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Creating email reminders for your webinar

If you're hosting a webinar, especially a big one, you may want to remind everyone who has signed up a few days before about your webinar. If you use ClickDimensions to do this, then you can track their interactions with the emails as well.

We're going to complete this task with a CRM workflow. You'll be running a workflow based off the Event Participation Entity and the scope will be Organization.

The workflow above will send out reminders for all of your webinars. If you only want to send a reminder for a specific webinar, you may want to add a Check Condition step first to confirm the Event has the right name. (Please note this step is not pictured in the screenshot.)

When you're targeting the right webinars, you'll next add a Wait Condition step. We have chosen to email participants two days before the webinar starts, so we need to wait until that date and time to start the workflow. We do this by choosing ProcessTimeout Equals – and the dynamic fields on the left. We're going to choose 2 days before Event (Event) Scheduled Start Time/Date. This will automatically fill in the last section of your timeout step. Then Save and Close.

Next we need to check to see if the person signing up is a Lead or Contact so we know who to send the email to. We're checking if the Contact section of the Event Participationrecord has anything listed there. So, a Check Condition step where Event ParticipationContactContains Data.

Now we can send the email to the Contact. We're adding a Create Record step and choosing Send ClickDimensions Email. Click Set Properties to fill out the email.

Here you'll pick your Email Template, tweak your Subject if necessary and add in the From Name and From Email. Adding the Contact needs to be done dynamically with the fields on the left by choosing Event Participation and Contact and clicking Add and OK.

Now we need to check and send for Leads. So we add another Check Condition step this time seeing if the Event Participation Lead section Contains Data.

If it does, then we send an email to the Lead instead, using the same steps as above.

That's it! Of course if you want to send emails at different intervals or send more than one email that's fine, too. Just use this basic structure to get started.

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The ClickDimensions marketing team is committed to helping marketers using Microsoft Dynamics 365 achieve their goals.

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