Category Archives for "Click Dimensions"

Webinar Campaigns with Click Dimensions

I have been doing a lot of webinars lately through my Teaching Tuesdays program and in doing so, I am constantly refining my processes for all of the tasks that need to get completed before, during, and after the webinar.

The Click Dimensions integration with GoToWebinar  is a huge timesaver, in this regard, so I thought I would take a few minutes and document my process in hopes that it would be helpful to anyone else doing this type of work.

Stages

There are three distinct stages to any webinar:

  • Preparation
  • Presentation
  • Follow-up

Let’s discuss each one in turn.

 

Preparation

The first stage covers all activities leading up to the actual presentation itself. Everyone will probably have a different set of tasks, but here is what I currently do:

 

1. Create the Webinar in GoToMeeting.

This, of course, is the first step. Don’t forget to put it on your calendar. (yes, simple, but sometimes you get busy and forget)

 

2. Create a blog post announcing the webinar

3. Send a tweet pointing to the blog post.

4. Post a note on LinkedIn pointing to the blog post.

These three steps are actually handled through the same process. I use WordPress for all of my web sites and I have plugins that handle the tweet and LinkedIn post automatically.

 

5. Create an email template containing the announcement.

I have a standard blank email template that I just clone and insert the information into. I talk about this process in this article.

 

6. Send an email to the contacts in CRM who I think would be interested in attending the webinar.

I have two main subject areas (CRM and Xamarin) in my xRM Coaches CRM instance and have marketing lists for each. I just pick the appropriate list and send the email to them.

 

7. Webinar registration confirmation

When someone registers for the webinar, GoToWebinar will automatically send them a confirmation email.

8. Reminder blog post

Since my webinars are on Tuesdays, I create a second blog post on Friday, reminding them of Tuesday’s webinar. In most cases, this reminder post drives additional attendance. This is automatically tweeted and placed on LinkedIn.

 

9. GoToWebinar reminders

GoToWebinar will automatically send a reminder emails one day and one hour before the webinar, unless you change the setting.

 

Presentation

This stage encompasses more than just conducting the webinar. There is actually a lot more to it than that:

 

1. Start the webinar.

In most cases, you need to start a few minutes late to accommodate stragglers. Just delay long enough to get around 25% attendance or so, then start.

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2. Make sure you are recording the webinar.

I forget this one about half of the time. Put a sticky-note on your monitor and use the “what attendees see” option on the GoToWebinar control panel to verify they are seeing the correct screen and application.

 

3. After the webinar, save the recording to disk.

You will be prompted to save the recording. This process can take as long as 30-60 minutes, depending on the length of the recording.

 

4. Upload the webinar

To my YouTube Channel. Again, this will take many minutes, depending o n the recording length.  I also create a custom thumbnail by taking a screen shot of my presentation title slide and use that for the recording. This eliminates YouTube from attempting to pull a random slide out of your presentation itself.

 

Follow-up

The follow-up stage closes the loop with your webinar registrants. One of the things you need to decide is if you treat attendees (those that actually attended the webinar) different than absentees (those to registered, but never attended).

Your numbers will vary, but if you get a 50% attendance rate you should be jumping up and down with joy because that is outstanding.  Most of the time, a 25-30% attendance is the norm.

 

1. Create marketing lists

Click Dimensions automatically creates the following CRM records for a webinar:

  • Event
  • Event Participants.
  • Contacts (which are tied to Event Participants)

You can use the participation to create the following types of Marketing Lists:

  • Registrants
  • Attendees
  • Absentees

There may be cases where you want to give only certain information to Attendees or you have a different message for Absentees, so you might wish to create separate Marketing Lists so you can target each group individually.  The Registrants Marketing List has everyone.

I personally have used all of the above, depending on the webinar.

 

2. Create email templates for follow-ups.

As with the notification email, you need to create an email template to perform a Click Dimensions Email Send operation.

 

3. Sent an email to the various Marketing Lists

Again, depending on how you want to handle Attendees and Absentees, will determine the number and content for the emails.

Note: Keep in mind that GoToWebinar can also send out a follow-up as well so you probably do not want two messages going out.

In my emails I typically add any links that I discussed in the webinar as well as a link to the recording.

 

4. Put a link to the webinar on your web site.

Depending on how you have your web site structured, you can put a link to the recorded webinar or embed a player directly on the page.  I am still trying to find the best fit for my sites, for this step, but I will probably end up with the embed option.

 

5. Blog Post (Optional)

I am still trying to decide if I want to do this step but you can always post another email pointing people to the webinar recording so that others may find and view it.  I am undecided if this is to much “chatter” about the same event.

 

Conclusion

So there you have it. That is what I currently do, and it is always subject to change.  I am thinking about adding some custom tools to help me with some of this process but they are only in the conceptual phase.

If you have things to share in your process, then leave a comment on this post.

I’d love to hear what you have to say.

Click Dimensions Email Sends: Don’t Panic

Just a reminder, but when you are using the Email Send functionality of Click Dimensions, the sending is not always instantaneous.

Within Dynamics CRM, you will see the email move from a Draft status to a Sent status, and when you first look at the record, you will see something like this:

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Notice how the Deliveries and Send On fields are blank?  That is because the Click Dimensions email processing system has not actually processed your email.  The system is fairly quick, but there are sometimes delays depending on usage.

So remember this: Don’t panic.  It will get sent.

Don’t do like I did a couple of weeks ago where I panicked, thought something went wrong, and sent another email to a group of my customers. This caused me extra work and my customers to get two of the same email.

Just something to keep in mind.

Remove Old Click Dimensions System Jobs

Click Dimensions uses a variety of workflows to accomplish tasks behind the scenes and depending on your usage, you can build up quite a history of completed workflows, which are stored in the System Jobs entity.

Removing unnecessary data from your System Jobs table will make your overall Dynamics CRM system run better.

We can create a bulk delete job to remove the old workflow history. Here’s how:

 

The Process

1. Navigate to Settings, Data Management.

2. Select Bulk Record Deletion

3. On the toolbar, click the New button, to display the Bulk Deletion Wizard.

4. Create the following query:

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The key points here are:

  • Find any jobs that were started on a date over a month old
  • Where the name of the system job contains ClickDimensions
  • And the type is Workflow

Note: Make sure ClickDimensions is one word.

5. Click the Next button.

6 Complete the recurrence properties:

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The key points here are:

  • Run the job in off hours
  • Repeat the job on a frequent basis. 7 days is the minimum.
  • Receiving an email when the job completes is optional, but a nice feature

7. Click the Next button.

8. Click the Submit button to save your bulk delete job.

 

And that is it. It will run on the frequency you specified and remove the old Click Dimensions workflows.

 

Next Steps

If you would like additional Administration tips and tricks, check out my 21 Squared: Administration (OnPremise) self-paced training course.

Click Dimensions QwikTip: Posted Forms-How many of what?

I use Marketing Lists as my primary driver for my communications efforts and most of my marketing efforts, whether it be emails or blog posts, end up asking people to fill out a form that adds them to a marketing list in some fashion.

That process quickly gives me a list of who is interested in what topic.

But what if I have several campaigns that all feed into the same Marketing List. THEN it gets a little confusing about how they came to be in the list.

That is where the Click Dimensions Posted Forms entity comes into play.

There will be a record for each form completed by a Lead, or Contact, as you can see below:

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All you have to do is sort by the form name, and you’ll get a list of all of your form submissions.

It’s a simple thing, but very handy.

2 Click Dimensions QwikTip: Create a standard blank email template

I have found it very convenient to have a standard email template to use as a basis for sending out general-purpose emails.

The template can be named anything you wish, and use which ever email editor you most commonly use.  In my case, I just used the standard Block Editor:

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The default template for the Block Editor provides us with three sections.

In section one I put a salutation and a place marker for the CRM Contact’s first name. This is also where I would add any additional text.

The second section is my signature block.

The third section is the unsubscribe notice.

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To use this template I just open it and use the Click Dimensions Clone feature, change the name and subject of the newly cloned template, then complete the contents of section one to represent whatever topic I’m writing about.

This saves you more time than you think and having the various sections prevents the inadvertent  formatting issues that sometimes arise when creating an HTML-based email.

1 Event Follow-up using Click Dimensions Event Registration Data

In our previous article, Click Dimensions: Use webinar data to create marketing lists, we discussed how to create marketing lists based on the registrants for GoTo Webinar webinars.

Today, let’s take that a step further and discuss how we would use those marketing lists to follow with both attendees and registrants (those who did not attend).

 

Create an Attendees Marketing List

Using a variation of the advanced find we created in the previous article, we are going to create a new marketing list that consists only of people who actually attended the webinar.

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This query has an additional clause on the Registration Status field. This is what is used to denote the final outcome of a webinar registrant and has the following values:

  • Registered
  • Attended
  • Missed

In this instance, we are going to select Attended, to represent people who actually attended the webinar.

The using the steps outline in the first article, create your marketing list.

This will be used to send a follow-up ‘thank you for attending’ email.

 

Registered but Did Not Attend Marketing List

We will then modify the advanced find above and change the Registration Status from Attended to Missed.

This will allow us to capture people who signed up for the webinar, but who did not attend.

A different type of follow-up email can be sent to that type of person. We still need to perform a follow-up, but the message will be slightly different.

 

Conclusion

Between these two articles, I’ve shown you how to create three different types of Marketing Lists that can assist you reaching out to people either before or after a webinar.

These small little tricks can save you tons of manual effort should you hold multiple webinars each year.

4 Click Dimensions Survey Tip of the Day: Email Field

Surveys are a great feature of Click Dimensions because it allows you to collect information directly from a person, then have that information recorded and attached to a Lead or Contact within Dynamics CRM.

And I truly love anything that automates my life.

I learned something interesting while creating a survey for my Becoming a Dynamics CRM Architect class: There is a built-in field for email – and you need to use that field.

 

Survey Basics

Surveys are actually two components:

1. Questions.

2. A Survey Web Content

First you create all of your survey questions, then add them to your survey using the Click Dimensions survey designer.

 

Creating a Survey

The Survey Designer is pretty simple to use since it is really just drag and drop and if you have spent any time with the Dynamics CRM Form Designer, you should be right at home.

Here is the list of questions that exist within my survey question library:

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These are a combination of text fields, drop-down lists, and checkboxes.

Notice that I created an Email field? Well, that was a mistake, and it was a mistake because of this:

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Notice that there is a built-in Survey Component called Email

Well, at first, I did not, which is why I created my own.

 

The Issue

I turns out that the Survey process uses the Email Survey Component to locate and identify the person filling out the survey.

If you use your own field, like I did, it has no way of knowing who the person is.

This problem can be identified by the survey process either NOT creating a new contact or lead, for a new person, or associating the survey with an existing contact or lead.

 

Once I dug into it a little and realized my mistake, I was able to replace the field on the form, and everything works as it is supposed to.

Keep that in mind the next time you create a survey.

3 Click Dimensions: Use webinar data to create marketing lists

One of the things that I really love about the integration between GoTo Webinar and Click Dimensions is the ability to automatically download registrant and attendee data directly into Dynamics CRM.

I am going to spend a few blog articles discussing how I utilize this new integration.

 

Building a Marketing List

I am not sure about you, but I use Marketing Lists to drive all of my communications with both customers and prospects. Let’s take a quick review of how we can create a marketing list from the data returned from GoTo Webinar.

One thing that I should mention, I am performing this process after the webinar has completed. That way I can capture not only everyone who registered, but also those that attended.

 

Step 1: Create the Marketing List

The first thing we need to do is to create a Marketing List to hold our Contacts. It will look something like this:

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I am creating a Static Marketing List because at some point in the future, I may wish to begin a Nurture Campaign, which requires the Marketing List be Static.

 

Step 2: Add Contacts

After the Marketing List has been saved, we need to add our Members, which can be done by clicking the Manage Members button on the Command Bar. This will display the Manage Members dialog:

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Today, I am going to be using the Add using Advanced Find option.

Make that selection then click the Continue button.

 

Step 3: Select the Event Participants using Advanced Find

Here is how we are selecting the Contacts:

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We are actually going to query the related entity: Event Participants (Contact) where the Event Equals the name of the event.

In my case, I actually had three separate events so my criteria looks like this:

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When you are finished with your query, click the Find button and you will see a list of contacts that meet that criteria:

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Step 3: Review the Results

Once you are satisfied with the results of your query, select Add all the members returned by the search to the marketing list option, then click the Add to Marketing List button.

 

Step 4: Verify Your Results

When you are returned to the Marketing List, review the associated Marketing List Members area to see the Contacts who either registered or attended your webinar:

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Final Thoughts

The above steps will add all of the people who registered for your webinar, regardless of if they actually attended or not.

We’ll talk about the differences there soon.

Enhancing the ClickDimensions Forms CAPTCHA Control

I accidentally figured out a great way to enhance the CAPTCHA control used on ClickDimensions forms to prevent auto-bots from sending SPAM into your system.

Here is the default message displayed with a CAPTCHA control:

The Locked message is not very intuitive and I’ve had a few people contact me because they didn’t understand the message.

The great thing is that the message is well within our control to change.

From within the Form Editor, double-click on the CAPTCHA control to edit the properties.

Now change the Lock Text field to something that makes sense to you.  Here is what I am using:

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I actually found this being used on one of ClickDimensions own web forms and thought is was a great idea so I changed my forms to match.