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How exactly do you create a power automate 'flow' that will send an email notification containing lead or contact information when someone submits a dynamics marketing form?

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Posted on by Stripey

We have created a dynamics marketing form which we would like to populate across our (external) domain's website.

submitting data via the form is straighforward enough. update both lead and contact entities, and this feeds data in to the sales module.

the problem we are trying to overcome, is how to create an automated email as per zoho or other marketing platforms, that simply notifies the user (or other interested parties) when a visitor submits data to said form?

this is not as straightforward as 'creating a flow'.

there are dozens of variables in play, but sadly no clearly delineated path to generating such a notification.

we do not really know where to start with it as there are so many options available. Selecting the correct option at the moment is bit of a non-starter.

Has anyone actually BUILT a notification that sends an email to one or more email addresses with the data submitted to the form, when said microsoft dynamics form is submitted?

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mauro mar on at

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Hello StripeyCat,

first of all the obvious question: why not just using Dynamics Marketing for sending these emails? after all the licensing is paid for already, when using the form or / and orchestrating out of its submission, so it will not cost anything more, if I understand well the scenario. And it's quite easy to set it up if you use our own orchestration.

Then, having said that, if you really want to use another tool for sending these replies based on the submitted forms, here is how you can do it:

docs.microsoft.com/.../marketing-forms

follow these instructions will make Dynamics Marketing create form submission records in Dataverse. then it would be quite straightforward to use Flow to read these records as needed and react (embedding form values in the email as well, etc.).

HTH

M

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Stripey 45 on at

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We have of course tried to use only the marketing app to create these emails?

Microsoft's own community have indicated that the way this is done would be to use one of these 'flows'? we did not come to this conclusion in isolation - this has been suggested by microsoft.

If we knew how to create a notification email within dynamics marketing 365 that would be sent once a lead or contact actually submits data to a form, this would solve the problem that we have outlined above?

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mauro mar on at

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Well, today it could be done in Marketing journeys, although with the limitation of having the same contact only once per iteration (so only the very first submission will work fine for the same contact). But you can employ recurring journeys (there's an option to mark a journey as recurring), say once a month, so this limit is reset every month. It's a bit of a workaround but you can use it while we are working on building the proper solution.

Another limitation today is that journeys work only on contacts, so if you want to send an email to a lead you will need to use the contact associated to it (created both at form submission time).

So, if you can leave with having the email sent once a month only for a given person (if he comes the second time within a month the flow will block her, if not, it's all good) then you can:

1. create a recurring journey (for example every month -as it best works for you)

2. in the journey have the form you are interested in as starting point (or an equivalent segment), followed by the notification email

I know it's not ideal, but it is much easier than going into customizations and using external systems, etc. Furthermore, we are working to address this permanently, so this would kind of journeys be only temporary.

But I suggest you to start from a very simple (non-recurring) journey, that sends an email when a form is submitted, so you can test it yourself and get into more complex cases incrementally.

HTH

M

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Jonas Velling 142 on at

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Hi Mauro,

So what you're saying is that you are working on a solution so that we can kind of use an "auto-responder" functionality in the future? Because this is a very big issue for many of my customers since it's quite common to have more than one form interaction from one contact. And as it is right now, then they'll only receive a response on their first entry.

We have customers where ClickDimensions is the obvious choice since this is such a crucial part of their customer's journeys.

Do you have any ETA on when we can expect an update on this?

Thanks.

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Stripey 45 on at

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From what I understand you are saying, this does not exist at this point in time within microsoft's solution?

It just seems like a very logical piece of functionality (existing in Zoho Marketing, HubSpot and so on) to let someone - or ideally, multiple stakeholders in a business - know when someone has actually interacted with a Form?

Otherwise, how would we know that someone has submitted data to your Form?

Is there another solution here that microsoft recommends in terms of notifying that form data has been submitted? We have looked to the standard industry solution (send an email to the Form owner) but is there a different way that microsoft recommends users should be using to notify regarding Form submissions? We would be willing to look at using this if such a thing exists?

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Stripey 45 on at

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My sentiments exactly, Jonas. Other (much smaller) solutions have this functionality inbuilt at the outset - it seems somewhat crazy to me that a vendor as huge as microsoft have left such a vital feature out of this product?

I'm certain that the wider community would very much appreciate a rough ETA on this functionality, yes!

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mauro mar on at

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We do have customers using the solution we have today, although not straightforward to set up for multiple re-entries of the same contact.

But the good news is that we are working on a fix also for this case, which will be communicated soon broadly as part of our roadmap and future releases, but I cannot disclose any exact date at this point.

thanks for your patience,

M

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Stripey 45 on at

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Thanks Marco! Please do keep us updated on this. Our Sales Hub and DevOps teams would love to have this functionality to notify on form submit for their activities!

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