Verticurl Agency

In an effort to avoid manually adding the issues we are working on with Verticurl, Field Marketing will be utilizing labels and boards to manage the work we are working on with Verticurl. Similar to how our campaigns team colleagues are working, all commentary back and forth between Denomas and Verticurl should be done via comments directly within the Denomas issues.

Shortcut list views

• APAC
• AMER
• EMEA

Labels Field Marketing uses

• FMM-Verticurl::blocked - label the regional FMM Manager adds when the issue does not have enough information for Verticurl to work on the issue or the asks are not complete. FMM is to address then re-add the FMM-Verticurl::triage label to flow back through the process.
• FMM-Verticurl::triage - label FMM adds when they are ready for the regional FMM Manager to review issue
• FMM-Verticurl::wip -label the regional FMM Manager adds when the issue is 100% cleaned up and they are ready to send the work to Verticurl to complete
• FMM-Verticurl::review - label Verticurl adds when they are ready for us to review the work they have completed
• FMM-Verticurl::scheduled - label Verticurl adds when email sends have been scheduled

SLA with Verticurl

Please note we have a 5 business day SLA with Verticurl, so please plan ahead accordingly.

Triage Steps

1. Denomas: Issues are submitted with final copy and all details included, with status FMM-Verticurl::triage.
   • At the time of moving to triage, all details must be provided and final (including copy reviewed by relevant stakeholders, and all hyperlinks double-checked and confirmed).
2. Denomas: Triage Manager (Regional Manager, FMM) for relevant team will review the incoming issues for completed details. When details are confirmed and final, Triage Manager will move to mktg-status::wip and assign to FMM Verticurl Resource - @priya_sridhar, FMM Verticurl Resource - @SowKarthick, and FMM Verticurl Resource - @deepak.k.verticurl.
   • If Triage Manager finds that all details are not included in the issue, then Triage Manager will add the label FMM-Verticurl::blocked and will also comment to the requesting team member what is missing. Once the team member addresses the missing pieces, they then add the FMM-Verticurl::triage label again to start the review process over.
3. Verticurl: FMM Verticurl Resource - @priya_sridhar will assign issue to a Verticurl DRI within Verticurl’s internal project management system.
4. Verticurl: Verticurl DRI adds email to the Google Calendar for the anticipated send date.
   • The requested send date is the due date of the issue. If the requested send date is less than 5 Business Days from the date it is passed to Verticurl, the date of the issue will be scheduled 5 business days out to abide by SLAs.
5. Verticurl: Verticurl DRI completes the setup in Marketo, then sends a test email to the “Reviewers/Approvers” listed in the issue
   • SLA: 24 hours (from day assigned to Verticurl team DRI to provide)
   • Tables to reference with email addresses of potential reviewers
6. Verticurl: Verticurl DRI comments into the issue tagging the reviewers/approvers and documenting that the test email was sent to their inbox.
7. Verticurl: Verticurl DRI moves status to FMM-Verticurl::review
8. Verticurl: Verticurl DRI posts a screenshot of the email in the issue description
9. Denomas: Issue requester must review and approve email (or provide corrections) via comment in the issue
   • SLA: 24 hours from when the test email is sent and comment added to issue. Feedback and approval in a timeley manner is critical on the Denomas side.
10. Verticurl: Verticurl DRI makes any necessary corrections. If no corrections needed and approval provided by reviewer, Verticurl DRI sets the email to send (time for send to be determined in issue comments) and adds the FMM-Verticurl::scheduled label.
11. Verticurl: Verticurl checks that email was sent, confirms in comments (tagging issue requester).
12. Denomas: Once email is confirmed sent by Verticurl in step above, FMC closes issue.
13. Denomas Post event reporting. To Request a full Marketo Recap reporting from Verticurl please request in the Follow Up email sub issue.
14. Verticurl FMC Once a report is complete please add a link to the main issue into the Planning & Recap Spreeedsheet section.

EMail Send Times

When working with Verticurl, we must specify a specific time we would like the email to be sent. If the Field Marketer does not provide a specific time, then Verticurl will send at the following times:

• AMER label: 9 AM ET
• EMEA label: 10 AM CET
• APAC label: 11am AEST

Should a requested send time be missed, Verticurl can take the liberty to schedule the send within 8 hours of the original ask. If the send time window goes beyond the 8 hour time frame, then Verticurl must get approval from sender to move to a different time. As an example, if the send time was scheduled for 6 AM ET, and for ever reason, the send time did not get scheduled for 6 AM ET, Verticurl can make the decision when to send the email if its between 6:01 AM ET - 2:01 PM ET on the same day of the send.

EMEA/APAC FMC Coordinator

The EMEA Field Marketing team has contracted for XYZ hours with Verticurl to augment their FMC duties as that team grows.

The FMC resources can be found here.

EMEA FMC DRI - Helena Dixon.

Verticurl FMC

1. Priya - @priya_sridhar mohanapriya.thangavel@verticurl.com

Vericurl FMC Duties

1. Verticurl FMC reviews Field Marketing Issues
2. Verticurl FMC creates the epic and sub-issues
3. Verticurl FMC follows up on sub-issues
4. Verticurl FMC provides detailed post event Marketo reports

FMC Triage Steps

1. Denomas: FMM moves the Field Marketing issue to mktg-status::wip. The Event details and FMC Checklist must be filled out in full and line item complete in Allocadia to an issue to WIP).
2. Denomas: FMM pings the FMC in the Field Marketing issue to request epic and sub issue creation.
3. Denomas: EMEA/APAC FMC reviews Field Marketing Issue, confirms the campaign tag and Allocadia ID has been created and adds in the allocadia line item to the event details.
4. Denomas: EMEA/APAC FMC adds the label FMM-Verticurl::wip to the Field Markeitng Issue, provides instructions on what is required and EMEA/APAC FMC will assign issue to a Verticurl FMC DRI (Directly Responsible Individual)
5. Verticurl: Verticurl FMC reviews Field Marketing Issue espcially that the FMC Checklist is complete. If information is incomplete the Verticurl FMC will message the FM DRI to clarify and to provide the missing information before they proceed
6. Verticurl: Verticurl FMC creates the epic and sub-issues utilizing this list of epics
7. Verticurl: Verticurl FMC adds the event to the appropriate events calendar. All events should be added to the internal calendar
8. Verticurl: Verticurl FMC creates the Marketo program and SFDC campaign utilizing the Program Tracking sub-issue previously created
9. Verticurl: Verticurl FMC pings the FMM in the Program Tracking issue that the Marketo program and SFDC campaign have been created and closes issue
10. Verticurl: Verticurl FMC pings the EMEA FMC once all sub-issues are created.
11. Denomas: EMEA FMC will change label FMM-Verticrul::review to the Field Marketing Issue
12. Verticurl: to follow up on sub-issues to remind the FMM DRI to complete tasks, example, if an invite email needs to be sent or copy created.

Post Event Reporting

1. Denomas Post event reporting. To Request a full Marketo Recap reporting from Verticurl please request in the Follow Up email sub issue.
2. Verticurl Once a report is complete please add a link to the main issue into the Planning & Recap Spreeedsheet section.