First, we want to create a rule that fires seven days after the person was first emailed, which in this case happened as soon as they were added to the “TechCo Webinar Email” campaign.  To create this workflow rule, navigate to Setup-->Create-->Workflow & Approvals-->Workflow Rules-->Workflow Rule-->New Rule, then select Campaign Member.

Next, select the Campaign Member object:

After naming the rule, it’s time to set the rule criteria.  For this rule, we want the seven-day delay to start counting from when the record was created, so under Evaluation Criteria, we select “Only when a record is created.”  For the Rule Criteria, we select only members added to the campaign with a status of “Sent” and Campaign Name equal to “2009-Q3-Webinar”—the name of our campaign.

Now that you have specified the conditions for the workflow rule to fire, specify what happens when it fires, and when.  In this example, we set the “when”, by clicking “Add Time Trigger, ” then entering seven days after the campaign member created date.

Next, set the action that will happen when the trigger fires.  In this case, we want it to update the Status to “No Response–2^nd Email.” From “Add Workflow Action,” we select “New Field Update” and enter our criteria, then click “Save.”

Back on the Edit Rule page, click Done. Finally, activate the rule by clicking “Activate.”

Step 2: Trigger clones non-respondents to new campaign

Phew!  Now you might be wondering one of two questions:

1) Why can’t I just use an email alert on this campaign once the status changes?

2) What happens if someone already registered – won’t we be overwriting the status??

The reason we can’t simply create two workflow rules is that workflow cannot trigger workflow upon save.  We get around that problem by using this trigger to add the person to a new campaign.  The added bonus is that it’s a cleaner record of who was emailed and who wasn’t.

Our trigger resolves the second question as it checks if the status before the update was Sent, and if the new status is No Response–2^nd Email.  If so, it puts this prospect into a second campaign called “2009-Q3-Webinar-Email Reminder.”   If not, it reverts the status, as we don’t want to overwrite RSVP-Yes statuses!

trigger CloneCampaignMember on CampaignMember (before update) {

  for (Integer i = 0; i < Trigger.new.size(); i++) {

    if (Trigger.old[i].Status == 'Sent' && Trigger.new[i].Status == 'No Response-2nd Email') {

                CampaignMember nurtureCM= Trigger.new[i].clone(false);

            try{  //try lets the trigger recover from a problem - such as if the campaign isn't found

                Campaign c = [SELECT Id FROM Campaign WHERE Name = '2009-Q3-Webinar-Email Reminder'];//pick the right campaign

                nurtureCM.CampaignID = c.Id; //assign this campaign to the new member

                nurtureCM.Status = 'No Response-2nd Email';  //set status for the new member

            }catch(Exception e){ // this 'catches' an error if the insert fails so that an ugly message doesn't occur

                System.debug('Campaign named 2009-Q3-Webinar-Email Reminder does not exist: ' + e); //this prints the error to the system log

            }//try

            try{

                insert nurtureCM; //Copy the newmember to the database         

            }catch(DMLException e){ // this 'catches' an error if the insert fails so that an ugly message doesn't occur

                System.debug('Campaign Member insert failed: ' + e); //this prints the error to the system log

            }//try

    }else {

        if (Trigger.new[i].Status == 'No Response-2nd Email'){

            try{  //try lets the trigger recover from a problem

                CampaignMember revertStatusCM= Trigger.new[i].clone(false);

                revertStatusCM.Status=Trigger.old[i].status;

                update revertStatusCM;

             }catch(DMLException e){ // this 'catches' an error if the insert fails so that an ugly message doesn't occur

                System.debug('Campaign Member status reversion failed:' + e); //this prints the error to the system log

            }//try

        }//if 2

    }//if 1       

  }//for

}//trigger

Also, add a test case for the trigger.  Note this code below is not best practice as it doesn't have any system.asserts, which actually validate that the code is working as expected:

@isTest
private class Summer09AutomatedCampaignsTests{

    static testMethod void verifyCloneTrigger(){
        // Perform our data preparation.
        List<Lead> leads = new List<lead>{};

        for(Integer i = 0; i < 10; i++){
            Lead l = new Lead(LastName = 'Test Lead ' + i,Company='Company '+i);
            leads.add(l);
        }

        Campaign c= new Campaign(Name='2009-Q3-Event-Dreamforce 2009');
        insert c;

        Campaign c2= new Campaign(Name='2009-Q3-Event-Dreamforce 2009-Email Reminder');
        insert c2;

        campaign c3= [SELECT Id FROM Campaign WHERE Id= '70130000000AZVJ'];

        List<CampaignMember> campaignmembers = new List<CampaignMember>{};

        // Start the test, this changes governor limit context to
        // that of trigger rather than test.

        // Insert the Account records that cause the trigger to execute.
        insert leads;
        for(Integer i = 0; i < 10; i++){
            Id LeadIdi=leads[i].id;
            CampaignMember cm = new CampaignMember(CampaignID  = c3.Id,LeadId = LeadIdi,Status='Sent');
            campaignmembers.add(cm);
        }
        insert campaignmembers;
        test.startTest();

        for(Integer i = 0; i < 10; i++){
            campaignmembers[i].status='Sent';
        }
        update campaignmembers; 

        for(Integer i = 0; i < 10; i++){
            campaignmembers[i].status='No Response - 2nd Email';
        }
            update campaignmembers;           

        for(Integer i = 0; i < 10; i++){
            campaignmembers[i].status='RSVP-Yes';
        }
            update campaignmembers;   

       // Stop the test, this changes limit context back to test from trigger.
        test.stopTest();

        // Query the database for the newly inserted records.
        List<Lead> insertedLeads = [SELECT LastName, Company,LeadSource
                                          FROM Lead
                                          WHERE Id IN :leads];

        // Assert that the Description fields contains the proper value now.
    /*    for(l :insertedLeads){
          System.assertEquals(
            null,
            l.LeadSource);
        }
        */
    }
}

Step 3: Workflow auto-emails a reminder

Now that the members are set to be cloned, the last step is to create an email alert workflow rule.  Similar to the above, first we create the rule, which we want to fire when the member is added to the Email Reminder campaign with a status of “No Response-2^nd Email”:

Then we set the action – what we want to happen when this rule fires.  We want to send an email, so we pick “New Email Alert.”

We select our reminder email template, and under Recipient Type, select “Email Field.”  The field “Email Field:Email” is the Lead/Contact email address, which is the one we want.  Finally we can send one email to both leads and contacts at once!

To finish, click “Done” then click “Activate” to activate the rule.

The Payoff

With this automated flow set up, leads or contacts added to the campaign, who still have the status of Sent after seven days, will be sent a reminder email.  This is one example of how you can use the building blocks of campaign member triggers and workflow to create multi-wave campaign.  You could copy and tweak any of the steps above to accomplish more complex flows, such a series of nurturing emails sent to new leads that haven’t been converted into opportunities.  Also, once the first flow is built, you can easily clone the pieces or change the filters for your next campaign!

In the next post, you’ll see how to avoid lead dupes by leveraging Salesforce Sites as your campaign member registration pages!