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New Feature: Document Management in Outbound Email Campaigns

Post Author: Kelly Simpson |

Marketing Departments typically have many campaigns running in parallel throughout the year, including social media campaigns, direct mailings, and email campaigns. Dynamics 365 Marketing allows for the creation of email templates, which makes running campaigns, with the use of customer journeys, less time consuming.

For marketing managers, the first thing that is addressed in any campaign is the call to action (CTA) – the copy intended to induce a viewer, reader, or listener to perform a specific act, typically taking the form of an instruction or directive such as “buy now” or “click here for more information.

In an earlier blog post, we explained how Dynamics 365 Marketing has allowed Marketing Departments to speed up the creation of Email Templates in Real-Time Marketing utilising Artificial Intelligence in the Asset Library. This post provides insight on how the Real-Time Marketing Asset Library can be used to host public PDF documents that can be used in an Outbound marketing campaign as a CTA, like “Download Now.”

In the Real-Time Marketing Area, under Assets, both the Library and Templates can be found. Here you can access all your assets, including the Files from Outbound Marketing that have been successfully copied over.

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The asset library supports images (e.g., JPEG, GIF, and PNG files), videos (e.g., MP4, AVI, and MPEG files), and documents (e.g., Word documents, PowerPoint decks, and Adobe PDFs), and you can quicky upload single or multiple media files of your choice. One of the many positives of the Real-Time Marketing Asset library is that the asset library files do not count against your Dataverse storage.

How can Real-Time Marketing Asset library PDF documents be used in Outbound Marketing Email Campaigns?

The answer has never been simpler!

You first need to upload a PDF document to the Asset Library by navigating to Upload and selecting Upload media items from the dropdown.

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Once you have selected and opened your file into Dynamics 365 Marketing, you have the option to change the title of the document, add a description, and any tags you feel useful.

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Tags allow you to label and easily identify files, making it easier to find them later when you need them. Tags can be added to the document by simply typing text in the Tags box and pressing <Enter> after each tag, as per the below screenshot:

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Once you’re happy with the Title, Description, and Tags for the document, click Upload now and it will then be visible in the Asset Library. The Asset Library can be filtered by All, Images, Videos, and Documents. For easier PDF location, click on the Document Tab and all PDFs will be visible.

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When you click on the file of your choice, the following information is then presented on the right side of the screen, and a Public URL is visible. You can copy the Public URL link and use it in Outbound Marketing Emails.

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After you have copied the desired link, navigate to the Outbound Marketing Area and click on Marketing emails under the Marketing execution heading as per below.

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Then, choose an existing email that you previously created or create a new one by clicking +New in the ribbon and selecting an email template.

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In this example, the faberna template is used, but you can easily build an email from a scratch by clicking Skip.

In the design tab, you can choose to scroll down and edit an already existing button or add a new button from the Toolbox.

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When clicking on Learn More in this example, the Edit Button element will appear. The button text can be updated to “Download Now” and URL can be updated to the Public URL Link that was copied from the Real-Time Asset Library Documents.

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This can then be tested by switching to the Preview and test tab and clicking on the Download Now button:

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This opens the URL link for that document, which can be saved by the user opening the link:

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For more information on hosting documents in Dynamics 365 Marketing, please reach out to the HCL-PowerObjects team.

Joe CRM
By Joe D365
Joe D365 is a Microsoft Dynamics 365 superhero who runs on pure Dynamics adrenaline. As the face of PowerObjects, Joe D365’s mission is to reveal innovative ways to use Dynamics 365 and bring the application to more businesses and organizations around the world.

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