Creating and Submitting MDF Requests

Partners can create comprehensive MDF requests through the Magentrix partner portal to request marketing development funds for planned marketing activities and campaigns. The request creation process includes detailed planning documentation, campaign specification, and formal submission with terms acceptance. Once submitted, requests enter the approval workflow where channel managers review and approve individual campaigns before partners can execute marketing activities and claim reimbursements.

Requirements

To create and submit MDF requests, users must be assigned a security role with the following permissions:

• Partner user licensing (customer licensed users cannot access MDF functionality)
• MDF Request: Read (Private), Create, and Edit (Controlled By Account)
• Campaign: Read (Controlled By Account), Create, and Edit (Account Only)
• Attachment/File objects: Read, Create, and Edit (Controlled By Parent)
• Tab Settings: MDF Requests tab access
• App Settings: App with MDF functionality must be Visible

Understanding MDF Request Creation

Request Planning and Preparation

Draft Status Development: MDF requests begin in Draft status, allowing partners to prepare comprehensive requests without submission commitment while making vendors aware that marketing planning is in progress.

Required Information Gathering: Partners must prepare essential request information including detailed plan descriptions, expected outcomes documentation, and comprehensive campaign specifications before proceeding with formal submission.

Multiple Campaign Planning: Single MDF requests can accommodate unlimited campaigns, enabling partners to propose comprehensive marketing initiatives with diverse activities under unified funding requests.

Request Lifecycle Management

Status Progression Control: Requests progress through defined status stages (Draft, Submitted, Approved/Declined) with automatic read-only enforcement once submitted to maintain request integrity during review processes.

Edit Capabilities: Partners can edit Draft status requests freely but lose editing capabilities once submitted unless administrators revert requests to Draft status for modifications.

Submission Finality: Submission represents formal funding request with terms acceptance, triggering administrative review processes and partner commitment to proposed marketing activities.

Creating New MDF Requests

Accessing MDF Request Creation

Navigation to MDF Requests

1. In the partner portal, navigate to the MDF Requests tab or module
2. Access the MDF requests list showing current and historical request status
3. Click New MDF Request button to initiate request creation process

Basic Request Information Configuration

Required Request Details

1. Plan Description: Enter comprehensive description of overall marketing plan and strategic objectives

   • Required Field: Cannot proceed without detailed plan description
   • Include target markets, marketing objectives, and expected business outcomes
   • Provide sufficient detail for informed administrative review and approval decisions

2. Expected Outcomes: Document anticipated results and success metrics for proposed marketing activities

   • Required Field: Essential for request approval consideration
   • Include quantitative goals, target audience reach, and business impact expectations
   • Align outcomes with broader partner business objectives and vendor partnership goals

Request Creation Process

Initial Request Setup

1. Complete required Plan Description with comprehensive marketing strategy overview
2. Provide detailed Expected Outcomes documentation with measurable objectives and success criteria
3. Click Continue or Save to create initial MDF request in Draft status

Request Status Confirmation

• New requests automatically receive Draft status enabling continued editing and campaign addition
• Partners can return to edit Draft requests before formal submission
• Request appears in MDF requests list with Draft status indicator for ongoing development

Adding Campaigns to MDF Requests

Campaign Creation Process

Accessing Campaign Addition

1. Open the created MDF request from the MDF requests list
2. Navigate to the Campaigns tab within the request detail page
3. Click Add Campaign to open the campaign creation dialog

Campaign Configuration Requirements

Required Campaign Fields

1. Campaign Name: Enter descriptive name for the marketing activity

   • Required Field: Cannot save campaign without name specification
   • Use clear, descriptive naming for administrative review and tracking purposes

2. Campaign Type: Select from predefined picklist values

   • Choose appropriate type categorization for marketing activity classification
   • Types support administrative reporting and program analysis capabilities

3. Start Date: Specify campaign commencement date

   • Required Field: Essential for timeline planning and claim deadline calculations
   • Consider planning timelines and approval processing periods when setting dates

4. End Date: Define campaign completion date

   • Required Field: Used for claim deadline calculations and program tracking
   • Ensure realistic timelines accommodating campaign complexity and execution requirements

5. Requested Amount: Enter funding amount requested for campaign

   • Required Field: Specify currency amount for budget planning and approval consideration
   • Amount should reflect realistic cost estimates for proposed marketing activities

6. Description: Provide detailed campaign description and execution plan

   • Required Field: Include comprehensive activity details for informed approval decisions
   • Document target audiences, marketing channels, expected deliverables, and success metrics

Campaign Management Capabilities

Multiple Campaign Addition

• Add unlimited campaigns to single MDF requests for comprehensive marketing initiatives
• Each campaign maintains independent approval status and funding allocation
• Support complex marketing programs with diverse activity types and timelines

Campaign Editing and Deletion

• Edit campaign details while MDF request remains in Draft status
• Delete campaigns from requests before submission if campaign plans change
• Campaign modifications restricted once MDF request is submitted for review

Adding Supporting Documentation

Attachment Upload Process

Request-Level Attachments (if enabled in MDF Settings)

1. Navigate to the Attachments tab within the MDF request
2. Upload supporting documentation for overall request using Upload or drag-and-drop functionality
3. Attachments support request justification and provide additional context for administrative review

Campaign-Level Attachments (if enabled in MDF Settings)

1. Access individual campaign detail pages within the request
2. Upload campaign-specific supporting materials including marketing plans, vendor quotes, or promotional materials
3. Campaign attachments provide detailed activity documentation for approval consideration

Attachment Requirements and Guidelines

Supported File Types: Upload capabilities depend on administrator configuration and Salesforce attachment implementation (traditional attachments or modern file objects).

Documentation Strategy: Include relevant supporting materials that strengthen request justification and demonstrate marketing activity planning and preparation.

File Organization: Use descriptive file names and organize attachments logically for efficient administrative review and approval processing.

Submitting MDF Requests for Approval

Pre-Submission Validation

Campaign Requirement Verification

• System requires at least one campaign before allowing request submission
• Attempting submission without campaigns generates error message directing partners to add campaigns
• All required campaign fields must be completed before submission capability

Documentation Review

• Verify all required information is complete and accurate before submission
• Review campaign details, timelines, and requested amounts for consistency and accuracy
• Confirm supporting documentation is uploaded and properly organized

Formal Submission Process

Terms and Conditions Acceptance

1. Click Submit MDF Request button to initiate formal submission process
2. Review and accept Terms and Conditions in the submission dialog
3. Terms acceptance is required for request submission and represents formal commitment to proposed activities

Submission Confirmation

1. Click Submit after terms acceptance to complete submission process
2. Request status automatically changes from Draft to Submitted
3. Request becomes read-only for partners, preventing further modifications during review

Post-Submission Status and Behavior

Read-Only Enforcement

• Submitted requests cannot be edited by partners until administrative action
• Campaign details, timelines, and amounts are locked during review process
• Partners can view request status and details but cannot modify submission content

Status Monitoring

• Partners can monitor request status through MDF requests list and detail pages
• Status updates reflect administrative review progress and approval decisions
• Email notifications (if configured) provide automated updates on request progress

Request Status Management

Status Transition Understanding

Draft to Submitted Transition

• Partner-initiated through formal submission process with terms acceptance
• Automatic read-only conversion prevents accidental modifications during review
• Triggers administrative notification and review workflow initiation

Administrative Status Changes

• Channel managers can approve, decline, or revert requests to Draft status through Salesforce interface
• Approved status enables claim submission for approved campaigns
• Declined status prevents claim submission and requires new request creation for future funding

Draft Status Reversion

• Administrators can revert Submitted requests to Draft status for partner modifications
• Reversion enables partner editing capabilities for request corrections or updates
• Partners can resubmit modified requests following correction completion

Best Practices for Request Creation

Strategic Request Planning

Comprehensive Documentation

• Provide detailed plan descriptions that clearly communicate marketing objectives and expected business outcomes
• Include sufficient detail for informed administrative review without overwhelming reviewers with unnecessary information
• Align request documentation with broader partner business objectives and vendor partnership goals

Realistic Campaign Planning

• Set realistic timelines considering approval processing periods and campaign execution requirements
• Request appropriate funding amounts based on accurate cost estimates and market analysis
• Plan campaign sequences and dependencies for optimal marketing impact and execution efficiency

Submission Strategy

Quality Over Speed

• Invest time in comprehensive request preparation rather than rushing submission with incomplete information
• Review all campaign details and supporting documentation before submission to minimize revision requirements
• Consider administrative review timelines when planning campaign start dates and marketing activity schedules

Communication Preparation

• Prepare for potential administrative questions or clarification requests during review process
• Maintain documentation and planning materials for reference during approval discussions
• Be ready to provide additional information or modifications if requested during review

Integration with MDF Workflow

Approval Process Preparation

Request Positioning: Well-prepared requests with comprehensive documentation and realistic campaign planning improve approval likelihood and reduce review cycle time.

Administrative Efficiency: Clear, detailed requests enable efficient administrative review and approval processing, supporting positive partner relationships and program effectiveness.

Claims Process Foundation

Approved Campaign Enablement: Properly submitted and approved requests provide foundation for subsequent expense claim submission and reimbursement processing.

Documentation Continuity: Request documentation and campaign specifications support later claim validation and reimbursement approval processes.

MDF request creation and submission provides the foundation for successful partner marketing fund utilization, requiring comprehensive planning, detailed documentation, and strategic preparation to maximize approval likelihood and program effectiveness within the broader MDF workflow process.

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