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User Guide – PowerMailChimp - PowerObjects

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User Guide – PowerMailChimp - PowerObjects Powered By Docstoc
					User Guide – PowerMailChimp
Contents
About PowerMailChimp .......................................................................................................................................................... 2
Getting Started........................................................................................................................................................................ 2
   Dynamics CRM Marketing Lists and MailChimp Groups..................................................................................................... 2
   Existing CRM Marketing Lists .............................................................................................................................................. 3
   Creating a new CRM Marketing List.................................................................................................................................... 4
PowerMailChimp Blast ............................................................................................................................................................ 6
   Create a PowerMailChimp Blast ......................................................................................................................................... 6
   General Tab ......................................................................................................................................................................... 6
       Name ............................................................................................................................................................................... 6
       From Name ..................................................................................................................................................................... 6
       Subject............................................................................................................................................................................. 6
       Campaign ........................................................................................................................................................................ 7
       Reply to E-mail ................................................................................................................................................................ 7
       MailChimp Campaign ID.................................................................................................................................................. 7
   Recipients Tab ..................................................................................................................................................................... 7
   E-mail Tracking and Advanced Tracking Options ................................................................................................................ 8
       Auto-post to Facebook.................................................................................................................................................... 8
   Select MailChimp Template .............................................................................................................................................. 10
   Sending the PowerMailChimp Blast .................................................................................................................................. 12
       Send Test ....................................................................................................................................................................... 12
       Send Now ...................................................................................................................................................................... 13
       Schedule Delivery .......................................................................................................................................................... 13
Viewing Statistics .................................................................................................................................................................. 14
       About PowerMailChimp Blast Statistics ........................................................................................................................ 14
       Statistics Tab ................................................................................................................................................................. 14
       Statistics Details ............................................................................................................................................................ 15
       PowerMailChimp Blast Report ...................................................................................................................................... 15




            PowerMailChimp – User Guide                                                                                                                       Page 1 of 17
About PowerMailChimp
PowerMailChimp integrates the robust email template functionality of MailChimp with the customer relationship
management power of Microsoft Dynamics CRM. PowerMailChimp allows you to send MailChimp email blasts right from
CRM, using your existing Dynamic CRM accounts, contacts and leads. You will create your email templates within
MailChimp, and then create your marketing lists and track your results with in Dynamics CRM so that you are managing
your customer relationships in one central place. That’s the power of Microsoft Dynamics CRM and PowerMailChimp!


Getting Started
Follow the Installation Guide instructions to download PowerMailChimp, configure in CRM and set your security roles. If
you haven’t already, create a Master List in your MailChimp account.

Once you have installed PowerMailChimp in Dynamics CRM, you will see a new set of options in your left navigation:




Dynamics CRM Marketing Lists and MailChimp Groups
For those of you who already know the power of MailChimp, the first thing you need to understand is the relationship
between Dynamics CRM Marketing Lists and the MailChimp Groups and Segments. Best practices in MailChimp are to
create one Master List with multiple Groups that further segment the data. In Dynamics CRM, a Marketing list will
translate into a Segment within a MailChimp Group, within a MailChimp Master List. The first time you send a
PowerMailChimp Blast and a CRM Marketing List is synchronized with MailChimp, a Group will be created in the
designated MailChimp master list called: MS CRM Marketing Lists. All CRM Marketing Lists that are synched with that
MailChimp Master list will be placed in this MS CRM Marketing Lists Group.




        PowerMailChimp – User Guide                                                                  Page 2 of 17
*You will need to create your Master List in MailChimp before you can sync a Dynamics CRM Marketing list to it.




Existing CRM Marketing Lists
When you first start using PowerMailChimp, you can use existing Dynamics CRM Marketing lists. You just need to
synchronize your CRM Marketing list to a Master List in MailChimp. Open your existing Marketing List in Dynamics CRM
and select the MailChimp List it should be associated to:

    1. Within the Marketing List record, click on Select MailChimp List.




    2. Highlight the appropriate MailChimp Master List and click OK




        PowerMailChimp – User Guide                                                                  Page 3 of 17
    3. You will see the MailChimp Master List that this CRM Marketing list will be associated to. The CRM Marketing list
       will become a Segment within the MS CRM Marketing Lists Group. You only need to do this step once per
       existing CRM Marketing list. You can now Save and Close the CRM Marketing list.




    4. In MailChimp you will see that the CRM Marketing list has been added to the MS CRM Marketing Lists Group
       within the designated MailChimp Master list.




Creating a new CRM Marketing List
When setting up a PowerMailChimp Blast you have the ability to create a new CRM Marketing list right from
PowerMailChimp. The only extra step in creating a CRM Marketing list is to associate the new list with the Master
MailChimp list.

    1. Navigate to PowerMailChimp and in the Left Navigation click on Marketing lists. You will now have access to the
       Marketing list ribbon.
    2. Click on “New” on the top Left of the Ribbon.




        PowerMailChimp – User Guide                                                                  Page 4 of 17
Note: You are creating a standard CRM Marketing list that will be available within CRM Campaigns, as well.




   3. Fill in the Required Fields (marked with *)
     Name -The name of the Marketing List you are creating.
     Member Type - What type of member is this? (Account, Contact, Lead)
     Type – Static vs. dynamic
            o Static – Select if using the list once. Members in a static marketing list will change only when you
                manually add or remove members.
            o Dynamic – Select when using the list multiple times. The records being queried by a dynamic list will
                update based on the data fields in their record.
   4. Click on Save.

See your CRM Administrator for information about adding and removing members to a CRM Marketing List.




        PowerMailChimp – User Guide                                                                 Page 5 of 17
PowerMailChimp Blast
A PowerMailChimp Blast is a one-time activity to send bulk emails. A PowerMailChimp Blast could be a step within a
Dynamics CRM Campaign. When you create a PowerMailChimp Blast, you are setting all the parameters related to the
bulk email being sent. Once a PowerMailChimp Blast is sent, it becomes read only and is not reusable to send another
bulk email.

*Note: You must create an email template in your MailChimp account prior to selecting it in the steps below. Please refer
to MailChimp for further information about creating email templates.

Create a PowerMailChimp Blast
Creating a PowerMailChimp Blast is quick and easy. Here’s how you do it:

    1. Navigate to PowerMailChimp
    2. Select PowerMailChimp Blast in the left navigation.
    3. Click on New in the ribbon.




General Tab
Fill in the general tab information and click on Save in the ribbon. You must Save the PowerMailChimp Blast before you
can add a Marketing List to it.




Name
This is a required field and is the actual name of the PowerMailChimp Blast in Microsoft Dynamics CRM and will also be
used to name the blast inside MailChimp. This should be a somewhat logical name as you will most likely need to come
back and reference it in the future. The name field does not allow the use of special characters. You must use alpha or
numeric characters.

From Name
Each PowerMailChimp Blast requires a “From Name”. This is who the email is from when a recipient views it.

Subject
This is the subject of the email being sent and will be in the subject line email when received.
        PowerMailChimp – User Guide                                                                   Page 6 of 17
Campaign
If desired, you can associate this PowerMailChimp Blast email to a Dynamics CRM Campaign.

Reply to E-mail
This is the e-mail address that will be used when a recipient chooses to Reply to the email. Best practices would be to
use a marketing email address, rather than an individual’s email address.

MailChimp Campaign ID
A unique ID will be auto assigned by MailChimp when this PowerMailChimp Blast is saved. You will see this field
populated after you have entered all the required pieces and then click on Save.

Recipients Tab
Once you have saved the PowerMailChimp Blast, you can add CRM Marketing lists to which the email will be sent.

    1. Click in Recipients box to activate the Marketing list Ribbon.
    2. Select “Add Existing Marketing List” from the Ribbon.




    3. Select the list(s) that you want this PowerMailChimp Blast email sent to, click on Add and Click on OK.




        PowerMailChimp – User Guide                                                                    Page 7 of 17
    4. You will now see the chosen Marketing List(s) in the Recipients grid.




E-mail Tracking and Advanced Tracking Options
This section directly relates to what data MailChimp will track and report on after this email is sent. Turning on the Email
Tracking or Advanced Tracking options in CRM will turn them on in MailChimp for this specific email being sent.

The default options are checked and will remain checked. The remaining options can be turned on based on how you are
using MailChimp. See the Auto-post to Facebook instruction to sync MailChimp and Facebook. Please refer to MailChimp
for further information about these tracking options and how they are utilized.




Auto-post to Facebook
To post your PowerMailChimp Blast to Facebook, you need to follow a few simple steps to integrate MailChimp and
Facebook.

In MailChimp, Go to Account/Integrations:




        PowerMailChimp – User Guide                                                                     Page 8 of 17
Expand the Facebook section and click on Install Application:




This will open Facebook. Be sure you are logged into the correct Facebook account to which you want to auto-post your
PowerMailChimp Blast. You will be prompted to Allow Facebook to have access to your MailChimp account. You must
choose allow to able to sync the two programs.




You will see the connection status in MailChimp Facebook settings changed to green when the connection has been
established. If the connection shows as red, it did not connect the two accounts. Please refer to MailChimp for more
information about connecting to Facebook.




        PowerMailChimp – User Guide                                                                  Page 9 of 17
In your Dynamics CRM PowerMailChimp Blast, you need to provide the Facebook Page ID’s for the page(s) that you want
to post this specific email to. You can post to more than one Facebook page at a time. You must provide the Facebook
page ID for each and put each ID on a separate line as shown below:




To locate the Facebook Page ID, navigate to the Facebook page and copy the ID from the page’s URL, immediately
following the page’s name:




Be sure to Save the PowerMailChimp Blast after you enter the Page ID’s and before you send the PowerMailChimp Blast.

Select MailChimp Template
The next step in setting up a new PowerMailChimp Blast is to choose the MailChimp email template to be sent.

Note: You must create the email template within your MailChimp account. This allows you to use the robust email
template capabilities of MailChimp. Within Dynamics CRM you are simply choosing the existing template that you want
to use. If you are reusing a template, you will need to log into MailChimp and update the template before you add that
template to your PowerMailChimp Blast. You cannot edit the MailChimp email template within Dynamics CRM.


       PowerMailChimp – User Guide                                                                 Page 10 of 17
Please refer to MailChimp for further information about creating email templates.

   1. Click on Select MailChimp Template




   2. Select the appropriate template from the MailChimp template list.




   3. You can preview the template to be certain you have chosen the correct one.




   4. When you have the correct template highlighted, click OK.

       PowerMailChimp – User Guide                                                  Page 11 of 17
Once back on the PowerMailChimp Blast form, you will see the Plain text version of that email template that will be used
if the recipient has chosen to receive plain text email. You cannot edit the HTMP or Plain Text template within CRM.




Sending the PowerMailChimp Blast
Once you have all the details created and chosen for your PowerMailChimp Blast, be sure to click on Save in the ribbon
to be certain you have captured all changes you made to the form.




Once all your pieces of the PowerMailChimp Blast have been filled out and/or selected and you save the record, the
MailChimp options in the ribbon will become available.




You have 3 options: Send Test E-mail, Send Now or Schedule Delivery.

Send Test
You can send a test email to up to 3 recipients to view what the email will look like to the recipients.

    1. Click on Send Test in Ribbon.
    2. Add up to 3 email addresses to send the test to.
    3. Click on Send.




        PowerMailChimp – User Guide                                                                        Page 12 of 17
   4. Once the test is sent, you will see the “PowerMailChimp Blast test message sent successfully” message on the
      Send Test Email window. You can now close this window.




Send Now
   1. Click on Send Now in ribbon.
   2. Click on Send PowerMailChimp Blast in the Confirm Send window.




The message in the Confirm Send window will change to display that the sending process has started. You can now close
this window.




Schedule Delivery
   1. Click on Schedule Delivery in the ribbon.
   2. Choose the day and time that you want the blast sent.
   3. Click on OK.




       PowerMailChimp – User Guide                                                               Page 13 of 17
    4. You will see a message stating the delivery time has been scheduled. Click Close.




Note: When a PowerMailChimp Blast is sent, the form becomes read only. You cannot send the same PowerMailChimp
Blast twice. The reporting statistics are tracked against each individual campaign that is sent.


Viewing Statistics
After a blast is sent, Dynamics CRM gathers tracking statistics from MailChimp and these stats are tracked against the
PowerMailChimp Blast record as well as the records of the email recipients in CRM. Within an account, contact or lead,
you will see the PowerMailChimp custom activity in the closed activities.

Contact Record/Closed Activities:




About PowerMailChimp Blast Statistics
Recipient statistics are synchronized from MailChimp into Dynamics CRM. The data is pulled at regular intervals after the
email blast is sent, with the length of the intervals increasing after a period of time, as the responses and click through's
naturally taper off.

Dynamics CRM will first synchronize the statistics 1 hour after an email blast is sent. After the initial statistics data
synchronization, the data will be pulled at the following intervals:

       For the first 72 hours after a PowerMailChimp Blast is sent, the data will be synchronized once per hour.
       From hours 72 – 144 after send, the data will be synchronized once per day.
       After 144 hours after send, the data will be synchronized once per week.

Statistics Tab
There is a Statistics tab directly on the PowerMailChimp Blast form. Once a PowerMailChimp Blast is sent, this tab shows
you the top level data related to the campaign. This data is available only after the email is sent.




        PowerMailChimp – User Guide                                                                        Page 14 of 17
Statistics Details
To access the specific details of the PowerMailChimp Blast statistics, navigate to the Statistics Details on the left
navigation.




The default view of the Statistics Details data is Sent, which is a view of all records to which this email was sent. Simply
change the view to see the individual records in each statistical grouping.




PowerMailChimp Blast Report
PowerMailChimp comes with a pre-built report that you can run after the statistics begin syncing.

In the ribbon, Click on Run Report and select the PowerMailChimp Blast Report:




        PowerMailChimp – User Guide                                                                      Page 15 of 17
This report gives you the top level and “Top 25” stats all in one place:




        PowerMailChimp – User Guide                                        Page 16 of 17
PowerMailChimp – User Guide   Page 17 of 17

				
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