Exporting campaign members is an essential step for marketing teams in Salesforce. By exporting this data, you can analyze campaign effectiveness, share insights with your team, and make informed decisions for future campaigns. In this guide, we’ll walk through the steps required to export campaign members efficiently.
Understanding campaign members
In Salesforce, campaign members are records that associate leads or contacts with a specific marketing campaign. This allows marketing and sales teams to track how each individual is interacting with the campaign. Campaign members have a status that reflects their engagement, such as “Sent”, “Responded”, or “Clicked”. Understanding these records is essential for tracking campaign performance and seeing who has been influenced by your marketing efforts.
Exporting campaign members helps teams:
- Analyze engagement data.
- Share reports with other departments.
- Make strategic decisions on follow-ups and future campaigns.
Exporting campaign members using reports
Salesforce offers a powerful reporting tool that allows you to create custom reports based on your campaign data. Here’s how to use it to export your campaign members.
Navigate to the Campaign
- Login to Salesforce: Start by logging into your Salesforce account.
- Access the Campaigns tab: From the home dashboard, click on the Campaigns tab, or search for it using the App Launcher.
- Select your campaign: Choose the campaign for which you want to export the members. You’ll find a list of all campaigns, so click on the one you are working with to view its details.
Understanding where to locate campaigns is important, as it’s the starting point for exporting your members. In this view, you’ll be able to see basic information about the campaign, including the number of campaign members.
Access the Members Tab
- View Campaign Members: Once inside the campaign, go to the Campaign Members related list. This list displays all the leads or contacts linked to that particular campaign.
- Review Member Details: Here, you can review the status of each member, such as whether they’ve been contacted, responded, or have any other interaction with the campaign.
This step helps you get a quick overview of your campaign members before creating a report. You might want to take note of the campaign member statuses or other details you want to include in your export.
Create a New Report
- Go to the Reports tab: Click on the Reports tab, which is where you can build a new custom report.
- Start a new report: Click the New Report button, which will open the report builder.
- Choose report type: Search for and select the Campaigns with Campaign Members report type. This ensures that your report will pull data specifically related to campaign members.
- Continue to customize: After selecting the report type, click Continue to move to the customization screen.
Creating a report allows you to pull detailed information about your campaign members, including their names, contact details, and engagement levels. The report type you choose is crucial, as it will define the structure of the data you want to export.
Customize the report
- Set Filters: By default, Salesforce will apply filters such as “My Campaigns” or “All Campaigns.” You’ll want to modify this to display only the relevant campaign. Set the filter to target the specific campaign from which you want to export members.
- Example: Use the Campaign ID or Campaign Name to isolate the correct campaign data.
- Add fields: In this section, you can customize the fields to include in your report. For example, you may want to include:
- Campaign Member Name
- Campaign Member Status (e.g., Sent, Responded)
- Lead/Contact Information (e.g., email, phone number)
- Campaign Engagement Data (e.g., clicks, opens)
- Filter by status: If you only want to export specific members, you can add filters to target specific member statuses. For example, you may only want to export those who responded or clicked on a campaign email.
This step allows you to fully customize the report, ensuring that you export only the relevant data. Filtering the report by campaign member status or engagement level can help make the report more actionable.
Run the report
- Preview the report: Once you’ve applied the necessary filters and selected the fields, click Run to preview the report. The system will generate a table with the campaign member data based on your chosen parameters.
- Adjust if needed: If the report doesn’t look right (e.g., missing fields or too many irrelevant records), go back to the customization screen to refine the filters or field selection.
Previewing the report allows you to ensure all necessary data is captured before exporting it. You can make adjustments to ensure accuracy.
Export the report
- Export options: Once you’re satisfied with the report, click the Export button at the top right of the page.
- Select export format: Choose a format to export the data. The two most common options are:
- CSV: Ideal for opening in Excel or Google Sheets for further analysis.
- Excel: Use this format if you prefer working directly in Microsoft Excel.
- Save the file: Click Export and save the file to your computer.
This is the final step where your report is transformed into a shareable format, allowing you to further analyze the data or distribute it to team members.
Additional considerations
When exporting campaign members from Salesforce, it’s essential to keep in mind:
- Data compliance: Ensure that any exported data complies with privacy regulations such as GDPR or CCPA, especially if you’re working with personal data.
- Clean data: Before exporting, ensure that your campaign members list is up-to-date and free from duplicates or incomplete records.
- Export regularly: If you’re tracking an active campaign, consider exporting data regularly to monitor progress and make timely adjustments.
Frequently Asked Questions
Can you export members from a campaign in Salesforce?
Yes, you can export campaign members by generating a Campaigns with Campaign Members report and exporting the data as a CSV or Excel file.
How do I see the members of a Salesforce campaign?
Navigate to the specific campaign, then go to the Campaign Members related list. This will show you all the leads and contacts associated with the campaign, along with their status and any relevant engagement details.
How do I sort campaign members in Salesforce?
You can sort campaign members by clicking on the column headers (e.g., Name, Status) in the Campaign Members related list. Alternatively, you can sort members in the report by adding a sort rule in the report builder.
How to create a campaign member record in Salesforce?
You can add members to a campaign manually by navigating to a lead or contact record and selecting Add to Campaign. You can also import lists of leads or contacts into a campaign using Salesforce’s Data Import Wizard.
Conclusion
Exporting campaign members from Salesforce is a powerful way to analyze your marketing campaign’s performance and share data with your team. By following these steps, you can easily customize, run, and export detailed reports that capture critical insights into your campaign’s effectiveness. This process not only helps with data analysis but also facilitates collaboration across marketing, sales, and other departments.
