Advanced Nomination System with Communications to Both Nominators and Nominees

Question

We require quite a complicated flow for an event that's coming up early next year. Our existing flow is as follows (and I warn you that this is a bit of a nightmare already):

1. A contact is nominated by one of our employees - one form submission = one nominee. Currently, the nominee is the commanding contact record, with the nominator as a custom field attached to that contact.
2. The nominee receives an email requesting their confirmation of attendance at the event.
3. The nominee confirms or declines, changing his/her status in the program.
4. The program is exported with the nominator field. We manually replace the "Nominator" column headers with "First Name," "Last Name," etc. and import the list of nominators into the system as new contacts.
5. Nominators are sent an email requesting their confirmation of attendance at the event.
6. Nominators confirm or decline, changing their statuses in the system.

For this next event, we want to automate the process even further.

1. An employee nominates one contact (or more) to attend the event.
2. Upon submission of the nomination form, the NOMINATOR receives a confirmation email saying, "Thanks for nominating person A, person B, etc." (using tags to list one or more nominees) and mentions that we will be sending an email to the nominees shortly.
3. Nomination list is sent to internal stakeholders for approval of each contact. When approved, each nominee's program status changes to "Approved," triggering an email to the NOMINATOR saying that the nominee has been approved.
4. Each approved nominee receives an email requesting confirmation of attendance at the event. If confirmed, status is changed in the program to "Confirmed."
5. Each nominator receives an email saying that the confirmation email has been sent to each of his/her nominees.
6. Each nominator receives an email when the nominee status is changed to "Confirmed."

I warned you it was messy. :)

Have any of you tried something like this in the past, or do you have any suggestions as to how this should be implemented? Not even remotely sure how to start this without doing a ridiculous amount of manual export/scrub/import work.

Thanks in advance!

Anonymous · Answer

Note: This answer will require some api experience and somesimple scriptingEmployee nominates contact via form in a landing page without marketo tracking(Comes in as new lead / update with employee information in custom fields)Nominee status changed to NOMINATEDSend confirmation email to EmployeeSend approval email to SupervisorSupervisor clicks Approve or Disapprove link in email(These links go to a Survey which prefills with data about the Nominee fromurl parametersin the link that are passed through viamarketo tokens)(Survey could be Survey Gizmo *paid or Google Forms etc.)Supervisor Submits the SurveyYou need to program the survey to thenexecute an api call to change a custom data value for the nomineeThis is relatively simple if you know the api and javascript with either of the two survey solutions i mentionedThe data value change will trigger a Smart Campaign to change the nominee's program status APPROVED or DISAPPROVED based on the valueFor Reference https://community.marketo.com/MarketoDiscussionDetail?id=90650000000PhOrAAKThe change in status will trigger:Email to Employee with status updateIf APPROVEDEmail to Nominee for ConfirmationEmail to Nominee for Confirmation will include a link to a landing page with the confirmationform - Yes or NoTheform submission will triggerthe next programstatus changeCONFIRMED or DENIEDThis will trigger a confirmation email to the Nomineeand another status update to the NominatorA few more emails than in your example but no manual import / exportsI hope you find this helpful!

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