Essentials to get started

• Act-On Marketing or Admin user
• MS Dynamics User with a Sales role
  • This user must also be added as a Sales User in Act-On and registered in the Act-On Marketing Platform.
• An active connection between Act-On and MS Dynamics
  • See How to Connect to Microsoft Dynamics for instructions
• Act-On Marketing Platform is installed in the MS Dynamics account
• Beacon tracker must be installed on your domain, and/or you are using Act-On forms & landing pages
• Lead Scoring rules must be configured.
  • The default score sheet is always used for Hot Prospects.
• Your MS Dynamics CRM List(s) must be imported and synced on a schedule

Once these items have been set up, you may proceed with setting up Hot Prospects.

Instructions

Audience Center Setup

If you are using All Contacts within Audience Center, no further setup is needed. Hot Prospects will always use the All Contacts list from Audience Center when it exists. Contacts are automatically associated with their Dynamics sales owner. The top contacts will be shown on the sales rep dashboard. 

Marketing List Setup

If you are not using Audience Center yet, the Hot Prospects Dashboard can reflect contacts from an Act-On Marketing List. Follow these instructions to ensure the lists have the required data fields.

1. Log into Act-On as a marketing or admin user.
2. Go to Lists > Marketing Lists.
3. Determine up to two lists that will be the source of contacts for the Hot Prospects dashboard. (Most of the time this will be All Contacts and/or All Leads, however, you can choose any MS Dynamics list - such as an imported report or Marketing List.
4. Find the MS Dynamics list and go to the list options menu.
5. Choose Import/Export > MS Dynamics Sync Setup.
6. Click on Add List Columns.
7. Find the fields for Owner and OwnerId and select them.
8. Click Save.
9. Click Run Now to re-sync the list to pull in Sales Rep data for your contacts.

Sales Prospect List Assignment

1. Navigate to Lists > Other Lists > Account Lists > Sales Prospects.
2. Hover over Prospects Assigned to Sales and click on the menu icon, and in the drop-down click Select.
3. Choose your Marketing List to associate with Sales Prospects. (eg All Leads).
4. Click Submit.

To associate another list for your contacts, select a list for Existing Contacts Assigned to Sales (eg for the list All Contacts).

Next Steps

Provide the MS Dynamics Sales Portal User Guide to your Sales users.

Troubleshooting

Error message: "Your account is not set up for access to Act-On. For access, please speak with your account administrator."

Confirm that the user's email address is registered in Act-On as a Sales User. The emails must match the Act-On Login in the Configuration. Instructions here: Adding or Deleting Users.

The Hot Prospects Dashboard does not show any contacts for my sales team.

If your sales users are reporting that they do not see any prospects in the dashboard, follow this checklist.

• Is your MS Dynamics connector active? (read more)
• Is your Beacon Tracker collecting data? (read more)
• Are your Lead Scoring rules set up? (read more)
• Are the MS Dynamics Sales Reps registered in Act-On as Sales Users? (read more)
• Are the Sales Users registered in the Act-On Marketing Platform solution?
• Have you reviewed the recommended browser preferences for CRM Users? (here)
• Do you have a list assigned for Sales Prospects? (read more)
• Have these lists successfully synced recently?
• Does this list have the OwnerId field?
• Does the Sales Rep reporting the issue have contacts in this list? 
  • (hint: use list segmentation to check)
• Do these contacts have inbound behavior in the past x days? 
  • Excluded behaviors: Sent/Open Email Messages, and Enter/Exit Automated Program
  • (hint: use list segmentation to check)

Remember that the Hot Prospects dashboard will not show contacts for an MS Dynamics administrator. The user must have contacts assigned in the Sales Rep role to show in the dashboard.