iMIS Process Automation & Email Marketing

iMIS Process Automation and Email Marketing

Getting StartedTraining: advsol.com/training– Intro to iMIS Email– Intro to Process Automation 

–Advanced Process Automation 

Online Help: help.imis.com

Edward WendlingGlobal Director of Marketing

Jeff SpringSenior Product Manager

Process Automation Features Alert users to actions that need 

to be taken Automate report running and 

distribution Automatically distribute 

documents such as letters, receipts, invoices, confirmations, etc.

Automatically update data as part of a process

Keep constituents engaged and returning to your site

Available in Standard and Plus

What is Process Automation?Alerts & Personalized 

Content• Visual signal encouraging them to take action– Renew membership– Register for an event– Upcoming events

• HTML message can be displayed to staff or public users

Tasks

• Automated, defined, repeatable task

• Perform actions– Communications– Reports– Stored Procedure

• Scheduled or change‐based

Process Automation Samples

• iMIS 2017 includes over 50 Process Automation task and alert samples

• Scheduled tasks & Alert displays• Use them as‐is or use them as samples to build your own

• We’ll take a closer look

Process Automation Samples

Standard

Process Automation Versions

A limited license to use Out-of-the-Box automated alerts is provided as part of the base iMIS license. Allows use of:• Predefined automated alerts• Included Scheduled email tasks such as...

– New member welcome– Event confirmation email

• Activate/deactivate tasks and alerts• No modifications to the tasks or alerts

– You can modify underlying queries and communication templatesBeware of upgrade implications

Plus

Process Automation Versions

Complete control of Process Automation• Define and create unlimited number of tasks• Define and create unlimited number of alerts

– Create customized content according to your own rules

• Tasks based on database activity or schedule for... – SQL stored procedures– emails– reports

Alerts/Personalized content

• Personalized visual content gives users information and encourages action

• Content displayed to a user based on engagements– Expiring membership– Balance due– Event registration reminder– Upcoming events– and more!

• Can be displayed to staff or public users in any RiSE site

• Well defined, repeatable process, whose steps can be automated.

• Process Automation supports 5 different types of actions– Send Communication– Run a report– Run a stored procedure– Calculate engagement scores– Process recurring donations

• Common use ‐ email some form of communication to members.

• Examples include:– Confirmations or additional order information– Reminders– Renewal notices– Reminders of outstanding balance– Donation thank you

Tasks

Process Automation ‐ Tasks

Process Automation – Alert Sets

Group alerts to display relevant alerts together

Alert Sets

• Dashboards• Event• Commerce

• Account pages• Home

Process Automation ‐ Logs

Community/MembershipName Description Type

Follow up activity alert Displays an alert when the selected contact has an activity follow up date in the next week which is assigned to the current user.

Alert display

Staff volunteer history and upcoming summary

Displays a summary of the number of volunteers who recorded attendance for the last 7 days and volunteers who are planning on attending in the next 7 days.

Alert display

Staff volunteer background checks pending approval

Creates an alert with a count of volunteer background checks needing approval.

Alert display

Staff volunteer attendance pending approval Creates an alert with a count of volunteer attendances needing approval. Alert display

Staff new volunteers alert Creates an alert listing new volunteers available within 7 days either direction. Alert display

Calculate engagement scores Run periodically to calculate engagement scores. Calculation will not include data from the current day.

Scheduled task

Missing mobile phone alert Creates an alert if the selected contact has no mobile phone number defined. Alert display

Staff dropped or reinstated members alert Creates an alert for members who have been dropped or reinstated recently. Alert display

Staff recent renewals list alert Creates an alert listing the members who have renewed in the past 7 days. Alert display

Staff recent renewals summary alert

Creates an alert with a count of members who have renewed in the past 7 days.

Alert display

Staff new joins alert Creates an alert for members who have joined today. Alert display

Staff lapsing members list alert Creates an alert listing members whose memberships expire within 7 days. Alert display

Community/MembershipName Description Type

Staff lapsing members summary alert

Creates an alert with a count of members whose memberships expire within 7 days.

Alert display

Staff new contacts alert Creates an alert listing new contacts created in the last 7 days. Alert display

Staff new users alert Creates an alert listing new users (contacts with usernames) created in the last 7 days.

Alert display

Company join alert Creates an alert if the selected organization is not a member, prompting them to join.

Alert display

Duplicate contact alert Alerts staff that a duplicate contact record may exist. Alert display

New member welcome email Sends out a welcome email on a weekly basis to members who have joined in the past week.

Alert display

Membership expires soon alert Creates an alert if the selected contact's membership will expire within 60 days.

Alert display

Expired membership alert Creates an alert if the selected contact's membership is expired. Alert display

Join now alert Creates an alert if the selected contact is not a member, prompting them to join.

Alert display

Missing primary email alert Creates an alert if the selected contact has no primary email. Alert display

VIP alert Intended for staff use; Creates a VIP alert if the selected contact is a committee President or Chair.

Alert display

EventsName Description Type

Event cancellation notification Sends a notification to registrants when an event is cancelled. Scheduled task

Waitlist for function title Used to display page title for a function waitlist. Alert display

Event waitlist count Displays the number of registrants waitlisted for each function of the selected event.

Alert display

Event confirmation report alertDisplays a button to print the confirmation for an event registration.

Alert display

Event invoice report alertDisplays a button to print the invoice for an event registration.

Alert display

Staff specific event print ticketsalert

Displays a button to allow staff to print tickets from the specific event dashboard.

Alert display

Event confirmation email Sends a confirmation email to event registrants when they submit their registration.

Scheduled task

EventsName Description Type

Staff recent event registrations alert Creates an alert listing the 10 most recent event registrations.

Alert display

Staff low event registrations alert Creates an alert when an event starts soon and has low registration. Alert display

Staff regular pricing cutoff alert Creates an alert when the regular registration pricing for an event will end within 7 days.

Alert display

Staff early pricing cutoff alert Creates an alert for the selected event when the early registration pricing will end within 7 days.

Alert display

Staff online registration closes soon alert

Creates an alert when the online registration for an event closes within 7 days. Alert display

Staff online registration opens soon alert

Creates an alert when the online registration for an event opens within 7 days. Alert display

Staff upcoming event alertCreates an alert for each event that begins within the next 15 days.

Alert display

Event reminder alert Creates an alert if the selected contact is registered for an event occurring within 21 days.

Alert display

FundraisingName Description Type

Process recurring donations Ability to generate the next recurring donation invoices and send them to DataVault for payment. Retrieve the payments and apply to the iMIS invoice.

Scheduled task

Staff any major donor gifts alert

Creates an alert displaying recent gifts from any major donor. Alert display

Staff recent large gifts alert Creates an alert listing recent gifts of 500.00 or more. Alert display

Staff recent gifts alert Creates an alert listing recent gifts under 500.00. Alert display

Donation thank you email Sends out a thank you email to donors who have made a donation. Alert display

Major donor alertIntended for staff use; creates an alert if the selected contact is assigned to a Moves Manager.

Alert display

CommerceName Description Type

Staff low inventory alert Creates an alert listing products which have low inventory. Alert display

Staff recent inventory alert Creates an alert listing orders placed today. Alert display

Staff popular products this month alert

Creates an alert listing the products with the highest quantity purchased this month.

Alert display

Alert – Missing Email

Alert – Missing Email

Alert – Missing Email

Alert – Missing Email

Alert – Missing Email

Alert – Missing Email

• Promote products based on previous purchases• Guide a new member through their journey

–Thanks for joining, now fill out your profile–Your profile is looking good, what are you interested in?

–You’re interested in accounting? Can we interest you in a webinar?

–You’ve viewed 5 webinars, maybe you should enroll in our certification program or attend our annual conference

– Next week we have some volunteer opportunities (based on interests)

• Combine with engagement scoring to display achievement badges

Alerts – what else?

Sigma Chi achievement badges

• Provide constituents the ability to earn badges by engaging.• Link to explanation of badge or instructions on how the badge can be earned if 

they have yet to earn it.• Send a communication to the member upon earning the badge. • Facilitate an easy way for the member to share their progress or success.

Sigma Chi achievement badges

• Reward your members by showcasing their reputation.• Link the alert to:

• A list of those who have achieved it• An explanation of what this means• A sign‐up form for those interested in it.

What is a task?

• Well defined, repeatable process, whose steps can be automated.• Common Process Automation actions

– Send Communication (can be used with Email Marketing Plus)– Run a report– Run a stored procedure– Calculate engagement scores– Process recurring donations

• Typically, a task involves emailing some form of communication to members.

• Examples include:– Confirmations or additional order information– Reminders– Renewal notices– Reminders of outstanding balance– Donation thank you

Tasks

Name DescriptionEvent cancellation notification Sends a notification to registrants when an event is cancelled.

Process recurring donations Ability to generate the next recurring donation invoices and send them to DataVaultfor payment. Retrieve the payments and apply to the iMIS invoice. AutoPay is required for this task.

PCI data retention cleanup This task deletes the credit card data after the retention period.

Calculate engagement scores Run periodically to calculate engagement scores. Calculation will not include data from the current day.

Content and navigation workflow Sends expiration notices and removes content and navigation that has expired.

Event confirmation email Sends a confirmation email to event registrants when they submit their registration.

Donation thank you email Sends out a thank you email to donors who have made a donation.

New member welcome email Sends out a welcome email on a weekly basis to members who have joined in the past week.

Starter tasks

• Send a communication• Calculate engagement scores• Process recurring donations(with AutoPay)

• Run an SSRS report– Send by email

• Run a stored procedure• Run content workflow

– Send content expiration notifications and remove expired content and navigation

• Update TimeZone offset

Task Actions

• Triggers initiate the task– Note: A task trigger is NOT a SQL trigger

• On a schedule– One time– Daily– Weekly– Monthly

• On database change– Row inserted– Row deleted– Row updated

• Column– Value changed from:– Value changed to:

• A task can have multiple triggers

Task Triggers

Event confirmation email• Sends a communication when an event registration is received

• Update ConfirmationDateTimeso only one confirmation is received

Tasks: a closer look

Task trigger

Tasks – Event Confirmation

Actions – what can a task do?• Send a communication• Run a stored procedure• Run (and email) a report• Calculate engagement scores

Tasks – Event Confirmation

Actions – what does this task do?• Send the confirmation• Update the ConfirmationDateTime (to prevent duplicates)

Tasks – Event Confirmation

Event confirmation email

Tasks – Event Confirmation

• Communicate directly from iMIS– HTML Templates– Send from the account page or from query results– Message types allow users to opt‐in/out– Schedule messages with Process Automation

• Merge iMIS data– Event confirmations– Donation thank you– Encourage your members/donors to take the next step– SSRS Reports

• Email Marketing Plus– Improved deliverability– Email statistics (delivery, open, click)  

iMIS Communications

Communications: a closer look

Event confirmation email

Tasks – Event Confirmation

Communications sample templates

Interaction Log

Email Marketing Plus Features• Professional email marketing, directly from iMIS• Improve delivery rates• Uses familiar iMIS communications tools• Real‐time dashboards• Overall and for specific communications• Deliveries

– Opens– Clicks– Bounces

• Spam compliance• Access to ASI Email Marketing Advisor

Email Marketing Adviser

• Works with new customers to set up accounts

• Assist with best practices• Help customers establish and maintain a favorable reputation

• Provide ongoing support• Work with Product Management for future enhancements

Email Marketing Dashboard

• Overall– Sent– Delivered– Opened– Click

Email Marketing Dashboard

• By type/month– Open– Delivered– Click

• By Communication

Email Marketing Dashboard

• Individual Messages– Sent– Delivered– Open– Click

• Activity by month

Email Marketing Dashboard

• Links clicked• Delivery failures

– Bounces– Spam reports– Deferred– Dropped

Email Marketing Interactions

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Process Automation – Plus

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Online Tutorials and Documentation: help.imis.com

Questions/Suggestions: [email protected]