The Lead, Contact and Account entities in Microsoft Dynamics CRM 2011 provide options that affect whether or not communications, such as E-mails, may be sent from Microsoft Dynamics CRM for these types of records.
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In this blog I will provide a list which methods, in Microsoft Dynamics CRM 2011, used for sending E-mails take into account the Do Not E-mail and the Do Not Allow Bulk E-mail options.
The following sections list the methods used to send E-mails and whether or not they take the Do Not E-mail and Do Not Allow Bulk E-mail options into account.
For several methods I was surprised to discover that the Do Not Allow Bulk E-mail option is not taken into account when I thought it should be.
Microsoft Outlook: New E-mail
When using Microsoft Outlook, such as by clicking the E-mail hyperlink on a record, neither the Do Not Send E-mail or Do Not Send Bulk E-mail options are taken into account.
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E-mail Activity: Send E-mail
When using an E-mail Activity, such as by selecting File, New Activity, E-mail or by selecting Add, E-mail, the Do Not Allow E‑mail option is taken into account, and the Do Not Allow Bulk E‑mail option is not taken into account.
.png?sfvrsn=2 "Microsoft Dynamics CRM 2011 Communications Preferences (4)")
Send Direct E-mail
When using Send Direct E-mail, both the Do Not Allow E-mail and Do Not Allow Bulk E-mail options are taken into account.
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If only a single recipient is selected and the Do Not Allow E-mail or Do Not Allow Bulk E-mail options are selected, the following message is displayed.
.png?sfvrsn=2 "Microsoft Dynamics CRM 2011 Communications Preferences (6)")
If more than one recipient is selected then the message is not displayed. However all selected recipients for whom the Do Not Allow E-mail or Do Not Allow Bulk E-mail options are selected are silentlyexcluded from the final list of recipients.
Workflow Process: Send E-mail
When using a Workflow Process, the Do Not Allow E-mail option is taken into account, and the Do Not Allow Bulk E-mail option is not taken into account.
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When the Do Not Allow E-mail option is selected the Workflow Process will be set to a Waiting Status Reason when the Send E-mail step is reached.
.png?sfvrsn=2 "Microsoft Dynamics CRM 2011 Communications Preferences (9)")
The following message is displayed:
.png?sfvrsn=2 "Microsoft Dynamics CRM 2011 Communications Preferences (10)")
Dialog Process: Send E-mail
When using a Dialog Process, the Do Not Allow E-mail option is taken into account, and the Do Not Allow Bulk E-mails option is not taken into account.
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When the Do Not Allow E-mail option is selected the following message is displayed when the Send E‑mail step is reached:
.png?sfvrsn=2 "Microsoft Dynamics CRM 2011 Communications Preferences (13)")
Quick Campaign: E-mail
When using a Quick Campaign to send E-mails, both the Do Not Allow E-mail and Do Not Allow Bulk E-mails options are taken into account.
.png?sfvrsn=2 "Microsoft Dynamics CRM 2011 Communications Preferences (14)")
Excluded recipients are listed in the Quick Campaign’s Excluded list with the message, “This account, contact, or lead has refused communication of this type.”
.png?sfvrsn=2 "Microsoft Dynamics CRM 2011 Communications Preferences (15)")
.png?sfvrsn=2 "Microsoft Dynamics CRM 2011 Communications Preferences (16)")
Quick Campaign: E-mail via Mail Merge
When using a Quick Campaign to send E-mail via Mail Merge, only the Do Not Allow E-mail option is taken into account. The Do Not Allow Bulk E-mail option is ignored!
.png?sfvrsn=2 "Microsoft Dynamics CRM 2011 Communications Preferences (17)")
Campaign: E-mail
When using a Campaign to send E-mails, both the Do Not Allow E-mail and Do Not Allow Bulk E-mails options are taken into account.
.png?sfvrsn=2 "Microsoft Dynamics CRM 2011 Communications Preferences (18)")
Excluded recipients are listed in the Campaign’s Failures list with the message, “This account, contact, or lead has refused communication of this type.”
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Campaign: E-mail via Mail Merge
When using a Campaign to send E-mail via Mail Merge, only the Do Not Allow E-mail option is taken into account. The Do Not Allow Bulk E-mail option is ignored!
.png?sfvrsn=2 "Microsoft Dynamics CRM 2011 Communications Preferences (20)")
Mail Merge
When using Mail Merge to send E-mails, only the Do Not Allow E-mail option is taken into account. The Do Not Allow Bulk E-mail option is ignored!
.png?sfvrsn=2 "Microsoft Dynamics CRM 2011 Communications Preferences (21)")
.png?sfvrsn=2 "Microsoft Dynamics CRM 2011 Communications Preferences (22)")
When the Do Not Allow E-mail option is set to Do Not Allow for Joe Bloggs he is silentlyexcluded from recipients list.
.png?sfvrsn=2 "Microsoft Dynamics CRM 2011 Communications Preferences (23)")
When the Do Not Allow E-mail option is set to Allow and the Do Not Allow Bulk E-mail option is set to Do Not Allow for Joe Bloggs he is included in the recipients list.
.png?sfvrsn=2 "Microsoft Dynamics CRM 2011 Communications Preferences (24)")
In conclusion, the following table summarises the methods for sending E-mail and whether or not the Do Not Allow E-mail and Do Not Allow Bulk E-mail options are taken into account:.png?sfvrsn=2 "Microsoft Dynamics CRM 2011 Communications Preferences (25)")