SOP for Outreach Campaigns in B2Gnow

Standard Operating Procedure for Creating Outreach Campaigns in B2Gnow

* indicates required fields

1.  Log into B2Gnow

2. Create > New Outreach 

3. Enter Outreach Campaign Parameters

  • OUTREACH CAMPAIGN TITLE *: Enter “UT Austin Bid Opportunity: ” + Project Title from Bonfire
  • OUTREACH CONTROL *: Select “Outreach campaign can be viewed by anyone BUT edited only by a designated user (currently you) or an administrator.”
  • OUTREACH PUBLICITY * : Select “Viewable by all system vendors PLUS posted on the Public Outreach Bulletin Board for viewing by the public.”
  • ALLOW RESPONSES? *: Select “No”
  • Click “Create Outreach Campaign”

4. Click on Settings tab on top left

5.Outreach Campaign Information

  • OUTREACH CAMPAIGN TITLE *: Enter “UT Austin Bid Opportunity: ” + Project Title from Bonfire
  • COMMENTS

6. Outreach Campaign Message Settings

  • MESSAGE SUBJECT *: Press “Copy Title” on the right side of the box
  • FROM NAME * (This will be the "from name" on the email.)
  • FROM EMAIL (To comply with spam laws, this verified email address cannot be changed.)
  • REPLY-TO EMAIL * (This will be the email to which replies are routed.) Change personal email to uthub-hsp@austin.utexas.edu

7. Outreach Campaign Settings

  • OUTREACH OWNERSHIP *: Select "Anyone in your organization"
  • OUTREACH PUBLICITY *: Select “Viewable by all system vendors PLUS posted on the Public Outreach Bulletin Board for viewing by the public.”
  • NOTIFICATION TYPES *: Select “Notify vendor contacts only by EMAIL. Assigned vendor contacts without a valid email will not be notified.”
  • ALLOW RESPONSES *: Select “No”

8. Outreach Dates

  • NOTIFICATION & POSTING DATE * (This is the date the outreach campaign is posted on the Outreach Bulletin Board.): Select posting date
  • FIRST REMINDER * (Must be at least seven days after posting date to avoid spam flagging)
    • Select “Active, scheduled for: mm/dd/yyyy,” send to: “ALL contacts”
  • SECOND REMINDER * (Must be at least seven days after first reminder date to avoid spam flagging)
    • Select “Active, scheduled for: mm/dd/yyyy,” send to: “ALL contacts” OR “ONLY non-viewers” 
    • OR Select “Not active”
  • THIRD REMINDER * (Must be at least seven days after second reminder date to avoid spam flagging)
    • Select “Active, scheduled for: mm/dd/yyyy,” send to: “ALL contacts” OR “ONLY non-viewers” 
    • OR Select “Not active”
  • DEACTIVATION DATE * (Date outreach campaign will be taken off the Outreach Bulletin Board.): Select Close Date listed on Bonfire page

9. Click on Content tab on top left and click “Edit”

  • Add the following from the Bonfire posting: 

Pre-Proposal Date:

Questions Due Date:

Close Date:

Solicitation documents:  *add the link from the Bonfire post*

Project Description: 

10. Click on Vendor Contact List tab on top left and click “Add from Vendor Search”

11. Search Parameters

  • STATE/PROVINCE: Select “TX” from dropdown
  • COMMODITY CODES: Write the NIGP code in Bonfire for the specific project
  • OR BUSINESS DESCRIPTION: Write the one in Bonfire for the specific project

12. Certification Parameters

  • CERTIFICATIONS: Press “Select all”

13. Click “Search” > “Add ALL Vendors to Outreach”

14. Parameters

  • VENDOR CONTACT TYPE *: Select “General” from dropdown
  • OUTREACH CAMPAIGN: Confirm the outreach campaign title is correct
  • COMMENT / LABEL: Add project description from Bonfire
  • Click “Add Vendors to Outreach Campaign”

15. Click “release campaign” (Outreach will not be sent until released)

16. It should say “Outreach complete” on the top of the page


Adding Flyer Image as Content


In the Content tab

  1. Click "Edit" > "Upload Image"
  2. Click "Upload File(s)" > Select the intended flyer file
  3. Close the window > Click "Refresh"
  4. Scroll down to the bottom of the image that appears > Click "Copy Link" > Close the window
  5. In the Text box click the image button (right of the green arrows) > Paste the image link in the "URL" field
  6. Save Draft