MDF Checklist

Essential MDF Tasks for Administrators

Foundation Setup

☐ Understanding the MDF Module Familiarize yourself with the comprehensive Marketing Development Fund capabilities including dual-environment architecture (Magentrix partner portal and Salesforce administrative interface), request workflow management, campaign-level approval processes, expense claim handling, and reimbursement tracking. Understand how MDF supports partner marketing enablement, fund distribution control, and strategic channel program management across partner ecosystems.

☐ Prerequisites and System Requirements Ensure the PRM client has Elite, Advance or Unlimited edition licensing and has installed the MDF Managed Package in their Salesforce Org. Configure the authorized integration user as a Marketing User in addition to Administrator permissions to enable campaign record creation. Verify proper object imports from Salesforce including Attachment, Campaign, and all MDF-related custom objects for complete system functionality.

Core MDF Configuration

☐ Configuring MDF Settings Configure global MDF parameters including allowed number of claims per campaign, claim deadline settings (global setting applied to all campaigns), attachment type preferences (Salesforce attachments vs. file objects), and partner attachment permissions. Set up email notification preferences for request submissions, approvals, claim processing, and reimbursement communications for both partners and internal users.

☐ Customizing MDF Labels and Terms Configure MDF custom labels through Setup Home > Develop > Labels to align module terminology with organizational branding and partner communication preferences. Customize core labels including "Marketing Development Fund" header text, "MDF Request" terminology, campaign-related labels, and status labels (Draft, Submitted, Approved, Declined) with appropriate values, API names, and administrative comments. Configure global MDF terms and conditions that apply to request submission, campaign approval, and claims processing to ensure legal compliance and partner agreement consistency across all MDF workflows and processes.

☐ Setting Up Security Role Permissions Configure Portal User permissions in Partner Role type for partners including Folder (system) Read and Create permissions for attachments, Campaign Read/Create/Edit access with Account-level control, MDF Request Read/Create/Edit permissions, MDF Expense Claim Read/Create/Edit access, and MDF Reimbursement Read permissions. Configure Employee User permissions for administrative functions with broader entity access for request management and approval workflows.

☐ Email Notification System Configuration Configure comprehensive email notification templates including new MDF request submissions, request status changes, campaign approvals/rejections, claim submissions, claim status updates, and reimbursement notifications. Set up separate notification flows for partners and internal channel management teams with customizable messaging and template personalization.

Advanced MDF Features

☐ Campaign Management Configuration Set up campaign type picklist values for structured marketing activity categorization and configure campaign approval workflows with individual campaign-level decision capabilities. Establish reimbursement percentage guidelines and claim expiration date policies for consistent program administration and partner expectation management.

☐ Claims and Reimbursement Processing Setup Configure expense claim approval workflows with supporting documentation requirements and establish reimbursement processing procedures including status tracking, payment method documentation, and partner communication protocols. Set up claim amount validation processes and approval hierarchies for financial oversight and program compliance.

☐ Journey Builder Integration Integrate MDF request submission capabilities into partner onboarding and development journeys for structured partner enablement. Configure MDF milestone tracking within Journey Builder for automated progress monitoring and communication triggers based on request status changes and program participation levels.

Critical Implementation Considerations

Dual Environment Management

• Partner Experience: Ensure intuitive partner portal experience with clear request creation, campaign management, and claim submission workflows
• Administrative Efficiency: Configure Salesforce interface for efficient request review, campaign approval, and claim processing workflows
• User Experience Optimization: Balance partner self-service capabilities with administrative control and oversight requirements

Financial and Compliance Controls

• Fund Allocation Management: Establish clear guidelines for fund distribution, campaign approval criteria, and reimbursement percentage policies
• Documentation Requirements: Define supporting documentation standards for both request submissions and expense claim processing
• Audit Trail Maintenance: Ensure comprehensive tracking of all MDF activities, approvals, and financial transactions for regulatory compliance
• Program Oversight: Implement monitoring mechanisms for fund utilization, partner engagement, and campaign effectiveness measurement

Workflow Optimization

• Status Management: Configure request status transitions with appropriate read-only enforcement and editing control based on approval workflow requirements
• Campaign Approval Processes: Establish efficient individual campaign review procedures within broader request approval workflows
• Claim Processing Efficiency: Optimize expense claim review and reimbursement processing for timely partner compensation and program satisfaction
• Communication Management: Balance stakeholder notification requirements with user experience and engagement optimization

Integration Points

• Salesforce CRM Integration: Native integration with Salesforce platform including standard Campaign objects, custom MDF objects, and comprehensive reporting capabilities for seamless CRM workflow integration
• Partner Portal Integration: Complete integration with Magentrix partner portal for self-service request management, campaign planning, and claim submission capabilities
• Journey Builder Integration: MDF request processes integrate with partner onboarding and development journeys for strategic program alignment and progress tracking
• Multi-Currency Support: Currency tracking capabilities at request and campaign levels for global partner program management and international marketing fund distribution

Best Practices Summary

Planning Phase

• Design MDF program structure that reflects partner marketing needs and organizational fund distribution objectives
• Establish clear approval criteria and campaign evaluation standards for consistent program administration
• Plan notification and communication strategies to balance partner engagement with administrative efficiency requirements
• Develop supporting documentation standards and claim processing procedures for streamlined reimbursement workflows

Implementation Phase

• Start with core MDF functionality and expand based on partner adoption patterns and program utilization feedback
• Configure email notifications and communication templates for professional partner engagement and clear program communication
• Validate financial controls and approval workflows to ensure appropriate fund distribution oversight and compliance

Ongoing Management

• Monitor MDF program utilization and partner engagement patterns for optimization opportunities and strategic program development
• Regular review of approval criteria and claim processing efficiency for continuous program improvement and partner satisfaction
• Periodic assessment of Journey Builder integration effectiveness and partner onboarding optimization opportunities
• Community engagement analysis to optimize MDF program structure and enhance partner marketing enablement outcomes

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