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

2. 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 field.

3. 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

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

5. 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

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

7. 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

8. Step #4 – Change Column Values in New Segment List

9. 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

10. 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

11. 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

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

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

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