Use Campaign Variables to include custom data fields in your Recurring Campaign CSV file uploads. These Variables can be inserted into your Recurring Campaign’s message to create tailored outreach for each recipient.

Common Use Cases

While organizations use Recurring Campaign Variables in various ways, common applications include:

• Pharmacy: Refills remaining, prescription pick-up notifications.

• Billing: Outstanding balances, specialty payment reminders.

• Appointments: Patient-specific scheduling links, appointment date and location details.

How it Works 

The standard Recurring Campaign creation process remains unchanged, click here to learn more. However, to leverage Campaign Variables, you must format your CSV uploads as follows:

• First Column: Patient MRNs/unique identifiers (the header must be labeled as such). 
  NOTE: The same MRN can be included multiple times, if necessary. This means the patient will receive multiple messages.

• Subsequent Columns: Your custom Campaign Variables (e.g., Prescription Name, Fill Date, or Outstanding Balance). 
  NOTE: Provide clear, logical column headers for each Variable in the file. If supporting translations, include separate columns for translated variables. For example, “Prescription Name ES”.

Once a CSV file is ready, it must be placed within the appropriate shared subfolder of the SFTP so that Artera can access it and send the appropriate Recurring Campaign. 
NOTE: When a new Recurring Campaign is created, please submit a Pulse Outreach Support Case so Artera can establish the SFTP pathway. Setup takes 5-8 business days. Learn more about the process here.

Example File

Every column header in a CSV file, except for the first (patient unique identifiers), serves as a Campaign Variable for use in your message.

You are not required to use every Variable in your message. However, Artera will automatically exclude any patient from the Recurring Campaign if a Variable used in the message is missing for that patient in your uploaded file. Additionally, if you use a Variable in your message that is blank for a recipient, an alert will appear on the individual Campaign’s Preview page where you can download the error file. You can include any patient part of that error file in the next SFTP upload.

Crafting the Recurring Campaign Message

To insert a Campaign Variable into your Recurring Campaign message, type two square brackets [ ] and place the Variable name between them. The Variable name must match the corresponding column header in your CSV file exactly. See below for an example.

NOTE: Every CSV file sent to the Recurring Campaign’s SFTP subfolder must include the Variable column(s) used in the message.

When the Campaigns are sent, these placeholders dynamically populate with the specific information mapped to each patient from the files. This process functions just like inserting Artera Smart Phrases into an outbound message. Smart Phrases can be used in conjunction with Variables.

If the message does not contain PHI, be sure to unsecure it so that it can be sent as a plain text to the patient. Click here to learn more about Secured vs Unsecure messages.

Translation Support

For multi-language outreach, ensure your CSV files contain columns for your translated data.

Use the EN button to select your desired language. Once the message is translated, you must manually update the placeholders by copying the Variable headers directly from the CSV file and pasting them between the brackets [ ] in the translated text. Verify the translation with a proficient speaker. To learn more about Artera’s 100+ supported languages, click here.

NOTE: Finalize your English message before adding translations. Any subsequent edits to the English version will override your translations and reset your variables.

Recurring Campaign Preview

On the final step of the Recurring Campaign’s creation process, you are routed to the Preview page. Click here to learn about the information displayed. 

As individual Campaigns are sent via the Recurring Campaign, they appear in the “Sending History” section of the Recurring Campaign’s Preview page. Select an individual Campaign from this list to view its details.

In the “Audience” section of an individual Campaign, you will find information pertinent to that Campaign’s CSV file sent via the SFTP:

• Audience Source: Select Download CSV of Audience to view the patients who were reached with the Campaign.

• Count of Messages to be Sent: Total count of messages that will be sent via the Campaign. This number is determined by the number of rows in the uploaded CSV file that did not error.

• Unique Valid MRNs: The number of valid and unique patients included in the CSV file who will receive messages.

• Patients Receiving Multiple Messages: The number of patients who will receive more than one  message as their MRN is included more than once in the CSV file.

• Invalid MRNs: The number of patients in the CSV file with invalid MRNs. These patients will not be reached.

• Patients with Invalid Variables: The number of patients in the CSV file with missing Campaign Variable values. This prevents patients from receiving the Campaign. 

• Error File: Download the error file to identify the errors found in the CSV file. You can include any patient part of this error file in the next SFTP upload.

FAQs

Are there limits to the number of Campaign Variables that can be included in a CSV file?

While there are no limits to the number of Campaign Variables that can be used, we recommend including anywhere between one and four to allow for effective outreach.

Can Campaign Variables be used along with Smart Phrases in a message?
Yes. However, we recommend avoiding Campaign Variables for any data already available via Smart Phrases to prevent duplication and streamline your message creation.

Can Campaign Variables be used with manual Campaigns?

Yes, click here to learn more. 

Can Campaign Variables be used with other Artera outreach features, like Triggers or Bulk Messages?

No, not at this time.

Can I edit the Recurring Campaign message once the Recurring Campaign is turned on?
Yes. To edit a Recurring Campaign, select Campaigns > Recurring Campaigns from the navigation bar. Then, locate the Recurring Campaign you want to edit. Select its three-dot (...) Actions menu, choose Edit. Make the necessary updates, then select Save Changes.