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Creating multiple forms that link to eachother

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Posted on by Edwin Soares

We are looking to create a form which essentially triggers another form once submitted or a data field is changed?

Having not used Dynamics yet, trying to determine if this is feasible?

Has anyone done anything similar?

Thanks,

Edwin

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cloflyMao 25,210 on at

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Hi Edwin,

From your description and as per my understanding,

There are two type of forms in Dynamics 365 for Marketing:

> Entity record form

> Marketing form

> If your form means Marketing form,

it seems that your another form could be regarded as updating other fields for your contacts,

so you could build a customer journey in Dynamics 365 for Marketing like below:

Read it for what customer journey is and how does it work:

https://docs.microsoft.com/en-us/dynamics365/customer-engagement/marketing/create-simple-customer-journey

With more detailed description:

1. You form visitors(contacts) submit their information on a form

2. Create a trigger tile to detect whether the form has been submitted, once submitted, launch a workflow for that visitor(contact) to update other fields of him/her.

Read it for what workflow is and how does it work:

https://docs.microsoft.com/en-us/dynamics365/customer-engagement/customize/workflow-processes

https://crmbook.powerobjects.com/system-administration/processes/workflows/

> For your second requirement, a data field is changed can be also detected in a workflow to trigger other operations,

so in such situation, if your form means Entity record form:

a specific record will be updated once an Entity record form been submitted(data been saved),

obviously just create a background workflow to detect any field has been changed, then update the record's other fields.

Please share me more details of your business requirements if you would like thus I could have a better understanding.

Regards,

Clofly

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Edwin Soares 5 on at

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Thanks for your quick reply - much appreciated.

It would be a marketing form.

The detail of what we are looking to achieve is we are a b2b tech organisation, looking to onboard new customers.

However when we onboard new customers the initial contact is an admin and then they may need to setup subsequent contacts in the future, who are "linked" by being part of the same organisation.

From your steps above I believe this could be achieved? So the admin contact could have a field which states setup new contact? Once this is submitted they enter the details and then the new contact is entered onto the bakckground workflow?

As part of this, the subsqeuent form would need to prepopulate the fields of company etc to ensure that all contacts are attributed to the same organisation

Thanks,

Edwin

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cloflyMao 25,210 on at

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Hi Edwin,

There is another entity in Dynamics: Account which could be regarded as your organisation and has a field called Primary Contact,

you could set the admin contact as its Primary Contact.

What's more, there is 1:N relationship between Account and Contact entity, all subsequent contacts would be added to the account from your description.

While each contact can had only one account as their organisation:

So your implementation could be below:

1. You send your admin contact an Marketing email which contains the link to onboard form.

2. Other Subsequent contacts will open the link and submit their information.

3. Create an on-demand (still background) workflow for new subsequent contacts(people who have submitted onboard form)

(it's important because only such type workflow is supported in customer journey,

however, system will recognize contacts generated from customer journey automatically and then fire the workflow for them to update their Account field)

Finally, all of your contacts in this customer journey will be assigned under a same organisation(account).

Regards,

Clofly

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ShaileshJain Microsoft Employee on at

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Thanks Clofly for providing an approach based on the scenario described by Edwin. In summary, the scenarios is not about linking forms, but linking the form "submissions". Marketing data like contacts created are part of D365 platform, and standard automation paradigms like workflows, or even Flow -- can be used to reconcile these submissions under right Account post-facto.

I would not recommend doing this within journeys itself as such matching can hit complex matching logic e.g. is "Contoso Ltd" same as "Contoso Inc".

just as a note, you could target a journey by segmenting based on accounts, and as a new contact gets added into a specific account, they could become part of a specific campaign e.g. nurturing

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Edwin Soares 5 on at

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Thanks again for your help really appreciate it.

Ok, so the recommendation would be to use workflows rather than a customer journey as this would be cleaner to match organisations? We are new to Dynamics, so what is the difference?

All contacts (primary or subsequent) once submitted will need to have an access token, password, forgotten password logic etc, is this feasible with the Marketing forms?

In the scenario presented above the Admin primary contact receives a marketing email which includes the form which can be forwarded to the subsequent contact? How is this email triggered to the primary contact? Is it done as part of the initial onboarding? If the primary contact wanted to setup subsequent users later how would they achieve this?

Is the subsequent users form the same as the form that the primary contacts submit? Could another route be that the primary contact onboarding form is embedded externally and the trigger for subsequent contacts are just sharing a form that is only directly in Dynamics? The key item is that the subsequent contacts are linked to the primary contact. Again, just keen to understand how we trigger this as new contacts will be setup at different times?

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Edwin Soares 5 on at

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Does anyone have any thoughts on the post above please?

Thanks,

Edwin

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