Prepare for the scheduled sunset of Dynamics Marketing

 

Updated: January 15, 2018

Applies To: Dynamics Marketing

System_CAPS_importantImportant

Microsoft Dynamics Marketing is no longer available as of May 15, 2018. Your organization has until August 13, 2018 to retrieve your data. For advice about how to download data and assets, and how to clean up Dynamics 365 instances that were previously integrated with Dynamics Marketing, see Prepare for the scheduled sunset of Dynamics Marketing. For more information, see also the customer FAQ and read the blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next. If you have additional questions, please reach out to MDMquest@microsoft.com.

Read this topic to learn how to prepare for the shutdown, including how to extract data from your existing system to use when you migrate to your next marketing platform. You can extract your data from Dynamics Marketing at any time before the shutdown date.

The following table provides details about important dates for planning your transition from Dynamics Marketing.

Item

Planned shutdown date

Description

Application web UI

May 15, 2018

As of this date, Dynamics Marketing will stop running all automated campaigns and other automated features. After this date, users will no longer be able to sign into the application with a web browser to enter new data, download existing data, or execute any other functionality. This means that you will no longer be able to use the UI to export data to Excel, download digital assets, copy or send email designs, inspect campaign designs, or view marketing results.

SDK endpoint

May 15, 2018

As of this date, you will no longer be able to download data from the SDK endpoint or run custom applications that use it.

Microsoft Dynamics Marketing Connector

May 15, 2018

As of this date, data will no longer be synchronized between Dynamics Marketing and Dynamics 365.

Add new Dynamics Marketing users or provision new orgs through Office 365

May 15, 2018

As of this date, you will no longer be able to add new Dynamics Marketing user accounts or set up new Dynamics Marketing instances or organizations.

OData endpoint

August 13, 2018

As of this date, the OData endpoint will be shut down, so you will no longer be able to connect to it or download data from it.

Updated existing Dynamics Marketing users through Office 365

August 13, 2018

As of this date, you will no longer be able to update information or passwords for existing Dynamics Marketing user accounts.

Full database backup

August 13, 2018

Microsoft Support will be able to help you download a backup of your full Dynamics Marketing database up until this date. After that, the data will be permanently deleted from all Microsoft servers (including backups).

Full digital assets backup

August 13, 2018

Microsoft Support will be able to provide you with tools to extract all digital assets and related metadata up until this date. After that, the data will be permanently deleted from all Microsoft servers (including backups).

You have several options for extracting your basic data records:

  • Use the Microsoft Dynamics Marketing Connector to synchronize data to Dynamics 365.

  • Export records to Excel from the Dynamics Marketing user interface.

  • Use Power Query to request data through the Dynamics Marketing OData endpoint.

  • Use the Dynamics Marketing SDK to request data directly through the API.

  • Request a complete database backup from Microsoft Support.

You might use just one of these methods, or a combination of them. The methods you choose will depend on your situation, your expertise, and which types of data you need. Here's more information about each option.

If you already use the Microsoft Dynamics Marketing Connector to sync data with other Dynamics 365 products (such as for sales), and especially if you plan to move to the new Dynamics 365 for Marketing application, then the connector is a good way to keep your data available in your existing (and new) systems. If you don't already use the connector, we recommend that you extract your data using one of the other methods described in this topic because the connector can be complex to set up.

Note that the connector doesn't sync all types of data from Dynamics Marketing, so you may still need to use some of the other techniques described in this topic to extract all of your data. For an overview of which types of data are synced by the connector, see Connector entity mapping.

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Don't try to set up the connector to sync with a preview instance of Dynamics 365 for Marketing. You can only run it against a production instance of Dynamics 365.

To download data that isn't synced by the connector (or if you aren't using the connector), you can export individual data tables to Excel by following these steps:

  1. Sign into Dynamics Marketing as an admin user with permission to see all records.

  2. Go to the data table you want to export, such as expenses, tasks, or leads.

  3. Select the Customize columns Customize Columns button button on the toolbar to choose which columns to include in your export. The list updates to show your selected columns.

  4. Use the Show/hide other users' records (Show View All/View My button / Show View All/View My button) and Show/hide inactive (Show All/Active Only button / Hide Inactive/Deleted button) buttons on the toolbar to include inactive and/or other users' records in your export. You'll typically want to include other users' records, but you might leave out inactive records (which represent deleted items).

  5. Use the list search and filter controls to fine-tune which records to include in your export.

  6. Select the Excel button Excel button on the toolbar to export all found records with the selected column options to a single Excel file.

  7. Repeat this procedure for each record type that you want to export.

For more information about navigation and working with list views, see Learn how to work and get around in Microsoft Dynamics Marketing.

Instead of exporting to Excel from the user interface, you can use Power Query to retrieve a customized selection of data all at once by connecting directly to the Dynamics Marketing OData endpoint.

You can also use the Software Development Kit (SDK) to extract data from Dynamics Marketing.

For complex situations, we recommend contacting Microsoft Support to request a copy of your Dynamics Marketing organization database. Microsoft Support won't be able to help you use the database, so we highly recommend engaging a partner or installing Microsoft SQL Server Management Studio if you need to navigate the database yourself.

System_CAPS_importantImportant

The database copy won't include your digital assets (such as graphics or PDF files), so you must extract them separately as described later in this topic.

Digital assets (such as graphics, brochures, spreadsheets, and other files) are stored in the Dynamics Marketing digital asset management system. The system provides a file browser that you can use to find and download assets and metadata.

To download your digital files:

  1. Sign into Dynamics Marketing as an admin user with permission to see all records.

  2. Go to Assets & Media > Files > Files to open the file browser.

  3. Select the top-level Files folder in the left column to show its contents in the main part of the window. Or, select a folder if you only want to download the contents of a single folder and its subfolders.

  4. If you want to download all the items shown in the main part of the window, make sure no files or folders are selected. To download just a few items, mark the checkbox for each file or folder you want to download.

  5. Select the Download button Download button on the toolbar to download all the selected items. All items are downloaded in a single ZIP file that has the same folder structure that you see in the digital asset management system.

System_CAPS_noteNote

Only active files are downloaded. Inactive files, which represent deleted items, won't be included even if you set the file browser to display them.

To download file metadata, you must work in the file browser and download one folder at a time. This process is similar to exporting data from other types of list views.

  1. Open the file browser and navigate to a folder where you want to download metadata, with the data you plan to export shown in the main part of the window.

  2. Select the Grid button Grid button on the toolbar to view your folder contents as a table rather than as thumbnails.

  3. Select the Customize columns Customize Columns button button on the toolbar to choose which columns to include in your export. The list updates to show your selected columns.

  4. Use the Show/hide inactive (Show All/Active Only button / Hide Inactive/Deleted button) button in the toolbar to choose whether to include inactive records in your export. You might leave out inactive records, which represent deleted items, because those files aren't included in the file download.

  5. Select the Excel button Excel button on the toolbar to export the displayed records with the selected column options to a single Excel file.

  6. Repeat this procedure for each folder you want to export.

For more information about working with the file browser, see Find, organize, and upload files in the file browser.

System_CAPS_noteNote

If you have a large volume of assets, then you might have trouble downloading them using this standard procedure due to limits on the size of ZIP files the system can generate and other issues. You should instead contact Microsoft Support to request assistance with extracting your assets. In this case, Microsoft Support will send you a collection of scripts and tools, along with instructions, that will help you download all assets to a local drive.

Your marketing email designs, as stored in Dynamics Marketing, are specific to that system. If you would like to reuse your email designs in another system, send each message you want to preserve as a test message to yourself, or set up an automated campaign to send many of the messages to yourself at once. When you receive the messages, you will be able to copy/paste the HTML as needed. Note the following:

  • All graphics are in separate files. The HTML you receive uses URLs to load the images from your Dynamics Marketing server, but those will no longer be available when the system shuts down. Be sure to export your graphics so you can use them in your new system and adapt your HTML to load the graphics from their new location. You can find all the graphics used in email message in the Files\Email Marketing folder in the Dynamics Marketing file browser.

  • Dynamic text (such as recipient name, subscription center link, and other managed links) will arrive as static text in your messages. You'll need to reimplement any dynamic features in your new system.

For more information about how to send test messages, see Validate, test and send messages. For more information about how to set up an automated campaign to send messages, see Automate campaigns with the campaign canvas.

Another way to get the HTML for specific email designs is to go to Marketing Execution > Email Marketing > Email Marketing Messages in Dynamics Marketing and find the message you want to copy there. Then open its HTML editor, where you can copy/paste the HTML. This code may require more cleanup than messages sent to your email address because you'll need to look out for dynamic content and markup used internally by the feature.

For more information about the HTML editor in Dynamics Marketing, see Design message content using the text-based code editor.

Automated campaigns in Dynamics Marketing are highly platform-specific, so you probably can't use them directly in any other system. If you'd like to preserve your campaign structures, take screen shots of the relevant campaign pipelines as they are shown in the application. These could give you a head-start when designing similar campaigns in another marketing system.

If you are running Dynamics 365 (on-premises) and have integrated it with Dynamics Marketing using the connector, then you should remove all the Dynamics Marketing connector endpoints and SDK steps from your on-premises system. Otherwise, the orphaned steps and endpoints my impact your system performance.

If you are using Dynamics 365 (online), then Microsoft Support will remove all the relevant connector items for you as needed, so you can skip this procedure.

To find and remove your Dynamics Marketing connector steps and endpoints:

  1. Sign into Dynamics 365 (on-premises) using an admin account.

  2. Go to Settings > Customization.

  3. Select Customize the System to open the customization window for the default solution.

  4. Select Components > Sdk Message Processing Steps from the side panel.

  5. Use the custom-filter feature to find all SDK steps that include "crm2mdm" in their Name (there should be 25 of them). Delete all 25 of these steps. You'll be asked to confirm the delete operation.

  6. Select Components > Service Endpoints from the side panel.

  7. Use the custom-filter feature to find the service endpoint named "crm2mdm." Delete this endpoint. You'll be asked to confirm the delete operation.

Dynamics Marketing provided two custom solutions for integrating with Dynamics 365. Once Dynamics Marketing has been shut down, you might consider removing one or both of these from your Dynamics 365 installation. However, you should be careful because when you remove a solution, all the entities, fields, security roles, data, and more introduced by that solution will be entirely removed from your system.

The following solutions are provided by Dynamics Marketing and may be included on your Dynamics 365 system if you integrated it with Dynamics Marketing:

  • MicrosoftDynamicsMarketing4MicrosoftDynamicsCRM: This is the connector solution, which introduced the entities, fields, and security roles needed by the connector. It also includes some marketing-specific data synced by the connector—notably, a record of contacts' website visits. If you want to preserve this data in Dynamics 365, then you shouldn't remove this solution, but if you don't need this data, you can remove the solution.

  • MicrosoftDynamicsMarketingSellerPortal: This solution implements the Seller Portal, which enables Dynamics 365 users to view data (such as customer touchpoints) directly in Dynamics Marketing. Once Dynamics Marketing has shut down, the Seller Portal will stop working entirely, so it's probably a good idea to remove this solution to keep its features from confusing your users.

To find your Dynamics Marketing solutions in Dynamics 365:

  1. Sign into Dynamics 365 using an admin account.

  2. Go to Settings > Customization.

  3. Select Customize the System to open the solutions list.

  4. Use the search feature to find a solution by name.

  5. Select and delete the solution(s) as needed.

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