Setting up relays in Exchange Server

When you are a self hosted client and need to setup your email in MarketingPilot you may find that you are creating emails, but they don’t seem to be delivered.  This may mean you need to setup an open relay in exchange server.  Below are links to Technet for Exchange 2007 and 2010 that give you information that will help you setup your relay so it works for both internal an external email.

Exchange 2007:

Exchange 2010:


Database Upgrade Utility – Instructions for running the database upgrade utility remotely for 64bit Servers

Description:  The database upgrade utility must be run on the database server, but it cannot be run on a 64bit OS.  If your database server is a 64bit OS, you must run the upgrade utility remotely from a 32bit machine using the instructions below. 

If you have already run the upgrade utility on a 64bit server and received an error message, you will need to restore the backup of the database that was done prior to the upgrade and start again running the upgrade utility remotely from a 32 bit OS as outlined below.  Here is an example of the error message you will receive if running the upgrade utility on a 64bit OS:

NOTE:  These instructions are NOT a substitute for the Upgrade instructions included in the upgrade utility zip file. These are intended only to walk you thru running the upgrade utility remotely and are to be used in conjunction with the upgrade instructions.    

Instructions for running the Database Upgrade Utility remotely:

To Perform the Database Upgrade:

  1. Be sure to make a backup of the database. 
  2. Move the upgrade utility download(s) to a 32bit workstation and establish the ODBC connection to the database from that machine.  Instructions for establishing the ODBC connection can be found in the upgrade instructions.
  3. Place the Data_Bulkload files (usually there are 3) from the upgrade zip file into a folder on the 64bit database server.  We suggest creating a folder that you can identify the path to easily, such as at the root of the C drive in a folder called: Bulkupload
  4. In the upgrade utility folder back on the 32bit machine, you need to identify a path to the bulk files on the database server by creating an .ini file called: upgrader.ini (see below for screenshot example)
  5. The Upgrader.ini file must be in the same folder as the upgrade utility and must have the [BULKINSERT] bracket and the next line state FILEPATH= and then identify the path to where the bulk files are located on the database server and feed into the folder (do not leave off the \ after the folder name).
  6. You can now follow the upgrade instructions and run the database upgrade utility remotely from the 32 bit OS. 

Here is a screenshot example of the ini file opened in notepad:

 If you are performing more than one upgrade, you must follow the above steps for each upgrade you are running.  You must move the bulk insert files from each upgrade utility folder over to the database server and create an .ini file in each upgrade utility folder being run on the 32bit machine.

Moving a File from One Folder to Another Folder

A File can be moved from one folder to another folder. A file can also be stored (made available) in multiple folders. This feature is handy when you wish to frequently view or reference several files often. For example, perhaps you send a standard email and frequently attach several files, but each file is stored in a different folder or location. Creating a new folder and adding the existing files to that new folder means that you can find your favorite files faster.

In this example, we will move the “MarketingPilot_at_a_Glance.pdf” file from the main Job folder of the “File Training Job” to the “Artwork” folder that is located withing the “File Training Job.”

Original File Location

A file located within the Files tab of a Job. You would like to move the file to the Artwork folder.

Step 1: Decide where you want to move the file to.

We are moving this file to a folder named “Creative” that is located within a Job named “File Training Job.” There are many ways to search for this folder: by folder name, by job name, by a keyword in the job’s description, by folder ID, etc. We will search by Folder ID, so in this case 100135.

Step 2: Open the File. If necessary, click the file’s thumbnail (or name of the file). The file’s view page opens.

Step 3: If necessary, click the File’s Folders tab to display the Folders tab. Then, click the Add icon (blue plus).

Folders tab of the file

File's Folders tab is displayed. Click the Add icon.

A search box pops up.

Step 4: Enter the search criteria (in this case the Folder ID of 100135), click Go. The search results display. Check the box to the left of the desired folders to add the file to. Click Add. If you are finished, click Close.

Enter search criteria.

Enter search criteria, and click OK. Check the box of the appropriate folder and click Add.

The file is now located in its original folder as well as all folders selected.

The file is added to the selected Folder(s).

The file is added to the selected Folder(s). Delete Folders as desired.

Optional Step 5: To remove the file from its original folder, within the Folders tab of the file, check the box to the left of the original location and then click Delete (red x).

Contact Import Field Mapping Guide

Contact Import Field Mapping Guide

The screen shot below shows the fields in MarketingPilot that your source file records can be imported to when using the Contact Import function.  Please note you cannot update existing contact records by using the contact import.  Contacts that already exist in MarketingPilot will not be imported. Also, please be aware that this is a contact import, not a company import.  It is important to be aware that all fields imported will be applied to the contact page, not the company page.

Additional fields on the contact record that can be imported to are located on the Details tab of the contact (see below).

Performing the Contact Import

When performing the import, the first step is to select the type of contacts that you are importing and the company the contacts will belong to. 

There are 4 types available to choose from: CRM, Client, Staff, or Vendor.  For more information on determining contact type and belongs to, please review the Contacts section in the MarketingPilot online help.  Contacts imported as Client, Staff, or Vendor will appear in the corresponding sections.     

Primarily all contacts that are imported should belong to your site company as they are your company’s contacts, so they belong to you.  The contacts can be associated to their own company by defining that on the source file under Company, this is not the same as the “Belongs To” company.  If you are not sure, select your site company as the default company.  This will be the case on the majority of contact imports performed.  The only exception would be if the import being done is for CRM contacts. 

To import to category fields, such as Primary Business Address, Phone 2, Phone 3, Email 2, and Email 3, the source file must have a column to define the value that is to be displayed in the drop down box identified. Please Note – In order for the import to successfully map to a category field, the data in the source file must be identical to the values in MarketingPilot.

For example: in the sample source file screen shot below, the column labeled Phone 2 Type is Fax, which is a valid category for the Phone 2 field as defined in the Site Categories. 

The source file columns (left side) are mapped to the MarketingPilot fields (right side). In this example, we are mapping the value in the Phone 2 Type column to the Phone 2 category dropdown, and the Fax number is to the Phone 2 – Phone field.  

Once the import is successfully completed, the Contact record displays Fax in the Phone 2 field and the Fax number in the Phone 2 – Phone field.  Phone value from the source file was imported to Primary Phone.

The same mapping rules apply to the additional category fields that can be imported to.  To place a check in one of the available checkboxes in the Details section, use a “1” (selected) or “0” (blank) on your source file.


Once your source file is prepared, we would suggest performing an import using a single record as a test to verify the fields you have mapped the data to are displayed as you want once the import is completed.  When the import completes, a confirmation email is sent to the email address of the user who performed the import.  This email provides a count of the new and skipped records that were imported from the source file, and a URL that you can click on to hard delete the imported records.  This link only works if no additional changes have been made in MarketingPilot to the contact records that were imported, which includes using the contact for an expense, invoice, time slip, etc.  Prior to making changes it is best to review the imported records for accuracy.  If anything is incorrect, click on the link in the confirmation email to delete the import and make the changes to the source file and try again.  Please be aware that this is an all or none delete, you cannot specify which records to delete.

How To Properly Setup Approvals Alerts vs. Email Notifications

How To Properly Setup Approval Alerts vs. Approval Email Notifications

Notifications for approvals can be automatically generated to email accounts for both users and non-users of MarketingPilot.  In order to do so it is important to be aware of the different setup requirements for each, so that when users send approvals they can be sure the “assigned to” contact is properly notified. 

Note – email must be configured for your MarketingPilot site, the Alert Processor must be setup for your site, and both user and non-user contacts must have an email address in order to generate alerts and email notifications through MarketingPilot.

Approvals Alerts for MarketingPilot User Contacts:

Only contacts associated to MarketingPilot User ID’s should be setup to receive alerts.  Alerts are links that allow the user to login to MarketingPilot and go directly to the assigned approval to review.  If a non-user receives an alert with a link to login, they will not be able to and so cannot access and review the assigned approval. 

To setup alerts for a MarketingPilot user:

  • Navigate to and click on the contact record for the User ID and click on the Alerts tab for that contact.
  • From the All Alerts section under the Alerts tab, click on Approval.  This narrows the display to only show available alert rules for Approvals for MarketingPilot Users in the pane to the right. 
  • Check the New Approval Request alert rule and click Save.
  • The user will now get an email alert with a hyperlink to login to review the assigned approval when they are added to an approval and the approval is sent.   

Tip – When defining alerts for user contacts, click on the area in the left pane that you want to define the alert rule for to see alert rules specific to that section.  Users must click save prior to navigating to any other areas in the subdirectory in order to save the alert rule selected.  If you do not, the alert rule(s) will not be saved.

Approvals Email notifications for contacts that are NOT MarketingPilot Users:

Contacts who are not MarketingPilot users can also be added to an approval and receive an email notification.  These are different than the alerts in that they do not require the contact to login.  If the contact is a MarketingPilot user, they must be setup to receive an alert as defined above.  Only contacts who are not also MarketingPilot users will receive email notifications.  

Email notifications require a user role setting to be defined on the MarketingPilot user who will be creating the approvals.  In order to do this you must have administrative rights.  This must be done for all users who will be sending out approvals to contacts who are not MarketingPilot users.

To setup email notifications for a MarketingPilot Contact:

  • Navigate to and click on the User ID of the MarketingPilot user record who will be creating and assigning the approvals. 
  • Under the Roles tab, click on the Approvals & Requests section. 
  • Select the checkbox for the Approve via Email role on the user and click save. 
  • The contact will now get an email notification with a hyperlink to review the assigned approval in a browser when they are added to an approval and the approval is sent.  

Tip – When defining user roles, click on the area in the left pane that you want to define the role for to see roles specific to that section.  Users must click save prior to navigating to any other areas in the subdirectory in order to save the roles selected.  If you do not, the role(s) will not be saved.

R9 Job Requests vs. Project Requests

MarketingPilot launched a new functionality, Job Requests, in release 9. How does this differ from the existing Project Requests function?


Job Requests are designed for Users who want to enable Users and Non-users to be able to submit Requests that automatically create Jobs in a single step process. It provides an alternative to MarketingPilot’s existing Project Request function for users who want to skip an intermediate Request Approval and Job initiation function.

Project Requests are designed for users who want Requests to be placed in a queue where they can be reviewed or assigned for review prior to users creating a Task, Job, Campaign, Event or Program. This two-step approach provides an additional set of metrics to track Requests and the performance of the team processing them.

Pros and Cons of Each

Job Requests

  • PROS
  1. The request automatically creates a job.
  2. Both users and non-users can submit a Job Request.
  3. Streamlines processes by automatically creating a Job in MarketingPilot upon submission.
  4. Users can greatly customize each Job Request Form with eight types of questions, including as short and long text , number, date, single-select and multiple-select, currency, and file upload fields.
  • CONS
  1. The Request is not stored.

Project Requests

  • PROS
  1. The Request is stored.
  2. There is the availability to include a back and forth process between the Requester and the Traffic Manager prior to creating a Job.
  • CONS
  1. Only users can submit a Project Request.
  2. The form is less customizable, including only text fields and file uploads.