Standard Operating Procedure for Creating Outreach Campaigns in B2Gnow
* indicates required fields
1. Log into B2Gnow
2. Create > New Outreach
3. Enter Outreach Campaign Parameters
- OUTREACH CAMPAIGN TITLE *: Enter “UT Austin Bid Opportunity: ” + Project Title from Bonfire
- OUTREACH CONTROL *: Select “Outreach campaign can be viewed by anyone BUT edited only by a designated user (currently you) or an administrator.”
- OUTREACH PUBLICITY * : Select “Viewable by all system vendors PLUS posted on the Public Outreach Bulletin Board for viewing by the public.”
- ALLOW RESPONSES? *: Select “No”
- Click “Create Outreach Campaign”
4. Click on Settings tab on top left
5.Outreach Campaign Information
- OUTREACH CAMPAIGN TITLE *: Enter “UT Austin Bid Opportunity: ” + Project Title from Bonfire
- COMMENTS
6. Outreach Campaign Message Settings
- MESSAGE SUBJECT *: Press “Copy Title” on the right side of the box
- FROM NAME * (This will be the "from name" on the email.)
- FROM EMAIL (To comply with spam laws, this verified email address cannot be changed.)
- REPLY-TO EMAIL * (This will be the email to which replies are routed.) Change personal email to uthub-hsp@austin.utexas.edu
7. Outreach Campaign Settings
- OUTREACH OWNERSHIP *: Select your name from dropdown
- OUTREACH PUBLICITY *: Select “Viewable by all system vendors PLUS posted on the Public Outreach Bulletin Board for viewing by the public.”
- NOTIFICATION TYPES *: Select “Notify vendor contacts only by EMAIL. Assigned vendor contacts without a valid email will not be notified.”
- ALLOW RESPONSES *: Select “No”
8. Outreach Dates
- NOTIFICATION & POSTING DATE * (This is the date the outreach campaign is posted on the Outreach Bulletin Board.): Select posting date
- FIRST REMINDER * (Must be at least seven days after posting date to avoid spam flagging)
- Select “Active, scheduled for: mm/dd/yyyy,” send to: “ALL contacts”
- SECOND REMINDER * (Must be at least seven days after first reminder date to avoid spam flagging)
- Select “Active, scheduled for: mm/dd/yyyy,” send to: “ALL contacts” OR “ONLY non-viewers”
- OR Select “Not active”
- THIRD REMINDER * (Must be at least seven days after second reminder date to avoid spam flagging)
- Select “Active, scheduled for: mm/dd/yyyy,” send to: “ALL contacts” OR “ONLY non-viewers”
- OR Select “Not active”
- DEACTIVATION DATE * (Date outreach campaign will be taken off the Outreach Bulletin Board.): Select Close Date listed on Bonfire page
9. Click on Content tab on top left and click “Edit”
- Add the following from the Bonfire posting:
Questions Due Date:
Close Date:
Solicitation documents: *add the link from the Bonfire post*
Project Description:
10. Click on Vendor Contact List tab on top left and click “Add from Vendor Search”
11. Search Parameters
- STATE/PROVINCE: Select “TX” from dropdown
- COMMODITY CODES: Write the NIGP code in Bonfire for the specific project
- OR BUSINESS DESCRIPTION: Write the one in Bonfire for the specific project
12. Certification Parameters
- CERTIFICATIONS: Press “Select all”
13. Click “Search” > “Add ALL Vendors to Outreach”
14. Parameters
- VENDOR CONTACT TYPE *: Select “General” from dropdown
- OUTREACH CAMPAIGN: Confirm the outreach campaign title is correct
- COMMENT / LABEL: Add project description from Bonfire
- Click “Add Vendors to Outreach Campaign”
15. Click “release campaign” (Outreach will not be sent until released)
16. It should say “Outreach complete” on the top of the page