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

Common Use Cases

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

• Pharmacy: Refill reminders, renewal alerts, specific pick-up details.

• Billing: Sending unique outstanding balances per patient.

• Labs: Identifying specific lab work requested or notifying patients of results ready for review.

How it Works 

The standard Campaign creation process remains unchanged, click here to learn more. However, to leverage Campaign Variables, you must format your CSV upload 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 so users easily understand which Variable(s) to include in the Campaign message. If supporting translations, include separate columns for translated variables. For example, “Prescription Name ES”.

Example File

Every column header 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 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 Preview page, and you will need to upload a corrected file before you can send the Campaign.

CSV File Upload

Once the CSV file with Campaign Variables is uploaded, a preview of the first two rows (including the column headers) are displayed for your review:

Crafting the Campaign Message

After your CSV is uploaded, you can begin crafting your message. To insert a Campaign Variable, select the Variables icon [ ] (square brackets). The displayed Campaign Variables will automatically match the names of your CSV column headers (excluding the first column of patient unique identifiers).

When the Campaign is sent, these placeholders dynamically populate with the specific information mapped to each patient from the file. 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 file contains 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 your CSV and pasting them between the brackets [ ] in the translated text. Verify the translation with a proficient speaker. To learn more about Artera’s 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.

Campaign Preview

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

In the “Audience” section of this page, you will find information pertinent to your CSV file:

• Audience Source: Select Download CSV of Audience to view the patients who will be 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.

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 Recurring Campaigns (Pulse Outreach)?

Not at this time, however, our team is actively working on making this available.

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

No, not at this time.

Can Campaign Variables be leveraged with the “Patients with Appointments” Audience Source?

No, a CSV file including the Variables must be uploaded for Campaign outreach.