Dynamics Community Forum Thread Details

Hello CI-J experts,

I have a segment/ journey that has left me stumped.

Objective: Send out a customer email 6 months following the customer sign-up and then every 6 months after.

Solution (so far):

I have decided that the best way to trigger this journey would be to use a dynamic segment that updates every 6 months. For this to work though, I am waiting for Allow individuals to reenter a one-time, dynamic segment journey feature to go live.

What I am struggling with is, how to configure the segment. I have looked at using Email Sent, however, you cannot specify 6 months before today/ ago, it's only in the last 6 months, which I feel risks a customer receiving the email multiple times in those 6 months - am I overthinking this?

Is there another, simpler way to do this?

Categories:

Dynamics 365 Customer Insights - Journeys

Hello Kendra,

You're right, relying solely on "Email Sent" criteria within a dynamic segment for a 6-month recurring email is tricky and can lead to issues. You're also correct to wait for the "Allow individuals to reenter a one-time, dynamic segment journey" feature, but let's explore a more robust and simpler approach that doesn't depend on "Email Sent" criteria.

The Recommended Approach: Calculated Date Fields and Recurring Journeys

Here's how to achieve your goal using calculated date fields and recurring journeys:

1. Create a Calculated Date Field:

Entity: Create a new date field (e.g., "Next Email Date") on the Contact entity (or the entity representing your customers).

Calculated Field Logic:
- This field will hold the date when the next email should be sent.
- When a new customer signs up, set this field to "Signup Date + 6 Months."
- After each email send, update this field to "Current Next Email Date + 6 Months."
- Here's an example of the formula (adjust for your field names):
  - DATEADDMONTHS(SignupDate, 6) (for initial setup)
  - DATEADDMONTHS(NextEmailDate, 6) (for recurring updates)

2. Create a Dynamic Segment:

Criteria: Create a dynamic segment that selects Contacts where "Next Email Date" is equal to "Today."

Simple and Reliable: This segment will only include Contacts whose "Next Email Date" matches the current date.

3. Create a Recurring Journey:

Segment Trigger: Set the journey to trigger on the dynamic segment you created.

Send Email: Add an email tile to send your customer email.

Update "Next Email Date":
- Use an "Update Record" tile to update the "Next Email Date" field on the Contact.
- Set the "Next Email Date" to DATEADDMONTHS(NextEmailDate, 6).
Recurring Schedule: Set the journey to run daily. This will ensure that the segment is checked every day, and emails are sent to contacts when their "Next Email Date" matches the current day.

Why This Approach Is Better:

Reliability: It avoids the potential for multiple emails within a 6-month period, as it relies on a specific "Next Email Date."

Simplicity: It's easier to understand and maintain than complex "Email Sent" criteria.

Flexibility: It's easy to adjust the recurrence interval (e.g., 12 months instead of 6) by modifying the calculated field and the "Update Record" tile.

Less reliance on the re-entry feature: While the re-entry feature will make some journeys more effective, this method is effective without it.

How to Handle Initial Setup:

Bulk Update: For existing customers, you can use a bulk update to set the "Next Email Date" field based on their signup date.

Workflow/Power Automate: You can create a workflow or Power Automate flow that triggers when a new Contact is created (or when a customer signs up) to set the initial "Next Email Date."

Key Advantages:

Precise control over email sending.

Avoids sending duplicate emails.

Simple to implement and maintain.

This approach should provide a reliable and efficient way to send your recurring customer emails.

If my answer was helpful, please click Like, and if it solved your problem, please mark it as verified to help other community members find more. If you have further questions, please feel free to contact me.

My response was crafted with AI assistance and tailored to provide detailed and actionable guidance for your Microsoft Dynamics 365 query.

Regards,

Daivat Vartak

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