Prepare the Event Folder

Creating the event folder consists of the following steps:

• Creating the Event Marketing List Folder
• Reviewing Sponsorship Settings
• Reviewing Additional Fields
• Configuring Data Change Management for the Event Folder
• Configuring Flag Settings

Creating the Event Marketing List Folder

InterAction provides Marketing Event folder templates out of the box. You can use a folder template to create a Marketing List folder for the event. The InterAction for Data Stewards and Marketing Users guide provides detailed information about creating marketing lists.

Keep the following tips in mind when creating the event folder:

• Use an out-of-the-box event folder template or create your own folder templates for events. Folder templates simplify event folder creation and ensure all folders are configured correctly.
• If your organization hosts many events, you might want to categorize event folders by practice or office and give only appropriate groups access to the event folders. This makes it easier for professionals to organize and view event folders.
• Determine a standard naming convention for event folders. The name may depend on the date of the event, your industry, your current conventions, etc. One option, especially for annual events, is to name the folder YYYY/MM/DD Event Name so the events are listed in chronological order. Another option is to name folders based on the responsible department or practice group followed by the event name.
• You might want to push the marketing list to the users’ frequently used list. Choose everyone, a specific user, or a specific group in the Frequently Used By drop-down list, depending on who will be using the list actively from the Web Client.

• If you are populating the event with contacts added by professionals and their assistants, inform these users that the marketing list exists and that appropriate contacts may now be added to it. You should provide a deadline for when all contacts must be added.

  An easy way to do this is to send an email link to the My Contacts Not on This List page in the Web Client. See Inviting Web Client Users to Add Contacts to the Folder by Email for more information.

Reviewing Sponsorship Settings

You can create the Marketing List folder for the event either with or without sponsorship, depending on your needs. Consider the following:

• A Marketing list (with sponsorship) collects one or more sponsors for each contact added to the list. A sponsor is the professional user(s) who wants the contact included on the list or the person on whose behalf marketing will send mailings. A marketing list that uses sponsorship can store any number of sponsors for each contact. Sponsorship is frequently used to determine which users need to sign mailings being sent to the recipients on the list. If the mailing does not need to be signed but you want to track who added each contact, you should use this list. An example of a marketing list where sponsorship might be useful is a social event where professionals will be inviting contacts to attend.
• A Marketing list (without sponsorship) stores contacts on the list but without the additional sponsor information. When you do not need to track who added a contact to a marketing list, you should use this list. An example of a marketing list without sponsorship is a client seminar invitation list where the marketing department will generate the invitation list.

Reviewing Additional Fields

The out-of-the-box Marketing Event folder templates include the following additional fields:

Marketing Event Folder Template - Additional Fields

Field Name	Type	Allowed Value
Attended	List	• Attended • No Show •Walk-in
Invitation Sent	Date	Date
RSVP	List	• Tentative • No • Yes • No Response

You can edit the existing fields that are provided by the Marketing Event folder templates and/or create new fields. For example, if contacts can bring guests, you may also want to create fields for Number of Guests,Name(s) of Guest(s), and Guest of.

You may also want to add a Send Materials additional field if you distribute materials for the event. This additional field should be a List type field, with the list values including the types of materials.

Configuring Data Change Management for the Event Folder

Configure Data Change Management for the event marketing list folder as follows:

• Select the Use Data Change Management option.

• Set the Add Request Action to Accept.

  Note: Once the labels have been printed and invitations sent, set the action to Review or Submit. This ensures that any contacts added to the list after the deadline still receive an invitation.

• Set the Remove Request Action to Submit.

  Data Stewards responsible for the event mailing must verify that the user requesting the removal of a contact from the event invitation list is the only user sponsoring that contact on the list. If there are other sponsors of the contact on the event mailing list, then the contact should not be removed. You should send an email to the person who requested the removal to let them know why the contact was not removed.

• When defining the Rule Collection, initially set the rule to Unmanaged so all adds, deletes, and edits to contacts on the invitee list are automatically accepted.

Configuring Flag Settings

Configure the event folder so that the folder supports flagging, where the meaning of the flag is “Invitation has not been sent or requires attention.” You can use any of the flag colors for this purpose. Select the Flag new contacts option for the flag you choose to use.