist for this activity which are displayed in the list.

Instructions

1. Choose Activities tab.
2. Select the line to be removed.
3. Choose on list header of activities list [Delete].
4. Save the sales campaign.
   The system sets the status of the activity as Completed unprocessed. All tasks to this activity are not displayed in the activities list of sales campaign.

Deleting activity

An activity can only be deleted if it has not been saved yet. As soon as it is saved and a workflow task is generated from it, the activity cannot be deleted anymore.

Deleting unsaved activity

You have already created a sales campaign with at least one activity. You are in the Sales campaigns application and have loaded the desired sales campaign. You now wish to delete the previously created and still unsaved activity.

Instructions

1. Choose Activities tab.
2. Select the line to be deleted.
3. Choose on list header of activities list [Delete].
   The row will be marked with a deletion flag.
4. Select other lines if required and mark these activities for deletion.
5. Save the sales campaign.
   The activities marked for deletion are deleted.

Procedures for addressees

The partners assigned to the sales campaign loaded in the identification pane are displayed and edited in Addressees. The addressees are the target grouping of the campaign.

Individually creating and assigning new addressees

You can assign addressee as partner to a sales campaign. You can assign companies (partners of Organization type) as addressee with or without contact person. Alternatively, you can also assign partner of Person type directly without a reference to its companies.

If you assign contact persons through companies, the company address is accepted as default. If you directly assign a contact person without reference to its company as addressee of the sales campaign, the private address of the contact person is accepted as default. In both cases the addresses can be changed. These changes are related only to the sales campaign and are not accepted in the partner’s master data.

contact person. If you enter in the campaign an address, it is not saved in the master data.

Instructions

1. Open the Sales campaigns application.
2. Load the sales campaign to which an addressee is to be assigned.
   The system displays it.
3. Choose the Addressee tab.
4. Choose on list header of the list [New].
   The dialog window opens.
5. Select a partner. Permitted partners are:
   – Partner of Organizational unit type with or without contact person,
   – Partner of Person type or
   – Contact.
6. Choose [Accept].
   If you choose [Cancel] instead, the dialog window will close and the entered data will be discarded.
   The new addressee will be added to the list.
   
   Note

   Incorrect entries are displayed in ‘red frame’ in the list not after being accepted, but after the sales campaign is saved.
7. Repeat points 4 to 6 for more addressees if required.
8. Save the sales campaign.
9. If an error message is displayed, edit the faulty addresses.

Adding new addressees together

In order to combine several partners and assign and add them as partners to a sales campaign all at once, you have two possibilities:

• You can assign several addressees to one sales campaign in the Relationship management cockpit application.
  
  Note

  Use the Relationship management cockpit if you wish to assign partners in large numbers and according to different criteria such as marketing groupings or partner roles and types.
  
  See description of the Relationship management cockpit application.

• You can also use the action [Find and add partner] action in the header of the addressees list. Through this action, a simple dialog search opens in which you can search for partners entered in the system. The displayed partners are determined by the system using the entered search criteria. Finally you can select all or individual partners for accepting the addressees in the.

Instructions

1. Open the Sales campaigns application.
2. Load the sales campaign to which you want to add a new addressee.
   The system displays it.
3. Choose the Addressee tab.
4. Choose on list header of the list [Find and add].
   Dialog search is opened.
5. Set a default for search fields if required, so that the system can limit the partners.
   
   Note

   You cannot limit partners in the dialog search according to type, category or partner role. This is only possible in the Relationship management cockpit.
6. Start the search.
   All partners that fit the search criteria will be displayed.
7. Select the desired partner (selected partners will be highlighted in color).
8. Choose [Add].
   Partners are added to the addressee list.
9. Save the sales campaign.

Editing addressees

Entered addressees are checked only when the entire sales campaign is saved. They are then saved if test result is positive. Consequently, in case of faulty inputs, the addressees have to be edited again.

Even addressees saved successfully in sales campaign can be edited at any time. In contrast to the activities it is not relevant here whether the addressees are saved already or not.

Instructions

1. Open the Sales campaigns application.
2. Load the sales campaign that has the addressees to be edited.
   The system displays it.
3. Choose the Addressee tab.
4. Select the line with the addressee to be eduted.
5. Choose on list header of the list [Edit].
   The dialog window opens.
6. Change the desired fields.
7. Choose [Accept].
   If you choose [Cancel] instead, the dialog window will close and the changed data will be discarded.
8. Repeat points 5 to 7 if you wish to change data of this or another addressee.
   The changed addressee is displayed in the list of addressees.
9. Save the sales campaign.

Deleting addressees

You can delete an addressee at any time.

Instructions

1. Open the Sales campaigns application.
2. Load the sales campaign that has the addressees to be deleted.
   The system displays it.
3. Choose the Addressee tab.
4. Select the line with the addressee to be deleted.
5. Choose on list header of the list [Delete].
6. Save the sales campaign.
   The addressee is deleted and not displayed in the sales campaign anymore.

Generating opportunities (Action)

Opportunities can be generated with the actions button from a sales campaign for all or selected addressees of the sales campaign. As a result of the action, the system generated for each addressee an opportunity for this partner.

Data to be accepted in the identification pane of the campaign in the opportunity(ies) is described in the Sales Campaigns documentation. The data from work pane are not accepted.

Preconditions

So that the [Generate opportunities] action can be available in the header of the addressees list, at least one addressee must be selected.

Instructions

1. Open the Sales campaigns application.
2. Load the sales campaign from which opportunities are to be generated.
3. Change to the Addressees tab.
4. Use checkboxes to select the desired.
   All addressees can be activated with the meta checkbox.
5. Now choose the [Generate opportunities] action under the actions button in the list’s header.
   The dialog window opens.
6. Enter an existing opportunity type.
7. Now choose [OK] to execute the action.
   If you choose [Cancel], the dialog will be closed and the action will be canceled.
   After choosing [OK], the system generated an opportunity for every selected addressee for this partner on the basis of the selected.
   
   Note

   You can re-edit the generated opportunities in the application of the same name.

Generating documents for selected addressees (Action)

This action under the actions button is used to generate documents for individually selected or all addressees from a sales campaign. The document is generated on the basis of a selected document type which can contain a template. The document is opened in the Documents application. You can further edit the new document there.

Data to be accepted in the document from the sales campaign is described in the Sales campaigns documentation.

The detailed field descriptions and procedures for documents can be referred to in the documentation for Documents application in the Document Management framework.

Preconditions

So that the [Generate document] action can be available in the header of the addressees list, at least one addressee must be selected.

Instructions

1. Open the Sales campaigns application.
2. Open the sales campaign for which the document is to be generated.
3. Change to the Addressees tab.
4. Use checkboxes to select the desired.
   All addressees can be activated with the meta checkbox. You must select at least one line.
5. Now choose the [Generate document] action under the [Actions] button in the list’s.
   The dialog window opens.
6. Enter an existing document type.
7. If required, specify an occupation for filtering the entries.
8. Now choose [OK] to execute the action.
9. If you choose [Cancel], the dialog will be closed and the action will be canceled.
   After choosing [OK], the system generates a document. Addressee of the campaign selected previously under consideration of optionally entered occupation is accepted as addressee.
   The system changes to Documents application and opens the newly generated document there.
   
   Note

   You can edit the new, still unsaved document in the Documents application.

Procedures for external sales representatives

Partners who are involved in the currently loaded sales campaign and are authorized to access the sales campaign and opportunities connected with it are displayed under the tab External representatives. If a sales campaign is created by a user of an external organization, it is automatically entered in this table.

Assigning new sales representatives

You can assign more partners as sales representatives in the list by entering the partner numbers in a new line. All those partners are permitted who are assigned to an external organization as internal sales representatives.

Instructions

1. Open the Sales campaigns application.
2. Load the sales campaign to which sales representative is to be assigned.
   The system displays the sales campaign.
3. Choose the External sales representative.
4. Choose on list header of the list [New].
   A new line is displayed.
5. Enter the partner number of the partner in the line who is to be assigned as sales representative.
6. Save the sales campaign.

Removing sales representative assignment

1. Open the Sales campaigns application.
2. Load the sales campaign from which a sales representative assignment is to be removed.
   The system displays the sales campaign.
3. Choose the External sales representative tab.
4. Select the row with sales representative assignment to be removed.
5. Choose on list header of the list [Delete].
6. Save the sales campaign.
   The line with the representative is deleted and not displayed in the sales campaign any more.
   The partner is not assigned to the sales campaign as sales representative.

Procedures for notes

Notes are displayed in a list in which data cannot be edited. You can call up a dialog window in the header line of the list in which you can create notes or edit existing notes. You can also delete existing notes.

Creating new notes

1. Open the Sales campaigns application.
2. Load the sales campaign to which a note is to be created.
   The system displays it.
3. Choose the Notes tab.
   The system displays the existing notes.
4. Choose on list header of note list [New].
   The dialog window opens.
   
   Note

   If Document Management framework is not activated, all fields are not displayed in the dialog window. In this case, you can create simple text notes.
5. Enter a description and the note.
6. Choose [Accept].
   If you choose [Cancel] instead, the dialog window will close and the entered data will be discarded.
   The new note will be added to the list.
7. Repeat points 4 to 6 for more notes if required.
8. Save the sales campaign.

Editing note

Notes saved successfully in sales campaign can be edited at any time.

Instructions

1. Open the Sales campaigns application.
2. Load the sales campaign that has the note to be edited.
   The system displays the sales campaign.
3. Choose the Notes tab.
4. Select the line to be edited.
5. Choose on list header of note list [Edit].
   The dialog window opens.
6. Change the note in the dialog window.
7. Choose [Accept].
   If you choose [Cancel] instead, the dialog window will close and the changed data will be discarded.
8. Repeat points 4 to 7 if you want to edit more notes.
9. Save the sales campaign.

Deleting note

You can delete a note at any time. It will then be removed from Document Management.

Instructions

1. Open the Sales campaigns application.
2. Load the sales campaign that has the note to be deleted.
   The system displays the sales campaing.
3. Choose the Notes tab.
4. Select the line with the note to be delered.
5. Choose on list header of note list [Delete].
6. Save the sales campaign.
   The note is deleted and not displayed in the sales campaign anymore.