Working with Email Data

Types of Email Data

There are three ways to view data related to your email campaigns and broadcasts in the CRM:

Campaign Intelligence Data	Email Broadcast Member Data	"X" Summary Data Field
Mirrored in realtime from TargetX Email Server	Loaded several times a day into your TargetX CRM	Tabulated as a running total of data for a single broadcast
No impact on data storage limits	Significant impact on data storage limits	Minimal impact on data storage limits
Always available to view	Purged from CRM after a specified period	Always available to view
Visible on Campaign, Broadcast, and Contact	Visible in EBM object and reportable	Visible on the Broadcast object and reportable

When to use each type of Email Data

Campaign Intelligence Data	Email Broadcast Member Data	"X" Summary Data Field
You want to see if an individual student received or interacted with an email, or you want to re-send a copy of the message. To view global opt-out and open percentages for an entire campaign. To view how many people for a campaign or a broadcast received, opened, or interacted with a message.	You want to know anything about the people who received messages from a specific campaign. You need details about when an open interaction or opt-out occurred.	You want an idea of how much or how little your recipients interact with your message. This includes how many opens, interactions, etc. You're not interested in the "who" of a broadcast and campaign but still need data you can export and manipulate in a report.

Limiting how much email recipient data is stored in the CRM

By default, email recipient data is stored on dedicated TargetX servers outside of Salesforce. This is to minimize data storage consumption in your CRM. If enabled, TargetX can push or import email data to the Email Broadcast Member object in the CRM. It is recommended that institutions retain the data for a limited period of time so as not to exceed storage limits in Salesforce.

How are email analytics stored in the CRM?

Your organization's email history is stored remotely on the TargetX Email Server by default. This data is always viewable on the Contact record (under the Individual Email Activity header), on the individual Broadcast, and on the Campaign. This data is updated in real-time and has no impact on any storage in your CRM. It allows you to see opt-out and open rates in addition to sent, received, etc.

However, you can choose to load a hard copy of this data into your CRM as well. Hard-copy data is loaded daily at the close of business and allows you to report on that email history data. However, it can occupy a substantial amount of storage in your CRM. Therefore, as a best practice, you should schedule regular deletion of that data after a certain time period.

Additionally, summary fields exist on the Campaign and Broadcast record level to display the total number, or count, of records of a specific type. The counts include:

Total sent - xSent field
Total received - xReceived field
Total bounced - xBounced field
Total viewed - xViewed HTML field
Total unsubscribe - xOpted_Out field
Total interactions - xInteracted field

The fields containing the total counts can be used in Reports and dashboards as desired.

Note: You must enable the trigger that counts email recipient data in your Email Preferences.

How do I remove email recipient data to free up data storage?

Storing individual Email Broadcast Member records for large periods of time will require significant data storage capacity in the CRM. For institutions desiring to free up space, it is recommended to store email data for a defined period of time and use the TargetX email cleanup trigger to delete older records.

Note: Email records deleted from the CRM are not deleted from the TargetX servers. They will continue to be displayed in email analytics views even after the Email Broadcast Member records are deleted from the CRM.

To schedule your automated cleanup process:

Navigate to Email Preferences.
Navigate to the Advanced section of the Email Preferences tab.
Enter a value in the Retain Email History (days) field, noting the following:
- If the field is blank or zero, Salesforce will keep all email history.
- The number of days retained is calculated based on the Last Modified Date of the Email Broadcast Member record.
- A setting of 1 day saves data from today and yesterday.
- TargetX's best practice is to retain email history for 30-45 days.
Save your changes.
Start the Email CleanupTrigger:
1. Navigate to Setup and search for Apex Classes.
2. Click on Schedule Apex.
3. On the scheduling page, enter the following information:
  - Your choice of name for the scheduled email broadcast cleanup
  - Select the cleaningSchedule Apex class
  - Your choices of frequency, time of day, and start and end dates for the cleanup to run. If you wish to run the process daily, choose weekly and select every day of the week.
4. Click Save to set the schedule.
5. Once you save the schedule, it is no longer visible. To view the scheduled function after you save it, navigate to Setup and search for Scheduled Jobs.

Why don't I see any records in the Email Broadcast Member object?

There are two reasons why you may not see any data in the Email Broadcast Member object:

Your Email Preferences are set to delete data each day - You will want to check your Email Preferences page to see if the number in the "Retain Email History (days)" field is equal to 1. If set to 1 day, it is likely that your email cleanup task deleted yesterday's data, but the TargetX import process has not yet delivered today's data.
You are not receiving email data from TargetX - Customers must request that TargetX turns on email data delivery. Typically, this occurs during implementation, but if you do not see any data and do not have your deletion task set to run each day, you should contact TargetX Support for assistance.