SOP for Outreach Campaigns in B2Gnow

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 "Anyone in your organization"

• 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: 

Pre-Proposal Date:

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