Justification

After thorough analysis, we identified:

1. that in most cases constituents were not opting out of an individual category - on average less than 2%. When faced with numerous categories individuals are more likely to opt-out of all emails.
2. many email categories send very few communications, which does not warrant an individual category and should instead be combined.
3. initial creation and maintenance of each business unit or preference requires ample resources.

Benefits

Any future projects to make Marketing Cloud more robust will be made easier by the simplest and fewest business units and preferences. Future state will require further simplification.

Business Units

Preferences

Users will fall into one of the following categories and communications have been customized for each individual. If you are unsure which category you fall into, ask your eComm specialist. 

• A: sharing Business Unit, migrating
• B: sharing Business Unit, surviving
• C: not sharing Business Unit, surviving

Organization Across Marketing Cloud

• Notice your Business Unit name in the top right corner
• Add items in Content Builder to your group's Folder. Learn how to move items.
  • For those migrating Business Units, assets modified or created since July 1, 2022, will be moved automatically and will reside in the group's folder. 
    • Want older content moved? Through 2023, most users can ask your eComm specialist to recover older content. *If you have migrated from a Business Unit that will be deleted, see details for your timeline to recover content.
• Create Salesforce Send Emails in your group's Folder
  • There is no need to move Guided Sends to the correct folder after sending.
• Find Send Classifications / Sender Profile / Delivery Profile, named with your group's abbreviation
• Send Tracking to your group's Folder
  • For those migrating to a Business Unit, no Tracking details were moved.
  • Instead, use Salesforce Dashboards for historical tracking, comparing overall email analytics from previous sends to future sends. While we have updated the Dashboards to capture new Business Unit names, users can request to have filters added for 'From Name' or 'From Email' to have the data reflect relevant data for a certain group or communication. 
  • Want to access Tracking details from a previously sent email? Through 2023, most users can ask your eComm specialist to provide Tracking details (for example: who clicked an email from 2 years ago). *If you have migrated from a Business Unit that will be deleted, see details for your timeline to getTracking details.

If others are creating clutter, let your eComm specialist know so they can reiterate best practices.

Email Preferences & Audiences

• Familiarize yourself with changes to available Email Preferences. This impacts your audiences, including how they are named.
• Find Data Extensions in your group's Folder and named with the group abbreviation
  • Those used recently will be automatically available (renamed to start with the group's abbreviation and end with the relevant email preference) to use while all others have been archived. Users must submit a ticket to have archived Data Extensions reviewed for accuracy and placed in the correct folder before being used.
• Reports associated with archived Data Extensions have also been archived. Users must submit a ticket to have archived Reports reviewed for accuracy and placed in the correct folder in Salesforce before being used.

PRE-MOVE

Content Builder, Salesforce Send Emails, Tracking, and Automations

• For surviving Business Units with other groups joining: 
  • All historical components will remain available. The only difference is where they reside - in a folder reflecting the group's name.
  • Users will see a folder structure reflecting all groups joining.
  • Users may notice other groups' content being added to their respective folders.
• For Migrating Business Units: 
  • Assets (emails, images, layouts, etc.) modified or created since July 1, 2022, will be moved automatically and will reside in the group's respective folders.

Business Unit

• For surviving Business Units with no one joining and surviving Business Units with other groups joining: 
  • Business Unit name changes complete, where applicable.
• For Migrating Business Units: 
  • Users will continue to work in their current Business Unit until they are migrated in mid-June.

Email Preferences

• For all Business Units:
  • Old preferences will be available until mid-June, but to prepare for the change, we recommend using the surviving preferences going forward. Note: This isn’t applicable to everyone. Some groups do not have preference changes. 

Data Extensions

• For all Business Units:
  • Data Extensions used since March 1, 2023, will be automatically available (renamed, where applicable, to end with the relevant email preference) while all others will be archived. Users must submit a ticket to have archived Data Extensions reviewed for accuracy by eComm specialists and moved to the correct folder for use.
• For surviving Business Units with other groups joining:
  • Users will see a folder structure reflecting all groups in shared Business Units.
  • Users will see newly created Data Extensions with other groups’ abbreviations preceding the name and will reside in the respective folders.
  • When creating a new Data Extension in a Business Unit that is surviving and will have other groups joining, use the correct naming convention (group abbreviation) and put the Data Extension in the correct folder in the new Business Unit.
• For Migrating Business Units: 
  • When creating new Data Extensions in a Business Unit that will be migrating, create the Data Extension in both the old Business Unit and the new Business Unit. Be sure to use the correct naming convention (group abbreviation) and put the Data Extension in the correct folder in the new Business Unit.

NOTE: Delete Data Extensions in both areas!

Send Classifications and Sender Profiles

• For surviving Business Units with other groups joining:
  • When building new, be sure to use the correct naming convention with the group’s abbreviation preceding the name.
  • Users will see Send Classifications and Sender Profiles for groups joining.
• For Migrating Business Units: 
  • All Send Classifications and Sender Profiles have been built in surviving Business Units users will be migrating to (renamed to start with the group's abbreviation).
  • If you need to create a new Send Classification or Sender Profile before the mid-June migration, build in both the old and new Business Unit and be sure to use the correct naming convention with the group’s abbreviation preceding the name in the new Business Unit.

POST-MOVE

Business Unit

• For Migrating Business Units and surviving Business Units with other groups joining:
  • Users will move to and start working out of surviving Business Unit. Business Units that are migrating to a surviving Business Unit will not be accessible. 
  • Users and eComm Specialists should attend a session (invite to come) or review the wiki to understand their part in maintaining organization for all groups sharing a single Business Unit.

Email Preferences

• If preferences have changed, old preferences will no longer be available. Be sure to use the correct naming convention going forward based on any preference changes.

Data Extensions & Reports

• For all Business Units:
  • Data Extensions used since March 1, 2023, will be automatically available (renamed, where applicable, to end with the relevant email preference) while all others have been archived. Users must submit a ticket to have archived Data Extensions reviewed for accuracy by eComm specialists and moved to the correct folder for use. 
  • Reports associated with archived Data Extensions have also been archived. The archived folders have been unshared with public groups. eComm Specialists will still have access to these archived folders in the event that users need to have them unarchived.
• For surviving Business Units with other groups joining:
  • When creating a new Data Extension in a Business Unit that is shared among multiple groups, use the correct naming convention (group abbreviation) and put the Data Extension in the correct folder in the new Business Unit.

Send Classifications and Sender Profiles

• For surviving Business Units with other groups joining:
  • When creating new Send Classification and Sender Profiles in a Business Unit that shares with other groups, be sure to use the correct naming convention (i.e., precede names with the group's abbreviated name).