Lead lookup in CRM 365

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Posted on by Biswad

Hi Friends ,

I'm working on a project where we have an online form which is filled up by our subscribers to get a communication preference settings. On that form we have 4 fields as below

1) Last name

2) Forename

3) Email ID

4) membership ID

Once the form is submitted it gets created as a lead on our CRM 365.

I would like to run a process that will trigger an email to the lead on their submitted email ID. That is the working fine, however, I would like to set an extra step to check if the submitted membership ID exists in our CRM database before sending them an email. If exists then send email, Below are the steps I have created however the process doesn't carry out a lookup in our database. Here Enquire description field is a field in the lead form where the membership ID is stored and the Customer(member/contact) is the field where we have the membership ID of our customers.

8053.CMR-365_5F00_Lead_5F00_step.jpg

Could you guide me on where I'm doing wrong? and guide me in the right direction, please.

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LuHao 40,892 on at

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Hi Biswad,

To achieve it, we have to use power automate(flow).

In the flow, there is a step "List records" that search all records of the entity and return the search result.

Go to https://us.flow.microsoft.com/, select the D365 environment, click Solutions, edit a custom solution, new a flow.

First set the trigger, search for "When a record is created" and add it. Select "Entity Name" to Leads.

Then add a step, search for "list records" and select it.

Select "Entity Name" to Leads. In the "Filter Query", enter Enquire description field's name eq 'Enquire description field's dyanmic value'.

Then add a condition, set the first value to length(outputs('List_records')?['body/value']), and then select is not equal to, the second value is 0.

In the “If yes”, add step "send an email (V2)".

Finished. This is an overview of flow.

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Biswad 20 on at

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Thank you very much Sir, I will give it a go and let you know. Much appriciated your help on this brother..

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Biswad 20 on at

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Hi Hao,

Thank you for looking into my issue. Much appreciated brother, however, I'm getting an error in the list record step.

Any Idea what causing it. I have replicated the exact same steps you have mentioned.

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Wahaj Rashid 11,321 on at

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Hi Biswad,

Can you please check the field name in List Records Filter Query?

You need to use Membership ID Field (use its physical name here), if still doesn't work please share the update screen shot of List Query Action.

To point you in the direction, Bad Request means web service (retrieve) fails due to faulty filter or configuration of List records action.

Best,

Wahaj

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Biswad 20 on at

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Thank you for looking into it brother.. I'm still getting the same error after I entered the membership ID field manually .. Here is the screenshot. Any suggestions would be greatly appreciated.

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Wahaj Rashid 11,321 on at

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Hi Biswad,

Seems like your Filter Query is wrong.

It should be like <physical field name> eq '<mebersip id value>'.

See following screenshot of yours:

If you are not sure about field name, open form, open Membership ID field properties and on the Details tab look for Name field.

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LuHao 40,892 on at

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Hi Biswad,

First please don't use D365 connector in the power automate, but use Common Data Service connector, because D365 connector is deprecated.

https://docs.microsoft.com/en-us/power-platform/important-changes-coming#dynamics-365-connector-is-deprecated

Could you provide a screenshot of the Enquire description field properties? like this.

We will use its name (not display name) in the Filter Query, so the Filter Query should be Enquire description field's name eq 'Enquire description field's dyanmic value'.

new_enquiredescription is the name of the field in my environment, just for demonstration. Please use the name of the field in your environment.

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Biswad 20 on at

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Hi brother,

Here are the screenshots. I have a question as when we use the dynamic "Enquire description" field does it lookup to the membership ID we have in the database? if so how will it identify on which field its going to check.

Thank you for your effort in solving this problem .. Much appreciated.

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LuHao 40,892 on at

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Hi Biswad,

1. First, we need to confirm that the value of the "Enquire description" field is the membership ID.

2. "List Records" is the equivalent of record Query, which queries an entity for all records that satisfy the Filter according to the condition "Filter Query".

Please refer to carldesouza.com/.../

So once it searches for a record that has the same "Enquire description" field value as the new created Lead, it adds the record to an array as an element. When all the Lead records are searched, an array containing all Leads records which repeat "Enquire description" field values will be returned.

Therefore, we only need to determine whether the number of elements in the returned array is not 0. If it is not 0, it means that the Lead which haa the same "Enquire description" field value is found. If it is 0, then the "Enquire description" field of the new created Lead record is unique.

You can test the flow after you create it.

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Biswad 20 on at

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Hi Hao ,

Thank you for taking your time to look into this. For some reason I'm unable to common data model connector, later I figured out that the our CRM is with the CRM service provider. I have taken this issue with them and they said the have a inbuilt plugin which will server the work flow I'm trying to achieve. Also the form in the front end need to be redesign. I truly appreciate your answer and I will get back to this forum when I will have issue.

Stay blessed brother..

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