Creating an Email Validation Process for Contacts and Leads in Microsoft Dynamics CRM

This article provides instructions to create a static and custom rules-based email validation process for contacts and leads in InsideView Data Integrity in Dynamics 365 CRM integration.

A Data Integrity administrator can follow these steps to launch InsideView Data Integrity and create a new email validation process:

Creating a static email validation process
Creating an email validation process with custom rules
Creating an email validation process using existing data management options

Note: You can create only THREE email validation processes in an instance.

Creating a static email validation process

Before creating a data management process, make sure you have configured an Integration for Data Integrity. For information, read the article Setting Up an Integration for Data Integrity in Microsoft Dynamics CRM Online in our Knowledge Base.

Step	Description	Details
1	Log in to Dynamics 365 CRM	Log in to Microsoft Dynamics 365 CRM with your admin user credentials.
2	Go to the Data Integrity	Open the Data Integrity Dashboard by going to InsideView Products Data Integrity.
3	Create an email validation process	If you are configuring any process for the first time after your Data Integrity account is provisioned, the following screen appears: Note: If you want to create a process for each object separately, click Start in the Custom Setup card. If you have already created a process, click New Process to launch the process creation workflow page. Select the Email Validation link then select the Microsoft Dynamics CRM instance in the System and Contacts/Leads in the Object field. Click Next. Note: InsideView Data Integrity allows you to add criteria only for active contacts and leads.
4	Select the segmentation and frequency	Next, you can do the following actions: Select a Record Segmentation option: Validate emails for all contacts - When you select this option, all contact emails in your Microsoft Dynamics CRM will be validated. Validate emails for a segment of Contacts based on custom criteria (recommended) - When you select this option, you can define custom criteria to validate contact emails based on a dynamic rule. For more information about creating a custom rule-based filter for validating a segment of emails for contacts, refer to the next section in this article. Validate emails for contacts in existing data management process - When you select this option, you will be able to leverage existing contact data management processes to segment the contact emails that you want to validate. In the Validation Schedule area, select the frequency at which you want to run the email validation process for contact emails in your CRM. You can enter the Start Date and Start Time. In this example, select the Validate emails for all contacts in record segmentation and then click Next.
5	Review and complete process	On the Review your email validation process settings page, you can review settings that you selected in the wizard and click Finish to save the email validation process. In the Save Email Validation Process dialog, enter the name for your process, and click Save.
6	View and Run Process	Once you have created an email validation process, you can run, edit, or delete the email validation process. Click the icon to expand the process that you just created. Hover over any one of the processes to access the following actions: Click the icon to immediately run the process. In the Run Email Validation Process Now dialog, click Run Now. Click the icon to edit the process. For more information, read the article Editing an Existing Data Integrity Process in our Knowledge Base. Click the icon to delete the process.

Note: Follow the same instructions to create an email validation process for LEADS by selecting the lead object.

Creating an email validation process with custom rules

Step	Description	Details
1	Log in to Dynamics 365 CRM	Log in to Microsoft Dynamics 365 CRM with your admin user credentials.
2	Go to the Data Integrity	Open the Data Integrity Dashboard by going to InsideView Products Data Integrity.
3	Create an email validation process	If you are configuring any process for the first time after your Data Integrity account is provisioned, the following screen appears: Note: If you want to create a process for each object separately, click Start in the Custom Setup card. If you have already created a process, click New Process to launch the process creation workflow page. Select the Email Validation link then select the Microsoft Dynamics CRM instance in the System and Contacts/Leads in the Object field. Click Next. Note: InsideView Data Integrity allows you to add criteria only for active contacts and leads.
4	Select the segmentation and frequency	Next, you can do the following actions: Select a Record Segmentation option: Validate emails for all contacts - When you select this option, all contact emails in your Microsoft Dynamics CRM will be validated. Validate emails for a segment of Contacts based on custom criteria (recommended) - When you select this option, you can define custom criteria to validate contact emails based on a dynamic rule. Validate emails for contacts in existing data management process - When you select this option, you will be able to leverage existing contact data management processes to segment the contact emails that you want to validate. For more information about validating email for contacts in the existing data management process, refer to the next section in this article. In the Validation Schedule area, select the frequency at which you want to run the email validation process for contact emails from in your CRM. You can enter the Start Date and Start Time.
5	Define custom criteria	If Microsoft Dynamics 365 CRM Integration credential matches with CRM organization ID, the Contacts Segment area appears: You can define custom criteria to validate a segment of contact emails by clicking either +Add Condition or +Add Rule. Add Rule – Adds a single rule where you can define the field name, operator, and value(s) you want to use to validate emails. Add Condition – Adds a set of nested rules to validate contact emails based on if and then clauses.
6	Add a condition	When you click + Add Condition, enter the following details to define the condition: Field Name – Select any field that you want to use to validate emails. You can select a field that appears in the Field Name options. The Datatype and the corresponding Microsoft Dynamics CRM field name is selected for the field you choose from the list of options. For example, select the Account ID field. Operator – After entering the Field Name, select the appropriate Operator. Below is a list of data types and the operators available for each datatype: String: equal, not equal, ends with, starts with, does not start with, does not end with, contains, doesn’t contain, in, not in, is empty, is not empty. Boolean: equal, not equal to, is empty, is not empty. Text area: equal, not equal to, like, not like, starts with, does not starts with, ends with, does not end with. Double/Number: equals, not equal, greater than, greater than or equal, lesser than, lesser than or equal, is empty, is not empty. URL: equal, not equal to, like, not like, starts with, does not starts with, ends with, does not end with. Value – Once you have entered Field Name and selected an Operator, enter the Value for the field criteria. You can also add multiple values by separating them with a comma. To add multiple values, use the IN operator. Use Case Examples Here are a few use case examples of filters, showing the different fields used in Microsoft Dynamics CRM with an operator and a sample value: Select the First Name field, the operator as starts with and enter the value as A. This filter will retrieve all contacts whose first name starts with A. Notice that the output of your rule appears at the bottom of the query builder. Select the Created Date field, operator as greater, and enter the date as 11/30/2017. This filter will manage only contacts that have a Created Date that starts after November 30^th, 2017.
7	Preview the email validation process	Click See Preview to view which contacts are being captured by your dynamic query as illustrated: Click Next.
8	Review and complete process	On the Review your email validation process settings page, you can review settings that you selected in the wizard and click Finish to save the email validation process. In the Save Email Validation Process dialog, enter the name for your process, and click Save.
9	View and Run Process	Once you have created an email validation process, you can run, edit, or delete the email validation process. Click the icon to expand the process that you just created. Hover over any one of the processes to access the following actions: Click the icon to immediately run the process. In the Run Email Validation Process Now dialog, click Run Now. Click the icon to edit the process. For more information, read the article Editing an Existing Data Integrity Process in our Knowledge Base. Click the icon to delete the process.

Note: Follow the same instructions to create an email validation process for LEADS by selecting the lead object.

Creating an email validation process using existing data management options

Note: You can validate email for contacts only if an existing data management process is created before.

Step	Description	Details
1	Log in to Dynamics 365 CRM	Log in to Microsoft Dynamics 365 CRM with your admin user credentials.
2	Go to the Data Integrity	Open the Data Integrity Dashboard by going to InsideView Products Data Integrity.
3	Create an email validation process	If you are configuring any process for the first time after your Data Integrity account is provisioned, the following screen appears: Note: If you want to create a process for each object separately, click Start in the Custom Setup card. If you have already created a process, click New Process to launch the process creation workflow page. Select the Email Validation link then select the Microsoft Dynamics CRM instance in the System and Contacts/Leads in the Object field. Click Next. Note: InsideView Data Integrity allows you to add criteria only for active contacts and leads.
4	Select the segmentation and frequency	Next, you can do the following actions: Select a Record Segmentation option: Validate emails for all contacts - When you select this option, all contacts in your Microsoft Dynamics CRM will be validated for the valid emails in InsideView Data Integrity. Validate emails for a segment of Contacts based on custom criteria (recommended) - When you select this option, you can define custom criteria to validate contact's emails based on a dynamic rule. Validate emails for contacts in existing data management process - When you select this option, you will be able to leverage existing contact data management processes to segment the contact emails that you want to validate. In the Validation Schedule area, select the frequency at which you want to run the email validation process for contact emails in your CRM. You can enter the Start Date and Start Time. In this example, select the Validate emails for contacts in the existing data management process in record segmentation and then click Next.
5	Review and complete process	On the Review your email validation process settings page, you can review settings that you selected in the wizard and click Finish to save the email validation process. In the Save Email Validation Process dialog, enter the name for your process, and click Save.
6	View and Run Process	Once you have created an email validation process, you can run, edit, or delete the email validation process. Click the icon to expand the process that you just created. Hover over any one of the processes to access the following actions: Click the icon to immediately run the process. In the Run Email Validation Process Now dialog, click Run Now. Click the icon to edit the process. For more information, read the article Editing an Existing Data Integrity Process in our Knowledge Base. Click the icon to delete the process.