How to Request access for Eloqua

1. Email the web team and CC Mia Bentel to let us know would like access. (webteam@wsb.wisc.edu, bentel@wisc.edu)
2. Fill out the Data Compliance Form
   1. Set your access level as "basic" 
   2. Note that it can take around a week for access to go through, so plan ahead! (Standard turnaround is 3 business days, but can be more during busy times)
   3. Emails regarding your access will come from marketingautomation@wisc.edu (you can email them directly if access is taking longer than expected).
3. Once you have access, carefully review the training materials, and make a practice email prior to making any "real" emails.
4. If you're having trouble while creating your first real email, please contact the web team (webteam@wsb.wisc.edu) with any questions. 

When you first gain access to Eloqua, you will have the ability to create emails, upload contacts, and set up, but not send email campaigns. Once your email is ready to go, you will need to contact the web team and ask them to activate it for you (or, in some cases, a member of your department who has advanced access). See below for how you can earn advanced access, as well as the process for requesting email activation.

Requirements for advanced access

If you would like the power to send your own emails, you must fulfill the following requirements:

• Have correctly set up 3 email sends ("Campaigns") that were reviewed and activated by the web team
• Plan to send at least 12 emails through Eloqua per year
• Agree to be rigorous in your caution of:
  • making sure your emails are setup correctly prior to sending (use the presend checklist)
  • following accessibility guidelines for every email
  • only editing and activating emails that you are responsible for
  • never editing or changing templates(don't click "Manage Templates"), dashboards, or anything you weren't trained for without permission from the web team

Keep in mind fulfilling the requirements does not automatically provide access. Please ask the web team to increase your permissions, and similar to your original access request, it may take a few days.

Asking the web team to activate your emails

If you have not fulfilled the requirements above yet, you will need to ask the web team to review and activate your emails.

Process for an activation request:

1. Setup your email campaign, making sure you have thoroughly tested your email(especially all links in your email), double checked your contact list, etc. The web team will review your email for common mistakes, but you are the one responsible for ensuring your email has the right content and setup.
   1. You can catch most of your mistakes by reviewing the presend checklist, accessibility quick tips, and common pitfalls before sending to the web team. Don't forget to send yourself a test email!
2. Send an email to webteam@wsb.wisc.edu.
3. Set your subject line as "Please activate Eloqua campaign for [send date]" (or something like that), and provide the name of your campaign, as well as the link to it. You can include multiple campaigns in the same email.
   1. We try to activate campaigns within a couple days of receiving the tickets, but it may take longer. Try to send in requests as early as possible, and let us know in the ticket if you have a hard deadline.
   2. Tip: schedule a send date and time for your campaign so that it can be sent at the exact time you want, instead of when the web team has time to click activate.
4. Keep an eye on your email after sending the request- we may have questions and corrections, and won't activate until they are resolved. The sooner you respond to our questions, the sooner we can activate for you.
   1. If it's your first time creating an Eloqua email, it's likely that there will be a few errors. Please be ready make edits and corrections 

The process above only applies to email activation requests. If you need more in depth assistance with your email, such as uploading contacts and creating an email campaign, send in a request at least one week in advance of your send (preferably 2 weeks ahead of time), so we have enough time to assist you.

If you/someone on your team no longer needs Eloqua access

Eloqua charges by user, so please let us know if you or someone on your team no longer needs access to Eloqua. (student workers especially come and go- please include this as part of your offboarding process).

Just send an email to the webteam (webteam@wsb.wisc.edu) saying "x person no longer needs Eloqua access" and we'll have them removed. You can always have them re-added at a later time if needed.