Customer Engagement & Dynamics CRM Forum

Expand all | Collapse all

Best practice for sending marketing blasts to system users?

  • 1.  Best practice for sending marketing blasts to system users?

    SILVER CONTRIBUTOR
    Posted 9 days ago
    We send out marketing blasts to various groups of contacts and accounts, but our system users (sales managers and reps) want to be included on the communication as well.  I've found that there is no way to include system users as an entity on marketing lists and we are trying to come up with a best practice for this situation.  Some of them have been added into the system as contacts (by themselves so they are getting the marketing communication), however I have read this isn't the best practice because of issues with email tracking and such?

    I'm wondering if someone has a very simple solution they have used for this situation.  We want to keep it as simple as possible, without the need for our marketing team to remember to send multiple emails each time they send a blast out.

    ------------------------------
    Heidi Wylie
    CRM Administrator
    PROSOCO
    Lawrence KS
    ------------------------------
    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 2.  RE: Best practice for sending marketing blasts to system users?

    TOP CONTRIBUTOR
    Posted 9 days ago
    My concern with emailing your internal users is that if they get too much automated email in their inbox, they will tend to ignore it.
    Users tend to fall into two camps:
    1. People that will work in the CRM system every day
    2. People that spend most of their day working from their email Inbox

    The people in group 1 are best served with dashboards and views because they can monitor what is going on without overloading their inbox.

    For the people that only use the system as needed (group 2), It would be better to have a Flow that runs every night to create an email with a summary list of the day's events that fits the need for the role of the user. I would suggest adding a feature to the user record to identify what data should be included in their daily summary so they can self-manage.

    ------------------------------
    If this answered your question, please click on the arrow button next to Reply Inline and choose 'Make Best Answer.'
    Thanks.
    Nelson Johnson, Solution Architect
    BroadPoint, Inc., Bethesda MD
    Link with me! https://www.linkedin.com/in/nelsonjohnson/
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 3.  RE: Best practice for sending marketing blasts to system users?

    D365UG/CRMUG ALL STAR
    Posted 9 days ago
    @Heidi Wylie we have added all of our users to CRM but with a different email address.  so, rather than first.last@company.com - we set up an alias for everyone and in CRM their email address is first.last@crm-company.com.  that way the contact record and user record have different email addresses associated with them.  AT that time, you could add them to the marketing lists so they could receive the emails.

    Let me know if you have additional questions!

    Laura​

    ------------------------------
    Laura Mortick
    Marketing Information Systems Manager
    Terracon
    Olathe KS
    Kansas City CRMUG Chapter Leader
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 4.  RE: Best practice for sending marketing blasts to system users?

    SILVER CONTRIBUTOR
    Posted 8 days ago
    @Heidi Wylie @Laura Mortick Hi Heidi, like Laura we have the same approach User record has the Office 365/AD firstname.lastname@companyname.co.uk and then we have our own Company Account that I create Contact records for users with a slightly different email address.  Users don't really understand the subtle difference but it does stop you having track/set regarding issues and in our case our staff need to subscribe to role specific content as part of their job so they need to receive the marketing lists content - I also think it's good practice that they get to receive the campaigns marketing send out so if they have queries from clients they at least know what's gone out! ​​​
    Sophie

    ------------------------------
    Sophie Marsh
    Campden BRI
    Chipping Campden
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 5.  RE: Best practice for sending marketing blasts to system users?

    SILVER CONTRIBUTOR
    Posted 8 days ago
    Morning @Heidi Wylie,

    Like others we too have added Contacts and added an extra bit into the email address and set up and alias in AD. We have added .staff into ours. This was set up like this before I joined and I found it a little strange as when you are creating a Marketing List in Dynamics you can select Users instead of Contacts / Leads.
    Unfortunately it is not something I have had the time to investigate and tidy fully.​

    You might want to try this before you have to create a set of Contacts that require maintenance as and when Users come and go.

    Jess

    ------------------------------
    Jessica Howes
    Microsoft Dynamics Specialist
    Opus
    Reigate
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 6.  RE: Best practice for sending marketing blasts to system users?

    SILVER CONTRIBUTOR
    Posted 8 days ago
    I've just implemented a little workflow that automatically creates the Contact (with the different email address) when I create the new User record in CRM - just a bit neater this way and ensures I don't forget.

    ------------------------------
    Sophie Marsh
    Campden BRI
    Chipping Campden
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 7.  RE: Best practice for sending marketing blasts to system users?

    SILVER CONTRIBUTOR
    Posted 8 days ago
    @sophie marsh that is a fantastic idea! I'm going to put that in my change requests now :-)​

    ------------------------------
    Jessica Howes
    Microsoft Dynamics Specialist
    Opus
    Reigate
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


  • 8.  RE: Best practice for sending marketing blasts to system users?

    SILVER CONTRIBUTOR
    Posted 8 days ago
    You are very welcome @Jessica Howes
    Happy Friday!​

    ------------------------------
    Sophie Marsh
    Campden BRI
    Chipping Campden
    ------------------------------

    The first step toward cloud success. - Migrate from CRM to D365 with expert guidance from Microsoft. I'm Ready


If you've found this thread useful, dive deeper into User Group community content by role