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The advancements in marketing automation technology have greatly transformed the way we communicate with our customers. It is now easier to stay in touch and keep track of what correspondences are sent to specific individuals. In order to use these innovations to their full potential, it is crucial that they are understood. Act-On when synced with Microsoft Dynamics CRM tracks emails sent from Act-On within Dynamics. This gives the user the benefits of seeing who opened what emails, what the click-through rate was, and allows them to compare results of A/B testing in Act-On, while also knowing the history of sent emails to specific contacts in Dynamics. To fully utilize the advantages of Act-On integrated with Dynamics, follow guide for syncing email opt-outs and hard bounces. This step-by-step guide will walk you through how to set up the fields in both CRM and Act-On so that you are working smarter,not harder.
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Act-On Best Practice TipsSyncing Email Opt-Outs and Hard Bounces to Dynamics CRM
Step #1 - Create Fields in CRM
•Add two fields to the Content Entity▫Opt-Outs▫Hard Bounces
•Suggestion > display fields in the same section as the standard Bulk Email field.
Step #2 – Add CRM Fields to Act-On Columns•From your All Microsoft Dynamics import list
– Select >More▫This is the mail list that you use to import
records in from CRM•Select > MS Dynamics Sync Setup from
under CRM Integration▫Select > Pull from Microsoft Dynamics▫Select > Update Existing Records▫Select CRM Fields > Opt-Outs and Hard
Bounces•Select > Save
Step #2 – Add CRM Fields to Act-On Columns
Step #3 – Create Opt-Outs Segment List in Act-On• Select > Your All Microsoft Dynamics List
▫ This is the mail list that you use to import records from CRM• Create a new segment list
▫ Select > More▫ Under Segmentation – Select > Define a Segment of This List
Name new list > Opt-Outs• Select > Edit – You need to change how the list is built so
only new records are added to the list▫ Select > Time Period
Set to > All This setting is used for the first time you create the list from the Act-
On standard Bounces & Opt-Outs lists, found on the Marketing List menu bar▫ Note: The records in these lists accumulate
Select > Save
Step #3 – Create Opt-Outs Segment List in Act-On
Step #4 – Change Column Values in New Segment List•Select > Opt-Outs Segment List (repeat for
Hard Bounces)•Select > More
▫Under – List Maintenance – Select > Change Column Values Select column = Opt-Outs
Chose Rule = Set Value To In blank type = Act-On <today’s date>
Save Submit Open list to check the column update
Step #4 – Change Column Values in New Segment List
Step #5 – Push Opt-Outs List into CRM•Select > Opt-Out Segment List•Select > More
▫Under CRM Integration – Select > Push to MS Dynamics Push to Microsoft Dynamics – Select > Update
existing records Under Execution Select – Run Now or schedule
First confirm with your system administrator when to run update
The update may take a few minutes depending on the size of the list being synced
Step #6 – Check CRM Records for Opt-Out Field Sync Update•Create an Advanced Find > Where Opt-
Out field equals = Act-On <date provided>
•Verify that the Advanced Find record count matches the Act-On Opt-Outs Segment list count
Step #7 – Clear Opt-Outs Segment List & Update List Build Dates• Within Act-On – Select > Opt-Outs Segment List• If the record counts between the CRM and the Act-On
Segment List match – Select > Clear▫ Select > Ok
• Select > Edit – You need to change how the list is built so only new records are added to the list▫ Select > Time Period
• Determine how often you will be updating the data in CRM▫ Suggest that you establish a week process
Execute internal CRM procedures for cleaning up Opt-Outs• Select > Save
Step #7 – Clear Opt-Outs Segment List & Update List Build Dates
Repeat Process > Beginning at Step #4 based on your established update schedule
InfoGrow has a proven track record in helping companies accelerate their sales and marketing effectiveness through making better decisions. With 24 successful years of experience in CRM, lead management, business intelligence, mapping, and B2B market analytics, InfoGrow helps clients identify their best prospects, discover missed opportunities, focus reps on the most profitable accounts, and reduce marketing waste.
We fix CRM. If you have additional questions about how Act-On works with Dynamics CRM or questions regarding CRM itself, contact us at www.InfoGrowCorp.com or call 800-897-9807.
