Work with Send Acoustic Campaign Email

Send Acoustic Campaign Email feature is implemented as a custom web resource in Microsoft Dynamics CRM. The main feature window is available by clicking Send Acoustic Campaign Email button on the ribbon. The button is available for Contacts, Leads, and Campaign Activities.

The following table explains the graphical user interface elements that are available while you are working with the working with Send Acoustic Campaign Email feature.

Send an Campaign email to Campaign Activity members from CRM

Send from CRM lets users send emails to Contacts or Leads member within Microsoft™ Dynamics CRM. The feature is launched from a Send Acoustic Campaign E-mail field on the Microsoft Dynamics CRM ribbon and is available on the Lead, Contact, and Campaign Activity objects in Microsoft Dynamics CRM.

Before you send campaign activities from CRM, verify that the Acoustic Campaign email template is configured to share with the CRM system and the Leads or the Contacts are synchronizing with Acoustic Campaign.

1. Go to Content > Edit email Template. Open your email template.
2. Verify the share template with CRM system option is selected.

   Note: The contact source must be the CRM integrated database and the email that is saved to a shared location for the Share template with CRM system check box to be available.

3. Create a campaign activity from which the email is sent to the associated marketing list.

After you verify that the Acoustic Campaign email template is configured to share with Microsoft Dynamics CRM and the Leads or Contacts are synchronizing with Acoustic Campaign, you are ready to send campaign activity to your Leads or Contacts Complete the following steps to send an Acoustic Campaign email to Campaign Activity members from CRM.

1. Open the Campaign Activity record.
2. Select Acoustic Campaign Email in the Channel drop-down box.
3. Click Send Acoustic Campaign Email.
4. Complete the Message Information, Personal information, and Send Option section of the Send Direct E-mail Template. You can preview the email in the E-mail Preview section before you click Send.

Send a Campaign email from CRM to a single Contact or Lead

Send from CRM lets users send emails to single Contacts or Leads member within Microsoft Dynamics CRM. The feature is launched from a Send Acoustic Campaign E-mail field on the Microsoft Dynamics CRM ribbon and is available on the Lead, Contact, and Campaign Activity objects in Microsoft Dynamics CRM.

Before you can send an email from CRM, verify the Acoustic Campaign email template is configured to share with the CRM system and the Leads or the Contacts are synchronizing with Acoustic Campaign.

1. Go to Content > Edit email Template. Open your email template.
2. Verify the share template with CRM system option is selected.

   Note: The contact source must be the CRM integrated database and the email that is saved to a shared location for the Share template with CRM system check box to be available.

3. Sync the Acoustic Campaign and CRM email templates. This enables you to see and manipulate the shared template in CRM.
   • Within your CRM environment, go to the Acoustic Campaign email templates.
   • Click Sync Acoustic Campaign email templates button.
   • When clicked, the synchronization process begins. The process dialog is displayed.
   • As soon as synchronization is completed, a summary is displayed showing the following information.
     • The overall number of templates in CRM after the sync process.
     • A number of templates added to CRM.
     • A number of templates that are updated in CRM.
     • A number of templates that are deleted from CRM.
   • Now that the email templates are updated in CRM, you are ready to move forward and create a folder structure.

After you verify the Acoustic Campaign email template is configured to share with Microsoft Dynamics CRM and the Leads or Contacts are syncing with Acoustic Campaign, you are ready to send an email to a single Contact or Lead. Complete the following steps to send an Acoustic Campaign email from CRM to a Single Contact or Lead.

1. Log in to Microsoft Dynamics CRM.
2. Open the Lead or Contact record.
3. In the Lead or Contact record action menu, go to the ellipsis (…) and select Send Acoustic Campaign Email.
4. If the template foldering feature is being used, select the folder, then select the template to be used for the email.
5. Complete the Message Information, Personal information, and Send Option section of the Send Direct E-mail Template. You can preview the email in the E-mail Preview section before you click Send.
6. Click Send.

Send a Campaign email from CRM to multiple Contacts or Leads

Send from CRM lets users send emails to multiple Contacts or Leads members within Microsoft's Dynamics CRM. The feature is launched from a Send Acoustic Campaign E-mail field on the Microsoft Dynamics CRM ribbon and is available on the Lead, Contact, and Campaign Activity objects in Microsoft Dynamics CRM.

Before you send campaign activities from CRM, verify the Acoustic Campaign email template is configured to share with the CRM system and the Leads or the Contacts are synchronizing with Acoustic Campaign.

1. Go to Content  Edit email Template. Open your email template.
2. Verify the shared template with CRM system option is selected.

   Note: The contact source must be the CRM integrated database and the email that is saved to a shared location for the Share template with CRM system check box to be available.

After you have verified the Acoustic Campaign email template is configured to share with Microsoft Dynamics CRM and the Leads or Contacts are syncing with Acoustic Campaign, you are ready to send an email to multiple Contacts or Leads. Complete the following steps to send an Acoustic Campaign email from CRM to multiple Contacts or Leads.

1. Log in to Microsoft Dynamics CRM and browse the Workplace menu. In the Customers section, click Contacts.
2. Select the names of the Contacts you want to send an email to.

   Note: The contacts must be in synchronization with Acoustic Campaign through Scribe Online.

3. Click Send Acoustic Campaign Email. The Select Records dialog box is displayed.
4. In Use these records, choose the most suitable option.
5. Complete the Message Information, Personal information, and Send Option section of the Send Direct E-mail Template. You can preview the email in the E-mail Preview section before you click Send.

Enable Send Campaign Email for contacts, leads, and campaign activity

By using the Send Acoustic Campaign Email feature, Customers of Acoustic Campaign and Microsoft Dynamics CRM can perform email marketing activities that are normally performed in Acoustic Campaign, while allowing the data from those activities to flow back and forth between Acoustic Campaign and CRM. This allows necessary data updates to contacts, leads, campaigns, email marketing metrics, and other necessary objects. By default, the Send Acoustic Campaign Email feature is switched off and is not available for all users in Microsoft Dynamics CRM. The Acoustic Campaign Send Acoustic Campaign Email security role must be assigned for each user that needs to use Send Acoustic Campaign Email feature.

The Send Acoustic Campaign Email feature is implemented as a custom web resource in Microsoft Dynamics CRM. The main feature window is available by clicking the Send Acoustic Campaign Email button on the ribbon. The button is available for Contacts, Leads, and Campaign Activities.

By default, the Send Acoustic Campaign Email feature is switched off and is not available for all users in Microsoft Dynamics CRM. The Acoustic Campaign Send Acoustic Campaign Email security role must be assigned for each user that needs to use Send Acoustic Campaign Email feature.

Note: Users with system administrator roles may have access to the Send Acoustic Campaign Email feature by default without adding any privileges. Access to Send Acoustic Campaign email functionality is also based on security roles. If the user has Read privileges for the Acoustic Campaign SSE Settings entity, the button will be visible. The Acoustic Campaign SSE security role grants this privilege to the user.

Read through the following steps if the Send Acoustic Campaign Email is disabled for Contacts, Leads, and Campaign Activity

1. Verify the following fields if the Send Acoustic Campaign Email is disabled for Contacts or Leads.
   • If the user creates a New record for a Contact or Lead and tries to click on Send Acoustic Campaign Email button before Contact or Lead is saved, then the Send Acoustic Campaign Email could be disabled for Contacts or Leads.
   • If the Sync to Acoustic Campaign check box is cleared, it means that the Contact or Lead does not participate in synchronization.

     Note: Once Sync to Acoustic Campaign check box is set to true and saved, it cannot be cleared again.

2. Verify if the State CodeStatus Code fields are on Contact and Lead forms to make the Send Acoustic Campaign Email available.
   • If the user creates a NEW record and tries to click on Send Acoustic Campaign Email button before the Campaign Activity is saved, then the Send Acoustic Campaign Email could be disabled for the Campaign Activity.
3. Verify whether the Channel field value is set to Acoustic Campaign Email.
4. Verify whether the State CodeStatus Code fields are on Contact and Lead forms to make the Send Acoustic Campaign Email available.
5. Verify the following fields if the Send Acoustic Campaign Email is disabled for Campaign Activity.

Automate a Send Acoustic Campaign Email from a workflow

There is an option to trigger a Send Acoustic Campaign Email process using MS CRM workflow that allows you to send automated emails based on Acoustic Campaign email templates when there is an event on a Lead or a Contact record.

Create an Acoustic Campaign email definition

1. Go to Sales > Acoustic Campaign email Definition area.
2. Click email Definition Wizard.
3. An email Definition wizard window is displayed. Configure your email Definition.
4. Populate email Definition Name and the rest of the fields. Select an Email Template that you would like to use for email Definition. Specify the personalization data and select Send Options.

Note: email Definition Name is a mandatory field. You cannot save the email Definition if you don't specify the email Definition Name.

1. Click Save. The email Definition Wizard closes and you get back to an Acoustic Campaign email Definition grid view where you see all your email Definitions including the one you created.

Create a workflow

When you have at least one Acoustic Campaign email Definition, you need to create a workflow and associate an Acoustic Campaign email Definition with it. The workflow performs from a single action. It creates an Acoustic Campaign email record that is sent to Acoustic Campaign.

1. Go to Settings > Processes. Click New.
2. Specify Workflow Name. Select Category = Workflow, select an entity as a Lead or Contact.
3. Select Start when options.
4. Add the workflow body. Click Add Step and select Check Condition.
5. Select the row right below the condition and click Add Step button. Then, click Create Record option:
6. In the Create picklist, select an Acoustic Campaign email entity and click Set Properties.
7. Select email Definition from a lookup field.
8. Select Source Lead or Source Contact from a corresponding lookup by specifying Lead or Contact ID from a panel to the right.
9. Click Save and Close.
10. Click Activate.
11. Click Close.

Your workflow is ready to use. To verify, go to either Leads or Contacts area and open up a record that satisfies workflow condition (Sync to Acoustic Campaign = Yes), update it in a way that your workflow was configured for at step 3, save the record and wait until workflow completes its execution.

You must get a new Acoustic Campaign email record. The Acoustic Campaign email record must be associated with an email Definition that you specified during workflow configuration. Also, the Source Type on an Acoustic Campaign email record is populated.