Create cross-campaign rules to prevent spamming of customers

 

Updated: February 20, 2017

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.

When you run automated email campaigns, you can sometimes run the risk of inundating your contacts with too many marketing messages. Your recipients may get irritated and unsubscribe or filter out your messages, which may also mean losing a customer. Microsoft Dynamics Marketing lets you define rules that can restrict the frequency with which your contacts can be contacted. The cross-campaign rules apply only to marketing email messages.

To work with cross-campaign rules, you must have Edit/View Cross-Campaign Rules privileges. More information: Work with user accounts and staff contacts.

Rules can be defined globally or at the campaign or program level. When you define a rule at the campaign or program level, then marketing messages will be blocked only if they are sent for that campaign or program.

The following example illustrates the kinds of rules you can define, when these rules are applied, and what happens to your marketing messages.

Fabrikam, Inc. has a program called “Footwear & Apparel” that contains two separate campaigns: one for footwear and another for apparel. From the past data, it is evident that the customers interested in footwear get upset if they receive more than one marketing message per week. On the other hand, customers don’t mind receiving frequent promotional emails about apparel.

To make sure the marketing messages reach the intended audiences without spamming them, create the following rules:

  • Global rule: A maximum of 3 promotional messages in 7 days.

  • Apparel & footwear program (program-level rule): A maximum of 3 promotional messages in 7 days.

  • Footwear campaign (part of the apparel & footwear program) (campaign-level rule): A maximum of 1 promotional message in 7 days.

  • Apparel campaign (part of the apparel & footwear program): No rul.e

Dynamics Marketing applies the strictest rule to each outgoing marketing messages.

Suppose a contact is included on marketing lists for both footwear and apparel campaigns. Here’s how the above rules will affect the messages she receives.

Messages scheduled for delivery each day

Rule triggered

Result

Scenario 1

Day1: Marketing message for the footwear campaign

None

The contact receives the message.

Messages received: 1 in 1 day.

Day 2: Marketing message for the footwear campaign

Footwear campaign rule (does not allow more than 1 message in 7 days)

The contact doesn’t receive the message.

Messages received: 1 in 2 days.

Day 4: Marketing message for the apparel campaign

None

The contact receives the message.

Messages received: 2 in 4 days.

Day 5: Marketing message for the apparel campaign

None

The contact receives the message.

Messages received: 3 in 5 days.

Day 6: Marketing message for the apparels campaign

Apparel & footwear program rule (does not allow more than 3 messages in 7 days)

Global rule (does not allow more than 3 messages in 7 days)

The contact doesn’t receive the message.

Messages received: 3 in 5 days.

Day 7: Marketing message for the watches campaign

Global rule (does not allow more than 3 messages in 7 days)

The contact doesn’t receive the message.

Messages received: 3 in 5 days.

Scenario 2

Day 1: Marketing message for the apparels campaign

None

The contact receives the message.

Messages received: 1 in 1 day.

Day 2: Two marketing messages for the watches campaign

None

The contact receives the message.

Messages received: 3 in 2 days.

Day 3: Marketing message for the apparels campaign

Global rule (does not allow more than 3 messages in 7 days)

The contact doesn’t receive the message.

Messages received: 3 in 3 days.

To work with cross-campaign rules, go to Settings > Rules and Models > Cross-Campaign Rules. This brings you to the Cross-Campaign Rules list page, which provides many of the standard controls for searching, sorting, filtering, adding, removing, and viewing items in the list, plus other common features. For details about how to use these common controls, see Learn how to work and get around in Microsoft Dynamics Marketing.

When you create or edit cross-campaign rules, the settings listed in the following table are provided.

Setting

Description

Active

Select this check box to activate the current record; clear it to deactivate the record. Active records are always shown on the list page and are also available for use in other parts of Dynamics Marketing. Inactive records are usually hidden in the list view and aren’t available elsewhere. When you delete a record on the list page, it’s not actually deleted, just set to inactive. On the list page, you can toggle to show or hide inactive records in the list.

Company

Enter the name of the company that the current record belongs to. The company must already exist in the database; type-ahead assistance is provided (or enter “%%” as a wildcard to scroll through all companies). The current record is only available for use with other relevant entities that are also associated with this same company. For example, a marketing message associated with the company Woodgrove Bank can only be sent to contacts belonging to Woodgrove Bank and included in campaigns associated with Woodgrove Bank.

Name

Enter a short but descriptive name. This value will identify the current record in list views, type-ahead fields, drop-down lists, and other areas of Dynamics Marketing. Choose a value that you and all other users are likely to recognize in the future.

Program

To set your rule to apply at the program level (which includes all of the campaigns that belong to this program), specify the relevant program using this Type-ahead field.

System_CAPS_noteNote

Leave both Program and Campaign blank to define a global rule that applies to all messages from the specified Company.

Campaign

To set your rule to apply at the campaign level, specify the relevant campaign using this Type-ahead field.

System_CAPS_noteNote

Leave both Program and Campaign blank to define a global rule that applies to all messages from the specified Company.

Created By

Shows the name of the contact that created the current record. This is automatically set to match the current user when the record is created, but you can also change it. The specified contact must already exist in the database; type-ahead assistance is provided (or enter “%%” as a wildcard to scroll through all contacts). This setting can affect which users are able to see and edit the current record, depending on the users’ security settings and team memberships. More information: Work with user accounts and staff contacts and Define and manage teams.

Start Date and End Date

Specify the date range during which the current rule will apply.

System_CAPS_importantImportant

You can only have one rule active for any given campaign or program at a time. Use the setting to prevent overlapping rules.

Description

Enter a description that can help you and other users remember what this record is for and how it should be used.

Number of Messages and Duration

Specify the maximum number of messages permitted per contact and the duration during which this limit is to be respected.

 

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