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Hi everyone,
I’m looking for advice on the best architecture in Dynamics 365 Real-time Marketing for reminders that must be sent per record in a custom Dataverse child table, while segments/journeys are Contact-based.
Standard table: Contact
Custom child table: Application (many-to-one from Application → Contact)
A Contact can have multiple Application row
Each Application row contains:
StatusCode (examples: Accepted, ConditionalAccepted, Confirmed, Cancelled)
DecisionDeadline (date)
EarlyReminderSent (Yes/No) + EarlyReminderSentOn (datetime)
FinalReminderSent (Yes/No) + FinalReminderSentOn (datetime)
Send two reminders:
Early reminder sometime before the deadline (e.g., next month / within N days)
Final reminder ~7 days before the deadlin
This must be done per Application row (not per contact), because a contact may have multiple concurrent applications and each one must be tracked independently (flags stored on Application).
Real-time Marketing segments can only target Contact/Lead, not the custom Application table.
Therefore, a segment-based journey runs at the Contact level.
But the decision/flags are at the Application level.
Option A — Contact-based segments/journeys + Power Automate resolves child rows
Contact segment identifies contacts who have at least one eligible Application
Journey sends reminder email
Journey calls a custom trigger passing Contact context
Power Automate:
queries eligible Application rows for the contact
updates flags on the correct row(s)
Concern: If multiple Application rows are eligible, the journey email content may be ambiguous unless the flow determines the “right” row, or sends multiple emails.
Option B — Power Automate drives per-Application runs + trigger-based journeys
Scheduled Power Automate queries the Application table for eligible rows
For each eligible Application row, Power Automate triggers a custom-trigger journey, passing:
ApplicationId
Contact reference
optionally DecisionDeadline / ProgramName for personalizatio
Journey sends email and then triggers another action/flow to mark that specific Application row as “sent”
More moving parts, but fully per-record accurate.
What is the recommended / supported best practice to ensure reminders are per child record, given that segments/journeys are Contact-only?
Keep journeys contact-based and resolve child records in Power Automate?
Or let Power Automate be the driver and use trigger-based journeys per child record?
Any guidance or patterns from real implementations would be appreciated.
Thanks!
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