This is going to be a doozy, so I apologize in advance to anyone that actually takes the time to read this. You are appreciated!!
Project
- Internal campaign notifying 'site owners' of an upcoming transition from one platform to another (couple thousand people?)
- Many are owners of multiple sites
- Four emails (Four levels of priority)
- Two forms with different sets of questions (Only for Emails 1 and 2. The other two are just notifications.)
- Depending on how they respond, they will get an email with a link to book a meeting with IT
It would go something like this:
Priority 1 Email > Fill out Survey > If answers one way, send Priority 1 Meeting
> If answers another way, send Priority 2 Meeting
Priority 2 Email > Fill out Survey > If answers one way, send Priority 2 Meeting
> If answers another way, send no meeting necessary
Priority 3 & Priority 4 Emails are just notifications
That all sounds straightforward and pretty doable, right? Well, here's the problem:
IT wants the emails to display the names and urls of the sites that each person owns within the emails. Now, it would be simple enough to just add ten sets of tokens to each email and whatever they have, the tokens would update. However, that brings up a few issues and challenges: One, if someone only has one site, it would show a large space in the email which IT doesn't want. Two, the meeting times available won't be long enough to accommodate discussing more than one or two sites. Three - and this is the big one - if someone has more than one site, a single form won't cover all of the sites.
So, because IT just wants one site per email, the only thing I can think to do is create the following:
- 10 x Custom Fields for P1 Site Names
- 10 x Custom Fields for P1 Site URLs
- 10 x Custom Fields for P2 Site Names
- 10 x Custom Fields for P2 Site URLs
- 10 x P1, P2, P3 and P4 Emails with one Site Name and one Site URL token each (40 total emails)
- 10 x Priority 1 Forms with 5 questions each
- > Custom Field for each question x 10 = 50 fields
- 10 Priority 2 Forms with 4 questions each
- > Custom Field for each question x 10 = 40 fields
- 10 x 2 sets of logic triggers for the forms
This all sounds pretty insane, but I can't see another way to do it through Marketo with their requirements???
Did I mention the data provided wasn't even fully separated by row and almost everyone had cells with multiple data points in them??? If it wasn't for Copilot's help in fixing it, it would've taken us days to clean it all up!
One thing I would LOVE to do would be to just send a generic notification email that takes the user to a form page that prepopulates a set of checkboxes with their sites. User would then select which ones they are actually the owner of and then a set of questions for each site selected would appear beneath.
Anywho... That's my current dilemma. It's either find a way to better incorporate automation into this or do a crap ton of manual work. 😭
Thanks for reading!
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