Hey everyone and welcome to another
webinar Wednesday presented by Prophet
Business Group my name is Ryan Bialek
and I'll be your host today as we
continue on our Dynamics 365 track we're
going to spend about 15 minutes today
together looking at Dynamics 365
marketing lists and some of the options
that you have with this feature in
Dynamics 365 the audience for today's
material is anyone in the sales or
marketing departments anyone in those
teams that would use Dynamics 365 to
enter and store information and just a
few other housekeeping notes before we
get started the webinar today will be
recorded and available on our youtube
channel or at prophet.ca/webinars
so if you do need to leave or if you do
want to watch something again those are
a couple of sources to go and grab our
videos from as well if you'd like to
participate in the live chat here on our
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participate in the live Q&A if you have
any questions you'd like us to answer on
today's material so let's just jump
right into it a dynamic 365 marketing
lists this is an out-of-the-box solution
that's included with Dynamics 365 if you
are using the sales module you'll find
this along the navigation on the left
hand side and where it's really useful
is to group or segment accounts contacts
or leads any of those three entities
into lists that you can take further
action on either inside of the
application inside dynamics 365 or
outside with some external marketing
tools that you may use really helpful to
make marketing campaigns based on
specific criteria and I'll show you how
to make a few different types of
marketing lists in just a few moments
really useful examples here company
newsletters promotional emails product
updates and mail merges so again
anything that you need to make a list of
potential leads contacts accounts those
sorts of things to take action on
marketing lists in Dynamics 365 is a
helpful first step now again I really
want to draw some attention to the fact
that you can use these marketing lists
external today now X 365 and
having a little bit of fun here I put a
picture of some banana so if you're
using a male email campaign application
like MailChimp or any similar ones you
can take these marketing lists export
them in an Excel or CSV format and bring
those into your newsletter campaign
manager etc of choice and take further
action there so start with the list
where the data is in Dynamics 365 and
move into your chosen application a few
notes here on the different types of
marketing lists in Dynamics 365 there
are two and again I'll show you these in
just a few moments we have static lists
this is where you can use advanced find
or scroll through a list of your
contacts accounts or leads and sort of
pick them off one at a time and add them
to a membership list now once you've
done that the membership is set and if
you want to add new members to that
marketing list II need to do so again
manually so a good use case here is
something that you want to send once
maybe a company update a update for a
particular static set group of customers
that's where you would use a static list
now on the right hand side we see we
have a dynamic list and this is pretty
straightforward self-explanatory what
you would expect again we create
parameters for membership using advanced
find and I'll show you how to build
those queries in just a second
membership is dynamically updated so as
new records are added to entities that
you are searching from the query in your
dynamic list those folks will
automatically get added to your
marketing list so when you do go to use
at marketing list you can rest assured
that it is always up to date based on
your criteria and good use cases here of
dynamic marketing lists are repeatable
marketing campaigns of communications so
if you always want to be emailing your
top customers or you always want to see
a list of customers in a particular
geographic territory or country or state
all those different types of variables
you can go ahead and use in a dynamic
marketing list so let's jump right into
it I'm gonna pull up a dynamics 365 here
in my brow
sir and let's take a look at creating
some dynamic and Static marketing lists
okay here we are in Dynamics 365 in my
Chrome browser as usual we just start up
here on the sales activity dashboard
that is my default dashboard in my demo
company so let's scroll down the Left
navigation here and we got to go quite a
ways down to get to marking lists here
under this marketing section so one
quick note
rest assured that you don't need to
purchase the Dynamics 365 marketing
modules to get this if you have the
sales hunter the sales module as part of
your subscription you'll have access to
this sort of light marketing module as
far as making marketing lists and
creating quick campaigns that will be
available to you so we're gonna click on
the marketing lists button here and
again by default our view in this
particular a demo company is going to be
my active marketing lists but we can go
ahead and set this to active marketing
lists same difference here we're gonna
see some that are pre-populated by the
demonstration data but we're gonna go
ahead and create a couple of new ones
before we do that I just want to sort of
take a peek around the ribbon here and
the navigation around the marketing
lists screen as you would expect we have
some familiar buttons like show chart
email a link we have the ability to run
flows run reports and use Excel
templates but for the most part we're
probably going to be using these three
buttons here that'll be the new button
to create new marketing lists we have a
delete button and we have a refresh
button as we make changes to our
marketing lists here in this screen okay
let's jump right into creating a new
marketing list I'm just going to go up
here in the ribbon and pick on the new
button and let's take a look at the new
marketing list form here and let's take
a look at some of the fields that are
required for us to complete so straight
off the bat we need a name for our
marketing list
so let's just call this leads in region
for example list type and this if you
just click back and forth it's going to
switch routine static and dynamic just
for now I want to show you the static
list and will keep on moving forward the
purpose field gives you some space to
give a reason why you're creating this
marketing list maybe some context to
other users who might find it in the
system at some point so this might be
for a sales road trip for example where
you want to pull out some leads in a
region so you have that list available
to you targeted at now this is where we
pick which entity we want to draw our
results from so we have a count contact
and lead and again we're looking at lead
so I'm just going to go ahead and select
that your source this gives you again
some space to add some context as to
what is the purpose of this marketing
list or where is the direction coming
from to create this marketing list it
may be your marketing team it may be
your c-level or a sales executive for
example you know optional fields that
you can add some information here too
just to give some context to your
marketing list further down you can see
we also have an optional cost column a
cost field here this is if this
marketing list is potentially part of a
larger marketing campaign and you want
to add some dollars and cents figures to
the cost of running this marketing list
maybe you're sending out physical mail
brochures catalogs etc if you want to
start keeping tabs of those costs as
part of a larger marketing campaign
operation this is where you would add
that information here we also have a
locked field which by default is set to
no but if you do want to lock your
marketing campaign so nobody else edits
it you can do that if you also want to
deactivate a marketing campaign so that
nobody else can use it I'll show you
that in just a quick second and last but
not least here at the bottom again an
open field for text for a description of
this marketing list you know in our
example here Jeff is heading out to a
sales road trip in region and he wants
his leads he might put in a short
description like that scrolling back to
the top though otherwise we see that
this form is pretty bare there's not
else that we can do before we go ahead
and save the form so that's a habit that
we should all be in based on other forms
around dynamics 365 once we go ahead and
save our entries you can see here a few
new panels have lit up we have a
campaigns and quick campaign section and
we see no data here available in those
sections and that's just telling us that
this marketing list hasn't been used in
a campaign or a quick campaign or either
upcoming campaigns as well and we also
see at the top know that our locked
drop-down is still switch to know a few
other things though have changed here in
particular our ribbon and the command
buttons that we have in the ribbon we
have a deactivate button now so again if
we're done with this marketing list it
serves that purpose served its purpose
we no longer use it we can deactivate it
if mistakes were made or we just want to
get it out of the system and we have
other buttons that were used to seeing
in Dynamics 365 like process assign
share email a link and flow and as well
if you click on the more commands we
have word templates and reports that we
can run against our marketing list form
as well but the most important button
here for the purpose of our
demonstration and for the purpose of
using marketing lists here is gonna be
the manage members button and there's
actually a few commands here if you
click on this down arrow you'll see a
few different ways to add members add
contacts or leads to your marketing list
so here we have the ad using a lookup
and that's just going to bring us a
panel here on the right if we know the
five or six company's leads contacts etc
that we want to add to our static list
this is a pretty good way to just look
for those records search for them
through all of your dynamics 365 data
and add them manually if we want to get
away from the manual process though we
have the ability to use advanced find
build a query and then bring those
results into our marketing lists so
we'll get into that because it's a quite
powerful feature here and it does cut
down on a lot of time of manually
building a marketing list so by default
because we are looking at leads because
we set that a few steps ago
dynamics 365 has already told us to look
for leads if you want to use this saved
view you can pick that now and you'll
see in just a few seconds why we want to
use a particular view or not and then
this section here is where we build our
query basically adding fields and what
the values that we want to search
against are so let's just go ahead here
and add a row and we're going to let's
try territory yeah so I'll jump down
here and take territory and we have our
operators so we have equals does not
equals contains data all the things that
you'd expect there in a query
operator and then we have here the
ability to these are our pre-existing
territories built into dynamics 365
we'll just pick the Washington category
and we'll go ahead from there now before
I hit the find button just a quick note
this is a multi-level tool for building
these query segments you can do ends you
can do ORS you can create groups and
filter there's a lot of sophistication
here built into this section and as much
or as little as you want to use it by
all means it may take some
experimentation to find the results that
you are looking for but lots of power
here under the hood for the advanced
fine section in marketing lists so let's
go ahead and what results we get by
filtering in on our Washington Territory
you can see that we get the result of
two leads and we can go ahead and pick
and choose maybe we only want to bring
in one and add only the selected or
maybe we go ahead and add all so that's
done that window disappears now we can
go over to the members tab of this form
and you'll see now that a quick refresh
of the members list here in the
marketing leads in region marketing list
brings up those two results that we had
based on our advanced finds so now these
folks are in our marketing list and we
could take some action with them if we
click on the more commands button again
we can run reports in word templates
against that or the more commands button
down here
the members section brings up the
ability to use Excel template so if you
want to preset an export in Excel
template you can do that there or if you
just want to bring these leads out in an
Excel online workbook in a static
worksheet which is most helpful and
again you can manipulate the data in
there clean it up make it friendly for
your e-mail newsletter application for
example and if you need to save it out
as a CSV file to do that import again
you could certainly do those things
right there in a trusty Excel and also
from this members section here of this
form in the more commands button we do
have the ability to create a quick
campaign based on the membership of our
marketing list so again we're gonna
cover quick campaigns and marketing
campaigns in greater detail in a future
webinar so be sure to tune back from
that where we'll pick up sort of right
from this spot and move on to a campaign
to either create tasks to call these two
individuals or perhaps create
appointments or send emails out of
Dynamics 365 to these two contacts you
that we have in a marketing list so
moving along then let's go make another
marketing list another brand new one and
this time we want to make a dynamic list
just so we can show you the power behind
the scenes here and at this time we're
gonna pick accounts to target ourselves
at and I'm just going to leave the other
fields here to keep this moving along
let's go now to our manage members and
you'll see right away we don't even get
the ability to add members one by one
sort of tit for tat in the dynamic list
section we jump right into the advanced
find here to build our query so let's go
ahead and let's go take all accounts and
let's go add we're gonna add another row
and in this case let's go ahead here and
pick address one city equals Seattle why
not let's take a look at our results as
you can see here we pop up with all of
our accounts or the buying customers
from us in Seattle and we will now say
we don't have the option where we did
previously in the static list to just
pick and choose we're going to go ahead
and use this query and that's going to
be what runs constantly to always keep
this marketing list up to date so behind
the scenes if our colleagues are adding
four or five more accounts in Seattle
when we go do an export of our
memberships or if we do go create a new
campaign or a quick campaign the results
will be up to date and those brand new
entries in Seattle will be included in
this marketing list so that's all I'm
going to show you here on the marketing
lists as far as the difference between
the static and dynamic but just know
that if you are making a dynamic list it
will always stay up to date as new
entries are added behind the scenes
alright let's recap what we covered
today we were talking about marketing
lists in Dynamics 365 we covered the
difference between static and dynamic
list types in Dynamics 365 we also
covered how you can export to other
applications or other marketing tools or
scenarios by way of exporting your
marketing list members to excel we've
also covered the basis for marketing
campaigns in or out of Dynamics 365
again we're gonna create another webinar
strictly on the marketing campaigns and
quick campaigns aspect in Dynamics 365
so we'll pick up from where we left off
from creating a marketing list and this
is all sort of a good way to stay
organized without constantly searching
or constantly building reports or
sitting in Excel for hours on end
filtering all of your contacts or leads
or accounts you can create in in the
case of dynamic lists one query once and
then always rely on up-to-date
information as your marketing team gives
you instructions to perhaps visit or
region a visit
trade show complete a call campaign
campaign blitz or mailing campaign
scenario as well so lots of options lots
of use cases but for the most part the
fundamentals of creating a static and
dynamic list will be the same quick note
on the upcoming webinars here I
encourage you to join us each and every
Wednesday as members of the profit
business group team are promoting
different aspects of our organizational
capabilities those include Dynamics GP
and next Wednesday we will have the GP
team in to give a summit 2019 conference
round up they'll be sharing what they
saw at a exciting dynamics and power bi
and power platform user group summit in
Orlando starting off in November back on
the office 365 track yours truly will be
back to talk about Yammer and what the
heck it exactly is next November 13th
we've got a double feature in the office
365 track and we'll be back to talk
about Microsoft flow and Microsoft teams
put together and then a tail end of
November the Dynamics 365 focus will be
back on Dynamics 365 and office 365 and
we'll show you how these two product
lines are best friends forever so I
encourage you to join us each and every
Wednesday 11:30 a.m. central and you can
subscribe to our YouTube channel you can
visit profit dossier slash webinars and
you can register for upcoming sessions
if you do want to talk about Dynamics
365 and cloud powered marketing I am
your guy here at Prophet Business Group
and you can contact me by emailing Ryan
B at prophet.ca and again I'm happy to
chat all things digital transformation
as they relate to Dynamics 365 marketing
automated marketing cloud-based
productivity and office 365 so again
thank you for your time and I hope to
see you back on another webinar Wednesday
