using the campaign monitor connector with dynamo and dynamics crm

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Using the Campaign Monitor Connector

with Dynamo and Dynamics CRM


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USING THE CAMPAIGN MONITOR CONNECTOR WITH DYNAMO AND DYNAMICS CRM

Contents Using the Campaign Monitor Connector with Dynamo and Dynamics CRM ...................................................................... 1

Introduction ................................................................................................................................................................................ 3

Prerequisites ............................................................................................................................................................................... 3

CMCRM components ................................................................................................................................................................. 4

Marketing list synchronization ................................................................................................................................................. 5

List statistics over time ........................................................................................................................................................... 12

Campaign synchronization..................................................................................................................................................... 13

Campaign Responses .............................................................................................................................................................. 18

Dashboards .............................................................................................................................................................................. 20

Audit History ............................................................................................................................................................................ 23


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Introduction This document describes the different features you can set and combine to create advanced campaign flows with

Dynamo and the Campaign Monitor connector.

Abbreviations We you some common abbreviations throughout this document:

CMCRM is used to refer to the Campaign Monitor connector itself (“CM” for Campaign Monitor + “CRM” for

Dynamics CRM).

CRM is used to refer to Microsoft Dynamics CRM 2011 / 2013

CM is used to refer to Campaign Monitor

Prerequisites In order to use the recommendations outlined in this document, you need to have Dynamo for Dynamics CRM

installed in your CRM system and you need an account with Campaign Monitor

You can read more about Dynamo at www.applications.dk/products/dynamo.aspx

You can obtain a free trial license at www.applications.dk/downloads/trial-software.aspx

You can create a free Campaign Monitor account at signup.campaignmonitor.com/signup

Feedback We would love feedback from our readers. If you have any comments or if you have input please send on an email

at [email protected], or drop us a note on our Facebook page or Twitter account.

http://www.applications.dk/products/dynamo.aspx

http://www.applications.dk/downloads/trial-software.aspx

https://signup.campaignmonitor.com/signup

mailto:[email protected]

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http://twitter.com/appldev


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CMCRM components The following components are added by Dynamo to the CRM system:

New entities Event Log: This entity contains relevant logging information from the synchronization service.

Custom Field: This entity contains field mappings between the entities on your marketing lists and the subscriber

lists in CM.

Configuration: This entity contains configuration information, and is used by the system itself. The entity is

maintained from the Dynamo synchronization client.

Modified entities with new fields and form definitions The following entities are being modified by installing CMCRM:

- Marketing List

- Campaign

- Campaign Response

The marketing list and campaign entities also have a new Tab called “Dynamo”. In CRM 2013 the Tab is located as

a “…” menu.


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Using CMCRM for the first time as an end-user When you click on the Connect To CM button on either a marketing list or campaign, Dynamo will launch the

Connecto To CM dialog. The first time this happens, an install dialog is shown.

1. You can verify that you are downloaded genuine software from us, by looking at the “From” address which

should read “apps.applications.dk” and the Publisher information. If you click on the Publisher name, our

certificate is displayed.

2. Press Install to install and run the dialog

If you are running the Connect To CM dialog for the first time, and your CRM deployment is either CRM Online or

Hosted/IFD CRM, you will also be presented with a login screen to authenticate yourself to the system.


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Marketing list synchronization In order to view all the possible settings you need to change to the form definition Dynamo: CMCRM Form as

seen below.

1. Change the Form to Dynamo: CMCRM Form

2. Expand the section CMCRM Information

Linking the marketing list to Campaign Monitor 1. Select the Tab Dynamo

2. Click on the button Connect to CM


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1. Select the configuration to use. The configuration determines which CM account the list or campaign is

connected with. If your installation only uses one CM account, that configuration is automatically selected

by the dialog.

2. Select if you want to connect with a subscriber list that already exists in your CM account or if you want

Dynamo to create a new subscriber list and connect it with your Marketing list. If you choose Link to an

existing subscriber list, the list below will display the existing lists and their link status with marketing

lists in your CRM system.

3. To complete the connection, press the Link to CM button

Linking to a new subscriber list If you select this option another dialog is displayed when you click on the Link to CM button.

Setting Description

List Name The name of the new subscriber list to be created in the CM account


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Unsubscribe page Here, you can specify a custom unsubscribe page for the list in CM

Confirmed Opt-in If checked, the list will be created as a “Double opt-in” list in CM

Confirmation Success

page

If you choose to create a double opt-in list, you can specify a custom confirmation

page in this field

Unsubscribe from this

list will unsubscribe

from all lists

If checked, people are placed in Campaign Monitors “master suppress” list as well,

when they unsubscribe from this particular list. You can find more information about

this option in our “Efficient handling of unsubscribes” manual

To create the list with your desired settings, press OK.

The link options let you decide if you want Dynamo to create to special custom fields on your subscriber list. We

highly recommend that you let Dynamo create these fields. The custom fields created are:

Crmid: This field will contain the primary key for the Lead, Contact or Account from your CRM system

Crmtype: This field contains the name of the entity (either “lead”, “contact” or “account”)

Using the fields above, Dynamo can lookup existing subscribers much faster, than matching them by email.

Another advantage is that Dynamo will know what type of subscriber it is dealing with before it looks up the data.

Remember: You can always change the list settings by logging in to your Campaign Monitor account and

configure your list there

When you are done linking a subscriber list to the marketing list in CRM, the list will be in “paused” mode. To start

synchronization:

Refresh the page

Check the synchronization settings in the CMCRM Information section and change the Sync. Status to

“Running”

Mapping custom fields By default CM only requires a name and email, but dynamo also let you map other fields from the entity type on

your marketing list. Select the Custom fields area in the Connect dialog to manage the mappings.


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1. Select the field from your entity that you would like to map

2. Select an existing custom field on your subscriber list, or select the “Create new…” option, to let Dynamo

create the custom field in CM for you

3. Press the Add mapping link

If you select a CRM field of the type “Option list”, Dynamo will ask if you want to create the values of the list in CM

as well:


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Setup the synchronization settings

Setting Description

Type Can be either static or dynamic. If you are synchronizing a dynamic marketing list,

you must also set the unsubscribe list and/or new members list, because Dynamo

is not allowed to modify a dynamic member list.

Locked If you set the list to locked, Dynamo will not add new members to the list. You can

specify a new members list, and the new members will be added to this list instead.

Setting Description

List Id This is the Id of the connected subscriber list in the CM account

Subscriber List The name of the subscriber list in CM

Last Synchronized The date of the last successful synchronization. When a list has never been

synchronized, this date will read January 1, 1900. If you want to force a re-

synchronization from another point in time, you can manually set the

synchronization date back to the wanted time. Dynamo will only send list members

to Campaign Monitor, that has been modified since this date.

Sync Status This option allows you to start or Pause synchronizations of the marketing list. No

synchronization will take place as long as the list is in “Paused” mode

Sync. Interval Indicates how often a list should be synchronized. Important: This interval should

not be below 2 minutes

Log Option Determines when Dynamo should create an event log entry for this list. For normal

purposes it is recommended only to create log entries when there are changes to the

list.

Dynamo Configuration The attached configuration dynamo should use when synchronizing. This determines

what Campaign Monitor account is used and other internal settings. This field should

not be modified by users


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Setting Description

Sync Direction Determines if data should flow both ways between the two systems or just one-way

Unsubscribe List Here you can attach a static non-connected marketing list of the same entity type as

your linked marketing list. When people are unsubscribing from your connected list,

the person will also be added to this Marketing list, which allows you to track

unsubscribes.

New Member List Here you can attach a static non-connected or connected marketing list of the same

entity type as your linked marketing list. When new members are subscribing to the

connected list, they will also be added to this list. This allows you to track the new

members on the list since you started the synchronization with Campaign Monitor

Sync Owner Specifies which user should own the CRM records that Dynamo creates. For example

new contacts.

User-Defined Owner If you set the Sync Owner to user-defined, you must specify which CRM User should

own the CRM records in this field

Allow contact data to be

updated in CRM

If checked, Dynamo is allowed to update data on existing/matched lead, contacts and

accounts

Respect Do Not Bulk

Email Options in CRM

If checked, only list members with “Allow” in the “Do not Bulk Email” field will be sent

to Campaign Monitor

Resubscribe people

when adding to CM

If checked, Dynamo will tell Campaign Monitor to re-subscribe the contacts that are

sent to the system. This means, that people on the CM “Unsubscribed” segment of

the list, will be activated again. Important: You should observe great caution when

using this option. It is recommended to consult our manual on handling

unsubscribes as well

Set Bulk email to ‘Do not

Allow’ for unsubscribes

If checked, Dynamo will both remove the list member and update the “Do not Bulk

Email” field to the value “Do not Allow” when synchronizing unsubscribes

Clean List If checked, Dynamo will put any subscriber in CM that is not on the list in CRM in the

“Deleted” segment. This happens once a day. If you remove a list member directly in

CRM, you can use this option to also delete them from the subscriber list in CM –

otherwise you need to unsubscribe the person in CM, and let Dynamo synchronize

that unsubscribe action back to CRM (e.g. also removing the person from the list)

Queue Auto responders If checked, any auto responders defined on the CM subscriber list will be queued up

for new subscribers added by Dynamo

Restart Auto responders If checked, Dynamo will tell Campaign Monitor to re-start auto responders for people

being re-subscribed to the CM subscriber list. This option works in conjunction with

the “Re-subscribe people when adding to CM” option.


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IMPORTANT: Dynamic Marketing Lists

There is a number of challenges when dealing with dynamic marketing lists. It is highly recommended to read

our whitepaper on efficient handling of unsubscribe flows, which can be found in the resource section on

http://www.applications.dk/resources/dynamo.aspx

Tip: Managing Marketing list memberships in CRM

In CRM 2011 / 2013 it is not possible to create workflows that manipulate the list member entity. This means,

you cannot create a workflow that removes or adds a contact to a marketing list. To compensate for that,

Michael Randrup has created a free Workflow Library that can do just that. The workflow library is free to use,

and can be installed directly from the Dynamo Client. You can read more about the library in this blog post:

https://medium.com/look-what-i-made/5fe27872f52d

List statistics over time Dynamo will download the overall subscriber list statistics once every day. This enables you to do multiple things:

See the list growth over time on the Marketing List

Create Dashboards that visualize the list statistics using Date/Time and Counts as the axis

Creating Goals and Rollup queries with List statistics

Dynamo will monitor Active list members, Bounced members, Deleted members and unsubscribes.

http://www.applications.dk/resources/dynamo.aspx

https://medium.com/look-what-i-made/5fe27872f52d


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Campaign synchronization In order to view all the possible settings you need to change to the form definition Dynamo: CMCRM Form as

seen below.

3. Change the Form to Dynamo: CMCRM Form

4. Expand the section CMCRM

Linking the campaign to Campaign Monitor 3. Select the Tab Dynamo

4. Click on the button Connect to CM


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1. Select the configuration to use. The configuration determines which CM account the list or campaign is

connected with. If your installation only uses one CM account, that configuration is automatically selected

by the dialog.

2. You have several options above the list of CM Email Campaigns:

- View Campaign: Will launch a browser window with the email design of the selected campaign

- Create campaign: Will launch a browser window with the “Create Campaign” wizard in your CM Account

- Refresh the list: Will reload the campaigns from the CM account.

3. Select the campaign you want to link to in your CM account. The list automatically displays your 10 last

campaigns. You can use the load button above the list to load more campaigns into the list.

4. Press the Link to CM to complete the linking.

When you are done you can close the Connect to CM dialog. If you choose to link to a “Draft” campaign in

Campaign Monitor, Dynamo will automatically start synchronizing the campaign once you launch it.

When you have linked an email campaign to the CRM Campaign, the Sync. status will be placed in “paused” mode.

To start synchronization:

Refresh the page

Check the synchronization settings in the CMCRM Information section and change the Sync. Status to

“Running”


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Setup the synchronization settings

Setting Description

Web Version Url When you link to a sent campaign, this field contains the general link for the web

version of the email

World View Url Contains the link to the Live World View of the sent campaign

Statistics This section contains the overall statistics of the campaign. The statistics are updated

each time the campaign synchronizes

Campaign Response overview

This section of the form contains a list of the latest campaign responses for a quick overview

Email Client Usage

This section contains the different email clients used to read the connected campaign.


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Setup the Campaign synchronization settings

Setting Description

Campaign Id This is the Id of the connected Email Campaign in the CM account

CM Campaign The name of the Campaign in CM

Last Synchronized The date of the last successful synchronization. When a Campaign has never been

synchronized, this date will read January 1, 1900. If you want to force a re-

synchronization from another point in time, you can manually set the

synchronization date back to the wanted time. Dynamo will then re-synchronize any

response made from that point in time.

Sync Status This option allows you to start or Pause synchronizations of the Campaign. No

synchronization will take place as long as the Campaign is in “Paused” mode

Sync. Interval Indicates how often a campaign should be synchronized. Important: This interval

should not be below 2 minutes. The recommended setting is between 15 minutes

and 24 hours. Remember that the number of new responses will be fewer in time.

Log Option Determines when Dynamo should create an event log entry for this campaign. For

normal purposes it is recommended only to create log entries when there are

changes to the list.

Pause after Actual End If set to Yes, then the Sync Status will be set to “Paused” after the date specified in

the field “Actual End” on the campaign




Setting Description

Sync Responses If checked, then responses will be downloaded and created as Campaign Response

entities.

Close Responses If checked, Dynamo will close every Campaign Response created


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Response Creation - Update Count on matched responses: This will lookup the response and

update the click count on the existing response. So if a person has clicked a

link 4 times, 1 campaign response with a click count of 4 will exist in CRM.

- Only create the first Click: With this option, Dynamo will only create the

first response, so if a recipient opens or clicks several times, Dynamo will

only register the first.

- Create a new response for each Click/open: Tells Dynamo to create a new

response for each action. If a recipient opens an email 4 times, Dynamo will

create 4 separate Campaign Responses in CRM.

Sync Status This option allows you to start or Pause synchronizations of the Campaign. No

synchronization will take place as long as the Campaign is in “Paused” mode

Sync. Interval Indicates how often a campaign should be synchronized. Important: This interval

should not be below 2 minutes. The recommended setting is between 15 minutes

and 24 hours. Remember that the number of new responses will be fewer in time.

Log Option Determines when Dynamo should create an event log entry for this campaign. For

normal purposes it is recommended only to create log entries when there are

changes to the list.

Pause after Actual End If set to Yes, then the Sync Status will be set to “Paused” after the date specified in

the field “Actual End” on the campaign




Sync Owner Specifies which user should own the CRM records that Dynamo creates. For example

new Campaign Responses.

User-Defined Owner If you set the Sync Owner to user-defined, you must specify which CRM User should

own the CRM records in this field

Sync Opens If checked “Open” responses are downloaded from CM

Sync Bounces If checked “Bounce” responses are downloaded from CM. The type of bounce is also

registered on the Campaign Response in the description field

Sync Clicks If checked “Link Click” responses are downloaded from CM

Sync Unsubscribes If checked “unsubscribe” responses are downloaded from CM

Subject Prefix Here you can specify a prefix for the auto-generated subject on the Campaign

Responses, that Dynamo creates

Subscriber matching - Lookup subcribers: This will lookup the subscriber in the existing CRM data

- Create as ‘New Customer’: This will not lookup any existing data when

creating Campaign Responses, but will register the name and email in the

‘New Customer’ section of the Campaign Response.

Auto-pausing a Campaign

If you set the Actual End Date field and check the option “Pause after Actual End”, Dynamo will automatically stop

synchronizing the campaign after this date. This is useful because after a certain amount of time most campaigns

get irrelevant.


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Campaign Responses Dynamo adds a new form for the Campaign Response. As your campaigns are synchronized, Dynamo will

download campaign activities from the recipients and create them as Campaign Responses on your connected

campaign.

1 - The custom Campaign Response Form Select the form Dynamo: CMCRM Form to view the custom fields

2 – New response codes and counts Dynamo adds a list of new response codes. When downloading activities the appropriate response code is also set:

- Email opened: This code will also include the number of opens in the Click Count field

- Email bounced: This code will also report the Bounce type and reason in the Description field

- Email unsubscribed: This response code is used when a recipient press an unsubscribe link in your

emails

- Email Link Clicked: This response code will include the number of times the recipient has clicked on the

link in the Click Count field and the Url field will contain the clicked link itself

- SPAM Complaint: This response code is created if a recipient has made a spam complaint for the email

3 – Subject and description The subject is automatically updated by Dynamo. On each connected campaign, you can setup a prefix that

Dynamo should use when updating the subject field.


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The description field is used for further information, like the Bounce reason for an email.

4 – Customer information If the campaign is setup to lookup the recipient in CRM, Dynamo will try to match the recipient against your

database of both Leads, Contacts and Accounts. The Campaign Response will be connected to the matched entity

in CRM in the Existing Customer field.

If the recipient cannot be matched, or if you setup the synchronization options on the campaign, not to match

recipients, the New Customer fields are used to register the name and email address of the recipient coming from

Campaign Monitor.

Open and Closed Campaign Responses You can select whether Dynamo should Close the Campaign Responses automatically, or leave them open. If they

are left open, they are found in the Activities list of the contacts and must be closed manually or converted to

Opportunities to be closed. If Dynamo closes the Campaign Responses automatically they can be found in the

Activity History list on the contacts.

Location information on Campaign Responses Whenever the information is available Dynamo will also download location information from Campaign Monitor

and add that information to the Campaign Responses.

Besides Country, Province and City names, the location information can also include geo-location

(latitude/longitude) which can be used in Mapping applications, as well as IP address of the device used to

generate the campaign activity.


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Dashboards Dynamo is installed with two predefined Dashboards. These are meant to be a starting point for creating your own

personal dashboards.

CMCRM Overview This dashboard provides an overview of your campaign performance, List statistics and top hyperlinks in your

emails:

CMCRM Statistics This dashboard contains detailed statistics on list activities, Email Client usage and Campaign Responses:


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Audit History

Version 0.1 Draft layout

Version 0.2 Marketing Lists

Version 0.3 Campaigns and Dashboards

Version 0.8 Campaign Responses

Revised for CRM 2013

Version 1.0 First official release, November 2013

using the campaign monitor connector with dynamo and dynamics crm

Documents

campaign monitor crm

campaign monitor connector

campaign monitor prerequisites

campaign synchronization

campaign responses

free campaign monitor

dynamics crm introduction

dynamics crm contents