Requirement
The client has customers outside of NetSuite and would like to send marketing emails to non-NetSuite customers. However, they also want to track which campaign customers originate from within NetSuite.
Solution
Marketing Email Customizations
Prerequisite
· Email templates will be pre-created in NetSuite, allowing users to select the appropriate template for sending emails. We expect the Corp Design team to provide a sample template during the development stage.
· We will create two fields in the custom record, named ‘Dealer URL’ and ‘Customer URL’. These fields will be automatically populated with the default URLs, which will be appended with the campaign ID. These URLs must then be directly copied and pasted into the email template via script.
· For email templates intended for dealers, the URL should be taken from the ‘Dealer URL’ field. For email templates intended for customers/contacts in NetSuite, the URL should be taken from the ‘Customer URL’ field.
· The Corp Design team should specify the Campaign Id in the custom record before sending email.
· A CSV file will be used to hold the email addresses of non-NetSuite customers, along with a custom record setup under a predefined folder. It will be the user’s responsibility to upload the CSV file to the specified folder in the account.
CSV File Set Up
We will be storing the email addresses in a CSV file located in the file cabinet under the “Marketing Non-NetSuite Customers” folder.
It will be the user’s responsibility to upload the CSV file to the specified folder in the account. The user will then select the CSV file in the specific CSV selection field in the custom record. The email addresses will be stored under the column header “Email Address” in the CSV file.
A sample has been attached below:
Marketing Email Customer Record Set up
We will set up a custom record for the Campaign.
We will be implementing a custom record for the user to enter the following details:
· Select the email template (Mandatory)
· Select the date to send the email (Mandatory)
· Enter the subject
· Sender employee record
· File attachment option to attach the CSV
· Dealer URL /customer URL check box field
· Campaign URL
· Campaign ID to enter internal id of Campaign
· The status indicates the current state of email processing, which can be Scheduled, In Progress, or Completed
.
We assume that the marketing email template will already be created in NetSuite The checkbox fields “Dealer URL” and “Customer URL” are used to allow users to specify which URL should be included in the email template. The user must enter the campaign ID in the respective field. This is to identify the campaign through which they registered.
Here the user has the flexibility to change the email template, subject, sender email addresses etc.
Note: We will be adding attachment option in the custom record so that while sending the email, NetSuite user can add an attachment.
Here, the default CSV file will be selected and attached to the custom record. User should always edit the same CSV file.
Upon creation of the custom record, the status field is initially set to ‘Scheduled’. As email processing commences, it transitions to ‘In Progress’, and upon completion of email processing, it is updated to ‘Completed’.
Scheduled Script for Email Notification
We will implementing a scheduled script to send emails to customers. When the date field in the custom record is current day (script running date), the email will be sent from the custom record.
The script will update the link portion in the email template with the URL containing the campaign ID.
Scheduled script will send email for 1 user at a time. In the script, we will be fetching the email addresses mentioned in the CSV file and send the email content to the customers. As email processing commences, the status field in the custom record updated to ‘In Progress’ and upon completion of email processing, it is updated to ‘Completed’.
When the dealer/customer registers on the website via the provided URL, we can identify the campaign through which they registered and set this campaign name in the ‘Lead Source’ field on the customer record when the customer/contact is created in NetSuite.
Appending the campaign ID to the URL is crucial for identifying the campaign through which the dealers or customers are registered.
Assumptions
· As per NetSuite standard features, email messages cannot exceed 15,000,000 bytes (approximately 15 MB) in size. This includes the size of the message body and all attachments
· Email templates will be already created in the NetSuite and user can select in the custom record.
· NetSuite has a daily email limit of 10,000 emails per user and there is also an hourly email limit which is typically around 1,000 emails per user per hour. So the CSV file must contain a maximum of 8000 email ids.
· All the scripts will be released to all subsidiaries
· At least one email address will be available in the CSV file
· Scheduled script will be run every 24 hours.
· The CSV file will be used every time for sending campaigns.
· CSV format will be constant with same header.
· If emails are sent to customers and those emails may sent to their junk email folder by their domain provider and those cases are out of scope of this development.
· Appending the campaign ID to the URL is crucial for identifying the campaign through which the dealers or customers are registered. Therefore, it is imperative that the user specifies the correct Campaign ID in the custom record.
Risks
· CSV file should be formatted properly in the CSV and if there is an error in columns header value or misalignment in column values, the script will not work as expected.
· Duplication of same email address in the CSV file is not handled in the script.
· While running the scheduled script, if the user updates the CSV file, that changes will not be reflected in the script.
· We expect the CSV files editing and scheduling of one email should take place before the scheduled time of the script. In other words, if the email has been scheduled to send at 12PM on 25th May, the user must complete the editing of the CSV file and the email scheduled date of 25th May should be entered before 12PM on 25th May. So, it is user’s responsibility to handle the CSV file properly.
· It is essential for the user to accurately specify the Campaign ID in the custom record to ensure proper recognition of lead source when dealers or customers register