Prevent Duplicate Leads & Contacts: Integrate Mailchimp with Dynamics 365 CRM

In data management, duplicates can either be helpful or create chaos, depending on how they are handled. This is especially important when syncing Microsoft Dynamics 365 CRM with MailChimp. While this integration can streamline your marketing and sales efforts, duplicate records can sneak in, cluttering your CRM, confusing your teams, and disrupting your business processes.

Imagine Alex, a promising prospect whose details you’ve stored in MailChimp as a Marketing Manager. You might not know it, but your co-worker Mark may have already added a record for Alex in CRM under the Leads section. Both of you, operating in different teams, remain unaware of each other’s actions.

Understanding the synergy between marketing and sales, the company’s VP decides to integrate MailChimp with Dynamics 365 CRM to enhance results and streamline workflows. This integration will indeed synchronize records between the two platforms but will also generate duplicate records across different entities, potentially complicating the business process.

For example, as mentioned above, Alex’s record already exists in CRM under the Lead entity. However, due to the synchronization between MailChimp and CRM, the same record will be stored again in CRM. This duplication can really mess up the business process flow. Different representatives might handle the same record in conflicting ways, and duplicate records could result in Alex receiving the same campaign mail twice. Such issues not only tarnish the company’s reputation but also highlight a lack of coordination within the organization.

Trouble? Isn’t it?

Why fear when Inogic, your mate for enhancing CRM experience is here?

Inogic has developed, a 5-star rated innovative app on Microsoft AppSource, called Marketing4Dynamics. This app not only collaborates with CRM to automate marketing campaigns but also synchronizes records between MailChimp and CRM seamlessly.

Let’s understand how this integration works.

Imagine Jerry Jackson, a CRM user who has integrated MailChimp with Dynamics 365 CRM and set “Contact” as the primary entity to store new records from the MailChimp sync.

During the sync process, any new contact encountered will be saved under the Contact entity. However, with the help of “Marketing4Dynamics,” it will check if the same record already exists in the “Lead” entity. If it does, it will not create a new record under the Contact entity.

How does Marketing4Dynamics accomplish this? Follow these easy steps after installing the solution from Inogic website or Microsoft AppSource:

1. In CRM, go to Setup and click on Sync Audience.
2. Under “Sync Setting,” select “Full Sync” (note that Sync Only allows one-way syncing from CRM to MailChimp, while Full Sync enables two-way syncing of records between CRM and MailChimp).
3. Under “Marketing List,” select “Contact” in one field and “Lead” in another, then click on “Sync Now.”

Note: Marketing4Dynamics supports only two lists: Contact and Lead.

This setting facilitates duplication-free syncing between Dynamics 365 CRM and MailChimp.

For instance, let’s say Jerry has 6 contact records as follows:

Under Leads, Jerry has 3 records as follow:

Now, within their MailChimp account, Jerry has 6 records as follows:

When Jerry integrates MailChimp with Dynamics 365 CRM using Marketing4Dynamics, since the global list is set to “Contact,” records not present in the Contact list will be synced and stored there. However, due to the above settings, before syncing the records, the system will automatically check their presence in the Lead entity.

In this case, since the records for “Harrison” and “Lucas” are already present in the Lead entity, they will not be duplicated in the Contact entity.

Thanks to this feature, the issue of duplication is permanently resolved with Marketing4Dynamics!

Want to get hands-on experience, try a 15-day free trial from our website or Microsoft AppSource.

Before you leave..Struggling with duplicate records beyond Contacts and Leads? Inogic’s DeDupeD app offers a comprehensive solution. Automatically merge and prevent duplicate records across various entities in real time. Customize deduplication rules based on your business needs and exclude inactive records for efficient analysis. Enjoy a cleaner database, improved data accuracy, and enhanced user adoption using DeDupeD.

Eager to know more about Inogic Apps, connect with us at  crm@inogic.com.

The post Prevent Duplicate Leads & Contacts: Integrate Mailchimp with Dynamics 365 CRM first appeared on Microsoft Dynamics 365 CRM Tips and Tricks.