There are two types of Marketing Lists in Microsoft Dynamics CRM: Dynamic and Static.
A Static list is a list, once created, that you will have to manually update (i.e. add or remove contacts or leads manually).
A Dynamic list updates automatically based on predetermined criteria that are configured with an advanced find.
To set up a Dynamic Marketing List:
Navigate to Marketing > Marketing List > click the New button
A few fields must be filled out before you are able to select the criteria for your list to filter on.
Name: Enter a name that adequately describes the list that you are creating.
List Type: Dynamic or Static – for this example we are selecting Dynamic.
Targeted At: Select whether the list targets Accounts, Contacts or Leads.
Owner: By default, this is pre-populated with the user who is creating the list.
Once you have this set up, click the Save button.
You will see a plus sign show up on the right side of the members grid.
This allows us to begin defining the criteria (advanced find) that our marketing list will be based on.
Note: You can longer change the List Type or the Targeted At selections.
The next step is to go ahead and click the “+” sign and start your advanced find. Here you will define your criteria to determine what records will be included in the marketing list.
For this exercise, the only criteria that we are going to use to populate the list are that the status of the Account is Active and the Address 1 State/Province is equal to “TX.”
Note: It is likely that in your own marketing lists you will select many different criteria to be sure your list is narrowed down to a specific target group.
Now that your filtering criteria are defined, click the Find bottom in the bottom right corner and make sure that the data is filtering the way you want it to.
If it is not, you will have to go back and adjust the criteria in your advanced find. Sometimes defining the filter criteria can be finicky and require adjustments to get the advanced find just right.
Once you have confirmed that your list is correct click the Use Query button and you will see your members list is now populated
Note: You might have to refresh your screen to see it populate.
Now that you have this list defined, every time an Account record is added/changed/deleted your list will be modified, as appropriate, based on your filters.
In addition, when you adjust the criteria in your own Advanced Find, anytime an account’s information is updated, added or removed it will automatically be added or removed from your dynamic Marketing List.
Go ahead and play around to come up with lists that meet the needs of you and your organization.