Spotler Training - PREFERENCE CENTRES external.pptx

SPOTLER TRAINING
PREFERENCE CENTRE
CREATION
Classification: Confidential
Version: 1.3
Issue date: 27th
August 2021

OVERVIEW
 Preference centres allow your customers to state the kinds of things they wish to
hear about from you
 Used as ‘best practice’ for customer retainment; proven lower unsubscribe rates
 Can be used across brands
 Allow you to precisely target customers
 Can use checkboxes OR dropdowns (Boolean or text)
 Use GatorCreator (drag and drop) or the HTML editor interfaces to create the
pages
 STRONGLY recommend using GatorCreator!

COMPONENTS OF A
PREFERENCE CENTRE

COMPONENTS OF A PREFERENCE CENTRE
A preference centre consists of several key parts, across both Workbooks and
Spotler. These work together in order to pass the data, so that the customer’s
preferences are correct and are in sync
WORKBOOKS SPOTLER
Preferences as custom fields on PEOPLE records Addition of preference fields as contact fields
Preferences as custom fields on SALES LEAD (if
applicable) records
Link new Workbooks preference fields to new
Spotler preference fields
Form layout for preference fields on PEOPLE record Preference Centre page 1 Landing Zone
Form layout for preference fields on SALES LEAD (if
applicable) record
Preference Centre page 2 Landing Zone
Create new unsubscribe process with both new
landing zones

OVERVIEW OF HOW IT WORKS
LANDING
PAGE 1
(Preference
Centre)
LANDING
PAGE 2
(Global
Unsubscribe)
Unsubscribe
Process
within
GatorMail
GLOBAL
UNSUBSCRIBE
Connected to
unsubscribe
process
Connected to
unsubscribe
process
Preferences
updated
against
customer in
Workbooks
Adds tick to
NO EMAIL
field against
customer in
Workbooks
Set as Gator
Campaign
Unsubscribe
Method
Campaign
Launched
Customer
clicks
unsubscribe
link in email

CHECKBOX VS DROPDOWN
Using new functionality, you can have either a checkbox or a dropdown for each
preference within the preference centre
CHECKBOX DROPDOWN
Advantages
Simpler to implement More advanced preference options (i.e. frequency)
Faster to use Can look better
Pass custom values (i.e. to 3rd party systems like
CCH)
Disadvantage
s
Can only pass TRUE or FALSE values More complex to implement
Harder to implement multiple options (i.e.
frequency)
You will need to decide - based on time, business needs, complexity etc. – which of
these is most appropriate for you

WORKBOOKS CONFIGURATION
– CHECKBOX METHOD

WORKBOOKS CONFIGURATION – CHECKBOX
METHOD
1. You need to decide on the preferences to capture; we’d recommend between 4 and
8
2. Your Workbooks admin needs to add these as CUSTOM CHECKBOX fields in the
SALES LEAD and PERSON record types
• Ensure that the descriptive and field name is the same for each field on SALES LEAD and
PERSON
• Have the DEFAULT VALUE set to be ticked
3. Edit the FORM LAYOUT for SALES LEAD and PERSON records, and add a section
called PREFERENCES
Regardless of using the drag and drop or HTML editor for the landing pages, the setup
in Workbooks will be the same for both approaches

WORKBOOKS CONFIGURATION – CHECKBOX
METHOD

WORKBOOKS CONFIGURATION
– DROPDOWN METHOD

WORKBOOKS CONFIGURATION –
DROPDOWN METHOD
1. You need to decide on the preferences to capture; we’d recommend between 4 and
8
2. Your Workbooks admin needs to add these as either a PICKLIST or TEXT field in
the SALES LEAD and PERSON record types
• Ensure that the descriptive name is the same for each field on SALES LEAD and PERSON
3. Edit the FORM LAYOUT for SALES LEAD and PERSON records, and add a section
called PREFERENCES
4. Add the new fields to the PREFERENCES section

WORKBOOKS CONFIGURATION –
DROPDOWN METHOD

SPOTLER CONFIGURATION –
CHECKBOX METHOD

SPOTLER CONFIGURATION – CHECKBOX
METHOD
1. Add the preference fields as new fields in Audience -> Contact Fields -> Add
Attribute
2. Enter the Attribute name and the display name
3. Select True/False as the data type
4. Set True value as True, False value as False
5. Select YES for Is Preference
6. Leave the two blank value checkboxes empty
7. Click Save and Close
8. Repeat for each preference you need

METHOD

METHOD
1. To set the mappings between Workbooks and Spotler, go to Tools -> Integrations
and click on the MAPPINGS tab
2. Click GET SCHEMA
3. Wait a few minutes (check progress on the ‘general’ tab) and expand the PERSON
set
4. Click Add a Mapping
5. For CommuniGator Attribute Name, select the field you added to Spotler
6. For CRM attribute name, select the field you added in Workbooks (prefix will be
‘cf_’)
7. Select the Data Cleanse box and click the green + icon

SPOTLER CONFIGURATION –
DROPDOWN METHOD

SPOTLER CONFIGURATION – DROPDOWN
METHOD
1. Add the preference fields as new fields in Audience -> Contact Fields -> Add
Attribute
2. Enter the Attribute name and the display name
3. Select Dropdown as the data type
4. Enter the values you wish to appear in the dropdown, separated by commas (if the
field in Workbooks that contains the values is a picklist, these must match the
picklist values available in Workbooks)
5. Click Save and Close
6. Repeat for each preference you need

METHOD

METHOD
1. To set the mappings between Workbooks and Spotler, go to Tools -> Integrations
and click on the MAPPINGS tab
2. Click GET SCHEMA
3. Wait a few minutes (check progress on the ‘general’ tab) and expand the PERSON
set
4. Click Add a Mapping
5. For CommuniGator Attribute Name, select the field you added to Spotler
6. For CRM attribute name, select the field you added in Workbooks (prefix will be
‘cf_’)
7. Select the Data Cleanse box and click the green + icon

LANDING ZONE CREATION
DRAG AND DROP VS HTML
EDITOR

LANDING ZONE CREATION - DRAG AND
DROP VS HTML EDITOR
• Until recently, you had to use the HTML editor to create landing pages for use in
preference centres
• This caused several issues around editing, as it can be difficult to understand if
you’re not used to HTML
• Our recommendation moving forwards is to use the GatorCreator drag and
drop editor to create and maintain your preference centre landing pages
• If you have used GatorCreator for your emails, the interface and functionality is
exactly the same for creating landing pages
• This guide will show the steps for both approaches

LANDING ZONE CREATION –
CHECKBOX METHOD

GATORCREATOR DRAG AND
DROP APPROACH

LANDING ZONE (PAGE 1) CONFIGURATION –
CHECKBOX METHOD (DRAG AND DROP EDITOR)
1. In Spotler, click Creative -> Landing Zone and then Add New Landing Zone
2. Select the GatorCreator creation tool, and enter a name for your page (typically ‘Preferences Page 1’)
3. Click Create
4. Click on BASIC TEMPLATES & select the preference template on the left
5. Either choose to run the wizard (to set the colours, background, fonts etc.) or go straight to the content
6. Click on the lightbulb image, and change the image as required
7. Click on ‘Pref 1’ and adjust the text as required
8. Click the checkbox underneath. Within the Web Capture Controls section on the left, click the pencil icon
9. Keep field as Checkbox. Add a relevant label, and select ‘Populate the contacts info’. Select the relevant field you added to
Spotler previously that this preference will be linked to
10. Click Save
11. Repeat steps 6 to 9 on other preference items as needed
12. To edit the number of preferences in a block, click within that block, and then select the Block Style tab. Select the number of
columns as required
13. To add a submit button, go to the BLOCKS selection, and drag a BUTTON block onto the canvas

14. Click on the newly added button block
15. Select Web Capture in the edit tab, and then click Web Capture Control
16. Select the field type as SUBMIT, enter the label text, enter the success message and the relevant success and failure
colours, and ensure the Submit Method is set to Update Details directly in the database. Enable the redirect and notification
as required
17. Click save
18. Once all preferences are added, click save and exit

3. For ease of use, select the first page you created previously to copy it
4. Click Create
5. Remove the preference blocks, the text blocks, and the button blocks
6. If there is not a text block, add one
7. Within the text block, add some text a customer should see when they fully unsubscribe. We’d typically advise
including their email as personalisation
8. Click save and exit

GATORMAIL HTML EDITOR
APPROACH

CHECKBOX METHOD (HTML EDITOR)
2. Select the GatorMail creation tool
3. Click on HTML
4. Insert / edit your design HTML (Workbooks can provide template HTML if needed)
5. Click on the Insert Web Capture Control button wherever you would like the checkbox to appear
6. For the details that appear, enter a name for the control (i.e. the preference name), and select Populate the
Contacts Info. Then, select the Contact field you added to Spotler earlier. Ensure the Field Type is checkbox,
and Visible and Default Value are both checked
7. Click Next, select Mandatory requirements (if applicable)
8. Click Save
9. Repeat steps 5 to 8 as needed for each preference
10.Ensure an unsubscribe link is at the bottom of the page to ensure the user can opt-out of all communications
11.Once all preferences are added, save the Landing zone as ‘Preferences Page 1’

3. Click on HTML
5. Save the Landing zone as ‘Preferences Page 2’

LANDING ZONE CREATION –
DROPDOWN METHOD

DROPDOWN METHOD (DRAG AND DROP EDITOR)
3. Click Create
4. Click on BASIC TEMPLATES & select the preference template on the left
5. Either choose to run the wizard (to set the colours, background, fonts etc.) or go straight to the content
6. Click on the lightbulb image, and change the image as required
7. Click on ‘Pref 1’ and adjust the text as required
8. Click the checkbox underneath. Within the Web Capture Controls section on the left, click the pencil icon
9. Change Field Type to dropdown. Add a relevant label, and select ‘Populate the contacts info’. Select the relevant field you
added to Spotler previously that this preference will be linked to
10. On the right side, enter the values you want to appear in the dropdown as the New Item Label. For the New Item Value,
ensure this matches one of the values you used when creating the field in Spotler
11. Click Save
12. Repeat steps 6 to 10 on other preference items as needed
13. To edit the number of preferences in a block, click within that block, and then select the Block Style tab. Select the number of
columns as required

14. To add a submit button, go to the BLOCKS selection, and drag a BUTTON block onto the canvas
15. Click on the newly added button block
16. Select Web Capture in the edit tab, and then click Web Capture Control
17. Select the field type as SUBMIT, enter the label text, enter the success message and the relevant success and failure
colours, and ensure the Submit Method is set to Update Details directly in the database. Enable the redirect and notification
as required
17. Click save
18. Once all preferences are added, click save and exit

3. For ease of use, select the first page you created previously to copy it
4. Click Create
5. Remove the preference blocks, the text blocks, and the button blocks
6. If there is not a text block, add one
7. Within the text block, add some text a customer should see when they fully unsubscribe. We’d typically advise
including their email as personalisation
8. Click save and exit

DROPDOWN METHOD
3. Click on HTML
5. Click on the Insert Web Capture Control button wherever you would like the dropdown to appear
6. For the details that appear, enter a name for the control (i.e. the preference name), and select Populate the Contacts Info.
Then, select the Contact field you added to Spotler earlier. Ensure the Field Type is dropdown, and Visible is selected
7. Click Next, enter the values you want to appear in the dropdown. These should match the options in Workbooks if the field
type was created as a Picklist
8. Click Next and select Mandatory, if required
9. Click Finish
10. Repeat steps 5 to 9 as needed for each preference
11. Ensure an unsubscribe link is at the bottom of the page to ensure the user can opt-out of all communications
12. Once all preferences are added, save the Landing zone as ‘Preferences Page 1’

DROPDOWN METHOD

DROPDOWN METHOD
3. Click on HTML
5. Save the Landing zone as ‘Preferences Page 2’

CHECKBOX METHOD

CREATING THE UNSUBSCRIBE
PROCESS

CREATING THE UNSUBSCRIBE PROCESS
1. In Spotler, click Tools -> Unsubscribe
2. Click Add New Unsubscribe
3. Enter details as required
4. For Landing Zone Page 1, select the 1st Landing Zone you created
5. For Landing Zone Page 2, select the 2nd Landing Zone you created
6. Set Unsubscribe Field to OptIn, OptIn Value to False*, Include NULL and BLANK as OptIn, OptOut value
to True*
7. Select Save and Close
*This can be a very confusing concept, but think of it like this; the corresponding field to the Spotler OptIn field in Workbooks is the NO EMAIL field. If
To function correctly, we need to create an unsubscribe process that will take a user to the first landing zone when they click the unsubscribe
link in the email. Once there, if they click the unsubscribe link on that landing zone, will be directed to the second landing zone and opted out
of emails.
This should – ideally – be the only unsubscribe process in use.

CREATING THE UNSUBSCRIBE PROCESS

ENABLING THE PREFERENCE
CENTRE

ENABLING THE PREFERENCE CENTRE
1. In Spotler, click Tools -> System Defaults
2. For the Unsubscribe option, select the Preference Centre you just created
3. Click Save
We now just need to set the default unsubscribe process for every future email campaign to use this Preference Centre

TESTING THE PREFERENCE CENTRE
1. Create a mailshot in Workbooks, and assign to it the internal people you wish to test. Synchronise this
across as normal
2. Setup the campaign in Spotler as normal, ensuring you have assigned the preference centre as the
unsubscribe process
3. Click on the Send Test tab, and click the Audience Select… button
4. Select a member of the target group to imitate (typically your own record)
5. Enter your email address in the Send Test To field, and click Send Test
6. When the email is received, click the unsubscribe link and adjust the preferences and submit the changes.
Check the contact record in Workbooks after a few minutes, and the changes should appear
We need to test the preferences flow correctly, as well as ensuring the global unsubscribe works.
It is important to note that, while the preferences WILL work and update on a test send (assuming you set them up correctly…!), the global
unsubscribe will only update the Workbooks record for a live launch

TESTING THE PREFERENCE CENTRE
7. To test the Global unsubscribe, you will need to perform a LIVE LAUNCH of the campaign
8. Launch the campaign as you normally would – ENSURE THAT THE ONLY AUDIENCE MEMBERS ARE
YOUR TEST RECORDS, AND NOT LIVE CUSTOMERS!!!
9. When you receive the email, click the unsubscribe link
10.Click the unsubscribe link in the footer of the preference centre
11.You should see the second preference centre page you assigned to the unsubscribe process, and the NO
EMAIL box for this contact should be ticked in Workbooks

EXTRA HELP
Workbooks Online Help - https://www.workbooks.com/help
Spotler Help - https://help.communigator.co.uk/
Your Internal Marketing / CRM Admins

SAMPLE PREFERENCE
CENTRE HTML CODE

SAMPLE CODE
https://workbooksonline.sharepoint.com/:f:/s/ps/EoNVgjix-
MRJktZtZBGoQcoBIJqkyH55v5XbHXR_cfJsGQ?e=o4ZOcI
Feel free to use the sample code above to start creating your own preference centres.

Spotler Training - PREFERENCE CENTRES external.pptx

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