Customer Engagement & Dynamics CRM Forum

Expand all | Collapse all

Are Distribution Lists available in CRM without having to use Exchange

  • 1.  Are Distribution Lists available in CRM without having to use Exchange

    GOLD CONTRIBUTOR
    Posted Apr 06, 2020 10:56 AM
    Hello DC Community, happy Monday!

    I have a scenario where I need to send email to a collection of addresses that are all out side of our company email domain (i.e. these are customers or partners, NOT company associates).  Given that the list is very large AND will change members regularly over time, we would like to avoid creating a Dist. List in our active directory, create each email as a contact in our active directory, and dedicate someone to manage the contacts and members of the DL in active directory.

    What tricks or options are available from within CRM to house various, external email addresses associated to a singe email "alias"?

    Thanks in advance for any guidance you all can provide!

    Stay safe, don't forget to wash your hands,

    ------------------------------
    Erik Guthrie
    IT Data & Business Applications Group Manager
    Spectra Logic
    Boulder CO
    CRMUG-Denver Chapter Leader
    erikg@spectralogic.com
    ------------------------------
    Academy - Online Interactive Learning from Experts


  • 2.  RE: Are Distribution Lists available in CRM without having to use Exchange

    TOP CONTRIBUTOR
    Posted Apr 06, 2020 11:03 AM
    Hi Erik! [*waves*]
    Would marketing lists fit the bill? You could create them as static or dynamic depending on what fits best? It wouldn't associate them to an alias, but you could distribute to that list as necessary.

    ------------------------------
    Audrey Forrest
    RSM, Seattle WA
    CRMUG Co-Chapter Leader - Seattle
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 3.  RE: Are Distribution Lists available in CRM without having to use Exchange

    GOLD CONTRIBUTOR
    Posted Apr 06, 2020 01:16 PM
    <GASP> Hiiieee Mrs. Forrest!! <excited quiet scream>

    I was investigating the idea of marketing lists for sure.  Presumably an individual marketing list record can be called to send an email to in a work flow? Even if that work flow is triggered by transactions that occur within an entity other than Marketing?  Can a marketing list also be called to be sent to on-demand; e.g. sending an email from within a Case? (jeez, so! Many! Questions!)

    I would anticipate using a Static Marketing List, add and remove email address from the list as needed.  I cannot think of logic that would effectively get me the subset of contacts from CRM that should belong to this Dist. List, making a Dynamic ML viable

    Thank you for the follow up, Audrey!

    ------------------------------
    Erik Guthrie
    IT Data & Business Applications Group Manager
    Spectra Logic
    Boulder CO
    CRMUG-Denver Chapter Leader
    erikg@spectralogic.com
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 4.  RE: Are Distribution Lists available in CRM without having to use Exchange

    TOP CONTRIBUTOR
    Posted Apr 06, 2020 01:59 PM
    @Erik Guthrie,
    You could use a custom field on the contact form to facilitate a dynamic list, or (depending on who is using the fields now) re-purpose one the default communication preferences fields. Static lists are good so you can really control who is on the communication.You could create an email template, and then use quick campaigns to distribute (not within a case)? ​Can't remember if Flow is an option for you, but I did find this video: https://www.youtube.com/watch?v=QNceVL241b8.

    https://docs.microsoft.com/en-us/dynamics365/sales-enterprise/create-quick-campaign-using-app-marketing-sales

    ------------------------------
    Audrey Forrest
    RSM, Seattle WA
    CRMUG Co-Chapter Leader - Seattle
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 5.  RE: Are Distribution Lists available in CRM without having to use Exchange

    GOLD CONTRIBUTOR
    Posted Apr 07, 2020 11:53 AM
    Awesome, @Audrey Forrest​​! Thanks for the details and the video (Marketing strategies fascinate me, I am so NOT a Marketing minded person)

    We are on-prem with our CRM deployment, so Flow would not directly apply (though I have started to see a handful of real world applications where Flows were leveraged in something of a mixed on-prem/cloud model).  But in any case, I like your suggestion about leveraging a OOB field for facilitating a dynamic list if the need arises.  The current scenario involves just one Dist. List, so adding and removing members of that sole list shouldn't be too overwhelming of a task for a user.

    In our use case, it may turn out to be the case that this List needs to get called on-demand, rather than as part of any triggered or auto-mated work flow.  In order to send email to it on-demand, would it still need to be called from within a campaign response (so the Marketing Entity) and NOT from just any entity a user might be working in?

    Best,

    ------------------------------
    Erik Guthrie
    IT Data & Business Applications Group Manager
    Spectra Logic
    Boulder CO
    CRMUG-Denver Chapter Leader
    erikg@spectralogic.com
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 6.  RE: Are Distribution Lists available in CRM without having to use Exchange

    TOP CONTRIBUTOR
    Posted Apr 08, 2020 11:19 AM
    @Erik Guthrie I am guessing that you need dynamic fields from the case entity to distribute an email to the marketing list recipients? What if you managed your email addresses in an email distribution list (xyz@spectralogic.com), and then just created an OOB on demand workflow on the case entity to send an email to that email address with the dynamic fields in the body? You could also (depending on how many email addresses there are), just put the contacts in the To, CC or BCC lines of the email in the workflow and manage them there. If you want to call a marketing list from a case entity, you would need to create a 1:N or N:N connection between them and then you would need to configure how they would connect to each other. ​

    ------------------------------
    Audrey Forrest
    RSM, Seattle WA
    CRMUG Co-Chapter Leader - Seattle
    ------------------------------

    Academy - Online Interactive Learning from Experts


  • 7.  RE: Are Distribution Lists available in CRM without having to use Exchange

    GOLD CONTRIBUTOR
    Posted Apr 10, 2020 01:51 PM
    Thank you @Audrey Forrest for all of the guidance and suggestions!

    The current work flow that sends to a static list of emails (those emails are populated in a single field in a separate custom entity related N:N to Case)​ does rely on dynamic fields to be triggered.  So, yes, none of that would change.  But your suggestion about needing to create a 1:N or N:N relationship between Case (or perhaps the other custom entity) and Marketing List is probably the piece of the puzzle I was missing.  That will likely be the architecture that needs built.

    Our fall back solution will be to create a Dist.List (partnerXYZ@spectralogc.com) in our internal domain Active Directory.  We are avoiding going that route just yet, though, because each member of the said list will have to be created as a contact in our AD with their own company email address.  That must happen before adding them to the Dist.List.  We all agree, there is a lot more admin and management involved with that solution than leveraging Marketing List, potentially.

    Re: your last suggestion on just placing the contacts in the To, CC and Bcc fields; that is something I would like to pursue with the end user who manages this process.  I found this article (https://kaskelasolutions.com/how-to-add-dynamic-recipients-to-an-email/) which describes a mechanism for creating an email without sending it until the receipient list is populated using logic in a view.  The logic described here would make it essential for each of the receipients to be a contact in the CRM org/biz unit, as well as have some additional data element attached to their contact record that identifies them as an intended recipient.  Have you encountered any architecture akin to this in your experience?

    Best,

    ------------------------------
    Erik Guthrie
    IT Data & Business Applications Group Manager
    Spectra Logic
    Boulder CO
    CRMUG-Denver Chapter Leader
    erikg@spectralogic.com
    ------------------------------

    Academy - Online Interactive Learning from Experts


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