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Configuration of Leads

Updated

You can define a specific configuration on the platform for all entities associated with a Campaign Activity in MS Dynamics CRM.

In each of the connector pages, the following context bar appears on the right:

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To set the configuration settings for Leads coming from MS Dynamics CRM, go to the Dynamics Leads section.

Import/update of Leads

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  • Enable import
    activate this option if you want to enable import operations. If you don't, you will not be able to import any contacts.
  • Target database:
    the platform database where contacts coming from Dynamics will be imported.
    For the Lead entity, we recommend you create a separate database.
    Important the primary key of this database must be the User name.
  • Automatic import

    The import/updating of leads can be automatic and/or manual.
    In the former case you need to activate the Automatic import option.

    Automatic importing is a periodic operation performed every few hours (e.g. 24), and requires that you specify the date and time of the first execution.
    The manual import operation is on demand and can be performed through the menu path:
    Dynamics CRM > Synchronisation status 

     

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    To manually import leads just click on the button Import now 

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    Note
    recipients can also be synchronized during the import of an MS Dynamics CRM campaign activity.

Lead Configuration options

You may configure the following options :

  • The sending of a welcome message to new imported Leads:en_dyn016.png.png
    You need to select the welcome email (among one of the created transactional message templates).
    The welcome message is sent only to contacts that have been imported into the platform with the subscribed status.
  • No update of Leads that are already in the database
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     When this option is active, the platform only adds new contacts and ignores (does not update) existing ones.
  • Reimport unsubscribed contacts with any subscription cause
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     If you do not enable this option, only contacts that are unsubscribed with the unsubscription cause specified in the global configuration will be reimported.
  • Reactivate suspended contacts with any subscription cause
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     If you do not activate this option, only suspended contacts with the suspension cause specified in the global configuration will be reactivated.
  • Unsubscribe all the Leads that have not activated the permission to be sent bulk emails on MS Dynamics CRM 
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  • Unsubscribe all the Leads that have not activated the permission to be sent promotional messages on MS Dynamics CRM 
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  • Unsubscribe all the Leads that were deleted on MS Dynamics CRM 
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Import filter

To enable the Import filter, first activate the Enable Import filter control:

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Thus, only contacts who meet the criteria specified in the import filter will be imported.

Next, you can add conditions by clicking the Add Condition button, and view all the fields available in MS Dynamics CRM, together with the logical operators:

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You can also choose whether to apply the filter always, only for automatic synchronization of contacts or only for importing the target contacts of a campaign.

With the Count button, you can obtain a count of how many MS Dynamics CRM contacts will be included in the filter you set.

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Note this filter only imports contacts that have an enhanced email and a mobile number.
Warning
if you change the import filter after the entities have been imported, contacts already in the platform will not be removed/excluded.

Mapping of MS Dynamics CRM fields to platform fields

Various types of fields are managed on MS Dynamics CRM and allow collecting personal and profiling information about Leads. Similarly, the platform allows you to manage and configure a list of fields of different types.

MS Dynamics fields

  • String
  • Boolean
  • Integer
  • BigInt
  • Decimal
  • Double
  • Money
  • Date Time
  • Date
  • Picklist

 

The different types of fields on the platform are:

  • Text (string)
  • Yes/No (boolean)
  • Number (integer or decimal)
  • Date (date or date and time)
  • List of values (enum)
  • Simple relationship (1:1)
  • Many-to-many relationship (1:N)

 

The following configuration is provided by default by the connector:

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With the en_dyn198.png.png button, you can map other fields from MS Dynamics CRM to the platform:

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For each type of MS Dynamics CRM field (e.g. String), the system only shows fields whose data type is convertible into a valid platform type (e.g. text).

For conversions of Picklist (MS Dynamics CRM) fields into List of values (platform), you must define a transcoding table. Each value of the MS Dynamics CRM field can be associated with a platform field value. The default value is used for values that are not associated.

You can map a Dynamics Boolean field into a List of values platform field.
In this case you will have to edit value associations between fields.

Besides you will have to choose what action to take in case of an error in the import of the data .
In the Errors management menu you will have to select one of the following options:

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  • Discard contact:
    during the import process, if the platform meets a problem while mapping the values of this field, the contact will be discarded by the import process;
  • Do not update the field:
    during the import process, if the platform meets a problem while mapping the values of this field, the contact will be imported without updating it;
  • Replace the error with an empty value:
    during the import process, if the platform meets a problem while mapping the values of this field, the contact will be imported anyway but the value of this field will be overwritten by an empty value.

Example of mapping of MS Dynamics CRM and platform fields:

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For convenience, find below a summary table showing the associations of MS Dynamics CRM and platform fields for import activities:

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Dynamics fields for import errors

On Dynamics, you can export the Contacts/Leads/Accounts that could not be imported. Just select the Dynamics fields to save the corresponding value to.

Note before setting up this section, it is advisable to create the destination fields in Dynamics.

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  • Failed import
    it is a Boolean field for specifying if the import has failed
  • Last import date
    it is a date/hour field for saving the last import date
  • Import error detail
    it is a single line of text that will contain a value only if the import process fails.

Mapping of the MS Dynamics CRM Leads statuses to platform contact statuses

MS Dynamics CRM manages the following statuses for leads:

  • New
  • Contacted
  • Qualified
  • Lost
  • Cannot contact
  • No Longer Interested
  • Cancel

Instead, the platform manages the following statuses for contacts:

  • Subscribed - messages are sent only to contacts that have this status associated with them
  • Waiting
  • Suspended
  • Unsubscribed

 

Note to configure the Dynamics CRM Connector, we recommend you only use the subscribed and Unsubscribed platform statuses.

To enable the mapping of Dynamics status fields with platform fields, add a new mapping:

In the Mapping field dialogue box select:
Status Reason (Status) in the Dynamics field and
Stato iscrizione (List of values: Single selection) in the Correspond to platform field then click on the Modify mapping values button:

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Example of mapping between the statuses of MS Dynamics CRM and the platform:

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Post Execution operations

In the Post Execution section, you can decide to activate some operations that will be perfomed after the sync is done.

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You can trigger a custom app at the end of the sync using the option "Run a function of another app after the sync is complete".

You need to specify the appid of another app to call and a function name. The custom app must implement an ExternalApplicationCallHandler (see Scripting api documentation for details).

Exporting Leads

In the Export section, you can activate the Enable Export option:

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This feature allows you to export fields (e.g. with statistical data) from the platform to MS Dynamics CRM.

Exporting can be automated:

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 and/or manual through the menu path:
Management > Microsot Dynamics > Synchronization Status
in the Export section. 

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The mapping of fields is done in the same way as in the import activity:

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For convenience, find below a summary table showing the associations of MS Dynamics CRM and platform fields for the export activity: 

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