Suppose you’ve selected a list of CRM contacts for a Mail Merge (MM). However, the list of recipients in the Mail Merge do not equal the number of contacts that you had selected for that MM. The recipient list, although correct, is incomplete. What happened?
To understand this problem, we need to understand how Microsoft CRM uses several out-of-the-box fields to select which contacts should and which contacts should not be selected to receive MM material.
There are two levels of control that Microsoft CRM uses to decide if a contact should be selected.
The first field, donotsendmm (commonly labeled as ‘Send Marketing Materials’) is the overriding option. This option controls whether a contact could be selected in a MM (value = Yes), or not (value = No) altogether. If donotsendmm is set to ‘Yes’, CRM then looks at a subset of other fields that outline which type of MM activity the contact can be included in. The list of MM types include Letter, Email, Fax, Envelope, and Label. This granular level of detail is necessary if, for example, a contact may wish to subscribe to MM e-mails, but not MM faxes. These settings are controlled by individual fields.
The table below summarizes what field and option set is needed for a contact record to be included in a MM.
|
MM Type |
CRM Field |
Field Option |
| Letter | donotpostalmail | Allow |
| donotemail | Allow | |
| Fax | donotfax | Allow |
| Envelope | donotpostalmail | Allow |
| Label | dotnotpostalmail | Allow |
Note: The table above assumes the field donotsendmm has been set to ‘Yes’
