Workspace and Lead Partition - How to avoid email being blasted to all leads in default partition

[Anonymous]

Hello,

Our Marketo set-up is in bit of a mess, we currently have it set-up as below (which we want to clean up)

Lead Partition:

Default - Majority of leads are in this partition

LP 1 - Few thousand leads

LP 2- Few thousand leads

Default WS - Default LP + LP1 + LP2

WS 1   - Default LP + LP 1

WS 2   - Default LP + LP 2

We have two marketing teams one working in Default and other in WS1 but recently we have seen an issue where by mistake an email was send out from "default" work space to all the leads were as we actually intended it to be send out to internal employees.

This triggered few questions

1) How best to handle this type of issue were email was send out to all leads in default partition instead of targeted internal employees or few set of leads.

2)Should we move leads from default to LP1 & LP 2 so that there are in separate partitions and this will avoid the issue in "Question 1" but then there would be another issue as leads from LP1 and LP2 partitions needs to be shared b/w both workspaces WS 1 & WS2 as both marketing team would like target these leads ( as we have some customer who are prospect interested in other products).

3) If not leads partition what  would be a better solution where we can have separate workspaces for both marketing team sharing one LP but this should allow us to block sending email to all leads ( I know we can restrict Smart campaign limit under Admin but we do not want to set up this limit) by mistake.

Thanks

[John_Clark1]

Hi Kauser,

What I would recommend, if you want to be sure that the marketing programs from one workspace will only send to the leads in a specific partition, is to only give each workspace access to a single lead partition.  This is the only way to guarantee that mistakes can't send to your entire database.

I have seen the setup where a single general workspace has access to all lead partitions in order to be able to move leads between them, but then the marketers work out of other workspaces with access only to a single lead partition each.  You could give all of your users access to all workspaces, and they could then run their campaigns from whichever workspace they wanted, or one campaign in both workspaces.  They just couldn't email both partitions from a single workspace, even if they wanted to.

John

[Josh_Hill13]

I've seen this solution at a number of clients. The 1-1 WS-LP relationship is the only guaranteed way to avoid mis-sends. You can definitely setup the WS to have access to 1, or more than 1, LP to solve your problem.

John's idea to give the relevant employees access to all WS other than the Default WS will prevent mis-sends.

Steve's idea to use Segmentations could work if the divisions are clear by Region or BU. But then you would find it difficult to use LP1+LP2 groupings since Segmentations cannot overlap. So there is more room for mistakes in this setup.

[Anonymous]

Thanks all for the response.

I want to go ahead with solution that John suggested by giving users access to all workspaces that have access to single lead partition each, but the issue is we common leads that are of interest to both our marketing team,so how will we solve this issue if we have separate partition to each workspace.

[Steven_Vanderb3]

Perhaps you could utilize segmentations in order to do some more classification for your records?  So you would have a Segment that all your internal employees fall in, and a Segment that all of your customers fall in.  Then when you need to send an internal only email, your Smart List would just be, "Segment is Employees".