Introduction
The ClickDimensions Native integration with Dynamics 365 Online allows you to build an execute sends directly in your customer management environment using ClickDimensions Email Send functionality and Microsoft Marketing Lists (Dynamic/Static). Below we will discuss how to set yourself up for success when sending a large recipient list email send and the most common issue you may encounter.
More information on setting your self up for success with an On-Premise Environment can be found in our Enterprise Planning Guide.
Setting up your Large Email Send for Success
When preparing an email send with a large recipient list with ClickDimensions in Microsoft Dynamics 365 Online, it is important to ensure that you set yourself up for success. ClickDimensions utilizes CRM resources to execute the initial processing stages of your email sends (gathering recipients, checking unsubscribes/suppression lists, gathering personalization text details, etc.). This means that data is easily and readily available for your sends but it also means that CRM resource availability will be key.
ClickDimensions has a few recommendations for setting up your large recipient email send for success.
- Schedule your Email Sends – This allows the email send to be processed a bit differently and is better for larger sends. It also ensures that teams are aware of when larger sends will be executed.
- Manage Marketing Lists and Suppression Lists Carefully – Dynamic Marketing Lists are CRM queries that run that the time of the send (so they are as up to date as possible). Depending on the complexity of the of the query(ies), the size of the recipient list generated for each list and the number of marketing and suppression lists used overall, those queries can use a large portion of CRM resource leading to timeouts. More on this can be found below.
- Data Management – Ensuring you are clearing out inactive or non-responding recipients, managing unsubscribes/subscription data and bounced or inactive email addresses will not only help with the success of your large recipient emails sends but will also contribute to a positive deliverability outcome.
CRM timeout errors may still occur due to resource availability. So how do you verify if you are experiencing a timeout error?
- Check the Email Send Progress Bar
- Check the Email Events
- Check the Email Send Error Log – If the email send has timed out, this will contain a full error log of that timeout.
Understanding Timeout Errors with Dynamic Marketing Lists
Timeout errors are not directly caused by ClickDimensions but rather stem from Dynamics 365 Online’s inability to process the request within its designated time frame. The fundamental reason behind these timeouts is the exhaustive process involved in generating a Dynamic Marketing List.
Dynamic Marketing Lists query every Contact or Lead in the CRM to determine if they meet the criteria set by the DML. For instance, if a DML targets Contacts and there are 100,000 contacts in the CRM, the system will check all 100,000 contacts before generating the list. While the criteria may only qualify a small fraction of these contracts, the CRM's thorough examination is crucial to ensure accuracy.
Resolving Timeout Issues
If you encounter timeout errors during the Email, send process, consider implementing the following best practices:
- Clear Inactive Records: Reduce the number of records your CRM checks by clearing out any inactive contacts or leads. This minimizes the load on the system during the processing of the send.
- Convert Dynamic Marketing List to Static List: Converting a Dynamic Marketing List into a Static List can significantly shorten the "Gathering Recipients" process. Static lists are more efficient for large recipient sets and lower the chances of encountering timeout errors. ClickDimensions does support the use of Dynamic Suppression Lists, but recommends Static Lists for larger recipients sends.
- Optimize CRM Resources: Quarantine unnecessary data or background processes within your CRM to free up resources. This optimization can enhance the CRM's performance and prevent timeouts during critical operations.
- Consult with System Admin: Engage with your System Administrator to explore ways to improve your CRM's overall performance, specifically when generating Dynamic Marketing Lists. Admins can provide insights and implement adjustments to allocate resources more effectively.
It's essential to note that the success of sending Dynamic Marketing Lists depends on the resources allotted to your CRM and not on ClickDimensions itself. The recommended practices aim to mitigate potential issues and enhance the efficiency of large email sends.
Conclusion
In conclusion, addressing timeout errors during the Email Send process involves a combination of optimizing CRM resources, converting lists to static when necessary, and consulting with System Administrators for performance improvements. By following these best practices, users can enhance the success rate of sending large emails via ClickDimensions and Microsoft Dynamics 365 Online. If you have more questions or need more assistance, contact us for further discussion or support.