4 Replies Latest reply on Feb 27, 2018 3:29 PM by Loc Dao

    Alert or notifications if there's an email program with a large audience

    Loc Dao

      We are a University and have many colleges sending out information from the same instance.  There's always a danger of a department with the wrong smartlist logic sending out to a larger audience then they intend to.  Is there a way to set up an alert or a notification if an email program is scheduled with a really large audience for example: if an email program has more than 100,000 recipient, a notifications will go out for someone to audit and check the smartlist logic?

        • Re: Alert or notifications if there's an email program with a large audience
          Darrell Alfonso

          Hi Loc, this isn't necessarily an alert, but you could set smart campaign restrictions in admin > smart campaign.

           

          And only remove this if you are running database-wide updates etc.

          • Re: Alert or notifications if there's an email program with a large audience
            Macarena Mazzeo

            Hi Loc,

             

            As Darrell mentioned there is no default alert mechanism, however, below a couple of related ideas:

             

            - To restrict the Marketo users that can activate/schedule specific Smart Campaigns, you could assign roles with specific permissions allowing/restricting them from doing so:

             

            Screen Shot 2018-02-22 at 15.35.58.png

             

            - To limit the amount of times you can communicate with people per day and per week, you can set up default Communication Limits at Admin level or more specific ones at Smart Campaign level.

             

            - To know if you have communicated with a specific person too many times, you can set up what is called "a traffic light" approach, which consists on creating Smart Campaigns that separate your database in 3 Lists based on the amount of emails sent to them in a specific period of time (e.g. green List contains people that have not received any email this week, yellow List contains people to whom you have sent 1 email this week, and red List contains people to whom you already sent over 2 emails this week). When setting up your Smart Lists in our Smart Campaigns, you can check if the people in your criteria are members of the traffic light Lists or not.

             

            I hope this helps you!

            • Re: Alert or notifications if there's an email program with a large audience
              Sanford Whiteman

              As Darrell and Macarena note, there's no direct way to accomplish what you want: a complete ban, ahead of time, on sending to any members of a list that would send to a certain number of leads if sent in full.

               

              In addition to their great pointers to related concepts, if you're using actual program membership you could call a webhook whenever people are added/removed from any program to keep a constant tally of the program size. Then you can send an alert when the count exceeds a known max. However, this alert would be sent out-of-band (it wouldn't prevent them from kicking off a campaign, just tell you to try to stop them!) and also wouldn't apply if their Smart List involves multiple programs and/or other criteria.

              • Re: Alert or notifications if there's an email program with a large audience
                Loc Dao

                Thank you for the inputs and suggestions everyone.