How to synchronize contacts between GetResponse and Microsoft Dynamics 365 Sales?

When using GetResponse, you can easily integrate your account with Microsoft Dynamics 365 Sales. Doing that will allow you to synchronize contacts between the two platforms and send the campaigns without leaving your CRM.

The solution allows you to exchange information between the two systems in terms of contacts, their attributes and activities, as well as send newsletters.

You can create marketing campaigns straight from your CRM and plan your marketing efforts in one place.

The integration works in two ways – synchronizing contacts from Microsoft Dynamics 365 Sales to GetResponse and adding contacts, detailed information about contacts and newsletters to Microsoft Dynamics 365 Sales from GetResponse.

We support the following versions of Microsoft Dynamics 365 Sales: v8.2, v9.0, v9.1, v9.2.

Organisation roles

  1. GetResponse Connector Administrator – integration administrator who is be able to:
  • Create edit, delete, assign and share their CRM contacts records for the entire organization.
  • Create, read, append, append-to, assign and share marketing list records for the entire organization as well as edit and delete their records of marketing lists.
  • Create, assign and share their campaign records, and read, append-to the campaign records for the entire organization.
  • Read, append, append-to, assign, share GetResponse activities records for the entire organization.
  • Read, edit, append, append-to, assign, share GetResponse contacts records for the entire organization,
  • Create, read, edit, delete, append, append-to, assign, share GetResponse list records for the entire organization.
  • Read GetResponse custom fields records for the entire organization.
  • Read and append-to GetResponse templates records for the entire organization.
  • Create, read, edit, append GetResponse Newsletters for the entire organization.
  1. GetResponse Connector User – the integration user who is be able to:
  • Create, edit, delete, assign, share their CRM contacts records for the entire organization.
  • Create, read, edit, delete, append, append-to their marketing lists records.
  • Read and append-to campaign records for the entire organization.
  • Read, append, assign, share GetResponse activities records for the entire organization.
  • Read, edit, append, append-to, assign, share GetResponse contact records for the entire organization.
  • Read GetResponse lists records for the entire organization.
  • Read GetResponse custom fields records for the entire organization.
  • Read and append-to GetResponse templates records for the entire organization.
  • Create, read, edit, append their GetResponse newsletters records.
  1. GetResponse Read-only – the application user who is able to:
  • Read CRM contacts records for the entire organization.
  • Read marketing lists records for the entire organization.
  • Read campaign records for the entire organization.
  • Read GetResponse activities records for the entire organization.
  • Read GetResponse contacts records for the entire organization.
  • Read GetResponse leads records for the entire organization
  • Read GetResponse custom fields records for the entire organization.
  • Read GetResponse templates records for the entire organization.
  • Read GetResponse newsletters records for the entire organization.
  1. GetResponse Service User – the application user that will be used by the Connector and who is able to:
  • Read, append, append-to CRM contact records for the entire organization.
  • Read, append, append-to marketing lists records for the entire organization.
  • Read, append, append-to campaign records for the entire organization.
  • Read GetResponse activities records for the entire organization.
  • Create, read, edit, delete, append, append-to, assign, share GetResponse contacts records for the entire organization.
  • Create, read, delete, append, append-to, assign, share GetResponse lists records for the entire organization.
  • Create, read, edit, delete, append, append-to, assign, share GetResponse custom fields records for the entire organization,
  • Create, read, edit, delete, append, append-to, assign, share GetResponse templates records for the entire organization.
  • Create, read, edit, delete, append, append-to, assign, share GetResponse newsletters records for the entire organization.

How to connect Microsoft Dynamics 365 Sales with GetResponse?

In order to connect your account with Microsoft Dynamics 365 Sales:

  1. Download the solution from GetResponse APP and install it on Microsoft Dynamics 365 Sales by going to Advanced settings.
    Advanced setting.
  2. Expand the arrow next to Settings and select Solutions.
  3. Click Import and add the GetResponse Connector file. Then proceed with the installation.

Activating Microsoft Dynamics 365 Sales in GetResponse

  1. In GetResponse, navigate to Menu >> Integrations and API >> MS Dynamics.
  2. Click Connect.
  3. Provide:


- MS Dynamics version (On-Line or On-Premises)

– Client ID

– Client Secret 

– CRM Environment Address

– API CRM version

– Authority Server URL

  1. Click Connect to Microsoft Dynamics 365.
  2. Then, configure the integration.
  3. Integration configuration.
  4. Select if you want to send custom fields. Choose which custom fields exactly you’d like to pass.
  5. Select if you want to send tags.
  6. Click Save.

You will be able later to change the settings by clicking Edit settings on the integration page.

Key concepts

CRM contacts in Microsoft Dynamics 365 Sales

CRM contacts are a key element that is necessary to create marketing lists used to set up GetResponse lists and GetResponse newsletters in Microsoft Dynamics 365 Sales. Based on them, we create contact in GetResponse when GetResponse list is synchronized. GetResponse custom fields and activities are also connected with them.

If you merge CRM contacts, the GetResponse contact, custom fields, and activities will be still visible on the master contact.

Marketing lists in Microsoft Dynamics 365 Sales

They are used to define GetResponse lists and newsletters recipients in Microsoft Dynamics 365 Sales. They have to be targeted at Contacts. They contain CRM contacts which were chosen as the contacts to synchronize with GetResponse or contacts chosen for a GetResponse Newsletter. Marketing lists can also be used in campaigns.

Marketing lists can be static or dynamic. The static list means the contacts are added manually by the user using search or advanced search. The dynamic list means that the contacts were added according to the search rules set up by the user. All contacts matching these rules will be added to the dynamic list.

GetResponse lists in Microsoft Dynamics 365 Sales

The GetResponse lists are the ones that are synchronized with GetResponse.

Contacts in marketing lists are connected with GetResponse lists in Microsoft Dynamics 365 Sales and they are subjects for the synchronization.

CRM contacts, which are synchronized, are on the marketing list connected with the GetResponse list. Based on CRM contacts linked to the list, GetResponse contacts are created.

GetResponse contacts in Microsoft Dynamics 365 Sales

GetResponse contacts are created based on a CRM contact added to the marketing list which is linked with a GetResponse list in Microsoft Dynamics 365 Sales.

GetResponse contacts are created for every CRM contact that exists on the marketing list connected with GetResponse list in Microsoft Dynamics 365 Sales.

Information coming from GetResponse such as activity or custom fields are linked to the GetResponse contact in Microsoft Dynamics 365 Sales.

GetResponse custom fields

They can be found on the contact details of a GetResponse contact in and a CRM contact linked to the GetResponse contact. These data are coming from GetResponse directly and are used to describe the contact in detail.

They are ready-only.

GetResponse newsletters

GetResponse newsletters contain information about newsletters sent through Microsoft Dynamics 365 Sales. Each newsletter is linked with a marketing list that contains contacts and a GetResponse template. GetResponse activities are linked to them.

GetResponse templates

GetResponse templates contain information about drafts prepared on GetResponse end. They are available when creating a GetResponse newsletter in Microsoft Dynamics 365 Sales. They are based on GetResponse drafts with the prefix MS CRM.

GetResponse activities in Microsoft Dynamics 365 Sales

We collect activities of the synchronized contacts. We gather information from newsletters sent either through Microsoft Dynamics 365 Sales or GetResponse.

We check such information as message opened, message sent, and link clicked. The information is first saved in GetResponse and then synchronized with the CRM and GetResponse contacts.

How does the synchronization of data work between GetResponse and Microsoft Dynamics 365 Sales?

From Microsoft Dynamics 365 Sales we only synchronize the name and email data from contacts. We don’t import details from leads or opportunities. Form GetResponse we import the following information available in the contact details: name, email, engagement score, scoring, origin, created on, custom fields, and tags.

We also send from GetResponse opens and click activity information for contacts such as: type of the message, created on, the title of the message, URL (optional and depending on the message type), the ID of the message.

We synchronize the data every hour.

The synchronization process of contacts from Microsoft Dynamics 365 Sales to GetResponse.

First, you need to create a marketing list to define the list of contacts that are subject to synchronization.

The fields marked with a red asterisk are required. Please note that the list target needs to be set to Contacts.

To create it:

  1. Go to Marketing lists.
    Marketing lists.
  2. Click New.
  3. Provide the list name.
  4. Choose list type (static or dynamic).
  5. (Optional) add list purpose.
  6. Choose Contact in Targeted at.
  7. Fill out the rest of the fields if needed.
  8. Click Save.

Depending on the type of list you’ve chosen, now it’s time to add contacts to the list. To add contacts:

  1. Go to Members.
Members menu.


- in case of a static list, click Add or Manage members. Then look for your contact or add a new one by clicking New record >> Contacts. After filling out the details (don’t forget the email address), click Save and close. Then click Add and the contact will be added to the marketing list. 


Add contact.



- in case of a dynamic list, click on the arrow next to Manage members and select Add using advanced find. Then define the conditions for your list according to which contacts should be added to the marketing list. Click Find once the conditions are set up and then Add for selected users or Add all.

Note: Don’t use filters based on Owner>> Equals current user as this can change depending on the user. Use a filter based on a defined owner such as Owner>>equals>>John Doe.

Add conditions.

  1. Your contacts will be listed as members on the list. Click Save & Close to finish creating your marketing list. 


The contacts to the marketing list can also be added later on. The same CRM contact can be on multiple marketing lists which are then connected with GetResponse lists.

The next step is to create the GetResponse list in Microsoft Dynamics 365 Sales. You can have multiple GetResponse lists, but only GetResponse Connector Administrator can create lists.

To create one:

  1. Go to GetResponse Lists.
    GetResponse Lists.
  2. Click New.
  3. Provide the list name. List names in GetResponse must be unique, between every account in GetResponse, not just your own. They can only contain lower case letters, numbers, dash symbols ‘-‘, and underscores ‘_’.
  4. Choose the marketing list which should be synchronized with GetResponse. You can only use marketing lists which are targeted at Contacts.
  5. Click Save.
  6. Then, in order to mark the list as ready for synchronizing, proceed to Flow >> Set as New and click OK on the window that pops out.

The list is synchronized with GetResponse once an hour. The Is created in GetResponse field will change to Yes and the Synchronization status will switch from New to Created in GetResponse. That will cause to create contacts in GetResponse which are equivalents of the contacts in CRM linked to the marketing list connected to GetResponse list in Microsoft Dynamics 365 Sales.


In case of an error, the synchronization status will change to Error and the Is created in GetResponse field will change to No. In the Synchronization error field we will display the error reason, for example, that a list with that name already exists in GetResponse. After changing the required field according to the error, you can repeat synchronization by going to Flow >> Set as new which will change the synchronization status to New.

If you delete the list in GetResponse, the list in Microsoft Dynamics 365 Sales will change the synchronization status to Deleted in GetResponse and Is created in GetResponse will be set as No.

During the synchronization, the CRM contacts will be created in GetResponse. Contacts created in GetResponse have all the necessary information, are linked to a CRM contact, are linked to the GetResponse list in Microsoft Dynamics 365 Sales and their synchronization status is set to Synchronized.

The synchronization process of contacts from GetResponse to Microsoft Dynamics 365 Sales.

We don’t add contacts automatically because we don’t create new records on Microsoft Dynamics 365 Sales, we only enrich the current records with additional data. We don’t do that because we don’t know the processes in your organization when adding new contacts.
For contacts created in GetResponse, we create records of GetResponse contacts with no connection to CRM contacts. The user is supposed to connect the GetResponse contacts with existing CRM contacts or create new ones.
GetResponse contacts connected to CRM contacts are refreshed automatically.

The user can easily view the contacts which require connection by going to GetResponse contacts >> clicking on Active GetResponse contacts >> choosing GetResponse contact without CRM contact.

GetResponse contact without CRM contact.

GetResponse contacts waiting to be synchronized with GRM contacts have the status Processing in Dynamics.

In order to move the GetResponse database to Microsoft Dynamics 365 Sales you need to:

  1. Find the list in GetResponse that you want to synchronize.
  2. Remember its name.
  3. In Microsoft Dynamics 365 Sales go to GetResponse lists.
  4. Click New.
  5. Create a GetResponse list with the same name.
  6. Select or create your marketing list that will be linked to the GetResponse list.
  7. Save the list.
  8. Click the arrow next to Flow and select Set as new.
    Set flow as new.

Then the list will be synchronized and contacts from GetResponse will be imported within an hour.

After the list synchronizes, you will have to import the contacts to the CRM and match them with GetResponse contacts in Microsoft Dynamics 365 Sales.

To do that:

  1. Go to GetResponse contacts.
  2. Export the list in GetResponse contacts to Excel. It will be called Active GetResponse contacts.
    Export to excel.
  3. Go to Contacts in Microsoft Dynamics 365 Sales.
    Contacts.
  4. Export the empty list to Excel. It will be called My active contacts.
  5. Open both files in Excel.
  6. In the first file, select the column with first and last names and paste it into the second file under the Full name column.
  7. In the file Active GetResponse contacts insert a new column to the left of the Name column.
  8. In the same file, select the first column (Name), go to Data at the top and click Text to columns and click Next on the window that opens.
    Excel data.
  9. Select Space as the delimiter and click Next.
  10. Then press Finish and *OK** on the window that appears.
  11. Copy the first column with the name only to the file called My active contacts to the column named First name.
  12. Go back to the Active GetResponse contacts file and copy the second column with the last name to the second excel file. Paste it in the column called Last name.
  13. In the Active GetResponse contacts file, copy the email column.
  14. Paste it in the My active contacts file into the Email address column.
  15. Save the file My active contacts.

Once you have the file saved, go to Microsoft Dynamics 365 Sales. You will need to import the file My active contacts to CRM contacts.

  1. Go to Contacts.
    Contacts.
  2. Press Import from Excel and add your file.
  3. Click Next.
  4. Select if you want to allow duplicates.
  5. Click Finish import.
  6. Press Confirm.

It will take a moment to import them, you can click Refresh to monitor when the import finishes. What you need to do next is link these contacts together.

  1. Go to GetResponse contacts.
  2. Click Export to Excel again.
  3. Open the file.
  4. Copy the first column called Name.
  5. Paste it to the second columns called Contact.
  6. Save the file.
  7. In Microsoft Dynamics 365 Sales go to GetResponse contacts.
  8. Click Import from Excel.
  9. Select the just edited file.
  10. Click Next.
  11. Choose if you want to allow duplicates.
  12. Press Finish import.

The records will be connected to your CRM contacts during the next synchronization phase. Their status should change from Processing in Dynamics to Synchronized.

Now whatever happens to the contact in GetResponse, will be reflected in Microsoft Dynamics 365 Sales.

When the steps above are completed, we pass data about GetResponse contacts to Microsoft Dynamics 365 Sales as well as the name, email, engagement score, scoring, origin, created on, custom fields, and tags.

Custom fields from GetResponse that are imported with the contacts are not editable. They are connected to the GetResponse contacts as well as CRM contacts in Microsoft Dynamics 365 Sales and you can view them in the CRM contact in Related >> GetResponse Custom fields.

In GetResponse Activities we will sync actions taken by the contact on the newsletter sent through Microsoft Dynamics 365 Sales, such as link clicked or message opened. They are linked to the GetResponse contact in Microsoft Dynamics 365 Sales and the CRM contact. When checking a contact in Microsoft Dynamics 365 Sales, the activities will be shown in Related.

How do message templates work?

Templates include drafts of the message created in GetResponse.

In order to have a newsletter template appear in Microsoft Dynamics 365 Sales, you need to create a draft in the account that is preceded by MS CRM, so it looks like this: MS CRM Welcome message. You can reuse the template multiple times.

Then you will be able to find the message in Microsoft Dynamics 365 Sales under GetResponse Newsletters when you try creating a new send out.

If a draft is no longer available in GetResponse, the templates on the CRM end becomes inactive with the information Deleted in GetResponse and can no longer be used.

We pull the data of the templates every 5 minutes.

How to send a newsletter through Microsoft Dynamics 365 Sales?

GetResponse Newsletters area includes information about the send-outs. Every newsletter issued from Microsoft Dynamics 365 Sales is linked to the marketing list which includes contacts and a GetResponse template. The send out is also connected with GetResponse activities coming from GetResponse. The send-outs created in GetResponse will also be displayed in GetResponse Newsletters area.

In order to schedule a message through Microsoft Dynamics 365 Sales:

  1. Log in into your Microsoft Dynamics 365 Sales account.
  2. Open the GetResponse area.
  3. In the menu select GetResponse Newsletters.
  4. Click New.
    New newsletter.
  5. Provide your message name.
  6. Choose the template by searching for its name.
  7. Select to which marketing list from Microsoft Dynamics 365 Sales you want to send the message.
  8. (Optional) choose your campaign.
  9. Schedule when you want the message to be sent.
  10. Go to Flow and select Set as ready for realization.
  11. In Administration, Synchronization status will be set to Ready for realization and the fields selected earlier cannot be edited.

We check for scheduled messages every minute and commission them then. In case of an error, you will see the error reasons, which might that the newsletter template has been removed or the Marketing list was not defined.

We check for GetResponse activities related to the newsletter every hour.

What happens when the address is deleted or changed in Microsoft Dynamics 365 Sales or GetResponse?

If the email address in GetResponse contact in Microsoft Dynamics 365 Sales is changed, that email address will not be changed in GetResponse. If the address gets deleted or deactivated, it won’t be deleted in GetResponse.

If the email address is changed on a GetResponse contact, we change the address on GetResponse Contact in Microsoft Dynamics 365 Sales, but we don’t change it in the CRM contact. If the contact is deleted from GetResponse, GetResponse contact in Microsoft Dynamics 365 Sales has the synchronization status set to Deleted in GetResponse and won’t be subject to synchronization.

Where to find reports in Microsoft Dynamics 365 Sales?

After clicking on Home you find two reports dashboards: one about contacts and one about their activities and send-outs. They were created to present data about your contacts, their activities, connection to CRM contacts, and their details on charts and special sections.

The contacts dashboard:

Contacts dashboard.

The activities and send-outs dashboard

Activities and send-outs dashboard.