Configuring MDF Settings

Administrators can configure comprehensive MDF system parameters through the MDF Settings interface to control program behavior, attachment requirements, notification preferences, and operational workflows. These settings provide centralized control over partner capabilities, claim processing rules, email communications, and attachment management to ensure consistent program administration and optimal user experience across the dual-environment MDF system.

Requirements

To configure MDF settings, users must be assigned a security role with the following permissions:

• Administrator System Role
• Marketing User designation (in addition to Administrator) for Salesforce campaign integration

Understanding MDF Settings Configuration

Global System Controls

Centralized Configuration Management: MDF Settings provide system-wide controls that affect all partners and MDF requests, ensuring consistent program behavior and administrative oversight across the entire partner ecosystem.

Dual Environment Integration: Settings configured in Magentrix and Salesforce are managed independently. Changes made in one environment do not automatically affect the other. Administrators must configure each system separately to ensure consistent behavior across both platforms.

Program Policy Enforcement: Settings serve as automated policy enforcement mechanisms that control partner capabilities, submission requirements, and workflow behaviors without requiring individual request management.

Configuration Categories

Claims Management Settings: Control how partners can submit expense claims including quantity limitations, deadline enforcement, and submission requirements for consistent program administration.

Attachment Controls: Configure attachment requirements and supported file types for both MDF request submissions and campaign expense claims with flexibility for different Salesforce implementations.

Email Notification Management: Comprehensive email communication controls for automated notifications to partners and internal teams throughout the MDF workflow process.

Accessing MDF Settings Configuration

Navigation to Settings Interface

1. Navigate to the MDF Settings administrative interface
2. Access through administrator menu or direct navigation depending on system configuration
3. Verify appropriate administrative permissions before proceeding with configuration changes

Settings Interface Overview: The MDF Settings page provides centralized access to all configurable parameters with clear categorization and detailed explanations for each setting option.

Configuring Claims Management Settings

Allowed Number of Claims Per Campaign

Setting Configuration

1. Locate the Allowed number of claims per campaign dropdown
2. Select from available options:
   • One Per Campaign: Restricts partners to submitting single claim per approved campaign
   • Multiple Claims Allowed: Enables partners to submit multiple expense claims for individual campaigns

One Per Campaign Behavior

• When selected, system automatically copies campaign Name, Type, and Description fields to the claim
• Simplifies claim submission process for partners with single-activity campaigns
• Reduces administrative complexity for straightforward reimbursement scenarios

Multiple Claims Configuration

• Allows partners to submit multiple claims against approved campaign amounts
• Supports complex marketing activities requiring multiple expense submissions
• Enables phased reimbursement for extended campaign periods

Claim Deadline Configuration

Global Deadline Setting

1. Configure Claim Deadline in Days field with numeric value
2. Enter number of days after Campaign End Date for claim submission deadline
3. Setting applies universally to all campaigns across all MDF requests

Deadline Enforcement

• System automatically calculates claim expiration dates based on campaign end dates plus configured deadline days
• Partners cannot submit claims after expiration deadline
• No individual campaign-level deadline customization available

Strategic Deadline Planning

• Consider campaign complexity and partner operational requirements when setting deadline periods
• Balance partner flexibility with program administration and financial closure requirements
• Account for documentation gathering time and approval processing periods

Configuring Attachment Requirements

Partner Attachment Settings

MDF Request Attachments

1. Check Partner can add attachments to the MDF request to enable attachment uploads during initial request submission
2. Leave unchecked to restrict attachment capabilities during request creation phase
3. Setting affects partner ability to provide supporting documentation during request submission

Campaign Attachment Settings

1. Check Allow attachments on MDF campaigns to enable campaign-level attachment uploads
2. Setting controls partner ability to attach supporting materials to individual campaigns within requests
3. Enables detailed documentation for complex marketing activities

Attachment Type Configuration

Salesforce Implementation Options Configure Attachment Type dropdown based on Salesforce implementation:

• Salesforce File: Modern Salesforce file object implementation with enhanced capabilities
• Legacy Attachment: Traditional Salesforce attachment object for existing implementations

Implementation Considerations

• Selection must match existing Salesforce configuration and organizational preferences
• Affects storage, sharing, and access control capabilities for uploaded documentation
• Coordinate with Salesforce administrators to ensure proper object permissions and integration

Configuring Email Notification Settings

Partner Communication Notifications

MDF Request Confirmation

1. Check Send confirmation email to partners for new MDF requests to enable automatic confirmation when partners submit requests
2. Provides partners immediate acknowledgment of successful request submission
3. Includes request details and next steps information

Claim Submission Confirmation

1. Check Send confirmation email to partners for new claim submissions to enable automatic claim submission acknowledgments
2. Confirms successful claim submission and provides tracking information
3. Sets partner expectations for claim review and approval timelines

Internal Team Notifications

Internal MDF Request Notifications

1. Check Send an internal email notification for new MDF requests to notify channel management teams of new submissions
2. Configure to send notifications to partner account owners or designated email lists
3. Enables prompt review and response to partner requests

Internal Claim Notifications

1. Check Send an internal email notification for new claims to alert teams of claim submissions requiring review
2. Supports timely claim processing and partner relationship management
3. Integrates with existing team workflows and responsibility assignments

Status Change Communications

Request Status Notifications

1. Check Send email notification for request status changes to automatically notify partners when request status is updated
2. Keeps partners informed about approval decisions and next steps
3. Reduces partner inquiry volume and improves program transparency

Claim Status Communications

1. Check Send Email Notification when the Claim Status Changed to inform partners of claim approval, rejection, or reimbursement status
2. Provides transparency in claim processing and reimbursement workflows
3. Supports partner financial planning and expectation management

Best Practices for MDF Settings Configuration

Settings Strategy Planning

Program Requirements Analysis

• Assess partner marketing activity patterns to determine optimal claims per campaign settings
• Evaluate documentation requirements and partner capabilities for attachment configuration decisions
• Consider team capacity and communication preferences for notification settings optimization

User Experience Optimization

• Configure settings to balance program control with partner user experience and operational efficiency
• Test settings with representative partner scenarios before full program deployment
• Gather partner feedback on setting impacts and adjust based on program utilization patterns

Configuration Management

Change Control Procedures

• Document rationale for setting selections and maintain change history for audit and optimization purposes
• Coordinate setting changes with partner communication to prevent confusion or workflow disruption
• Test setting changes in development environment when possible before production implementation

Regular Review and Optimization

• Periodically assess setting effectiveness based on program metrics and partner feedback
• Monitor claim submission patterns and deadline compliance for deadline setting optimization
• Review notification effectiveness and partner engagement levels for communication setting refinement

Integration Considerations

Salesforce Workflow Alignment

• Ensure attachment type selection aligns with existing Salesforce workflows and security requirements
• Coordinate notification settings with existing Salesforce automation and communication processes
• Verify that setting changes maintain proper integration between Magentrix and Salesforce environments

Partner Portal Experience

• Consider how settings affect partner portal user experience and self-service capabilities
• Balance administrative control with partner autonomy and program engagement effectiveness
• Ensure setting combinations create coherent and intuitive partner workflows

Integration with MDF Workflow

Request Submission Impact

Settings Effect on Partner Experience: Configuration choices directly affect partner capabilities during request creation, campaign planning, and documentation submission processes.

Workflow Consistency: Settings ensure consistent program behavior across all partners and requests, supporting standardized program administration and partner expectation management.

Administrative Efficiency

Automated Policy Enforcement: Settings reduce manual oversight requirements by automatically enforcing program policies and submission requirements across all MDF activities.

Communication Automation: Email notification settings reduce manual communication requirements while maintaining partner engagement and program transparency.

MDF Settings configuration provides essential administrative control over program behavior, enabling organizations to customize MDF functionality to match program requirements, partner capabilities, and operational workflows while maintaining consistent dual-environment integration and user experience optimization.

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