dotmailer for Microsoft Dynamics CRM - Marketing lists

Contents

Create Marketing Lists
Manage Marketing Lists
  » Options
  » Syncrhonisation Options
Manage Members
Activate for Email
Synchronise
Reports and Statistics
  » Marketing list members
  » Unsubscribers
  » Email campaigns
  » Email sends
  » Email clicks

 

 Create Marketing Lists

The standard Microsoft Dynamics marketing list functionality is used to drive Email Campaigns. An Email Campaign can be associated with an existing marketing list or you can create a fresh one for your campaign.  

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

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  2. This loads the Marketing List page.  By default, your active Marketing Lists are displayed.  To locate existing Marketing Lists use the view and search functions.

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  3. To create a new Marketing List, click New.

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  4. Under the 'General' section enter a name.

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  5. Choose a Member Type.  Available selections are Account, Contact or Lead.

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  6. Choose a Member Type

    Static list have members that are unchanging.

    Dynamic list are based on a dynamics query that retrieve the information. This type also changes the Membership action to Remove Address Book members not in this Marketing list to allow both additions and deletions from the associated address book.
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  7. When finished, click Save. This saves the Marketing List and loads the Marketing List Information page.

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Managing Marketing Lists

  1. Marketing Lists are managed on the 'Marketing List: Email Marketing' page. From the Marketing Lists page, click on the list you wish to view.

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  2. When the screen displays, click on the arrow next to Information in the menu bar and select Email Marketing (if not already selected). 

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Options

  1. Choose a Membership Action. These set the rules for the synchronising of data with dotmailer address books. For all the options, members added to the marketing list will be added to the address book.
    ●  Ignore New & Existing Address Book Members not in this Marketing List - Adds email addresses to the dotmailer address book and leaves others unchanged.
    ●  Allow only known Contacts to be added to this Marketing List - Adds contacts from the dotmailer address book to the Marketing List in Dynamics if they are not present during the synchronisation.
    ●  Remove Address Book members not in this Marketing list – any contacts in the address book that are not in the marketing list will be removed during synchronisation.
    ●  Allow Known Leads or create new Leads if no match found  – This option is only available if the Marketing List Type is made up of Leads.  Any contacts in the address book that are not in the marketing list will create a Lead in Dynamics during synchronisation
    Allow Known Contacts or create new Contact if no match found  – This option is only available if the Marketing List Type is made up of Contacts.  Any contacts in the address book that are not in the marketing list will create a Contact in Dynamics during synchronisation
  2. If desired select a Subscription Filter.   These set the rules for any subscription filtering prior to synchronising data.  You can filter to  'Only Include Opted-In' or 'Exclude Opted-In'.  By default, no filter is set

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  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.  By default, 'No' is selected.

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Synchronisation Options

  1. If you would like to prioritise the marketing list for automatic synchronisation set a Synchronisation Order.  The default processing order is 1000 and given to all lists when they are created. If there no preference as to the order in which your list is synchronised, leave it set to 1000. If you wish to give priority to a list, enter a number lower than 1000. The lower the number, the greater priority.  

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  2. Manual Synchronisation Only.  This requires the user to manually synchronise the list and is excluded from automated synchronisation. 

Manage Members

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

    list_selection.png
  3. When the screen displays, you should be brought to the 'Information' pageIf not, the arrow next to Email Marketing in the menu bar and select Information

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  4. Click Manage Members from the command bar.  This loads a wizard in a pop up.

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  5. Follow the wizard to add, remove or evaluate members.  Four choices are available.
    Add using Lookup - Find members to add to marketing list.
    Add using Advanced Find - Find members to add based on search criteria.
    Remove using Advanced Find - Find members to remove based on search criteria.
    Evaluate using Advanced Find - Evaluate which members to keep in the marketing list based on search criteria. Update the marketing list.
    manage_member_pop_up.png

Activate for Email

Before you can sychronise or use a marketing list with an Email Campaign it must be email enabled. 

  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. Click Activate for Email from the gray menu. This toggles the button from 'Activate for Email' to 'Deactivate for Email.' 

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 Synchronisation

You must synchronise your list with dotmailer before using it for an Email Campaign. This creates corresponding address books in dotmailer.  Automatic synchronisation is triggered when you send an Email Campaign but you can manually complete it as well.  This is done on the 'Marketing List Information' page.

  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. When the page displays, click the arrow next to Information in the menu bar and select Email Marketing (if not already selected). 

    marketing_list_informatoin.png
  4. Click Sychronise from the command bar.  

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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.

Notes

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.

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Count Discrepancies?

There are many reasons as to why the member count will differ from the Marketing List in Dynamics to the number of contacts in a dotmailer address book.  Review a full list of possibilities here.

Reports and Statistics

There are multiple reports and historical statistics available to view for every marketing list.  Data available ranges from a list of members to all email campaigns sent utilizing the marketing list. Reports are access from the 'Marketing List Information' page.

  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.

    marketing_list_Reports.png

Marketing List Members

Displays the members of the marketing list and allows new members to be added.

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Unsubscribers

Displays members of the selected marketing list who have requested to be unsubscribed or opt-out from this particular Marketing List, typically when using the preference centre functionality from within dotmailer.

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Note: This is separate to a person who has clicked the “Unsubscribe” link from within an email as this is a global opt-out of all future communications. Global unsubcribers are added to the Suppression List and the “Do Not Bulk Email” preference is updated against their CRM record.

Email Campaigns

Displayed which campaigns are using the selected marketing list. Click on the campaign name to view the 'Email Campaign Information' page. You are able to add an existing Email Campaign to the marketing list from here too, using the Add Existing Email Campaign button in the main toolbar.

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Email Sends

Displays all the email send occurrences for the marketing list, together with the campaign related to the send.

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Email Clicks

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

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