Product & Marketing setup guide

This page walks through 9 steps to set up Product & Marketing, in the order the in-app Setup assistant recommends. Each step lists what to prepare, the questions to answer first and the screen to use.

1. Prepare

Optional

What to have ready before setting up Product & Marketing: the company currency and time zone, and cleaned-up files of products, channels and running campaigns.

2. Marketing controls

Required

Choose how marketing works: campaign budgets and auto-close, campaign attribution and touchpoints, UTM on channels, sending from XBuddy, ad platform sync and product media.

Prepare first

• A short description of how marketing works today: how campaigns are planned and budgeted, which channels and tracking links are used, how leads reach sales.
• A decision on whether campaign e-mails/Zalo messages are sent from XBuddy and whether ad spend is pulled from Meta / Google.

Questions to answer

• Must every campaign have a budget before it is created? Should campaigns close automatically on their end date?
• Do you want to know which campaign brought each deal, and should calls, e-mails and link clicks count as campaign touchpoints automatically?
• Must every marketing channel carry UTM source and medium for tracking?
• Will you send campaign e-mails or Zalo messages from XBuddy, and pull ad spend from Meta / Google?
• Are product images shown on a public website or catalog? How large may a product video be?

3. Marketing people

Required

Choose who runs marketing: the marketing manager and the marketers. You cannot remove a person’s last role here.

Prepare first

• The list of marketing managers and marketers — each must already be invited as a user.

Questions to answer

• Who heads marketing, and who runs campaigns and content?
• Should a marketer see only their own campaigns, their team’s, or all?

4. Marketing lists

Optional

The choice lists used in Product & Marketing: campaign types, channel types, content types, tones and languages, and product brands. Open a list to fill it with the standard values, rename, hide or add values.

Prepare first

• The campaign types, channel types, content types, tones and languages and product brands the business really uses (Vietnamese and English names).

Questions to answer

• Which campaign types and marketing channel types do you use?
• Which content types, tones and languages do you produce, and which product brands do you sell?

Lookups to review (Settings → Lookups):

• Campaign Types (campaign_types)
• Content Languages (content_languages)
• Content Tones (content_tones)
• Content Types (content_types)
• Marketing Channel Types (marketing_channel_types)
• Product Brands (product_brands)

5. Product codes

Optional

The code format of products by type (service, subscription, digital, bundle). Each type has its own numbering: pattern, digits and whether users may type the code. Set it before importing or creating products.

Prepare first

• The product code format the business wants per product type (prefix, digits) — or keep old-system codes and type them by hand.

Questions to answer

• Do product codes follow a fixed format per type, or do you keep the codes from the old system?

Document types to configure numbering for (Settings → Document numbering):

• product_service
• product_subscription
• product_digital
• product_bundle

6. Marketing settings

Optional

Set up what campaigns rely on: the default attribution model, e-mail templates for sending and the ad platform connection. Each item opens the existing settings screen.

Prepare first

• Pick the default attribution model first (campaign ROI reads it); then, only if you use them, e-mail templates and the ad platform connection.

Questions to answer

• How should credit for a deal be shared between campaigns: first touch, last touch or spread across all?

7. Import data

Optional

Bring in products, marketing channels and content with the existing import screens. Each button opens the import box with its template; counts come from real data.

Prepare first

• Import products & services first, then marketing channels — campaigns and content refer to them.
• Fill the old-system code column so re-importing the same file updates rows instead of duplicating them.

Questions to answer

• Where are products, channels and the content plan kept today, and how many rows of each?

8. Running campaigns

Optional

Bring in the campaigns still running or planned at go-live; finished campaigns stay in the old system.

Prepare first

• Agree the cut-over date: campaigns still running or planned on that day are brought into XBuddy; finished ones stay in the old system.

9. Test run

Optional

Walk through one product, one channel and one small campaign end to end before go-live.

Prepare first

• Use one real product, one channel and one small test campaign; agree with the key user who checks each result.

Next

See the feature pages of this app in the left menu, or the setup guides of every app.