The data synchronisation process between Dynamics and dotmailer

To set up data synchronisation between Dynamics and dotmailer, you need to use the following elements (all are available in Dynamics CRM):

  • Dynamics CRM fields
  • Dynamics email data labels (dotmailer contact data fields)
  • Email data mapping
  • Sync of email-activated Marketing List with Email Address book
  • Finally checking the data in dotmailer (and or Dynamics)

Dynamics CRM fields

CRM fields are set up in Dynamics to meet the data requirements for an entity such as Contacts/Leads or Accounts.
The following standard data types can be used for creating CRM fields:

  • Text
  • Picklist
  • Boolean
  • Numbers
  • Date/Time
  • Lookup

If you have a CRM field that you want to synchronise to dotmailer, you must also have a Dynamics email data label (dotmailer contact data field) that is mapped to your CRM field.

Dynamics email data labels (dotmailer contact data fields)

Before you can synchronise Dynamics CRM fields to dotmailer, you need to create a corresponding email data label (dotmailer contact data field).

The email data labels can be created in Dynamics, or created in dotmailer as contact data fields and then synced to create them in Dynamics. The fields that are mapped between the two systems need to match in type.
The following standard data types can be used:

  • Text
  • Numeric
  • Date
  • Yes/No

After you have a CRM field and a corresponding Dynamics email data label (dotmailer contact data field) that have the same data types, you must map the CRM field to the email data label before it can be synchronised to dotmailer.

Email data mapping

Dynamics CRM fields can be synchonised to dotmailer only after they've been mapped to corresponding email data labels (dotmailer contact data fields) that have the same data type.

The following process shows you how to map CRM fields to email data labels:

  1. Select an email data label
  2. Select an entity type (Contact or Lead or Account)
  3. Select a primary CRM field. If the primary CRM field is a Lookup then you need to select a Linked CRM field as well.
  4. Add a description if required
  5. Check the mapping direction. By default, data flows from Dynamics to dotmailer.

After a CRM field has been mapped to an email data label, you can synchonise Dynamics Contacts/Leads/Accounts with their CRM fields to dotmailer by adding them to an email-activated Marketing List and synchronising it.

Synchronising an email-activated Marketing List to dotmailer address book

Before any Contact/Lead/Account data is synchronised between the two system there has to a be Marketing List that processes that type of entity (Contact/Lead/Account).
After the Marketing List has be activated for email, the membership action needs to be checked.

Static Marketing Lists have a default membership action of:
Ignore New and Existing Address Book Members not in the marketing list

Dynamics Marketing Lists can only use membership action:
Remove address Book members not in the Marketing list

If either of the above two actions are chosen, then you would expect the members of the Marketing List to sync to a dotmailer address book with the same name as the Marketing List and create contacts with the following contact data fields, as well as any new mapped data labels:

  • Email address
  • First name
  • Last name
  • Full name

The other two options allow the sync to create Contact or Leads in Dynamics (and are only available for static Marketing Lists):
Allow only known Contacts (or Leads) 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.

Once the setup is complete, ensure that there are some Contacts/Leads in the Marketing List and sync it.

If the Marketing List is set up to create Contacts or Leads in Dynamics, add contact to the address book in dotmailer, and then sync the Marketing List in Dynamics.

Checking data has synced to email address book in dotmailer

In dotmailer locate the address book, and make the display show the required column.
Check that the data has synced.

Checking data has synced to Dynamics

In Dynamics locate the email-activated Marketing List, check the members' data has been updated and/or that new Contacts and Leads have been created.

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