Workflow

1. Reporter submits net new Marketing Campaign here: https://relias.atlassian.net/jira/core/projects/MKHUB/forms/form/direct/2/14809. Details, info, and attachments are added for teams to begin work.

2. Some automation from this main form create tasks that are not needed for every request. The Requestor should cancel any tasks that are not needed by changing the status to “CANCELED”

Open

How to name Tasks and Epics

Use the Salesforce campaign name. If there is no corresponding Salesforce campaign, use the same naming convention, found here.

What to include in Task details

The Reporter is responsible for ensuring the relevant details are included for each team to work on the task.

Generally, the following information should be included in tasks for other teams:

• Due date 

• Brand 

• Audience 

• Audience Type 

• Campaign ID - this should be your GTM ID, if applicable (e.g., sgt, grc)

• Salesforce ID - this should be a URL to the parent salesforce campaign (e.g., https://relias.lightning.force.com/lightning/r/Campaign/701RM00000BdMlZYAV/view )

  • NOTE: 'Salesforce Campaign’ field is intended for the Child SFDC Campaign name of an email/custom link/form/etc. (e.g., [REL] DG_EM 24-11-06 Impact Change Invite 6)

• Vertical 

• Sub-vertical 

• Sales Division

Deliverables (like email copy, banner image links, etc. can go in the description/comment section where appropriate)

• Images and links to Creative tickets should always be at the main campaign/Epic level.

• Deliverables that are specific to a task (ex: email copy) should be added at the task level.

JWM Marketing Calendars

In order for your campaigns to show on calendars the following fields must be populated accordingly:

• Brand = Relias

• Due date (launch date of campaign/initiative) is not blank

See further details about Campaign Calendars here

Dates

There are several different date fields in JWM and they are used differently across teams in the Marketing department. Other teams need all these date fields to manage team-specific workflows.

• The Growth Marketing team uses the “Due date” field to represent deadlines and the launch date of a marketing activity because this field is what populates activities on the marketing calendar.

Open

• The main marketing request form will only show “Draft Due Date,” which is unrelated to “Due date” and is only used by the Creative team. To ensure deadlines are met and the activity shows on the marketing calendar.

• The “Due date” field that we need does not appear on the main marketing request form. To ensure deadlines are met and the activity shows on the marketing calendar, the “Due date” field needs to be updated for each respective task/epic. When in doubt, @ tag the assignee for clarification.

Task status definitions

1. All tasks come in as “NEW” and wait here until they are ready to be worked on

2. Tasks are updated to “TO DO” when all the information and details needed have been finalized

3. The assignee will use the “IN PROGRESS” status while they are working on the task

4. The assignee will use the “REVIEW” status when they need review/approval from the Reporter

5. The assignee will use the “WAITING” status when there is another blocker to completing the task

6. The assignee will use the “DONE” status when the task has been completed

7. Anyone can use the “CANCELED” status for tasks that are created and not needed

Assigning and changing task statuses from NEW to TO DO

Reporter should assign epics + tasks to the person responsible for completing work until we can get automations in place. This can be done ahead of time or when the task moves to “TO DO”

An Epic or Task should live in “NEW” status until it is ready to be worked on, then Reporter should change the Task status to “TO DO”, and @ tags the person responsible in the comments section

• Digital – Reporter changes status to “TO DO” and assigns to the appropriate person when ready for work

  • Social = Grayden Knoll

  • PPC (includes ABM) = Parrish McLeod

  • SEO = Pierce Brelinsky 

• Email Ops – Reporter changes status to “TO DO” and assigns to the appropriate person when ready for work 

  • NUR and GOV = Jenna Cardellicchio

  • BCH = Maria Cucurullo

  • ACU and PAC = Gustavo Arrussul

  • Customer and Partner Marketing = Camille Wilcox 

• Content team – Assign to appropriate team member, they will change status to “TO DO”

  • ACU = Elizabeth Snively

  • PAC = Aliza Inbari

  • BCH = Jordan Baker

  • NUR = Laura Brummett

• Creative team – Do not assign, only change status to “TO DO” See Creative team internal workflow here.

• Events team - N/A

Marking a task or Epic “DONE”

Assignee is responsible for changing the status of whatever task/epic to which they are assigned

Example: Email team would change the status of the Email Epic, but the Reporter should change the status of the campaign Epic once all sub-tasks are completed.

Other FAQs:

• Who is responsible for assigning subtasks/is there an easier way to do that than going through each ticket?

  • Reporter should assign tasks when projects are ready to be worked on.

• Should email tickets be submitted as epics/email task/subtask?

  • If using the main marketing request form, emails will be Epics. Teams should not use Create button on Marketing Ops Board to create tasks or epics for email. 

• Workflow views – how do we ensure teams are using the correct views to see all the tasks/epics they’re responsible for

  • Epics cannot be seen in Board view, only list view; Assignees need to alternate between both Board and List view to see all assigned tasks/epics

• Difference between assigning at the Epic level vs the Child Task level? (teams cannot see Epics in their individual boards

  • Using filters to see epics, tasks, etc assigned to teams / assignees. Reporter should assign epics to assignees / themselves 

• Can we make certain fields required (e.g., due date, Salesforce parent campaign, etc.)

  • No, teams need to be able to set their own due dates and Salesforce ID will not always apply. If Salesforce ID not applicable, “n/a” should be entered.

• Best way to calendarize/see plans in one calendar view? Example: seeing submitted email tickets and individual to-dos in one view

  • This can be resolved with various filter views

  • Video example of how to create filter views:

• How can I find associated creative for assets (webinar on-demand, social, banners, etc.)

  • Creative for assets should always be available at the Marketing Campaign level (MKHUB).

  • The Reporter is responsible for either linking the Creative Issues to the Marketing Campaign request or uploading Creative assets as attachments to the Marketing Campaign request.

  • As an attachment:

• As a Linked Issue:

• How do I add or move tasks or epics to an existing campaign?

  • There is an option to CLONE an Epic and the existing information will carry over – this will likely be most useful for an Email Epic/Task (e.g., you already have a campaign with a few emails originally included, but you decide you want to add one more, the best thing would be to clone a previous email and update the Epic/Task name accordingly)

    • Video Example - How to Clone an Epic: You want to request an additional email invite for your existing Impact Change campaign.

      • Note: It’s best to clone and bring over Attachments and Links, as you can always delete them when you update the Epic after it’s cloned.

      • Don’t forget to also update the Description as needed, add a Due date (send date), and fill in the Details on the sidebar as they apply to your email!!
        
        

• How to create a new Task within an existing campaign/epic and assign it to the appropriate board:

  • Video Example: You want to create an additional Email Task within an existing Webinar project, and move it to the appropriate board (MKOPS board) and update the Task type (Email) so the Email team can see it on their Board.
    
    

• How to create a new Epic within an existing campaign:

  • Video Example: You want to create a net new Email epic for a tradeshow that spans across audiences.

  • **Make sure there are only numbers next to the epic you want to add--it will retain the amount of epics that were requested in the original campaign by default and you’ll have unnecessary epics if you don’t replace the fields with a 0.**

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