Marketing Module and Workflow

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Posted on by Advait

Hello,

I have created one customer journey which launches the mail and on that mail there is one link. After clicking that link user redirects on one landing page where he fills the form and submit it. It is happening properly. Issue started here now.

I have created one workflow on entity Marketing Form and tried to send the submitted data in email to admin but facing so many issues.

Workflow created on entity Marketing Form is not displaying in Workflow option customer journey tile
Workflow created with Contact is executing some time and some time no mail triggers
No option 'TO' in 'send mail' of workflow
How to set workflow if I want to send submitted data in form to admin in email ?
Do email workflow takes long time to execute ?

Please suggest any proper video tutorial for D 365 Marketing module including Form submission, email and other workflow.

Thanks

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cloflyMao 25,210 on at

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Hi Advait,

As per my understanding, were you planning to send an email to admin user with information of contact who submitted marketing form?

If so, you could take below steps as reference:

1. Create a workflow with Contact as entity, then set it to on-demand workflow.

2. Add Send email step:

3. Make sure that you mailbox has been configured with Server-side synchronization.

https://docs.microsoft.com/en-us/power-platform/admin/connect-exchange-online

4. Build a customer journey likes below:

5. Test

6. Result:

Now let us review your questions/issues:

1. There are 2 requirements for workflow which you would like to select it for Workflow tile in a Customer journey:

r1: Workflow is restrict to Contact or Account entity.

r2: WF should be on-demand type.

See them in doc: https://docs.microsoft.com/en-us/dynamics365/marketing/customer-journey-tiles-reference#launch-workflow

2. You could click Process Sessions to see whether there is anything which could make wf stuck.

3. TO field should be included in Send email form, it's an complete OOB feature(in my step 2),

please try to clear cache and make sure your current user have sysadmin security role to send emails,

if above not work, you may raise a ticket for support.

4. As what I did

5. From my test, I only wait a minute to receive email.

Regards,

Clofly

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Advait 10 on at

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Hi Clofly,

Thanks for your support and quick response.

I checked your answer and tried to follow that. Actually I did follow the same previously but not received the mail and still I am not able to get the mails.

Well Let me know if anything is missing in Email set up.

I could see Workflow as Succeeded in system job but not received the mails yet.

Below is the Email creation screen I could see while creating the mail in workflow. I am not able to see the 'TO' in main body but it is there below and I put mail id of admin there. PFA Images of Email screen below and guide me.

2. My Customer Journey is as below.

Thanks

Advait

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cloflyMao 25,210 on at

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Hi Advait,

-> I thought the missing TO field would be reason that why you can't receive email,

it's OOB and required to send a email, please try clear browser case and switch another browser to test whether the field could come back,

otherwise you might raise a support ticket for investigation.

-> "but it is there below and I put mail id of admin there"

Do you mean {Contact{contact}} in regarding field, actually it refers to contact instead of admin, you should set TO field to a user who has admin role.

-> As a workaround(or not, because we could see CRM recommends us to use), you could try build a Flow instead of workflow to send admin user email when a new contact submitted.

(A potential issue would be that if a contact submits form multiple time, then admin might receive multiple emails, while in Flow, trigger has been restricted in When a record is created.)

1. Find the icon in office.com

2. In left side menu -> My flows, create an automated flow.

3. Conntect to your org in flow settings.(easy to configure)

4. Flow configuration:

Pay attention to Condition, there are two source form fields, in my environment, its the second, you could try to switch to another if the previous selected not works.

If the field not null, then send email:

5. You could also check whether there is anything error during process:

6. Result

Notes:

1. Flow runs independently compared with workflow, so we don't need to fire it in customer journey.

2. You could add more conditions for specific forms.

3. Due to source form field is lookup field, so more customization is needed to display formatted value.

Regards,

Clofly

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Advait 10 on at

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Hello,

Thanks for quick suggestion.

Well, previous, we checked that option too but not sure for now.

For now we will continue by stopping the implementation of this functionality.

Will check the data of submission under insight > submission > form.

Once again thanks for your support.

You can close this thread for now.

Regards

Advait

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cloflyMao 25,210 on at

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Hi Advait,

Thanks for you feedback, you could take the thread as reference if "TO" field issue could be fixed with support ticket in future;

and I thought Flow is worth to try.

I couldn't mark my own reply to close thread.

Please kindly click Yes to my anwser if you had found helped(then thread will be closed), it would be really appreciated. Thanks.

Regards,

Clofly

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Aga M on at

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Hi Advait,

Alternatively to workflows you could:

a) Use Flow - as suggested by Clofly Mao

b) Create a simple journey (form submission tile + email tile afterwards). In the email, you could select a static "To" email address (e.g. admin@contoso.com).

However, to be able to send email for every form subscription, you would have to bypass email deduplication though (in the marketing settings) and turning this ON (setting it to "Yes") would allow sending emails multiple of times to the same email addresses (within the same customer journey).

Best Regards,
Aga

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Advait 10 on at

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Hello,

cloflyMao I am able to run the workflow with everything is perfect.

Well there are few queries.please guide on the same.

Query 1:

Scenario : I have send one form to users. When user submitted the form I received notification in the mail but I am able to map it only for First Name, Last Name and Email. I want to map it with many other items I have in the form with check box, multiple selections, etc. I created few fields against the contact in system views and tried to map those with the same name fields available in my form. but it is not working.

e.g. : I have one field in my form 'Number of Employs' which will be filled by user and submit the form. In notification email I am not able to get that info. Similarly for other check boxes like agree to terms and conditions and etc.

Query 2:

If same form is using across multiple customer journey then will it send the submitted form notification for multiple times though submitted at once.

e.g. : I have created 3 customer journeys having same form with name TestForm. One customer journey set for A marketing list, another customer journey set for B marketing list and third one for C marketing list. As mentioned TestForm is same in all three journeys. Now X is from A marketing list and submitted form. Now admin receives the mail that X has submitted the form with the details like First Name and all. Now Y from B marketing list submitted form on different time. Now Admin receives the mail for Y and again received the submission mail for Y.

Is the customer journey is form specific.

Means one form can bee used only for one customer journey and if want to use same in another journey then do we need to change the name of the form or how ?

Please guide.

Thanks

Advait.

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cloflyMao 25,210 on at

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Hi Advait,

It seems that you're using workflow to send email.

Query 1:

You should add more form field entity records and map them to existing or custom fields of contact/lead,

then these fields will be available in form editor and you can drag them to your form.

Finally add dynamic value of corresponding fields in email content:

Query 2:

I'll do more test for issue "Admin has received mail twice for same contact in the second customer journey".

Currently try to create a standalone workflow for your multiple forms and test whether the issue would be reproduced.

(Trigger: when record is created,

Condition: if Source marketing form contains data,

Action: send an email.)

In addition, you could open a new thread if you had any new question. Thanks.

Regards,

Clofly

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Advait 10 on at

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Hey Thanks a lot for quick response !

Below are the fields I already have in my form.

Now I am expecting all info after filling the form in my mail.

But I am only receiving First Name, Last Name and Email.

Thanks

Advait

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cloflyMao 25,210 on at

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Hi Advait,

Have you mapped Phone number, Company Name and Distributor of Record correctly in form field records?

For example, even if your marketing form field display name is Phone number, but the submitted data was actually saved to contact's Business Phone field.

Regards,

Clofly

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