Overview: How to plan and prepare a new instance for use

 

Updated: November 1, 2016

Applies To: Dynamics Marketing

System_CAPS_importantImportant

Microsoft Dynamics Marketing is scheduled to be retired on May 15, 2018. After that date the service will no longer be available. Please plan accordingly. For details, see the blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next.

As a site administrator, you’ll need to plan and execute the initial setup of a new Microsoft Dynamics Marketing instance. It’s assumed that Dynamics Marketing has been successfully installed, and that you are familiar with the user interface. We recommend that you follow the implementation steps in the order they’re listed here for best results.

When you first license Dynamics Marketing, you will begin with an empty site. To get started, set yourself up as an adminitrator with full access privileges to the site.

  1. Sign in to your Microsoft Office 365 portal using an account already configured as a global or service administrator and grant yourself a full Dynamics Marketing license.

  2. Follow the link from your Office 365 portal to your new Dynamics Marketing site to sign in there.

  3. In Dynamics Marketing, go to Settings > Administration > Users, where you should now see your username listed as awating approval.

  4. Open your account and configure yourself as an administrator and media buyer and grant yourself full access privileges to all areas of the site.

For more information, see License, create, and approve users.

Go to Settings > Administration > Site Settings to view a collection of general site-wide settings. Review the settings available here and adjust them as needed for your organization. See Configure site settings for details about the settings available here.

The site company is the company that has licensed and is operating your Dynamics Marketing instance. As administrator, this will usually be the company you work for. Go to Settings > My Company > Company Settings to enter your company details.

Just as you did with your own administrator account, you must now set up accounts for each user of the system. However, these users will not be administrators, so you must carefully consider which features to enable for each of them. Dynamics Marketing is a large system with many features supporting a wide range of marketing and financial functions; by restricting access to include only those areas each user actually needs, you will make the system easier to use with while also increasing performance and protecting your sensitive data.

  1. Meet with the people in your organization to find out who will use which features of Dynamics Marketing. Make careful notes so that you will be able to assign appropriate access privileges for each user.

  2. Sign in to your Office 365 portal and grant Dynamics Marketing licenses to each user that needs one.

  3. Sign in to Dynamics Marketing and go to Settings > Administration > Users. Here you will see an account for each user you just licensed, each of which is marked as waiting for approval.

  4. Use the settings here to configure roles and privileges for each user to ensure that only the required functionality is exposed to each of them.

  5. Go to Settings > My Company > Staff. Here you can see the contact records for each licensed user. Open the record for one of your new users and inspect the details. Several of the settings here are read-only, which means that they are synchronized with Office 365. Add any missing information and make sure the user has a valid email address. Use your Office 365 portal to change details marked as read-only in Dynamics Marketing. Repeat for each user.

You can add details about other employees in the Staff area as needed for informational purposes; however, only licensed users will be able to sign into and use Dynamics Marketing.

If you need to track marketing activities for multiple products or services:

  1. Go to Settings > Products > Products/Services.

  2. Choose the New button and create a record for each product.

  3. Products can be grouped into product lines and brands.

  4. Choose Submit.

Microsoft Dynamics Marketing has a multi-level project hierarchy. Jobs can roll up to events; events can roll up to campaigns; and campaigns can roll up to programs. Microsoft Dynamics Marketing's design allows users to ‘skip’ levels in the hierarchy; for example you can roll up directly to programs. When mapping your project hierarchy into Microsoft Dynamics Marketing, it's best to start at the bottom and work your way up; that way as future needs emerge there will be many opportunities to roll up projects.

Most users use jobs for all ‘production’ (making things: design, photography, copywriting, and so on), campaigns for marketing initiatives, and programs for aligning strategies with activities.

Microsoft Dynamics Marketing streamlines job set up via best practices templates. Job templates are easy to create and use again and again. Job templates provide:

  • Role-based task assignment.

  • Automatic rescheduling.

  • The best job duration.

  • Tasks that start on completion of their predecessors.

  • Automatic updating of job status upon task completion.

Templates enable you to define jobs by doing the following:

  • List all of the tasks/steps needed to perform the type of job you are preparing the template for. Try to simplify the list as much as possible. For example if the copywriter writes copy and routes it for approval, create a single task (“Write copy and route for approval”) instead of two tasks, one immediately following the other in the sequence.

  • Organize the tasks in the appropriate order.

  • For each task identify the following information:

    • The person and role of the person who performs the task.

    • The typical duration (number of days) it should take to complete the task.

    • The next task in the sequence.

Job templates often include tasks, so you can create better templates by using roles:  

  • If you always assign some of those tasks to the same person, assign the tasks to the contact record of the person who will do the task.

  • If you assign certain tasks to different people each time you use the job template to make a job (for example, if you have 5 copywriters and they all write copy for jobs), set up roles (that is, create a role called 'copywriter', ‘marketing manager,' 'proof reader,' or 'designer') and assign the tasks in the job template to these roles instead of to a specific contact. When you use the template, you will reassign the tasks to the actual contacts that will do the work.

If you are using Microsoft Dynamics Marketing to track revenue and expenses, go to Budgeting > Settings > Chart of Accounts to set up your accounts.

If you are using Microsoft Dynamics Marketing to track revenue and the items and services that you sell, go to Budgeting > Settings > Items/Services to set this up.

Add vendors, suppliers, contractors, and so on once and use them again and again without rekeying their information.

  • Track detailed vendor information such as Tax ID, terms, and contracts.

  • Create vendors to-do lists. Microsoft Dynamics Marketing's built-in reminder system ensures nothing is missed.

  • The vendor register tracks expenses, payments, and balances due.

Earlier you created contact records for users. Now it’s time to collect vendor contact information from all users:

  • Make a single master list.

  • Remove duplicates.

  • Establish data entry standards based upon the information that is provided.

  • Include vendors, other staff, agency contacts, media, and so on.

  • Open the Vendor Contacts Dashboard.

  • Choose the Upload button.

  • Microsoft Dynamics Marketing will automatically create company records for each vendor company.

  • Choose Submit.

Add clients once and use them again and again without rekeying their information.

  • Track detailed client information including terms, contracts, and so on.

  • Create to-do lists. Microsoft Dynamics Marketing's built-in reminder system ensures nothing is missed.

  • Client register tracks invoices, payments and balances due.

Collect client contact information from all users:

  • Make a single master list.

  • Remove duplicates.

  • Establish data entry standards based upon the information that is provided.

  • Open the Client Contacts Dashboard.

  • Choose the Upload button.

  • Microsoft Dynamics Marketing will automatically create company records for each client company.

  • Choose Submit.

Microsoft Dynamics Marketing helps media planners, advertising managers, and media buyers purchase and use media more effectively and more economically. Microsoft Dynamics Marketing's media buying tools are fully integrated: There is no transferring or rekeying information. Go from order to traffic, to results, to reconciliation - with just a few mouse clicks. Use Microsoft Dynamics Marketing to buy all media type.

  1. Discuss this feature with users and determine whether this function should be used.

  2. If you determine that this feature will not be used, turn off all its roles for each user.

  3. Set up a Media Outlet record for each publication, website, magazine, list, and so on that you purchase.

  4. Go to the Media folder and enter a new media record for each media outlet:

  5. Choose the Media page.

  6. Choose the New button to create a new Media Outlet record.

  7. Select the appropriate Media Type.

  8. Choose Submit.

  9. Repeat the steps as required.

  • The first step in finding an error is to simply add the credit and debit columns again to check the math. If they still don't add up, then subtract the smaller column from the larger and look for the missing amount in the smaller column. If there is one, the error has been found.

  • There are other standard techniques to track down an error in a trial balance. If the debits and credits do not equal, check that the number 2 divides equally into the difference. If it does, look for an account in the column with the larger total that equals half the difference. If there is one, the error has been found.

  • Another technique is to use the ‘rule of nines’. If the number 9 divides evenly into the difference between the credits and debits, there is a transposition error. Review credit and debit entries to try to find the transposition error.

Examples of other errors that could unbalance a trial balance are:

  • Not including a ledger account in the trial balance calculation

  • Making an error in a compound journal entry

  • Putting the wrong ledger accounts in the trial balance columns

  • Miscalculating the ledger account amounts

  • Posting an accounting journal entry to the wrong general ledger account

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