Marketing List Manager 2011

Transcription

1 Marketing List Manager 2011 i

2 Marketing List Manager 2011 CRM Accelerators 6401 W. Eldorado Parkway, Suite 106 McKinney, TX Copyright by CRM Accelerators All rights reserved. Information in this document, including URLs and other Internet Web site references, is subject to change without notice. Unless otherwise noted, the companies, organizations, products, domain names, addresses, logos, people, places, and events depicted in examples herein are fictitious. No association with any real company, organization, product, domain name, address, logo, person, place, or event is intended or should be inferred. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of CRM Accelerators. Making unauthorized copies, adaptations, compilations, or derivative works for commercial distribution is prohibited and constitutes a punishable violation of the law. Microsoft, MS-DOS, Windows, Windows Server, Windows Vista, Microsoft Dynamics, Active Directory, BizTalk, and Outlook are trademarks or registered trademarks of the Microsoft group of companies. All other trademarks are property of their respective owners. ii

3 Contents Overview...1 How it Works an Example... 1 Installation... 2 Step 1: Connect to CRM... 2 Step 2: Select Licenses... 3 Step 3: Install... 5 Behind the Scenes of the Installation Process... 6 Usage: Dynamics CRM 2011 On-Premise... 7 Add to Marketing List... 7 Remove from Marketing List Is Member of Marketing List Usage: Dynamics CRM 2011 Online Add to Marketing List Remove from Marketing List iii

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5 Overview The Marketing List Manager solution allows you to automatically add or remove a Lead, Contact, or Account to a specified Marketing List. Typically, this process is handled through a workflow. Note: Due to the current technological constraints placed on the Dynamics CRM Online environment, the Marketing List Manager has a different method of work when working Online vs. On Premise. Both of these methods will be fully discussed later in this document. How it Works an Example You are running a marketing campaign on your web site regarding a new product you have developed. You have created a workflow to execute when a new Lead is created. This workflow checks the Product Interest attribute found on the Lead form. If the value of the attribute is that of the newly developed product, you want to add that Lead to the New Product Marketing List. 1

6 Installation The installation of any Mitch's Toolbox component is handled through the Configurator application. Note: Before you get started, save the license file that was ed to you, to an easily remembered location on your hard drive. This file will be necessary to install the product you purchased. Step 1: Connect to CRM After launching the Configurator, you are prompted for CRM connection information, as shown in Figure 1: Figure 1. Step 1: Connect to CRM To connect to your Dynamics CRM 2011 organization, perform the following steps: 1. Select the Installation Type: On Premise Online Internet Facing Deployment 2. Click the Connect button. 3. Choose your organization from the Organizations list. 4. Click Select Organization. 2

7 Step 2: Select Licenses If the connection to the selected organization was successful, you will see the Select License page, as shown in Figure 2. Step 2: Select Licenses Since the Configurator will work with any component of Mitch's Toolbox, you will need to select the license file that was ed to you after you made your purchase. To load a license file, perform these steps: 1. Click Select License Files. 2. Navigate to folder where the license file was saved and select the license file. a. If you purchased multiple products, select all of the license files. 3

8 The license or licenses will be verified and the results displayed in a similar manner as that shown in Figure 3: Figure 3. License verification Valid licenses will have a status of a green checkmark while licenses with issues will have a status of a red circle. Note: Mitch's Toolbox components are licensed by CRM organization for a specific period of time, usually, one year. An invalid license could be caused by the selecting the incorrect organization or picking a license file that has an expired license. In order to proceed with the actual installation, you must remove any invalid licenses. This is accomplished by clicking the Remove Invalid Licenses button. This will result in only valid licenses being displayed, as you can see in Figure 4. Licenses after validation. 4

9 Step 3: Install The final step of the installation is to actually perform the installation. Click the Step 3: Install button and you will be shown the installation page, as shown in Figure 5. Installation: Figure 5. Installation This page offers to options: Install the entire solution, including the license keys. This is the process you would follow when initially installing a solution. Installing only the License keys. This is the process you would follow after renewing your product license. Clicking the Install Solutions button will result in the entire solution installation process being performed, as you can see in Figure 6: Figure 6. Solution installation process If any issues were encountered during installation, you will see an error message in the status field. If an error occurs, copy the text of the status field and it to info@crmaccelerators.net. 5

10 Behind the Scenes of the Installation Process Here is what is actually happening when you click the Install Solutions button: 1. The Configurator connects to the CRM Accelerators Dynamics CRM Online instance. 2. It determines the installation package required, given the installation type you selected on the Connec to CRM page. 3. The solution package components are downloaded from Dynamics CRM Online. 4. The solution package components are then installed in the Dynamics CRM organization you selected. 5. The licenses you selected in Step 2, are then added to your Dynamics CRM Organization. 6

11 Usage: Dynamics CRM 2011 On-Premise Add to Marketing List To add someone to a marketing list, create a workflow process using the following Steps: 1. Select Settings, Processes, to display the Processes within your organization. 2. Click the New button to create a new process: 3. Enter the Process name. 4. Select Contact as the Entity. 5. Select Workflow as the Category. 6. Click the OK button. When the process dialog is displayed, make the following changes: 1. Select As an on-demand process. 2. Set Scope to Organization. 3. Uncheck Record is created. 7

12 Next, we need to add a step to the workflow, using the following steps: 1. Click the Add Step button, then select Mitch's Toolbox: 2. Select Add to Marketing List: And the new step will be added: 3. Click the Set Properties button. 8

13 4. When the Set Custom Step Input Properties dialog is displayed, we need to set two properties: 5. Marketing List is the marketing list you wish add the contact to. 6. Contact, is the contact to add. In this case, we're using a Dynamics Value to add the contact that the workflow was run against. Note: The selection of Lead, Contact, or Account, will depend upon the type of Marketing List with which you are working. In this example since the Marketing List contains Contacts, then we use the Contact field. If the Marketing List contained Leads, then we would have used the Lead field. Attempting to add a Lead to a Contact Marketing List, for example, will result in an error and cause the workflow to fail. 7. Click Save and Close after you have made your changes. The final step is to Activate the workflow, by clicking the Activate button on the toolbar: Once the workflow is activated, you can select one or more contacts then run the workflow on the selected contacts. This will add the selected contacts to the selected marketing list. 9

14 Remove from Marketing List Removal of someone from a Marketing List is exactly the opposite process as adding them to the Marketing list. Perform the same steps as before, but add Remove from Marketing List as the Step: The step properties are exactly the same: 10

15 Is Member of Marketing List Occasionally you may have a need to determine if someone is already a member of a marketing list. The Is Member of Marketing List provides that functionality. Perform these steps: 1. Create a step to check if the record is a member of a marketing list: 2. Set the step properties: This will place the value returned from the function into a variable that can be used by the next step. 3. Add a Check Condition step: 4. Click on <condition> (click to configure). 11

16 5. Select Is Member of Marketing List. 6. Make the settings look like this: 7. Click the Save and Close button. 8. Add a new step below the check condition step: In this case, we're adding the person to a marketing list, but it could be any workflow function. 9. Activate your workflow. 12

17 Usage: Dynamics CRM 2011 Online The Dynamics CRM Online edition of the Marketing List Manager operates slightly differently and provides only the Add and Remove functions. Note: This will be corrected when Microsoft Dynamics CRM 2011 R8 ships, sometime in mid-2012, which will allow both Dynamics CRM 2011 Online and On Premise to function in the same manner. Add to Marketing List To add someone to a marketing list, perform these steps: 1. Create a workflow. 2. Add a step to Create a record: 3. Choose Marketing List Manager Action. 4. Click the Set Properties button and set the following properties: 5. Activate your workflow 13

18 Remove from Marketing List To remove a member of a Marketing List you would perform exactly the same steps as with Add to Marketing List, but choose the Remove action instead: 14