Click Dimensions QwikTip: Create a standard blank email template

I have found it very convenient to have a standard email template to use as a basis for sending out general-purpose emails.

The template can be named anything you wish, and use which ever email editor you most commonly use.  In my case, I just used the standard Block Editor:

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The default template for the Block Editor provides us with three sections.

In section one I put a salutation and a place marker for the CRM Contact’s first name. This is also where I would add any additional text.

The second section is my signature block.

The third section is the unsubscribe notice.

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To use this template I just open it and use the Click Dimensions Clone feature, change the name and subject of the newly cloned template, then complete the contents of section one to represent whatever topic I’m writing about.

This saves you more time than you think and having the various sections prevents the inadvertent  formatting issues that sometimes arise when creating an HTML-based email.

Finding all activities for a particular entity type

I am in the process of migrating one of my customers from Dynamics CRM 2011 to Dynamics CRM 2015. While moving to the new environment, I am also moving their forms to the new form model.

While working on the Contract form, I noticed that every record that I reviewed had no activities associated with it. (they mostly regard the activities to the actual Account or Contact.

Since there are seldom any activities associated with a Contract, I was thinking that maybe I could remove the Activities/Notes pane from the middle of the form.

It takes up a lot of room and is pretty useless.

BUT, I really needed to know if this would cause any issues later, should they start regarding activities to the contracts.

I thought about it for a few minutes and decided to perform some experiments with Advanced Find.  I was quite pleased with my results.

It turns out that you can indeed locate the activities associated with a specific type of Entity.  You just need to construct your Advanced Find like this:

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Here is how I created this:

1. Navigate to Activities

2. Select the All Activities view.

3. Add a search for the Regarding Entity that matches your quest. In my case, I was looking for Contracts (as you can see above).

4. Select the field that is the same name as the Regarding Entity type.

5. Change the selection criteria to Contains Data.

6. Click the Results button on the Ribbon.

 

This should show you any activity related to the specific type of Regarding Entity type.

The way this appears to work to me is in the selection of the field that Contains Data. The field on an entity, that is the same name as the entity, is actually the record ID. 

So in essence, we are searching for any activity whose record ID, for that type of entity, is not blank.

Dynamics CRM files do not open in Excel 2013 as expected

[via Susan Bradley]

The Excel team blog has an interesting article regarding Excel files generated by Dynamics CRM.

 

Example Scenario:

You have an Excel file that was created by Dynamics CRM. When double clicking on it in Windows Explorer, the file may try to open in Notepad or Windows Internet Explorer, rather than Excel 2013.

 

Read more about it here.

"Object reference not set to an instance of an object" error occurs when configuring the Microsoft Dynamics CRM for Outlook client

Here is an interesting issue related to Dynamics CRM 2013 and the Outlook client.

http://support2.microsoft.com/kb/2986728

Event Follow-up using Click Dimensions Event Registration Data

In our previous article, Click Dimensions: Use webinar data to create marketing lists, we discussed how to create marketing lists based on the registrants for GoTo Webinar webinars.

Today, let’s take that a step further and discuss how we would use those marketing lists to follow with both attendees and registrants (those who did not attend).

 

Create an Attendees Marketing List

Using a variation of the advanced find we created in the previous article, we are going to create a new marketing list that consists only of people who actually attended the webinar.

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This query has an additional clause on the Registration Status field. This is what is used to denote the final outcome of a webinar registrant and has the following values:

  • Registered
  • Attended
  • Missed

In this instance, we are going to select Attended, to represent people who actually attended the webinar.

The using the steps outline in the first article, create your marketing list.

This will be used to send a follow-up ‘thank you for attending’ email.

 

Registered but Did Not Attend Marketing List

We will then modify the advanced find above and change the Registration Status from Attended to Missed.

This will allow us to capture people who signed up for the webinar, but who did not attend.

A different type of follow-up email can be sent to that type of person. We still need to perform a follow-up, but the message will be slightly different.

 

Conclusion

Between these two articles, I’ve shown you how to create three different types of Marketing Lists that can assist you reaching out to people either before or after a webinar.

These small little tricks can save you tons of manual effort should you hold multiple webinars each year.

Click Dimensions Survey Tip of the Day: Email Field

Surveys are a great feature of Click Dimensions because it allows you to collect information directly from a person, then have that information recorded and attached to a Lead or Contact within Dynamics CRM.

And I truly love anything that automates my life.

I learned something interesting while creating a survey for my Becoming a Dynamics CRM Architect class: There is a built-in field for email – and you need to use that field.

 

Survey Basics

Surveys are actually two components:

1. Questions.

2. A Survey Web Content

First you create all of your survey questions, then add them to your survey using the Click Dimensions survey designer.

 

Creating a Survey

The Survey Designer is pretty simple to use since it is really just drag and drop and if you have spent any time with the Dynamics CRM Form Designer, you should be right at home.

Here is the list of questions that exist within my survey question library:

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These are a combination of text fields, drop-down lists, and checkboxes.

Notice that I created an Email field? Well, that was a mistake, and it was a mistake because of this:

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Notice that there is a built-in Survey Component called Email

Well, at first, I did not, which is why I created my own.

 

The Issue

I turns out that the Survey process uses the Email Survey Component to locate and identify the person filling out the survey.

If you use your own field, like I did, it has no way of knowing who the person is.

This problem can be identified by the survey process either NOT creating a new contact or lead, for a new person, or associating the survey with an existing contact or lead.

 

Once I dug into it a little and realized my mistake, I was able to replace the field on the form, and everything works as it is supposed to.

Keep that in mind the next time you create a survey.

Click Dimensions: Use webinar data to create marketing lists

One of the things that I really love about the integration between GoTo Webinar and Click Dimensions is the ability to automatically download registrant and attendee data directly into Dynamics CRM.

I am going to spend a few blog articles discussing how I utilize this new integration.

 

Building a Marketing List

I am not sure about you, but I use Marketing Lists to drive all of my communications with both customers and prospects. Let’s take a quick review of how we can create a marketing list from the data returned from GoTo Webinar.

One thing that I should mention, I am performing this process after the webinar has completed. That way I can capture not only everyone who registered, but also those that attended.

 

Step 1: Create the Marketing List

The first thing we need to do is to create a Marketing List to hold our Contacts. It will look something like this:

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I am creating a Static Marketing List because at some point in the future, I may wish to begin a Nurture Campaign, which requires the Marketing List be Static.

 

Step 2: Add Contacts

After the Marketing List has been saved, we need to add our Members, which can be done by clicking the Manage Members button on the Command Bar. This will display the Manage Members dialog:

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Today, I am going to be using the Add using Advanced Find option.

Make that selection then click the Continue button.

 

Step 3: Select the Event Participants using Advanced Find

Here is how we are selecting the Contacts:

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We are actually going to query the related entity: Event Participants (Contact) where the Event Equals the name of the event.

In my case, I actually had three separate events so my criteria looks like this:

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When you are finished with your query, click the Find button and you will see a list of contacts that meet that criteria:

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Step 3: Review the Results

Once you are satisfied with the results of your query, select Add all the members returned by the search to the marketing list option, then click the Add to Marketing List button.

 

Step 4: Verify Your Results

When you are returned to the Marketing List, review the associated Marketing List Members area to see the Contacts who either registered or attended your webinar:

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Final Thoughts

The above steps will add all of the people who registered for your webinar, regardless of if they actually attended or not.

We’ll talk about the differences there soon.

Do not allow bulk email. Good or Bad?

If you have any of the marketing solutions that integrate with Dynamics CRM, like Click Dimensions, Silverpop, or PowerMailChimp,(to name a few) then sooner or later, someone that you are emailing may choose to “unsubscribe” from your communications.

 

Is that a good thing or a bad thing?

Well, I think that is totally dependent on your situation, but it is not necessarily a bad thing. It is only that they don’t want you sending them bulk emails anymore.

Most of the modern email marketing packages (like the ones mentioned above), have some facility, and possibly a requirement, for allowing the recipient to unsubscribe from your bulk-communication.

Normally, this does not set a similar communication setting: Do not allow email, which controls even normal email correspondence to the recipient.

 

What to do Next?

So, the question is: What do you do with the people with whom you cannot bulk email?

Again, that depends on your situation.

If your only email interaction with them is a bulk email, then they are probably no longer useful to you so you can disable them (I don’t recommend deletion).

If you have a mix of individual communications and bulk email, then you can probably leave them active and only engage when you have communication specific to them.

 

Identify Contacts with Do Not Allow Bulk Email

You may use Advanced Find to locate these Contacts, but first you must enable the field for searching as outlined in this article.

Here is the actual Advanced Find you need to use:

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Note: I also add the Do not allow bulk email and Do not allow email fields to the results to perform a comparison.

 

Final Thoughts

I would advise caution when deactivating Contacts who have the Do not allow bulk email set. You really need to understand why that setting was set.  Here are a few things to watch out for:

1. Does your email marketing software have an automated policy that will disable bulk emails should it receive a hard or soft bounce?

2. Did the recipient select unsubscribe manually?

3. Did the original recipient forward the email to other people within their organization and did one of them click unsubscribe. (the marketing software will no know this, in most cases.)

4. When unsure of why this setting was checked, then email the recipient individually and ask.  I have seen instances where someone was unsubscribed and neither they nor I know why.

 

Anyway, just some things to think about. I like having my data as clean as possible and this is just one more method for that.

Enable the Contact Field: Do Not Allow Bulk Email to be used in Advanced Find

It turns out that the Searchable proper on the Contact field Do not allow bulk emails defaults to No, as you can see below:

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This is a problem when you want to perform a search for Contacts who have this field set to Yes.

To change this setting, perform these steps:

1. Select Settings, Customization, Customize the System.

2. When the Default Solution is displayed, Navigate to Entities.

3. Then navigate and expand Contact.

4. Click on Fields.

5. Locate the field: Do not allow bulk emails.

6. Chang the Searchable setting to Yes.

7. On the Toolbar, click the Save and Close button.

8. Publish Contact (or All Customizations).

 

Now, when you are performing an Advanced Find on the Contact entity, you will be able to see the Do not allow bulk emails in the drop-down list.

We’ll talk more about how and why this is a useful feature tomorrow.

Enhancing the ClickDimensions Forms CAPTCHA Control

I accidentally figured out a great way to enhance the CAPTCHA control used on ClickDimensions forms to prevent auto-bots from sending SPAM into your system.

Here is the default message displayed with a CAPTCHA control:

The Locked message is not very intuitive and I’ve had a few people contact me because they didn’t understand the message.

The great thing is that the message is well within our control to change.

From within the Form Editor, double-click on the CAPTCHA control to edit the properties.

Now change the Lock Text field to something that makes sense to you.  Here is what I am using:

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I actually found this being used on one of ClickDimensions own web forms and thought is was a great idea so I changed my forms to match.