Dynamic Marketing Lists – A Great Feature of Microsoft Dynamics CRM 2011

Dynamic Marketing Lists – A Great Feature of Microsoft Dynamics CRM 2011

As we recently blogged about the guiding principles of marketing to the right audience at the right time, we highlighted the value of utilizing marketing lists to contain your targeted segmentation.  Once a marketing list is defined, its uses are numerous – running mail merges, sending direct mail, email, or phone call campaign activities, creating opportunities, or even sending a holiday Christmas Card.  All of these activities become easier to do once your audience is identified and maintained through targeted segmentation.

It takes effort to create this targeted segmentation criteria.  And in a normal business environment where your audience’s information changes rapidly, this marketing list may quickly become out of date.  Wouldn’t it be nice if the marketing lists automatically kept pace with all the information changes going on?  With CRM 2011 that is exactly what happens when you use dynamic marketing lists.

Let’s look at an example.  Say your company deals in short term service contracts that only last a few months.  Each month you want to assign a phone call activity related to all active accounts that have a service agreement set to expire next month.  You do that to ensure that your representative for that account calls them and convinces them to renew their contract! 

While there are many ways to create such a list in Dynamics CRM, using a dynamic marketing list allows you to have –

  • a one-time setup
  • a list that is always ready – no need to select from a view or run an advanced find
  • an up-to-date list that others in the organization (if you want) can have access to
  • all the built-in flexibility that comes when using marketing lists in Dynamics CRM

To create the dynamic marketing list mentioned above, these are the steps you could follow: 

-        create a Marketing List with a member type of “Account” and a type of “Dynamic”

  

-        name the list and save---- then click the Manage Members button on the ribbon

-        in the Look For dropdown ensure “Account” is selected and then select “Active Accounts” in the Use Saved View dropdown

-        In the Select dropdown that appears, find and select “Contracts” (found in the Related section)

-        filter the Contracts selection by looking for end dates equal to next month 

  

-        Save and close the marketing list

That’s it – now, whenever you use this marketing list you will have all accounts with contracts expiring next month.   

From here, you can use one of the many options in CRM to create a phone call activity for the account and assign it to the appropriate representative – and hopefully never again have “lack of follow-up” as a reason for losing a contract.

by Ledgeview Partners, Wisconsin Microsoft Dynamics CRM Partner

2 thoughts on “Dynamic Marketing Lists – A Great Feature of Microsoft Dynamics CRM 2011”

  1. Hi J.D.,

    Did you try starting with Contacts first and then linking to Accounts, selecting the Option X field? That should get you what you are looking for.

    Have a great day.

  2. Hello, great website! I've been reading it ever since we started with Dynamics CRM 2011 in November 2011 and it's helped me in lots of different areas, well done. 😀

    I'm trying to break this problem down into smaller pieces to see if I can make it work somehow: I can pull up a list of all Accounts that have Option X (Option X was added to the main form for Accounts) set to Yes. That works. Now, I somehow need to pull up a list of ALL contacts that are listed under each of those Accounts. And I'd like that to be a dynamic list so we don't have to bother with it.

    What I CAN do, is pull a list of all the Primary Contacts from Accounts that have Option X set to Yes. This only gives us a fraction of all the contacts our Accounts have because of course each Account can only have one Primary Contact.

    I tried going bottom up by going to Advanced Find and then adding Parent Customer (Account) -> Option X Equals Yes. This basically just gives me a list of all the Primary Contacts because those are the only ones who have their Parent Customer set. There are actually only 124 names in this list when we have 184 Accounts. There aren't 60 Accounts without Primary Contacts set, so those numbers are wonky not sure why. but anyways..

    Going top down is what I'd like to do, where you look for all contacts listed as Contacts under each Account that has Option X set. But I can't for the life of me figure out a way to do that...

    Our salesmen have just been adding the Contact to the Account's Contact list, and not putting in the name of the Account in the Parent Customer field on the Contact main form. Having to do two steps is something we'd like to avoid anyways. Soooo either is there a way to automate updating the Parent Customer field on the Contact when the Contact is added to the Account's Contact list, or is there some way to do the lookup I'm trying to do of listing all contacts shown in the Contacts under "Related" on the main Account form?

    Any insight would be GREATLY appreciated... Thank you very much in advance 🙂

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