You can manage the following administrative tasks for your Dynamics organisation by going to Settings > Email Accounts from the main menu bar:
- Manage which dotmailer email accounts are connected and have permission to send emails.
Within each connected account the following are available.
- Customise the intervals at which automatic synchronisations are carried out between dotmailer and Microsoft Dynamics CRM.
- Control what is updated when a contact is suppressed in the dotmailer account.
- Control how dotmailer programs can be accessed.
- User mapping.
- Manage data labels
- Create Data Mappings
- View and edit suppressions
- View the Email Campaign and behavioral data , including Sends, Clicks, List Unsubcribers, Web Page view and Forms.
These administrative tasks can be done only by an email campaign manager.
Please note: Data labels in Dynamics are called Contact data fields in dotmailer.
'Active Email Accounts' page
This page displays a list of the active dotmailer email accounts that are connected to the instance.
All email accounts have to be provisioned by dotmailer, the list is unlimited. (It is not possible for customers to add accounts)
Each email account can be linked to multiple email campaigns. However, an email campaign is only ever linked to a single email account.
Creating a new email account, this is no longer possible
Email Accounts : Information screen
To access this screen, click Settings in the menu bar, then Emails Accounts to display the Email Account screen.
Click on the record you wish to view.
The Account Name can be altered if required, as description is optional.
The Administration section shows the owner and the internal Connector Key
CRM Field (Global) shows all of the available fields that can be used for mapping
Display Name, Type, Description, Logical Name and Entity Name are shown.
This section is useful to see if standard fields have been renamed.
The screen has number of tabs. The main toolbar at the top of the screen contains an Email Settings button which is used to control the timings of automatic synchronisations. The menu can be used to view further information about the email account. Clicking an option in the menu bar refreshes the main body of the screen.
The main toolbar also contains two buttons that allow the setting up of the User mapping for the Automation Studio and also a test button for the Automation Studio.
Menu Bar Options for the Email Accounts Information screen
Displays the main screen with General, Administration and CRM Fields (Global) tabs.
Displays all marketing lists which use the selected email account, you will need to change the view to see the Email Activated Marketing list that interact with dotmailer
Displays all Email Campaigns which have been synchronised to Dynamics and use this email account.
Displays all group email send batches that have been sent using this email account. If the send was made from dotmailer it will not be displayed.
Email Send Summaries
Displays a list of all targets (contacts/leads/accounts) that have been mailed from the selected email account.The name of email campaign, date sent and other behaviors are shown
Displays all email clicks as a list of all targets (contacts/leads/accounts), across any email campaigns which use this email account.
Email Data Labels
This section displays all email data labels (dotmailer contact data fields) that are available in your connected dotmailer account.
Click on a row to display the Email Data Label Information screen.
New data labels can be created from this screen by clicking the New Email Data Label button. when the next synchronisation with dotmailer takes place, your data labels will be created in dotmailer.
You can also create new contacts data fields in dotmailer and the synchronisation process will bring them across to Microsoft® Dynamics CRM and create the Email data labels.
The Synchronise button can be used to perform an immediate synchronisation with dotmailer so that both new CRM fields are checked and dotmailer contact fields
For more information about data labels and how they are created and used, see the Data Labels and Data Mapping section.
Email Data Mappings
This section displays mappings between CRM data fields and dotmailer contact data labels.
During the initial provisioning, default mappings for Contacts and Leads to sync to from Dynamics to dotmailer are made for:
Email First Name Full Name Last Name
You can create any other required mappings at any time.
Click on a record to display the Email Data Mapping Information screen.
For more information about data mapping and how they are created and used, see the Data Labels and Data Mapping section.
Email List Unsubscribers
Displays targets who have unsubscribed from a specific marketing list associated with this email account. When the sync setting is enabled the list will be updated with email address, date created and a link to the contact/lead.
Displays email addresses that are being suppressed for various reasons such as bounced, global unsubscribe, a complaint to an ISP etc.
Email Message Queue
This functionality is reserved for future use.
Audit History, Email ROI Details, Social Booksmarks, Web Page Views, Form, Form Answers, Form Questions, Form Question Options, Form Responses. Description yet to be released
Toolbar Options for the Email Accounts Information screen
This button is used to control the timings of scheduled synchronisations, checking connection to dotmailer, account and suppression control and how dotmailer program automation can interact.
You must have the Information screen displayed to see this button; it will not appear if are viewing the Data Labels screen for example. The tabs on this screen are:
This displays a table of synchronisation types and the synchronisation schedule for each.
The Last and Next and windows of Synchronisation time is shown.
The current status of each individual type is shown, (possible status are None, Added to Queue and Synchronising In Progress )
Clicking on a field displays a pop-up window allowing the synchronisation options to be updated. Immediate Synchronisation is also possible.
CampaignStatistics: Synchronises any new email Campaigns from dotmailer to Dynamics and also behavioural to the existing Email Campaigns in CRM (if the level of synchronisation is set to DETAILED). The data is available in the email campaign's reports and also on the related contacts and leads.
MarkeingListDataOut: Synchronises marketing lists from Dynamics to dotmailer address books, If applicable it will perform a MarketingListDataIn first. Thus updated data in dotmailer (such as preference updates) will be updated to Dynamics, before any data is synced to dotmailer
MarketingListDataIn: Synchronises dotmailer address books to the marketing lists in Dynamics. The frequency of this sync should be "faster" than MarketingListDataOut to have any successful effect.
DataLabels: Checks for any new contact data fields in dotmailer and creates email data labels.If any email data labels have been created in Dynamics it will create a contact data field in dotmailer.
SupressionList: Firstly, synchronises the suppressed contacts from the account list in Dynamics to dotmailer. Then, if the option "Add Global Unsubscribers to CRM Suppression List" is cheched it synchronises the suppressed contacts in the dotmailer account to Dynamics. If the "Do Not Bulk Email" option has been checked this will update the contact/lead in Dynamics
UnSubscribers: are removed from the marketing list and create a list of suppression records against the contact/lead and marketing list
CrmMetadata: Update the defined CRM fields for contacts, leads, and accounts so they are available for mapping.
Forms: Synchronises surveys and forms data from dotmailer to Dynamics.
WebInsight: Synchronises WebInsight data from dotmailer to Dynamics.
ContactScoring: Synchronises contact scoring data from dotmailer contacts to Dynamics contacts/leads.
ContactOptIn: Synchronises contact opt-in types from dotmailer contacts to Dynamics contacts/leads to the data field Opt-in Type.
Values are :Unknown, Single, Double or VerifiedDouble.
The Save Synchronisation Settings button must be clicked before any changes are set.
Email Service Settings
The information displayed will have been pre-filled during the provisioning by dotmailer. The Test Connection button is used to test connectivity to the dotmailer API.
Use the Save button after any alterations.
This tab allows the certain administrative tasks to be undertaken, this includes the disabling the current Email Account from any kind of synchronisation.
The option to “Update the Do not Bulk Email” is used to control if this default CRM field is updated from dotmailer during Suppression synchronisation (Default is On). Email addresses that are present in the account suppression list in dotmailer will update contacts/leads with the same email address.
The option to “Add to the CRM suppression list” is used to control if email addresses are added to this internal Dynamics list (Default is On). Email address, date and reason are also synced to CRM
When Email addresses are added directly to the CRM suppression list, on synchronization it will create a suppression record in dotmailer.
This tab controls access and use of the programs that are present in an email account.
The left-hand panel displays all the active and inactive programs, but you can select only active ones. After you've selected an active program, it is displayed in the right-hand panel.
If you want only mapped users to be enrolled in programs, select Mapped Users Only.
The button that is available on Contacts and Leads is used to singularly add a contact/lead to a dotmailer program
This button is used to map the dotmailer users to Dynamics users for each connected account. If no users have been mapped and select the Automation Studio, this screen will be displayed.
If you have not verified your device you will see this screen
The initial screen shows all the dotmailer account users on the left hand side, the main account user is highlighted.
From the dropdown list, select the Dynamics user to be mapped.
All users that require direct single sign on access to dotmailer from Dynamics require to be mapped.
This option enables any mapped user to directly enter dotmailer from within Dynamics. This then allows the user to create campaigns, automation programs, manage contacts and use all of the dotmailer functionality, without ever having to leave Dynamics CRM.
The first time you try to use the Automation Studio, you should be presented with a login screen as shown below. Enter your user name and password.
The access provided by this window will be exactly the same as if you had logged in directly.
You may be required to verify your location.
If the following screen is displayed, you will need to contact your CRM manager to resolve the issue.
Email Subscription Groups
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One of the many powerful features of the integration between dotmailer and Microsoft Dynamics CRM is the ability to map information between CRM fields and attributes and dotmailer data labels.
This ensures that as information changes within CRM that information is available for use within your Email Campaigns to personalise your message, such as salutation, an accounts manager’s contacts details, etc. and also to drive any dynamics content your message may contain, such as hiding or showing email content based upon gender or a known product preference.
Custom data labels (fields) can be added to address books to capture and/or contain additional information about your contacts. The more useful data you can collect on your contacts, the more you can segment, target and personalise your email campaigns and generate better response rates.
For an Enterprise account you can have up to 394 custom dotmailer data fields.
Email Data Labels screen
To access Email Data Labels, select Settings from the menu bar, and then select Email Accounts. Choose the account you wish to work with and click it. Select Email Data Labels from the menu bar.
Creating a new data label in Dynamics
Step 1: Click on the Add New Email Data Label button on the Email Data Labels screen. A blank Email Data Label Information screen is displayed.
Step 2: Complete the fields on the screen, giving the new data label an appropriate and unique name.
i) ‘Is Private’ - New labels are always created as ‘Private’ in Microsoft® Dynamics CRM – you can change this to ‘Public’ if you wish using dotmailer.
ii) ‘Default value’ - You can enter a default value for the data field in the event that it is not populated as a result of the uploading of your data. For example, if this was a Salutation data label where the First Name would usually be entered you might default the value to “Customer”. If some of your records do not have first names held, “Customer” will then be automatically entered rather than leaving a blank field.
iii) ‘Description/Purpose’ - If you wish, add some notes to the Description/Purpose field to explain the intended usage of the data label.
iv) ‘Email Account’ - The Email Account field will show the email account that you originally navigated from but can be edited.
Step 3: Click Save and Close. The Email Data Labels screen is displayed and the new label appears in the table.
Email Data Labels Information screen
To access the Email Data Labels Information screen, select Settings from the menu bar, and then select Email Accounts.
Choose the account you wish to work with and click it. Select Email Data Labels from the menu bar. Click on a record.
Tabs on the Email Data Labels Information screen
This tab displays basic details for the data label. The ‘Is Synchronised’ radio button indicates whether the data label has been synchronised with dotmailer.
Menu Bar Options for the Email Data Labels Information screen
Displays the General tab. See screenshot above.
Displays the mappings for the selected data label and allows new mappings to be added. Click a record in the table to view the Email Data Mapping Information screen.
To add a new data mapping, click the Add New Email Data Label Mapping button.
Email Data Mapping screen
To access Email Data Mapping, select Settings from the menu bar, and then select Email Accounts. Choose the account you wish to work with and click it. Select Email Data Mappings from the menu bar.
Creating a new mapping
To avoid creating duplicate mappings, you should always create a mapping from a Data Label Information screen rather than the screen displayed above. This allows you to check existing mappings for a specific data label and confirm that the mapping you require is not already in place.
Step 1: From the Email Account Information screen, select Email Data Labels from the menu bar.
Step 2: Select the data label you wish to work with from the table.
Step 3: From the Email Data Label Information screen now displayed, select Data Mappings in the menu bar. The screen will display any existing mappings for the data label.
Step 4: Click on the New Email Data Mapping button. A blank Email Data Mapping Information screen is displayed. The Email Data Label and Email Account fields will have default values already entered.
Step 5: Complete the Mapping Direction.
Step 6: Complete the Mapped Entity field. When this has been selected, the Primary CRM field becomes active. Similarly, when the Primary CRM field is completed the Linked CRM field shall become active if appropriate.
Please note: When using a Linked CRM field, it will remain locked unless the Primary CRM field is a lookup field to the object that is being linked to.
Step 7: Click Save and Close. The Email Data Mappings screen is displayed and the new mapping appears in the table.
Email Data Mappings Information screen
To access Email Data Mapping, select Settings from the menu bar, and then select Email Accounts. Choose the account you wish to work with and double click it. Select Email Data Mappings from the menu bar. Click on a record.
Tabs on the Email Data Mappings Information screen
Displays basic details for the data mapping.
Menu Bar Options for the Email Data Mappings screen
This section displays the General tab.