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Changes to Business Units and Email Preferences

eComm accepts requests for changes (add/modify/delete) to business units and email preferences quarterly based on the Calendar Year: January 1, April 1, July 1, and October 1. The System eComm team will notify eComm specialists about the upcoming deadlines and provide instructions about how to submit requests. This wiki contains a few elements to consider when requesting work on a business unit or email preference.

FOR eCOMM SPECIALISTS Following completion of the work you requested, you will be responsible for completing a few remaining tasks to set your user up for success. Please refer to Post-Request Responsibilities at the bottom of this wiki for more information.

When requesting a change to a business unit, you'll be asked to provide information based on the type of work you are requesting.

Adding a New Business Unit

  • Preferred name of business unit
  • Preferred Salesforce visual force header name (i.e. CU Office of the President Communications). This is the header that contains different sets of email preferences based on college, unit, department, purpose, etc.

Salesforce Visual Force Header

  • Marketing Cloud subscription page header name (i.e. CU Office of the President Communications). This is the header that constituents will see after clicking the link to modify their email preferences from a commercial communication.

Marketing Cloud Subscription Page Header

  • Physical work address of user(s) who will own the business unit
  • Primary email address associated with the business unit (i.e. contact@cu.edu)
  • Primary email display name associated with the business unit (i.e. CU System University Relations)

Business Unit Contact Information

  • Names of users who should be assigned to the business unit
  • Salesforce public group that should be associated with users of the business unit
  • Salesforce folder that should be associated with the new business unit

Additionally, you'll need to provide information about the email preferences that should be associated with the business unit. See the "Email Preferences" tab for more information.

Renaming an Existing Business Unit

  • Current business unit name
  • Current business unit MID
  • Preferred new name of business unit
  • Preferred Salesforce visual force header name. This is the header that contains different sets of email preferences based on college, unit, department, purpose, etc. 
  • Marketing Cloud subscription page header name. This is the header that constituents will see after clicking the link to modify their email preferences from a commercial communication.
  • Physical address of unit who will own the business unit (i.e. college, department, center, etc.). 
  • Primary email address associated with the business unit (i.e. contact@cu.edu). 
  • Primary email display name associated with the business unit (i.e. CU System University Relations). 
  • Names of users who should be assigned to the business unit
  • Salesforce public group that should be associated with users of the business unit
  • Salesforce folder that should be associated with the new business unit

Additionally, you'll need to provide information about the email preferences that should be associated with the business unit. See the "Email Preferences" tab for more information.

Deleting an Existing Business Unit

  • Current business unit name
  • Current business unit MID

Additionally, you'll need to provide information about the email preferences that are associated with the business unit. See the "Email Preferences" tab for more information.

When requesting a change to a business unit, you'll be asked to provide information based on the type of work you are requesting.

Adding a New Email Preference

  • The email preference type (opt-in or opt-out)
  • The Salesforce visual force header with which the preference should be associated (i.e. CU Office of the President Communications). This is the header that contains different sets of email preferences based on college, unit, department, purpose, etc.
  • The preferred email preference name (note 40-character limit) (i.e. CU Connections). This will appear on both the Salesforce visual force pages and the constituent-facing Marketing Cloud subscription page.
  • The associated opt-out for the preference (i.e. Opt-out of CU SYs Office of Pres Comms). This preference may be existing, or you may need to request a new one depending on your use case.

Salesforce Visual Force Header

  • The Marketing Cloud subscription page header with which the email preference should be associated (i.e. CU Office of the President Communications). This is the header that constituents will see after clicking the link to modify their email preferences from a commercial communication.
  • The preferred email preference description (i.e. CU Connections newsletter from the University of Colorado). This will appear on the constituent-facing Marketing Cloud subscription page.

Marketing Cloud Subscription Page Header

  • The business unit MID with which the preference should be associated

Changing an Existing Email Preference

  • The email preference type (opt-in or opt-out)
  • The name of the existing email preference
  • The proposed name of the new email preference (note 40-character limit)
  • The Salesforce visual force header with which the preference should be associated (i.e. CU Office of the President Communications). This is the header that contains different sets of email preferences based on college, unit, department, purpose, etc.
  • The preferred email preference name (note 40-character limit) (i.e. CU Connections). This will appear on both the Salesforce visual force pages and the constituent-facing Marketing Cloud subscription page.
  • The associated opt-out for the preference (i.e. Opt-out of CU SYs Office of Pres Comms). This preference may be existing, or you may need to request a new one depending on your use case.
  • The Marketing Cloud subscription page header with which the email preference should be associated (i.e. CU Office of the President Communications). This is the header that constituents will see after clicking the link to modify their email preferences from a commercial communication.
  • The preferred email preference description (i.e. CU Connections newsletter from the University of Colorado). This will appear on the constituent-facing Marketing Cloud subscription page.
  • The business unit MID with which the preference should be associated

Deleting an Existing Email Preference

  • The email preference type (opt-in or opt-out)
  • The name of the existing email preference
  • The Salesforce visual force header with which the preference is associated (i.e. CU Office of the President Communications). This is the header that contains different sets of email preferences based on college, unit, department, purpose, etc.
  • The Marketing Cloud subscription page header with which the email preference is associated (i.e. CU Office of the President Communications). This is the header that constituents will see after clicking the link to modify their email preferences from a commercial communication.
  • The business unit MID with which the preference is associated
 

Post-Request Responsibilities

When the System eComm team has completed processing your business unit request, they will notify you that the work is complete. If you requested a deletion, no further action is required. However, if you added a new business unit or made changes to an existing business unit, you will be responsible for the following:

  • Sharing any existing content with the new business unit that the users will require for their communications
  • Building send classifications, sender profiles, and delivery profiles
  • Ensuring that the appropriate Salesforce campaigns are shared with the correct public group
  • Ensuring that the appropriate Salesforce reports are housed in the correct report folder
  • Rebuilding data extensions as needed if a new business unit has been created or if a user has been reassigned
  • Working with your users to provide additional instructions (selecting the correct audience, understanding naming conventions, etc.)

When the System eComm team has completed processing your email preference request, they will notify you that the work is complete. If you requested a deletion, no further action is required. However, if you added a new preference or made changes to an existing preference, you will be responsible for the following:

  • Building or modifying audience reports to ensure they filter based on the correct preference
  • Training your users about naming conventions and which preference(s) to select for their communications