Open Preface

Preface

In a typical marketing scenario, Dynamics 365 is used to manage the data of the customer and Spotler Mail+ to send (commercial) mailings and/or newsletters to those customers.

The Spotler Connector ensures that, among other things, contact information is synchronized to Spotler.

About this Manual

This manual explains how this synchronizing is working and explains how to automate processes. Using this you can apply marketing automation in your business.

Where in this manual is spoken about connector, we mean the Spotler Connector.

When we talk about Dynamics 365 as the source system, this also applies to Power Apps. If certain aspects don't work with Power Apps, we will explicitly mention this.

For Power Apps you use the light version of our connector: Spotler Connector for Power Apps.

Who this Manual is For

This manual is written for:

• Marketeers and Salespersons who want to know how the basic sync works and how to do basic actions

Open Sync Contacts

Synchronize Contacts

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Synchronization of contact information is the core feature of the Spotler Connector. No more doing manual export and imports.

The following tables in Dynamics 365 can automatically be synced to a Spotler contact:

1. Contact (🇳🇱 Contactpersoon)
2. Lead (🇳🇱 Potentiele Klant)
3. Account

The Spotler connector supports two-way synchronization between Spotler and Dynamics 365. By default, contact information is synced from Dynamics 365 to Spotler.

Contact information can also be synchronized from Spotler back to Dynamics 365. This will keep the contact information in both systems up to date.

For example, if you have a profile form in Spotler where customers can edit their own information, you can now make sure your Dynamics 365 is also updated with this information.

For each column (field) in the mapping, you can decide the sync direction:

• ➡️ Sync o

Open Sync Subscriptions

Synchronize Subscriptions

✍️ DRAFT : IN PROGRESS

• Sync with Permission table or Marketing List
• Do Not Bulk Email => Sets all Permissions to False
• Do Not Email => Anonymize Contact
• Unsubscribes / Opt-outs

Open New Subscribers

New Subscribers

New subscribers in Spotler can be added to Dynamics 365 as Contact or Lead (or Membership Entry for iFunds Engage 365).

For example, if you have a subscription form in Spotler, where new leads can leave their info, like their name and email address.

The connector makes it possible to add these new leads into Dynamics 365!

You specify if you want to create a Lead or Contact in Dynamics 365. Each has their own default strategy to add it to Dynamics 365:

• Lead: Each new contact in Spotler, creates a new record, even if the same email address is used.
• Contact: If a record with the same email address already exists, it’s updated. No duplicate contact is created if the same email address is used.

You can also have a custom strategy, like other columns for deduplication!

Do you use a Source column to specify the marketing channel?

Open Sync Marketing Lists

Synchronize Marketing Lists

In Dynamics 365, you usually have way more data than in your Spotler account. This is partly because Dynamics 365 already stores a lot of data on its own, and partly because it acts as a hub, pulling in data from other connected systems. This extra data lets you create more detailed segmentations in Dynamics 365.

You don’t need to sync all this data into Spotler to send relevant marketing messages.

You can create a Marketing List, where you select members using filters on your data in Dynamics 365. For example your top 100 customers based on sales in the last 6 months or all customer who did a purchase in the last month.

⚠️Warning! Marketing Lists are only available when you have a Dynamics 365 Sales license. Power App license doesn't contain Marketing Lists! See Add/Remove from List for an alternative way of syncing.

Using the connector, you can synchronize this Marketing List to Spotler as an [Dynamic List](https://he

Open Anonymizing / GDPR

Anonymizing / GDPR

✍️ DRAFT : IN PROGRESS

Open Website Visitors

🚀NEW FEATURE : COMING

Website Visitors

✍️ DRAFT : IN PROGRESS

Spotler Leads discovers companies that visit your website, using IP Lookup and Web Tracking. Very valuable information for B2B companies.

The Spotler Connector can synchronize these Website Visitors, including the web pages they view, into Dynamics 365 CRM. Enriching existing customers and creating new leads.

⚠️Warning! This feature only works when Spotler Leads (GatorLeads) is enabled.

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View Website Visitors

View List, Hot List, My List, Focused View

View Details

View Visits

Auto-matching existing Customers

Promote to Lead or Customer

Lead Rating, Status & Type

Open iFunds Engage 365

iFunds Engage 365

The Connector is optimized for the iFunds Engage 365 solution.

Periodieken is the way in Engage 365 to describe subscriptions (opt-in/opt-out). These Periodieken synchronized to Permissions in Spotler.

New subscribers can be created as a Membership Entry in Engage 365. From there it follows the flow you are used to.

Open Spotler Info

Spotler Info

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Open Bulk Mailings

🚀NEW FEATURE : COMING

Bulk Mailings

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To do bulk mailings, like a Newsletter, Spotler has the Mailing module.

The information about these bulk mailings can be viewed in multiple ways inside of Dynamics 365. Each email send to a recipient from the mailing can be stored as an Email Activity for the specified Contact, Lead or Account. For each bulk mailing a Campaign is created in Dynamics 365 with insights about the mailing. Interactions with this mailing like Opens, Clicks, Bounces and Unsubscribes, are stored as Campaign Responses.

Which information is being stored in Dynamics 365 is configurable:

• Create Email/Phone Activities for Bulk Mailings? Yes/No
• Create Campaign for Bulk Mailings? Yes/No
• Create Campaign Responses for Bulk Mailings?Opens/Clicks/Bounces/Unsubscribes

See the following chapters for more details:

• Campaign
• [Campaign Responses](#campa

Open Marketing Interactions

🚀NEW FEATURE : COMING

Marketing Interactions

✍️ DRAFT : IN PROGRESS

Spotler tracks interactions like Email Sent, Email Opened, Email Clicked, etc. These are stored in Dynamics 365 as Marketing Interactions.

Contact Form

Details

Open Engagement in Timeline

🚀NEW FEATURE : COMING

Engagement in Timeline

✍️ DRAFT : IN PROGRESS

Email Interactions can be shown in the Timeline of the specific Contact, Lead or Account.

There is a setting TimelineInteractions to configure which interactions are visible in the timeline.

Email

Email Engagement

If you have Dynamics 365 Sales module, enable [Email Engagement](https://learn.microsoft.com/en

Open Spotler Jobs

Spotler Jobs

Spotler Jobs (🇳🇱 Spotler Taken) are the core of the connector. They are being used to give a command to the connector to execute a task.

The connector uses Jobs to execute operations in Spotler, but you can also create them yourself. You can create Jobs manual in the UI but also create them in Processes or Workflows/(Cloud)Flows to customize and extend Dynamics 365.

You can use Spotler Jobs in Workflows, Business Process Flows, Power Automate and Plugins to fully automate actions in Spotler.

• View Spotler Jobs
• Create Spotler Job

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View Spotler Jobs

Spotler Jobs are often run for a Contact, Lead or Account. Also Marketing Lists can have Spotler Jobs.

When you have one of these records open, you can view Spotler Jobs under Related > Spotler Jobs.

By clicking on Spotler Jobs a list will open with all the related Spotler Jobs with their statu

Open Tagging & Scoring

Tagging & Scoring

Spotler supports Tagging & Scoring. You can use this to segment your contacts and to determine the value of your contacts. This way you can send more targeted and relevant messages to your contacts.

• Tagging contacts
• Scoring contacts
• Timeline Posts

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Tagging contacts

Tags can be set yourself and can be applied for all kinds of reasons. Usually the purpose of tagging is to capture a phase or interest that a contact is in. By grouping contacts with the same tags, you create relevant segments (using Dynamic Lists). You make subsequent marketing campaigns for these segments.

Add Tag

To add a Tag from Dynamics 365, we create a Spotler Job with the operation Add Tag.

Select the Customer (=Account/Contact) or a Lead for which you want to add the tag.

Fill in the tag you want

Open Trigger Automations

Trigger Automations

Spotler has the Automations module and the older Campaign module. With these modules it is possible to send 1-on-1 mails based on certain changes, fully automated. In this way you can create full customer journeys.

With SpotlerAutomate you can also trigger these Automations (and Campaigns) from within Dynamics 365. Consider, for example, a welcome process for new customers, an e-mail with a brochure or an automatic 'customer lifecycle campaign' that is relevant to the recipient.

• New Automation
• Start Automation
• Stop Automation

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New Automation

An Automation needs to be created in Spotler.

Ad

Open Trigger Campaigns

Trigger Campaigns

Spotler has the Automations module and the older Campaign module. With these modules it is possible to send 1-on-1 mails based on certain changes, fully automated. In this way you can create full customer journeys.

With SpotlerAutomate you can also trigger these Campaigns (and Automations) from within Dynamics 365. Consider, for example, a welcome process for new customers, an e-mail with a brochure or an automatic 'customer lifecycle campaign' that is relevant to the recipient.

⚠️Warning! Campaigns is deprecated in Spotler. Use the more powerful Automations.

• New Campaign
• Start Campaign
• Stop Campaign

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New Campaign

A Campaign needs to be cr

Open Add/Remove from List

Add/Remove from List

In Dynamics 365 or Power Apps, you usually have way more data than in your Spotler account. This extra data lets you create more detailed segmentations in Dynamics 365 or Power Apps.

You don’t need to sync all this data into Spotler to send relevant marketing messages.

Preferable you would use Marketing Lists to synchronize these segmentations into Spotler, see Sync Marketing Lists.

But Marketing Lists are not available in Power Apps, so this chapter describes an alternative way of creating these segmentations, as Dynamic Lists in Spotler.

For each Customer or Lead you can Add To or Remove it From a Dynamic List in Spotler, also called an Audience, using the Spotler Connector.

⚠️Warning! This feature is only available in Spotler Mail+ Automation and eCommerce, not for Spotler Mail+ Professional.

You can then access these [Lists](h

Open Setup

Setup

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The installation of the integration consists of the following steps that needs to done by the customer (or their Dynamics 365 implementation partner):

Preparation

Provide environment information

To connect with Spotler we need the following information:

1. Spotler API Key and Secret (Where can I find the Key and Secret of the Spotler REST API? – Spotler Help Center)
2. Dynamics 365 Organization URL and ID (Determine your environment's organization ID and name)

Approve App for your organization

The connector requires access to your Dynamics 365 environment. This is done by granting Spotler Connector App access to your organization. This is done in two steps:

1. Add the Spotler Connector App to your organization. Use the following link for this https://automatevalue.com/spotler

Open Mapping

Mapping

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Contact details, among other things, are synced between Dynamics 365 and Spotler. A mapping describes which fields of Dynamics 365 maps with the fields in Spotler.

We will configure a simple default mapping and email the initial configuration of the mapping in an Excel document.

The mapping is stored in the AutomateValue Connector Platform and managed by AutomateValue. Changes can be requested by email (support@automatevalue.com).

Think about the fields do you want to map between both systems and let us know. Often it is useful to have a session with each other about what is possible and which fields you want to synchronize to Spotler.

Please note that fields may not be more than one level deep. For example, fields from Account can be included in the Contact synchronization, because that is one level (Contact->Account). It is also useful to think about which entities need to be synchronized: only Contact or Contact and Lead? Are all contacts allowed to go t

Open Tables

Tables

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The Spotler Connector tries to use as much is possible the exiting tables and columns in Dynamics 365 to store data. In this way, when you remove the Connector from your environment, you don't lose this data.

But for some functionality we added a couple of tables and columns.

Added Tables

• Spotler Info: Information about the synchronization to Spotler, like the last status and if it is active or inactive.

• Spotler Permission: Permission for which a Customer or Lead can (un)subscribe for.

• Spotler Job (Log): Jobs for executing operations by the Spotler Connector.

• Spotler Automation: Contains the trigger codes of automations and campaigns in Spotler. Used to lookup in a Spotler Job.

• Marketing Interaction: Interactions related to marketing, like Website Visits, Email Opened or Email Clicked.

• Website Visitor: Tracked Website Visi

Open Security Roles

Security Roles

The Spotler Connector installs two security roles into Dynamics 365:

1. Spotler User
2. Spotler Service

Spotler User

This Security Role should be given to all users that work with the Dynamics 365 app.

It will give allows to View the added Tables by the Spotler Connector and make it possible to Edit Spotler Permissions.

Spotler Service

This Security Role contains the minimal permissions that the installed Application User of the Spotler Connector needs to have to do the synchronization.

Often these minimal permissions are not enough. For example, you can make complex queries for dynamic Marketing Lists which touches all kind of Tables.

So, the advice would be to assign the System Administrator role to the Application User.

Open Tweak Contact Sync

Tweak Contact Sync

The connector syncs a contact from Dynamics 365 or Power App when a Spotler Job with the operation Sync Contact is created. This is the trigger for the connector to start doing its work.

You can create a Spotler Job yourself, every time you make a change to a contact, but that would be cumbersome.

• Workflows
• Trigger Fields

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Workflows

The connector installed a couple of Workflows that will trigger when an Account, Contact or Lead is changed and will create a Spotler Job:

• Account WF01 - Create Spotler Job
• Contact WF01 - Create Spotler Job
• Lead WF01 - Create Spotler Job
• Spotler Permissions WF01 - Create Spotler Job

These Workflows can be tweaked to your liking, or even completely deactivated, if you wish to build the logic in another way, like [Power Automate](https:/

Open Customizations

Customizations

✍️ DRAFT : IN PROGRESS

• Auto populating Permissions for new Accounts/Contacts/Leads
• Populating Permissions for existing Accounts/Contacts/Leads
• Sync Contact Job or Marketing List
• Manually adding Permissions by Admin
• TODO's

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Auto populating Permissions for new Accounts/Contacts/Leads

When a new Account, Contact or Lead is created in CRM a background process will create Spotler Permissions (1-2sec). Which Permissions will be created can be configured in two Environment Variables:

1. Spotler Permissions (dh_spotlerpermissions)

Holds a semicolon (;) separated string with the Permissions that will be created. The connector will keep this in sync with Spotler.

To disable the auto-creation of permissions add a Current Value with a semicolon

Open Troubleshooting

Troubleshooting

• Spotler Job stays on status 'Queued'

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Spotler Job stays on status 'Queued'

Problem

Spotler Jobs have initial the status 'Queued'. This status should change to 'In Progress' and end in the status 'Completed' (or 'Failed').

Often these status changes happen fast, but there can be a delay in processing. Normally most Spotler Jobs are processed within 3 hours.

If the status after a day is still 'Queued' there could be a problem in processing.

Possible Cause

Go to the waiting Spotler Job and click on Related > Background Processes. Does it contain a failing System Job?

If there is a failing System Job then open it. Go to the Details tab, which contains the error message.

If the error message contains 'A SASKey has not been configured for ServiceEndpoint SpotlerAutomate' than the SAS Key is missing or not correct.

If there are no failing System Jobs than the connection to