---
title: Sending mailings
slug: campaign/docs/sending-mailings
docTags: 
createdAt: 2026-07-20T15:44:29.680Z
---

:::hint{type="info"}
**Note**

This topic is for administrators and developers with administration access rights in Microsoft Dynamics.
:::

This topic describes how to send campaign mailings directly from **Campaign Activity** in Microsoft Dynamics CRM, when using this with Optimizely Campaign. After the mailing is sent, [response data](docId\:t68D2sjgQkr6u5obvIh0A) (opens, clicks, direct replies, unsubscribes and outbounces) is automatically imported into CRM from Optimizely Campaign.

## Prerequisites

- **Configuration** of the integration completed. See [Configuration](docId\:amcyrSqPEVelSryjVZUFT).
- The **ID of the campaign mailing** to be sent. Make a note of the mailing ID as this is required to send the mailing from CRM.

## Preparing a Smart Campaign in Optimizely Campaign

The Smart Campaign set up requires at least these nodes:

- **Recipients** node, to which you assign the **Master recipient list** of the [closed-loop interface](docId\:h_xZyWexICTzcHCLrXSD2). This is set up by the Optimizely customer support, when your client is configured.
- **Wait** node, to enable the **Wait until import has been finished** option.
- Message node, containing the mailing to be sent.

To configure a Smart Campaign, do the following:

1. Open the Optimizely Campaign[ menu](docId\:PmNPgvNucBrAG5Rw8f41f) and select **Campaigns** > **Smart Campaigns**.
2. In the **Campaigns** window, click **Create…**.

   ![Image: Create campaign](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/G65WmuUE6qAWZQX3nc_Te-20260720-145410.png "Image: Create campaign")
3. Drag the **Recipients** node from the left action area to the working area on the right.
4. Select the master recipient list in the **Recipient lists** drop-down list of the context menu.

   :::hint{type="info"}
   **Note**

   Only use the master recipient list and no other recipient list.
   :::

   ![Image: Select the master recipient list](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/hgXdEOIk_krrOdGdsON-v-20260720-145410.png "Image: Select the master recipient list")
5. Drag the **Wait** node from the left action area to the working area on the right.
6. In the context menu, enable the option **Wait until import has been finished**.

   ![Image: Wait until import has been finished](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/RypOzzYnZaJo_0Z4G6ftz-20260720-145410.png "Image: Wait until import has been finished")
7. Drag a message node (Email, SMS, Print) from the left action area to the working area on the right.
8. Click **Edit Content…**, select a template and insert your message content into the mailing. Design your Smart Campaigns mailing as usual, using available tools and features. See [Edit mailing content](docId:5xtPVV7nBFTDQpZFg-kRS).
9. Click **Close**.
10. Connect the campaign nodes.
11. Click **Save and Close**, enter a campaign name and click **Save**.

:::hint{type="info"}
**Note**

Do not activate and send the campaign mailing. If you do, you cannot start and send it from Microsoft Dynamics CRM anymore. If you start and send the mailing from Microsoft Dynamics CRM later, the mailing is automatically duplicated. You can delete the original in Optimizely Campaign after it is sent.
:::

## Configuring marketing lists and CRM campaigns

Before sending a campaign mailing via Optimizely Campaign, you must do the following in Microsoft Dynamics CRM:

- Create a **marketing list** with leads and contacts who will receive the mailing.

  :::hint{type="info"}
  **Note**

  Contacts and leads for which you do not have **advertising consent** will not receive the mailing, even if they are in the marketing list.
  :::
- Create a **CRM campaign** and add the marketing list.

### Creating a marketing list

1. Open Microsoft Dynamics CRM and select **Marketing** > **Marketing Lists**.

   ![Image: Marketing lists](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/DNNuDqSa8hzkNbS7L_Muq-20260720-145410.png "Image: Marketing lists")
2. Click **New**. The integration supports both static and dynamic list types. The name for the marketing list and its options (such as **Currency**) are not relevant for sending mailings via Optimizely Campaign.
3. When done, click **Save**.
4. Click the plus icon **+** for **Members** to add desired contacts or leads to the marketing list.

   ![Image: Add contacts](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/LS8XAD3zmA6yyotnIA9QK-20260720-145410.png "Image: Add contacts")
5. When done, click **Save**.

### Creating a CRM campaign and adding the marketing list

1. Open Microsoft Dynamics CRM and select **Marketing** > **Campaigns**.

   ![Image: Campaigns](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/_1wZWWDAnRUyCiI_TWlKL-20260720-145410.png "Image: Campaigns")
2. Click **New**.
3. In the **Name** box, enter a name for your campaign.

   ![Image: Campaign name](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/3ymKsy5IQYTfUBtebYDdD-20260720-145410.png "Image: Campaign name")
4. In the **Currency** box, specify a currency for the campaign.

   ![Image: Currency type](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/MCVoQR57IKGkcKixbvEXH-20260720-145410.png "Image: Currency type")
5. Click **Save**.
6. In the **Marketing Lists** area, click the plus icon **+**, select the desired marketing list and click **Add**.

   ![Image: Add marketing list](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/o5i9-KZCGMsibjuyTOQ7I-20260720-145410.png "Image: Add marketing list")
7. Click **Save**. Keep the window open for the next step.

## [sending-mailings.mdx](docId\:yWEhQH2UOhqLyJ3ch08Vj)Preparing campaign activity for dispatch

1. Click the plus icon **+** in the **Campaign Activities** area.

   ![Image: New campaign activity](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/gfnpkHBh14L8q9BeYcVOL-20260720-145410.png "Image: New campaign activity")
2. In the **Subject** box, enter a subject for your campaign activity.

   ![Image: Campaign subject](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/ei8_2Sx4I9XjwAuPTaKMa-20260720-145411.png "Image: Campaign subject")
3. Under **Channel**, select **Episerver Campaign**.

   ![Image: Select channel](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/LWZvlM3pK8lvkkX2GQS9a-20260720-145411.png "Image: Select channel")
4. Under **Advertising Consent** in the new options area, click **Search** and select the corresponding advertising consent.

   ![Image: Select advertising consent type](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/BrNz4GmwHfDhoiVDvuHWY-20260720-145410.png "Image: Select advertising consent type")
5. Click **Save**.

   ![Image: Save](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/eAUC6CFrDfACrxfV7LY1B-20260720-145411.png "Image: Save")
6. Click **Select Campaign**.

   ![Image: Select Campaign](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/tVBycI-yUgUUYwMJCf7cL-20260720-145411.png "Image: Select Campaign")
7. Select the mailing to be send and click **Select Mailing**.

   ![Image: Select Mailing](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/R8nwWYorX9gRTZCdpYIYE-20260720-145410.png "Image: Select Mailing")
8. Close the **Select Mailing** window and reload the **Campaign Activity** screen. The mailing ID is now assigned to the campaign activity.

## [sending-mailings.mdx](docId\:yWEhQH2UOhqLyJ3ch08Vj)Checking mailing content before dispatch

Check the mailing content before dispatch by sending the mailing to an Optimizely Campaign test list. Do the following:

**Prerequisite:** You must assign an Optimizely Campaign test list in [Microsoft Dynamics CRM.](docId\:BwZjum-hzzlMmRFnXNrBL) 

1. On the **Campaign Activity** screen, select a Optimizely Campaign test list.

   ![Image: Select a test list](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/kTTb0BvyaXJqrYe8ZEE-C-20260720-145411.png "Image: Select a test list")
2. Click **Test Message**.

   ![Image: Test message](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/2ejrLfRPmTXE9ud5ZBv_R-20260720-145411.png "Image: Test message")
3. Select the mailing you want to send to the test list.

   :::hint{type="info"}
   **Note**

   The list shows all mailings that are related to campaigns in the status *Activation required* in Optimizely Campaign. You must know the names of the corresponding mailings. The mailing name does not necessarily correspond to the campaign name. In the case of A/B tests, mailings typically have different names than the campaigns.
   :::

   ![Image: Select mailings](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/WHppDEqIt4GygHvW9lGM2-20260720-145411.png "Image: Select mailings")
4. Click **Select test mailing** to send the mailing.

   ![Image: Send mailings](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/Gi3IbRXiiElKxTqguTpz7-20260720-145411.png "Image: Send mailings")

## Starting and monitoring dispatch workflows

### Starting the workflow

1. Click **Run Workflow** in the campaign activity screen in Microsoft Dynamics CRM.

   ![Image: Run Workflow](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/ZvuYYVLGYh7m_RrVRBtzj-20260720-145411.png "Image: Run Workflow")
2. Select **Episerver: Send campaign activity to Episerver Campaign** and click **Add**. Do not start the workflow **Episerver: Start mailing in Episerver Campaign**. This is automatically called by the integration.

   ![Image: Select process](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/aOmvLukXw1RRZJE91CsAt-20260720-145411.png "Image: Select process")

:::Paragraph{indent="1"}
Contacts and leads from the marketing list are transferred to Optimizely Campaign via the interface through **Recipient packages**, and the **Mailing status** changes from **Planned** to **Transmitting**.
:::

### Monitoring workflow activity

1. Open Microsoft Dynamics CRM and select **Settings** > **System Jobs**.

   ![Image: System jobs](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/EgyDyoTiWyxVqGnD7DTKU-20260720-145411.png "Image: System jobs")
2. Under **View**, open **My System Jobs** from the drop-down list. You can see the current workflow status under **Status Reason**.

   ![Image: Workflow status](https://api.archbee.com/api/optimize/BrbvVORKJ5iIeSMZye5kI/MOMNS3Nqfl3nqClHYsgWN-20260720-145411.png "Image: Workflow status")

   :::hint{type="info"}
   **Note**

   If an error is displayed under **Status Reason**, click the corresponding workflow to see details.
   :::