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Microsoft Dynamics 365: Sync Contacts and Profile Data
Microsoft Dynamics 365: Sync Contacts and Profile Data
Rikke Søndergaard avatar
Written by Rikke Søndergaard
Updated over a week ago

Microsoft Dynamics 365: Sync Contacts and Profile Data

To be able to map and sync data make sure to complete the installation first.

Complete setting up the integration by setting general Sync Conditions (optional), map data fields and consent and finally run the full sync.

In this Article

Sync Conditions

Use Sync Conditions to add general rules to the sync. By setting sync conditions only data for Contacts meeting the condition will be synced.

In example only sync Contacts data with the value "A" in the field Customer type.

You may add multiple sync conditions.

How to Add Sync Conditions

1. Head over to the Integrations tab, locate MsD, and click Edit.

2. Select the Sync Conditions tab.

3. Click Add New Rule.

4. Expand the drop-down menu under MsD and choose a field.

5. Under Value, enter the value for this field. Profiles will only be created and updated as long as the Contact data from your MsD matches this value.

Repeat this process with as many conditions as you need.

6. When done, click Save.

Note: If you want Profiles that no longer match the sync conditions to be deleted in APSIS One we offer that option. Reach out to our Support Team to enable the feature.

Field Mapping

Map fields from Contacts in MsD to Attributes on Profiles.

How to map fields

1. Head over to the Integrations tab, locate MsD, and click Edit.

2. Select the Field Mapping tab.

3. Email and ID Attributes will be mapped automatically.

4. Click Add new mapping to map another Attribute. Repeat the process above for all the Attributes you wish to map with your MsD account.

5. When done, click Save.

Consent Mapping

Mapping consent from Contacts in MsD to Profiles in APSIS One is crucial to your marketing activities. It is only possible to send out emails and SMS' to Profiles with consent.

Before you begin the Consent Mapping:

  1. Set up Subscriptions Lists in MsD and populate them with true for opt-in and false for opt-out.

  2. Create Subscriptions in APSIS One

  3. Do not use any system other than MsD to manage the consent of the Profiles.

  4. Add a boolean field to the contact entity for each APSIS One Subscription you wish to map to your MsD Subscription List.

Check these guides if you have doubts on how to set up your Subscriptions and corresponding MsD Subscriptions List.

How to Set up Consent Mapping

1. Head over to the Integrations tab in, locate MsD, and click Edit.

2. Select the Consent Mappings tab.

3. Under MsD, expand the Contact Card drop-down menu and select one of the fields you have set up for consent.

4. Expand the Subscriptions dropdown menu and select a Subscription.

5. Under Channel Consent, tick the Email and/or SMS boxes to choose which Channel your Profiles should have consent for.

If you don't tick the checkboxes, Profiles will not gain consent for communications via SMS or Email, and you won't be able to send them emails or SMS messages.


6. Click Add new mapping to map another Subscription.

7. Click Save.

Are you setting this up for the first time it is essential to run a Full Sync. Find out how to do this by reading the next step below. Not sure if you should run a full sync?.

How to Start a Full Sync

Note: Running a full sync might put a high load on Microsoft Dynamics 365 CRM and is a cost-driver for your account.

1. Head over to the Integrations tab, locate MsD, and click Edit.

2. Select the Full sync tab.

3. Click Start sync. Now, Profiles will begin to sync with customer entries in MsD. This might take a while, depending on the amount of Contacts in MsD.

The real-time sync will make sure existing Profiles are continuously updated as changes are made in MsD.

Completely new Contacts will be created daily.

4. If you want to cancel the sync while it's in progress, click the Cancel Sync.

5. Check the results of the full sync by clicking on the full sync.

And that's it! You are now ready to start your data driven marketing activities.

When to run a full sync?

  • First time you configure the integration? Yes, run a full sync.

  • When changing field and consent mapping? Yes, we strongly recommend it/require it is because data in APSIS One would not be reflected properly otherwise.

  • When changing Sync Conditions? No, you do not need to run a full sync if you change Sync Conditions, the sync conditions only regulate which contacts will get imported. Contacts are not deleted if they were no longer to match a sync condition.

  • When adding new Marketing Lists? No, you do not need to run a full sync if you change Marketing Lists, full syncs are not affected by that. If you add/remove contacts to an Marketing Lists in MsD, you need to either manually run an import for the Marketing Lists under Marketing Lists, or if you have set it up to be recurring, wait until the next morning for it to be reflected.

Note: Get more out of the integration - create Marketing Lists in MsD and sync them to APSIS One. Read more.

About Real-time Sync & Full Sync

Real-time Sync: MsD only sends the contents of the created or updated persons to APSIS One. To handle this message, APSIS One utilizes its integration middle layer to handle the operations related to consents and handling merging.

Full Sync: MsD is not responsible for sending any of the data to APSIS One as a part of a Full Sync. Instead, APSIS One downloads all of the persons using MsDs API.

Real-time messages received during a full sync are processed only after the full sync is completed in order to ensure eventual consistency between MsD and your APSIS One account.

What's Next?

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