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Using Newsletters in Dynamics 365


Marketing, in one way or another, is the only survival mantra for any business. Just starting a business doesn’t necessarily mean it’s doing well. You also have to plan a grand advertisement that can take your business to other corners of the world, including people you don’t even know or have never interacted with directly or indirectly.

Sometimes your business needs to include advertising, which means not only attracting new customers but also re-visiting existing/old customers. Sometimes promote your customers about new releases or products that your business has just launched. Or draw the attention of an old customer by saying, “You might be interested in a new product we’ve launched, which is similar to the one you’ve bought from us.” Or you might need to tell your customers that there is a new tie up with another product company.

If you use this product from us, you will be granted a certain favor from our tied-up organization. You could see several examples from “State electric supply meter bill”, where paying your bill using PayTM would result in you would get a Rs 20 recharge on any mobile. Here comes the utility of using Newsletters. Newsletters are an extremely valuable marketing tool used by ourselves as well as by our customers. One of the most important tasks for a business is to maintain contact with its customers. Developing a newsletter program with a solid audience will prove to be an important marketing asset for the duration of your company.

Think about how on any given website you only have a few seconds to capture the attention of a visitor before they are gone forever. Developing a strategy to attract new customers and retaining existing clients is crucial to successful marketing. Maintaining a company blog is a great way to get your message out to many viewers. But a blog is a passive effort, meaning a user must navigate to it to get the message. Transforming a passive blog into a proactive newsletter program is a logical step.

Dynamics 365 Newsletter Advantages

  1. To increase awareness. Your newsletter should give enough information to create awareness about what you are offering your customers. People should get a good idea of how it would be to deal with you or to buy your products so that when they leave, they will feel compelled to find out more.
  2. Position your brand. You should create the best first impression about your products or services in your newsletter. Customers tend touse your marketing and communication tools to form an impression of your business. Newsletters are an extremely strong marketing tool to differentiate businesses from one another.
  3. To get more business from current clients. A newsletter is an effective way to let clients know about your other services and show them how they can benefit from those services,without being too “pushy”.
  4. To get repeat business from former clients. People who used your services or bought your products once will purchase again–when they’re ready. A newsletter is a great way to stay in touch with them until they are.
  5. To educate prospects. A newsletter that provides prospective clients with valuable information helps them make better decisions, allows you to demonstrate your expertise, and provides a mechanism for staying in touch with them until they are ready to hire you.
  6. To generate word-of-mouth referrals. Newsletters have pass-along value. A good newsletter will be shared with an average of three other people, even more online.
  7. To build your contact list. You can offer visitors to your website a subscription to your newsletter in return for providing their email (and other contact information). When speaking or networking, you can offer to send your newsletter to people who provide you with their business cards.
  8. To establish expertise and credibility. Your writing helps prospects, publishers, reporters, meeting planners, and referral sources see you as the expert you are.
  9. To provide content and traffic for your website. Your newsletter can drive traffic to your website or blog. Your newsletter content can be re-used as content on your website or blog, generating additional traffic from search engines and social media.
  10. To shorten the sales process. People who respond to your newsletter are better informed about what you do and pre-sold on your ability to do it, in contrast topeople who come to you via advertising.
  11. To serve as a networking tool. Your newsletter is a tool to reach out to other professionals. You can interview them for an article, conduct a survey, ask them to write an article or askpermission to put them on your mailing list.
  12. To add value to your services. A newsletter can provide an added benefit for clients. Give clients “subscriptions” or added value to current services or discounts on products. Put a price tag on the newsletter but send it free to current clients.

Software required

  1. Microsoft Dynamics 365 Services For Finance & operations
  2. HTML & Multimedia to design the advertisement

Setting up a newsletter systems

Identifying the customers

To know which customers you should be interacting with, put up a flag on your customer: “Selected for newsletters”. It will identify the customers who wish to receive newsletters for business. By default, all the customers would be set to true.

Setting up a mailing category

You can always class your customers based on several parameters: e.g. price of the product they have brought, the frequency with which they buy, one-time customers(customers who visited long back, once), or customers who have brought a variety of products over a variety of price ranges. Based on this you can set up a category. You need to send every customer with a different category a separate mail format.

Mapping the customer to category

A seamless batch keeps on finding the customers to map to the necessary category. Several points to consider while designing the batch:

  1. Customers who have never interacted after their first transaction: if the customer again shows up after a certain amount of time, this customer has to be shifted back as a “Low interacting client” from a “One-time client”.
  2. Customers who have not been interacting much over a certain amount of time: if any “Low interacting client” suddenly keeps on interacting frequently, then the customer has to be shifted from “Low interacting client” to “Frequent client”.
  3. Frequent clients: if frequent customers suddenly shows a stagnancy over a certain period of time, then they need to shuffled back “Low interacting client”
  4. High-valued customers: similarlyif a highly valued customer lately had been only consuming products that are very low in value, a logic has to be written which will bring them to be marked as “Low valued clients”.
  5. Low-valued clients: similar arrangements must be madeto mark a “Valued client” as a “Valued client” if suddenly the client starts showing traits of consuming high-valued products very frequently.

Each of these customer category is mapped with a mailing template

Mail Format

The mail format would be different for every customer category. You can choose to manually write the formats yourself or design a mail format upload utility that will let you upload a Word file, which contains a personified format.

Tips: Your mailer could just be a clickable multimedia image that could take your customer to the direct dealer portal/enterprise selling site.

Your mailer could be more personal, with a personal message [e.g. Dear XXX, you can choose our new product YYY which we launched recently. Click here for more: <a hyperlink leading to the eCommerce site>] and a hyperlinked image that leads to the product description site.

Setting up a mailing list

Complete the following steps to create a new mailing list or update an existing mailing list.

  1. Click Sales and marketing>Periodic Mailings>Generate mailings.
  2. Select the mailing category, the mailing item, and the status of the mailing list.
  3. Set the date for the mailing.
  4. To adjust the Generate mailings query, click Select, and then enter values in the filter fields.
  5. Click OK to generate the mailing list.

The mailer event

When the above steps are completed, you can set up a mailer event, which will periodically send mailers to your clients. You need to further customize your mailer event to loop only those customers who have “opted in for newsletters” set to true. Don’t always expect your customers to come back to you using newsletters. Most customers do not want to be disturbed and prefer to be uncluttered.

Every newsletter also contains an arrangement for an “Unsubscribe” link. This link generally unchecks the customer as a “Do-not-disturb” party. To do this, we need to design a web service in D365 that accepts a customer code as a parameter and then sets the flag on the Customer master as false. When the customer clicks the “Unsubscribe” hyperlink it will lead to an intermediate HTML page, which in turn invokes the web service defined above.


The multimedia messages to design and embed in the mailer don’t come as a part of D365 development, while multimedia messages are quite dazzling, personal mail messages are more human-like and attractive. Proper logic has to be written in case the mailer contains plain text messages written as “Dear %1, you can try our product %2”, with proper replacements.

A dedicated server for batches requires a proper period of calculation to be defined: for example, I cannot shuffle a customer from “High-valued” to “Low-valued” overnight or within a short period. Such observations need a good amount of time.

Other suggested ways of newsletters

With D365FO, as artificial intelligence is introduced more in the market, life gets all the easier when you start applying predictive modeling to your business. Tasks such as visual perception, speech recognition, decision-making, and translation all have one thing in common: they require large amounts of computational power.

Most companies cannot afford the necessary computational power, but now can thanks to the cloud. Just like ten years ago, we are sitting on the edge of a world of possibilities. Tech giants work hard to create services that can be used by businesses. Meanwhile, these same businesses are rapidly figuring out ways to optimize their operations by using those systems. No one can claim to have it perfectly right just yet, but we are making tremendous strides. AI Compute provides a variety of services to manage your computational requirements, and AI Data provides services for the storage and accessibility of Data.

Big Data and Computational Power go hand-in-hand as you cannot analyze big datasets without access to large amounts of computational power. Microsoft machine learning service facilitates advanced decision-making capabilities, and for applications to self-learn and auto-correct based on data received.

A good example is how Microsoft is using machine learning to improve the accuracy of Sentiment Analysis in social media. Lastly, combined with Natural Language processing, the Azure Bot Service allows businesses to easily create Bots that integrate with Apps such as Cortana, Office 365, Skype, Slack, Facebook Messenger, and more are being added to the service regularly When you start leveraging such newer avenues of maximizing your business, collating data about your customers over years and then enveloping them into newsletters won’t take a rocket scientist’s brain!

Aegis Infoways

Aegis Infoways is a leading software development company that provides a wide range of business solutions like software development, data warehouse, or web development for specific business needs.

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