*UPDATE: Kimmy is currently leading this process. It will be internalized to Support in the future once a method for doing so is created*
OVERVIEW
After the activation of a new Lincoln Property Company (LPC or Harris/CSG) property and/or accounting system we send a launch email to the applicable users and add a subset of users to a long-term marketing email campaign.
This task is completed by whomever launches the property or accounting system.
Requirements:
HOW-TO
- Open a copy of the Launch Email New User Add Template in Excel
- Enter users who need to get emails for this property using the following rubric:
PLEASE NOTE: Any blank regional contact fields will need to be filled with an "X" to prevent autopilot from auto-filling contacts from the last time the user received a launch email.
| Kick Off Trigger | Yes: This will enter users into the email stream. |
| First Name | User’s first name |
| Last Name | User’s last name |
| User’s email address | |
| PFUser | Mark as TRUE if the user is going to receive a Property and Facility launch email. Mark FALSE otherwise. |
| APUser | Mark as TRUE if the user is going to receive an Accounts Payable launch email. Mark FALSE otherwise |
| User Category |
Building Staff: - property managers, assistant property managers, tenant managers, property administrators, etc. Technical Staff: - for engineers, security, janitorial, or accounting-only users. Corporate: - corporate level user who does not need to get our marketing stream but needs launch notification. Do not add April Wise or Rhonda Raths here. |
| Company | Keep as LPC for LPC Launches |
| Corporate Sponsor |
LPC Launches: awise@lpc.com CSG/Harris Launches: rraths@lpc.com |
| Regional Contact |
Add in regional admin email address for LPC launches. See table below. NOTE: Fill it with an “X” for Harris/CSG launches. |
| Secondary Regional Contact | If the property has two regional contacts (example: DC accounting launches) add the email address here, if not fill it with an "X". |
| Additional Regional Contact | If the property has three regional contacts (example: DC accounting launches) add the email address here, if not fill it with an "X". |
| Property Name | Property name on Launch Template needs to match the property name in WorkSpace |
| P+F | TRUE if the property is using the Properties and Facilities application, regardless of if the user has access. |
| AP | TRUE if the property is using the Accounting/AP application, regardless of if the user has access. |
| Asset Management | TRUE if the property is using Asset Management, regardless of if the user has access |
| Accounting Intake Email | If the property is using Accounting/AP, enter the accounting intake email address here. |
LPC Regional Contacts:
| Region Name/Territory | First Name | Last Name | |
| Bartlett: Georgia | Morgan | Johnson | mjohnson@lpc.com |
| Bartlett: Georgia (include on Accounting launches) | Laurie | Colestock | lcolestock@lpc.com |
| Binswanger: California, Oregon, Washington (LPC West) | Christine | Kwa | ckwa@lpc.com |
| Grissim: Midwest | Diane | Devine | DDevine@lpc.com |
| Hickey: Boston | Hazel | Nivaud | HNivaud@LPC.com |
| Hickey: Washington DC, Houston, New Jersey | Heidi | Phelan | hphelan@lpc.com |
| Hickey: Washington DC (include on Accounting launches) |
Shannon Mikka |
Amato Sanders |
samato@lpc.com msanders@lpc.com |
| Krumweide: Desert West |
Ana Renee James |
Ramirez Pate Trezza |
aramirez@lpc.com rpate@lpc.com jtrezza@lpc.com |
| Nashville | Jacob | Myers | jmyers@lpc.com |
| Retail | Catharine | Marsh | cmarsh@lpc.com |
| Shamburger: Florida | Monique | Bardino | Mbardino@lpc.com |
| Shamburger: Florida (include on Accounting launches) | Louise | Ocasio | Louise.ocasio@lpc.com |
| Southwest | Julie | Crawford | Jucrawford@LPC.com |
- Save file in XLSX format
- Log into Autopilot
- Click the Contacts icon on the left hand side of your screen.
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- On the bottom right of the screen click the plus icon to import contacts.
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If the button does not display you can use this link.
- Click the Import Spreadsheet button in the middle of the page
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- Click the Select file button in the middle of the screen, and upload your Excel spreadsheet
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- Make sure none of the Autopilot Fields are blank. All should be mapping over to the template.
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- Click the Continue button on the bottom right corner of the screen.
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- Click the Continue button again on the Confirm Mappings page.
- Change the Select Duplicate Strategy to: Update them with the data in the spreadsheet, including fields that already have a value. Click the continue button again.
- You do not need to add contacts to a list. Click the “Import X Contacts” button on the bottom right of the screen.
- Wait until the upload process is complete before closing the window. This can take a minute or two.
The launch emails will be sent immediately. The marketing stream will be sent over the following weeks/months.
FAQs
Can I upload multiple properties at once with the same user list?
- No, each property must be uploaded separately in order to trigger unique launch emails.
Do I have to clear the spreadsheet each time or can I keep adding users on to the end?
- Yes, you must upload a “clean” spreadsheet each time. If you upload users multiple times they will receive various launch emails.
How will I know these emails have been sent?
- The Support-Archives@workspace.cc email address is CCed on all launch emails.
What to do if I make an error and send the launch email
- Ask Kimmy Gratton to forward you the erroneous launch email
- Forward the erroneous launch email to every person included in the uploaded document that would have received it and include details about which information is inaccurate. A list of examples is below:
- Direct recipient not emailed: confirm the recipient left off was added to the app. Add the recipient to the email of the forwarded email, explain in the email that it is being resent because a direct recipient was left off and let them know they have access to the app like the rest of the team. Then add the left-off recipient to the mailing list in Autopilot.
- Incorrect recipient emailed: confirm the recipient is not added to the app. Email the incorrect recipient separately from the rest of the recipients with the forwarded email, and let them know they received the launch email by mistake and do not have access. Email the valid recipients letting them know that the email is being resent because the incorrect recipient was included. Then remove the incorrect recipient from the mailing list in Autopilot.
- Regional contact not copied: copy them on the email and let the rest of the team know the email is being resent because of the regional contact not being copied.
- Incorrect regional contact copied: email the incorrect regional contact separately from the rest of the recipients with the forwarded email, and let them know they received the launch email by mistake. Email the valid recipients explaining that the email is being resent because the incorrect regional contact was included.
- Intake email is incorrect: confirm the intake email address is correct in WorkSpace. Send the forwarded email and explain the email is being resent because the wrong intake email address was included, and provide the recipients with the correct email address.
- Property/Company name is incorrect: confirm the property name is correct in WorkSpace. Send the forwarded email and explain the email is being resent because the wrong property/company name was included, and provide the recipients with the name of the correct property/company name.