DotDigital

Workbooks offers seamless integration with DotDigital, a leading cloud-based email marketing platform. This allows you to effortlessly sync contacts and activities, including online activity types, from DotDigital into Workbooks.

Key engagement data such as email bounces, opens, click-throughs, form submissions, and page views from DotDigital will sync back into Workbooks, providing you with a comprehensive view of how your audience interacts with your emails.

Proxy Mailshots will be created in Workbooks as copies of your DotDigital campaigns, ensuring that online activities for email interactions are linked to the relevant Mailshots.

While Workbooks serves as the primary source for your data, the integration ensures that preferences, opt-outs, and undeliverable flags sync both ways. This keeps your contact information accurate and up-to-date, saving you time and helping you manage customer relationships effectively

The sections covered in this article are:

1. Pre-requisites

2. DotDigital Configuration Guide

3. DotDigital Processes 

The DotDigital module can be accessed by going to Start > Configuration > Account Settings > Licenses&Modules > Modules and check there’s a tick in the checkbox to DotDigital Integration.

There are several capabilities which allow a user to configure the integration in Workbooks which are:

• Manage dotmailer configuration
• View dotmailer configuration

In DotDigital

1. Log in to DotDigital with your normal login Credentials.

2. Expand the User menu in the bottom left and go to Settings > Access > API users.

3. Select NEW USER

4. The username (email address) is automatically generated for you and must not be edited. You can add a description to differentiate between API users, which is useful if you have more than one.

5. Enter a password and confirm it.Your password must be atleast eight characters in length one digit or non-alphanumeric character.

6. For Status, select Enabled

7.  Select SAVE.

In Workbooks

1.  Navigate to Start > Configuration > Email Integration > DotDigital

2. Add the API user email and API password

3. Save

If successful, you will see the following screen, the screen displays information on the account credentials used, the number of API calls in the last hour and how many you have remaining.

Field Mapping tab will then be available, displaying the standard Field mappings. You can also add additional mappings if needed.

The Workbooks Field Name field provides a picklist of available fields from both Person and Sales Lead records in Workbooks. Fields that are specific to either a Person or a Sales Lead record are indicated in brackets next to the field name.

Fields that are common to both Sales Leads and People will not have any brackets.

Select the appropriate Workbooks field, then enter the corresponding DotDigital field name. As this field is free text, it is essential to enter the name exactly as it appears in DotDigital to ensure accurate data synchronization between the two systems.

For information on creating Workbooks Custom Fields, see (Creating Custom Fields | Workbooks CRM Support)

For information on how to create DotDigital Custom fields, see (Create, delete, and edit custom data fields | Dotdigital Help Centre)

Within Workbooks, you can control which Email and Web Activities should sync into Workbooks. We recommend syncing only the information that is useful.

Once configured, click ‘Start Sync’ to automatically create a set of scheduled processes that facilitate communication between Workbooks and DotDigital.

Below is the screenshot of processes used by DotDigital

dotdigital – Send People 

The process will synchronize people records from Workbooks to DotDigital and identify and sync new people to DotDigital under the following conditions:

• The email address is not blank
• The email address is not linked to another DotDigital contact

When the DotDigital contact ID is blank, the process will also sync updated people to DotDigital when:

• The DotDigital ID is not blank
• The ‘Update At’ date is after the last sync

Deleted People Detection: The process will detect and handle deleted people records as follows:

• If a person is deleted in Workbooks and no other record in Workbooks uses the same email address, the contact will be deleted in DotDigital.
• If another person record in Workbooks uses the same email address and the records are merged, the DotDigital contact will be updated accordingly.Contacts from Workbooks get synced automatically by the process to the Contacts tab Under Audience in DotDigital

dotdigital – Retrieve People

This process will

• Fetch People from Dotdigital to Unsubscribe
• Create new People in Workbooks if new contacts are created in DotDigital for example anyone who creates a form fill

dotdigital – Retrieve Activities

• Retrieve Online Activities into Workbooks from DotDigital. Its display/lists the online activities on a person record within Workbooks on the “Online Tab” tab.
• Here is a list of the activity types we bring back into workbooks: Email Send, Email Open, Email Click Through,Email bounce,Unsubcribe,Web Form Submission,Web Page View, Download.
• Proxy Mailshots are also created in Workbooks as a copy of the Campaign in Dotdigital, so that Online Activities for email interactions can be related to the relevant Mailshots.

dotdigital-Online Activities

• Some activities do not contain the Contact ID when they are retrieved from DD so the script is not able to connect the activity with person so the process scan the online activities of that type which don’t have the related person and tries to match correct person and creates the relations.

dotdigital –  Send Mailing list

The process will:

• Sync ‘Mailing List’ from Workbooks and create Lists where the ‘Synchronisation with’ field equals “DotDigital”
• Sync Members to List in DotDigital

1.  Adds new Members

2. Removes deleted Member

• In some cases, complex segmentation may only be possible with a Workbooks Report, then building a mailing list in Workbooks which needs to be sent/synched to Dotdigital. For example you may want to segment on order data in Workbooks and mail that group of people  (This data would not be readily available in DotDigital, so would require segmentation to firstly be done in Workbooks.)