dotmailer for Microsoft Dynamics CRM - Marketing lists

Contents

Creating a marketing list
  » General
  » Options
  » Synchronisation options
Managing members
  » Reasons why the number of members in a marketing list can be different to the number of contacts in a dotmailer address book
Manually synchronising a marketing list
  » Checking for unsubscribers
Viewing reports and statistics
  » Marketing list members
  » Unsubscribers
  » Email campaigns
  » Email sends
  » Email clicks

Summary

 A marketing list is a list of email addresses to which you can send email campaigns

Before an email campaign can be sent to a marketing list, that marketing list must be synchronised to dotmailer address books and email-activated.

Creating a marketing list

To create a marketing list, you need to provide information in the following tabs:

  1. From the navigation bar, go to Marketing > Marketing Lists

    marketing_list_tile.png
  2. Click NEW in the command bar

    new_marketing_list.png
  3. Click ACTIVATE FOR EMAIL in the command bar

    activate_for_email.png

General

  1. Enter a name for your marketing list

    name_ml_2.png
  2. Select a member type. A marketing list can contain only one type of member.

    member_type_2.png
  3. Select one of the following list types:
    • Dynamic Marketing List is a list whose members are defined by your automated query. Whenever a record meets the criteria of your query, that record is automatically added to the marketing list.
    • Static Marketing List is a list whose members are added manually or through a lookup.

    type.png
  4. Click Save
    save_marketing_list_2.png

Options

  1. Select one of the following membership actions. These options set the rules for data synchronision between dotmailer address books and your marketing list. For all options, members who are added to the marketing list are also added to a corresponding dotmailer address book.
    • Ignore New & Existing Address Book Members not in this Marketing List: Synchronises contacts to your dotmailer address book and does not change existing contacts in that address book.
    • Remove Address Book members not in this Marketing list: Removes any contacts in your dotmailer address book who are not in your marketing list.
    • Allow only known Contacts to be added to this Marketing List: Synchronises contacts from your dotmailer address book to your marketing list only if those contacts already exist in your Dynamics CRM and are not already in the marketing list during synchronisation.
    • Allow Known Contacts or create new Contacts if no match found: This option is available only if the 'Member Type' field is 'Contacts'. Any contacts in the address book that are not in the marketing list are created as new contacts in Dynamics.
    • Allow Known Leads or create new Leads if no match found: This option is available only if the 'Member Type' field is 'Leads'. Any contacts in the address book that are not in the marketing list are created as new leads in Dynamics.
  2. Select a subscription filter. These filters set the rules that filter contacts before their data is synchronised. By default, no filter is selected.

    sub_status.PNG
  3. To remove the members of your marketing list after your email campaign has been sent, select Yes from the 'Clear List on Send' field.
    This option allows you to use the same marketing list many times.
    You can see which members have been emailed on the email campaign page.
    By default, 'No' is selected.
    clear_list.png

Synchronisation Options

The first time you synchronise a marketing list, a corresponding address books is created in dotmailer.

Automatic synchronisation is triggered when you send an email campaign or at the intervals you set on the settings page.
sync_order.png

  • If you want a marketing list to have priority in the synchronisation order, change the synchronisation order to a number lower than 1,000. Otherwise, leave it as the default 1,000. Marketing lists with lower synchronisation orders are given higher priority during synchronisation.
  • If you want users to manually synchronise the list and exclude the list from automated synchronisation, set the marketing list to manual synchronisation only.

Managing Members

You can manage the members of your marketing list by adding, removing, and evaluating them.

  1. From the navigation bar, go to Marketing > Marketing Lists
  2. Click the name of the marketing list that you want to manage

Want to view the number of members in your marketing list and your dotmailer address book?

Make sure that you're on the EMAIL MARKETING view, and go to the 'Synchronisation information' section.

Dynamics-settings_Synchronisation_information.png
If these numbers are different, check the reasons for these differences.

  1. Make sure that you're on the INFORMATION view

    marketing_list_informatoin.png
  2. Click MANAGE MEMBERS in the command bar. A popup window is displayed.

    manage_members_button.png
  3. Follow the wizard to add, remove, or evaluate members
    manage_member_pop_up.png

Reasons why the number of members in a marketing list can be different to the number of contacts in a dotmailer address book

You can have fewer contacts in a dotmailer address book if one of following conditions is true:

  • The dotmailer data watchdog rejects a contact during synchronisation, that contact is not synchronised to dotmailer.
  • A member does not have a value for the email address field in the CRM, that member is not synchonised to dotmailer
  • A lead does not have a status of 'Open', that lead is not synchronised to dotmailer
  • A member has the 'Do not bulk email' option checked, that member is not synchronised to dotmailer
  • You have multiple members with the same email address in the marketing list, dotmailer adds only one contact per email address and the others are not synchronised to dotmailer.
    If one member has the 'Do not bulk email' option checked and another does not, the member who does not have the option checked is synchronised to dotmailer.

You can have more contacts in a dotmailer address book if the following condition is true:

  • If a contact in dotmailer is added to the suppression list for any reason, such as hard bouncing, that contact is removed from the address book. In this case, the same member in the marketing list is not removed from the marketing list, unless you have selected the option to 'Update do not bulk email for unsubscribers' in Settings > Email AccountsEMAIL SETTINGS > Administration.

 Manually synchronising a marketing list

If you don't want to wait for a marketing list to be automatically added to the synchronisation queue, you can manually synchronise a marketing list at any time.

    1. From the navigation bar, go to Marketing > Marketing Lists
    2. Click the name of the marketing list that you want to synchronise

      list_selection.png
    3. Make sure that you're on the EMAIL MARKETING view
    4. Click SYNCHRONISE in the command bar

      synchronise.png

Can't synchronise?

If you do not have the correct privileges, a popup window will appear, telling you that you cannot complete the synchronisation. Contact your CRM administrator for help.

Checking for unsubscribers

Manual synchronisation is useful for checking how many members of your target marketing list are unsubscribers in dotmailer before you send your email campaign.

After you've manually synchronised a marketing list, select the Notes tab and open the attached file of the synchronisation summary.

faults.png

Viewing reports and statistics

Reports and statistics contain data about how a marketing list performed.

  1. From the navigation bar, go to Marketing > Marketing Lists
  2. Click the name of the marketing list for which you want to view reports and statistics

    list_selection.png
  3. From the navigation bar, click the arrow next to the marketing list name, and select one of the following forms under the 'Common' heading or the 'Marketing' heading:

    marketing_list_Reports.png

Marketing List Members

Displays the members of the marketing list and allows you to add new members.

marketing_list_mems.png

Unsubscribers

Displays members of the marketing list who have opted out of this marketing list, typically when using the preference centre from dotmailer.

unsub_view.png

What's the difference between global unsubscribers and unsubscribers?

Unsubscribers are members who opted out of only some campaigns, for example through a preference centre.

Global unsubscribers are members who clicked the 'Unsubscribe' link in an email. These members are added to the suppression list and given the 'Do Not Bulk Email' preference against their record in Dynamics.

Email Campaigns

Displays which email campaigns are sent to the selected marketing list.

From here, you can add an existing email campaign to the marketing list by clicking the ADD EXISTING EMAIL CAMPAIGN button in the command bar.

Click the name of the email campaign to view the 'Email Campaign Information' page.total_sent.png

Email Sends

Displays all the email sends for the marketing list, together with the name of the campaign that was sent.

group_sends.png

Email Clicks

Displays all clicks for the marketing list, sorted by campaign.

clicks_ML.png

Have more questions? Submit a request

Comments