Marketing Automation - Part 3
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The document describes the process of distributing campaign activities in Microsoft Dynamics CRM 2016, where activities are assigned to records in a target marketing list. It also details creating and managing campaign responses, including various methods of creation and conversion based on campaign interactions. The correct handling of campaign responses is essential for tracking campaign effectiveness and ensuring proper follow-up in the marketing process.
Marketing Automation - Part 3
- 1. Marketing Automation Part -3 Microsoft Dynamics CRM -2016
- 2. Distributing Campaign Activities Distributing campaign activities is the process of assigning an activity to each record in a target marketing list in Dynamics CRM. For example, if you create a campaign activity and assign it a channel of “e-mail” and you assign a target marketing list to the campaign activity called “Leads in Liverpool,” then distributing the campaign activity will send an e-mail to each lead in Liverpool.
- 3. To distribute a campaign Activity Create your campaign and assign at least one marketing list to it. Create a campaign activity record. Populate the Channel field with anything except Other or blank. Assign at least one target marketing list to the campaign activity. Save the campaign activity record. Click the Distribute Campaign Activity button in the Ribbon menu. A form pops up for the activity (such as an e-mail form). Complete this form and click the Distribute button. A second dialog box is displayed to determine who the activity should be assigned to and (if this is an e-mail activity) whether it should be sent immediately. Complete this form and click OK. Dynamics CRM automatically assigns an activity to every record in the selected target marketing lists.
- 4. Important Note !!!! Note that you do not need to distribute all of your campaign activities. If, for example, you have a campaign activity titled “Have agency write e-mail copy,” then you should not distribute this activity. Instead, after the activity has been completed and the actual cost invoiced, you should use the Close Campaign Activity button on the Ribbon menu to close the activity without distributing it.
- 5. Campaign Response Campaign responses are activity records that track responses that you have received to your campaigns. Campaign responses are listed under a campaign and also appear in the standard list of activities in Dynamics CRM. These records include additional functionality to ensure that the proper follow-up takes place and that campaign results can be tracked.
- 6. Creating Campaign Response Campaign response records can be created in one of four ways. The method of creation varies depending on the type of campaign and the campaign activity.
- 7. Manually created: Campaign responses can be created just like any other activity record in Dynamics CRM. This method can be helpful for untargeted campaigns such as foot traffic to the opening of a new location. Convert an activity: An activity record that was generated as a distributed campaign activity can be converted into a campaign response. This method can be helpful, for example, if you receive a phone call or an e-mail and later determine that this was received as the result of a campaign. To do this, click the Convert Activity button on the Ribbon menu for the activity record and select To Opportunity. In the dialog box, make sure to select to Record a closed campaign response.
- 8. Auto created: Dynamics CRM can automatically create a campaign response for a variety of reasons. You can set it to record a campaign response when a customer responds to a campaign e- mail, you can set up Web forms to generate responses, or you can integrate other tools, such as the Event Management Accelerator, which generate campaign responses. Import: Campaign responses can be imported directly into Dynamics CRM. This can be helpful, for example, when importing event attendees.
- 9. Working with campaign response records Campaign response records are treated like other activity records by Dynamics CRM. This ensures that campaign responses appear on the assigned user's activity list until they are converted or closed. To ensure that marketing can properly track the return on investment for each campaign, users must receive training in the proper steps to convert their campaign responses. Depending upon how campaign response records are initially created, they may not be assigned to the correct user to receive required follow-up. As part of your campaign planning process, you should ensure that appropriate manual steps or workflows are created that will result in all campaign responses getting assigned to a user.
- 10. To convert a campaign response record, follow the procedure below: 1. Open the record and click on Convert Campaign Response in the Ribbon menu. 2. On the convert campaign response form select the appropriate action from the following: Create new lead: This action uses information from the campaign response to create a new lead in Dynamics CRM. Only use this option if a lead or customer record does not already exist for this campaign response. Convert an existing lead: If a lead already exists for this record, and the campaign has resulted in qualifying the lead, then select this option.
- 11. Create new record for a customer: If a customer record already exists for the campaign response, then select this option and then choose the customer record and the type of record to create for the customer (such an opportunity). Close response: If you do not want to create any record for this campaign response (for example, the campaign response did not result in a new lead or new business opportunity), then select this option. • 3. Click OK.