Email Automation - Send USers Emails with redarding Information

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Posted on by Alexandros Miaris

I need to send weekly emails to users containing information from some specific criteria out of CRM. Every user will receive a list only with informaton concerning him/her. Does anybody know if there is a plugin or an automation about this? For Salesforce.com an app named Conga Courier did what I need. Any help would be really helpfull!

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Bruno Lucas 5,421 on at

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Hi Alexandros,

Depend on the content. To send reports you can get something like IOTAP:

www.iotap.com/.../report_scheduler_ms_dynamics_crm

CRM on premises has a report scheduler of it's on (for on-premises CRM):

www.powerobjects.com/.../report-scheduling-and-email-subscription-in-crm-2011

Dynamics Marketing and ClickDimensions offer powerful email customisation. You can use Razor syntax to generate dynamic content emails with "Dynamics Marketing".

dynamicday.wordpress.com/.../creating-dynamic-email-templates-with-dynamics-marketing

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Alexandros Miaris 2 on at

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Thank you Bruno!

I have already contacted ClickDimensions but I need to find some other slution to this as well.

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mscrmba on at

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Can you give us an idea as to what the information is?

Is it essentially a report (e.g. counts/totals etc in a very specific format) or is it a list of tasks to be completed? Or is it a bit of both? Do the users need to be able to drill down on any of the information to get to the underlying record(s)? i.e. Do they need to just read or actually action the report?

Option 1:

What some of my clients do is create a dashboard (which shows charts with totals e.g. My Opportunities Won this week' and lists of records of various types that need to be actioned by that user e.g. 'My tasks for this week'), and then send an email with a reminder link to that dashboard each week with a recursive workflow.

That can all be achieved without any code in CRM Online.

Option 2:

Create an SSRS report and populate that with whatever you need to.

Code to: Schedule that report to run weekly for each user and be emailed to them.

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Alexandros Miaris 2 on at

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Hi,

Actually it's a bit of both.

We have the sale persons to whom we need to send Information about their accounts where they need to address within some period of let's say six months. It would be Ideal if the report they would receive was direclty connected to CRM and bu clicking upon any account field in the report to directly link to the account.

As per Option 1, many sale persons will not visit their dashboard, even after the reminder email.

Option 2 is closer to what I need. BUT I need to send the email and the report only to sale persons coming from the criteria we will address. Also, in CRM online Instance we do not have a report scheduller.

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Community Member on at

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"many sale persons will not visit their dashboard, even after the reminder email"

In that case you have a much bigger problem. You cannot fix a people problem using any amount of technology. If your key CRM users will not go to CRM to see the information they need to act on, I can't believe they will take any more notice of it if it is sent in an email, or a report or any other format.

CRM dashboards provide up-to-the-minute, actionable insights into your data, targeted to the individual if necessary. Any sales person that wants to succeed would surely benefit from that? Frankly you should not even need to remind people to visit this page, it should be a natural reflex action every morning, just like checking your email inbox.

You will be saying next that they keep all their contact details in little black address books and use page a day diaries to record meeting notes...

Get buy-in from a senior level (eg CEO, CFO, Sales Director, VP of Sales) that says you will provide all the information that sales people need to do their jobs through CRM, and only through CRM. Anyone that does not take advantage of that will see their sales suffer and will lose out accordingly (for example by receiving lower commission or bonuses according to their normal scheme). Those that use CRM wisely will succeed and make more money than ever.

Your company has probably invested a huge amount of money and time in the CRM system, certainly enough that it would be unacceptable to allow the initiative to fail for the sake of a handful of sales people who don't want to join the party.

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Alexandros Miaris 2 on at

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Adam I fully agree with your opinion!

This is exaclty was I said when I was assigned the task of sending infromation via emails.

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mscrmba on at

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What you could do is create another custom activity at the same time as the email - that forces them to go into CRM (at least) to say that they've done it.

Maybe create the custom activity entity as 'Review Dashboard'. (Don't use OOTB Tasks as they can be cleared as an Outlook Task.)

Then you can have a 'naughty list' on their manager's dashboard, and the CRM Sponsor's dashboard, of all outstanding review activities for their team/the organisation.

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Alexandros Miaris 2 on at

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I love this option.

How can I do that? Sorry for asking so many questions...

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mscrmba on at

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Creating a custom activity entity is really simple.

Go to Settings>Components>Entities>New>Entity

Give your new entity a display name and plural name e.g. 'Review Dashboard'

Make it an Activity Entity by checking the box: Define as an activity entity

Leave the 'Display in Activity Menus' ticked

Remove duplicate detection

Enable for phones & tablets if required.

Save and Close

Publish all customizations

You will need to add in a list view for 'My Team's Open Review Dashboard Activities' if you want the Managers to see just their team's offenders. Take a look at My Team Members' Activities as an example to follow.

Then add the list view of My Team's/All Open 'Review Dashboard' activities into the Manager's and Sponsor's normal dashboard. Give it a label of 'Naughty List' or 'People who have not yet reviewed their dashboard this week'

Publish all customizations

You will then need to set up your workflow to generate an email and a 'Review Dashboard' activity for each user.

I'm not sure the best way to do this... Adam do you have any ideas?

This gets a little more involved to make it recurring weekly. Do a Google search on "CRM 2015 No code recurring workflow" to get details from a number of blogs. Hosk's crmbusiness.wordpress.com/.../crm-2011-how-to-schedule-recurring-workflows-in-crm-2011 is quite a good one.

Hope that at least gets you started.

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