Use the Update Marketing List workflow assembly feature in the CRM workflows in order to add someone to a static marketing list or remove someone from a static marketing list. This can be very useful when trying to add someone to a Nurture Program or Campaign Automation automatically when some action occurs, such as the submission of a form created by Form Capture.
NOTE: CRM 2011 requires Update Rollup 12 to use this workflow assembly in the default “Sandbox” isolation mode. If your CRM 2011 org is on an earlier Update Rollup, you must use the Plugin Registration tool to change the Isolation mode of the workflow assembly to “None”.
NOTE: This is available for CRM 2011+ only.
NOTE: The Update Marketing List workflow assembly can only be used with static marketing lists. Since dynamic marketing lists run as queries in CRM where anybody who meets the membership criteria is automatically added into the list, no additional manual steps are needed to specify that a lead or contact should be placed into a dynamic list if they meet the membership criteria.
To use this create a Workflow Process in Settings > Processes
Choose New which will open up a window.
Here, set the Process Name of your workflow, set the Entity to the entity you need, and the Category to Workflow. Here we set this one to Contact but you can choose any entity where a contact or lead is related to that entity.
Change the Scope to Organization and choose how you want to workflow to get triggered.
Set any other steps of the workflow up. For example, you might do an if statement to check if some check box on the contact record was checked. Then after that you would have the add to or remove from Marketing List step.
To add this step click on Add Step and then at the bottom click Marketing Lists which will expand to show Update Marketing List Members.
A step will be added where you can click the Set Properties button.
Here you will see four fields.
If you are referencing a contact, dynamically fill the contact field with the data from the side. If you are referencing a lead, dynamically fill the lead field with data from the side. If it could be either a lead or a contact do not fill in both of these fields. You will need to have two if statements to check if the Lead field contains data or if the Contact field contains data before getting to this step. So you will have a Update Marketing List Members step under each of those two if statements.
First click in the field then click on the look for drop downs and set those correctly. Press Add and click on the option it created (in this example, “Contact(Contact)”) and press OK.
Now choose which Marketing List to add the contact/lead to or remove it from.
The last field decides whether the person is added to the marketing list or removed from the marketing list. As a default it is set to True which will add the person to the list. If you want to remove them from the specified list choose False.
Now just press Save and Close there and build any remaining pieces of the workflow that you want to build.