Creating a Custom-View Scheduled Campaign

Knowledge Level: 
Time: 15 minutes
Suggested Skills: Tessitura, SQL
Objective: Custom View-Based Scheduled Campaigns combine Tessitura’s database views with mail2’s automated sending capabilities. This allows you to create highly customized, automated email campaigns, including membership reminders, abandoned cart emails, ticket discount alerts, donation acknowledgement, and upsell offers, among many others.

To create a custom view-based Scheduled Campaign, start by creating a standard email campaign. It's often helpful to set up the content as if you were deploying the campaign manually. Once you see all the information that you want to include in the email, this will help you and your DBA determine the columns that you will need in your database view. Then, once the view is built, you can then go back and insert the custom field tokens that will populate the information dynamically into the campaign at send time. 

Its also a good idea as you get started with the campaign to have your DBA read through this support article on Custom Scheduled Campaign Setup. This article provides the information that they will need to create the database view in Tessitura that will drive the data needed for your campaign. We recommend Using Common Table Expressions (CTEs) to ensure that your database views run efficiently in Tessitura.

Apart from the database view to drive the data, the set up and testing of the Custom View-Based Scheduled Campaigns is just like the standard Performance-Based Scheduled Campaigns. It's just a matter of setting up the details of the scheduled job and then doing some testing to ensure the dynamic information is populating correctly into your emails.

To get started, go to Tessitura Integration > Scheduled Campaigns and click "Create a New Scheduled Job"


Give your new campaign a name


Select Custom View-Based as your campaign type

This means that your campaign will be triggered by the date column in your custom view, falling within the date selection window.


Select your custom view from Tessitura

If your view doesn't appear in the drop-down list, you'll need to check the name of the view in your database to make sure that it begins with "LV_M2" followed by the rest of your views name. For example: LV_M2_Email_SUBSCRIBERS.


Filter and find the campaign that you’ll associate with this job

Remember, before setting up a new Scheduled Campaign, you need to first create a Standard Campaign to use as the source of content. The filter function simply helps you to find your campaign more easily from the drop-down menu.


Choose the hour of the day you’d like your Custom View-Based Scheduled Campaign to run

The time you choose is local to your own time zone.


Choose how often you’d like your scheduled campaign to run

Here, you are setting how often the scheduled job will look into Tessitura to find eligible custom items. If there are no eligible custom items found in Tessitura for that specific day, week, or month, no email will be deployed, and the job will check in again at the next specified time.


Choose Day of the Week (conditional)

Step 7 will automatically populate based on your selection in Step 6. If you chose Weekly or Monthly, you’ll need to select the specific day of the week, or day of the month that you’d like your scheduled job to run. 


Set the date selection window

In the date selection window, you can specify the number of days, weeks, or months before or after the day that the campaign runs (or the campaign run date) that your job should look in Tessitura for eligible custom items. The first number specifies the start of the window and the second specifies the end of the window.

If you would like your job to look into Tessitura for eligible custom items in a window after the campaign run date, use positive integers. If you’d like your job to look into Tessitura for eligible custom items in a window before the campaign run date, use negative integers. If you’d like it to look on the same date as your campaign run date, use the number zero as both your start and end date. Essentially the date selection window is relative to the date that appears in the custom_date field in the veiw. So, if you set it to a window of 3 and 3, it will use the date 3 days in the future, and check to see if any rows in the view have a custom_date field that matches that day.
Daily campaigns should always have a one day window. This is because the job runs daily and if the window exceeded one day, contacts could receive campaigns multiple times across the deployment schedule.

Once you specify the beginning and end of your window, the “ Test Window” will appear. By clicking this, you can see what the start date and end date would be for your job if it were running today. Once all job parameters set up, click “Create.”

The custom-scheduled job that you’ve just set up will now show up in the Scheduled Campaign manager in the “Off” Status. 

Testing Your Campaign

You can now begin to test the campaign to make sure that the dynamic tokens in the corresponding campaign are pulling the correct information from Custom-View table set up in Tessitura, and that the email is formatting correctly.

To run a test, simply click the “Test” Button.


Enter the email address in which to send your test

It is required and can be a single address, or a comma-separated string of addresses with no spaces. All email addresses input here will receive a copy of the campaign when it deploys after it's made active. Adding an email addresses to this seed list is a great way to know if your job ran successfully when it goes live.


Select the date window

Be sure to identify a date window where you know there are eligible custom items for the campaign to pull. You can use the calendar function to choose both the start date, and the end date of the date window for testing.

Click “Start Test” and sample data will be pulled from Tessitura in your test email.

If you provide a specific Tessitura order number (and as long as there is a field in your view named “order_no”), the Scheduled Campaign that you receive will specifically be for the order number that you have input here, and the constituent associated with it.

Test and re-test to ensure that the campaign is populating correctly when it deploys. If some bit of information isn't rendering correctly in your test, it's then just a matter of troubleshooting the dynamic token for accuracy or checking to make sure the columns in your view are getting the information you need. You'll need to pay attention to the details as you test.

You can always edit the job, or delete the job if you don’t need it. 

Once completed and tested, turn on your campaign.

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