Event Invitation Lists in Sugar

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Event Invitation Lists in Sugar

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Sugar is an easy and convenient tool to help you prepare and share invitation lists for in-person events. It can also be used to pull together lists of targets for a BD trip or other similar campaign.


Invitation Lists


Invitation Lists is the module that we use to prepare and share event invitation lists. While the module is called Invitation List, you may see it called Target List in places. They are the same.


Create the Invitation List and give the list a suitable name.


Set the security, if necessary


By default lists will be visible to all Sugar users. If you wish, you can limit visibility to certain users by adjusting the Team field:


- Always include the Marketing Team

- Include individual users as needed


The list below will only be visible to Marketing users and to Demo User:clip0363


Populate the list by:


- Adding individual contacts using the Select menu, or


- Adding contacts from a report


Tip: Please note that unlike reports, which dynamically update each time they are run based on the parameters of the report, Invitation Lists are static and do not automatically update. They are best of one-off projects or events.


- Asking other users to add from their My Contacts report


- Asking other users to add from the Relationships report


Tip: Adding contacts individually is recommended only if you are working with relatively small numbers of contacts. The system is likely to fail if you attempt to add more than 200 contacts to a list at any one time.


Adding contacts from a report is recommended if you are working with large numbers. For example, if you were organising a Litigation seminar in London you could first ask a CRM Administrator to build a report for you that pulls all those contacts in London and with an interest in Litigation, excluding those with invalid email addresses. Working from a report is also the only way to be sure you are capturing the latest information; if you just recycle old lists new contacts will be left out.


Next, you would import these contacts into your Target List by selecting it from the report list.


Then you would let the team working on the event with you know that the list has been created. If your team are willing to use Sugar, they can work with the list directly on the screen. They can then go into Sugar and add or delete contacts from the list directly, eliminating the need to circulate multiple versions of an excel spreadsheet.


- Add contacts using the Select menu


- Delete from the list by clicking the 'Unlink' button


Note: Adding an Organisation to an Invitation List does not automatically add all the contacts related to that Organisation.


Alternatively ask your CRM administrator to export the list for you so you can circulate it via spreadsheet (but be sure to update any information in Sugar which is marked up on the spreadsheet!).


Once the list is final, you can let your CRM Administrator know that the list is ready to be used to send the invitation from Act-On.


A similar process could be followed if you were creating a list of potential targets for a BD trip to a certain city or country.


Note: It is not necessary to go through these steps for normal mailings. Normal mailings are built on data fields. That is, if the contact's profile matches the interest area or location they will receive the mailing. Invitation lists are often more exclusive so the hand-sifting allowed by the invitation list module is essential.