Act-On Best Practice Tips Syncing Email Opt-Outs and Hard Bounces to Dynamics CRM

Step #1 - Create Fields in CRM Add two fields to the Content Entity Opt-Outs Hard Bounces Suggestion > display fields in the same section as the standard Bulk Email field.

Step #2 – Add CRM Fields to Act-On Columns From your All Microsoft Dynamics import list – Select >More This is the mail list that you use to import records in from CRM Select > MS Dynamics Sync Setup from under CRM Integration Select > Pull from Microsoft Dynamics Select > Update Existing Records Select CRM Fields > Opt-Outs and Hard Bounces Select > Save

Step #2 – Add CRM Fields to Act-On Columns

Step #3 – Create Opt-Outs Segment List in Act-On Select > Your All Microsoft Dynamics List This is the mail list that you use to import records from CRM Create a new segment list Select > More Under Segmentation – Select > Define a Segment of This List Name new list > Opt-Outs Select > Edit – You need to change how the list is built so only new records are added to the list Select > Time Period Set to > All This setting is used for the first time you create the list from the Act-On standard Bounces & Opt-Outs lists, found on the Marketing List menu bar Note: The records in these lists accumulate Select > Save

Step #3 – Create Opt-Outs Segment List in Act-On

Step #4 – Change Column Values in New Segment List Select > Opt-Outs Segment List (repeat for Hard Bounces) Select > More Under – List Maintenance – Select > Change Column Values Select column = Opt-Outs Chose Rule = Set Value To In blank type = Act-On <today’s date> Save Submit Open list to check the column update

Step #4 – Change Column Values in New Segment List

Step #5 – Push Opt-Outs List into CRM Select > Opt-Out Segment List Select > More Under CRM Integration – Select > Push to MS Dynamics Push to Microsoft Dynamics – Select > Update existing records Under Execution Select – Run Now or schedule First confirm with your system administrator when to run update The update may take a few minutes depending on the size of the list being synced

Step #6 – Check CRM Records for Opt-Out Field Sync Update Create an Advanced Find > Where Opt-Out field equals = Act-On <date provided> Verify that the Advanced Find record count matches the Act-On Opt-Outs Segment list count

Step #7 – Clear Opt-Outs Segment List & Update List Build Dates Within Act-On – Select > Opt-Outs Segment List If the record counts between the CRM and the Act-On Segment List match – Select > Clear Select > Ok Select > Edit – You need to change how the list is built so only new records are added to the list Select > Time Period Determine how often you will be updating the data in CRM Suggest that you establish a week process Execute internal CRM procedures for cleaning up Opt-Outs Select > Save

Step #7 – Clear Opt-Outs Segment List & Update List Build Dates

Repeat Process > Beginning at Step #4 based on your established update schedule

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