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Excluding Leads and Contact from employees

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Posted on by CHK1970

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Hi,

Within my company, we are having problem with internal staff registering for Events or downloading something using our forms. These are creating Leads and Contacts in our system that we constantly need to clean.
The biggest issue we have is a security one. Sales staff and managers have the risk of having their Email correspondence open to view for anyone with 365 access if a Lead and Marketing Contact is created.

When they fill in a form to download something, we are normally be pretty quick in deleting them. But when the register for an Event, they might stay in the system for some time. Only after the Event has finished can we delete the Event registration and the corresponding Lead & Contact.

We have thought of two ways to try and fix this:
1. Make sure that all Internal staff always use a private Email address - continue to manually delete these Leads
2. Ask them to always use the @hms.com domain email so we might have a chance to somehow block this domain from creating a Lead & Contact.

Do you any other approach here to how we can stop Leads & Contacts from internal staff in the system? Is it possible to block a domain from creating Leads?

Im sure we are not the only Company here with this problem!

Thanks in advance
Chris

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Nya 29,060 on at

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Hi, Chris

Please create a Flow to achieve your request.

Go to Power Automate and create a flow. Set the trigger as “When a record is created”.

Get the Parent Contact of the Lead.

Add a condition: if the email of the contact contains “xxx.com”, delete the record of Lead.

After saving the flow, when a Lead is created with the email of the parent contact containing “xxx.com”, it will be deleted automatically.

For the creation of a contact with the same email domain, it can be deleted in the same way.

If this helped you, I'd appreciate it if you'd mark this as a Verified Answer, which may in turn help others as well.

Best Regards,

Nya

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CHK1970 562 on at

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How would this work with Event registrations? Normally a lead and contact cannot be removed if an event registration exists. We still want to permit internal staff to join webinars if they like.

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Nya 29,060 on at

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Hi,

For the Contact is the required field of a registration, it cannot be deleted with the registration remained. As you said, “We still want to permit internal staff to join webinars if they like.” So it would be better to control the content of the email input at the time of registration.

Provided that your event is registered through the marketing form, you can add a JavaScript to the Event registration form to pop up an alert and clear the input when an invalid email is submitted.

Here is an article about how to extend marketing form with code.

Extend marketing forms using code (Dynamics 365 Marketing Developer Guide) | Microsoft Docs

If this helped you, I'd appreciate it if you'd mark this as a Verified Answer, which may in turn help others as well.

Best Regards,

Nya

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