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Send Form Autoresponder Every time

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Posted on by Mongstone

How do you set up an autoresponder so that the email goes to a person every time they fill out a form? So they fill out a form once and it sends the autoresponder. Then 2 weeks later they misplaced the download so they fill out the form again. It should send it again.

Recurring journey's don't seem to work as they just keep sending over and over, regardless of whether they fill out the form again.

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cloflyMao 25,210 on at

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RE: Send Form Autoresponder Every time

Hi Mongstone,

Form fields on marketing form will be match to corresponding contact's fields.

Once contact has submitted their profile/preference, these information will be saved as field value,

thus you could add dynamic contents in autoresponder email to let your contacts know their submitted data.

E.g:

Preferences of a contact:

Dynamic content in email: (add them with assist-edit tool)

Result from delivered email:

Regards,

Clofly

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Mongstone 45 on at

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RE: Send Form Autoresponder Every time

cloflyMao

Thanks, but I know how to send the autoresponder with a customer journey. What I don't understand, is how to send that autoresponder to the same person if they fill out the form again. For example, they come to our site and fill out a form to download a report. 2 weeks later they misplaced the report so they fill out the form again. They should get the same autoresponder every time. However, customer journeys only allow a contact through the journey 1 time. Any help is much appreciated. Thanks!

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cloflyMao 25,210 on at

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RE: Send Form Autoresponder Every time

Hi Mongstone,

As you mentioned, a contact can only get through the journey 1 time by default.

A workaround is that you could enable your customer journey with recurrence,

then marketing email will be sent to contact periodically, but the total count still need to be set with a specific value manually.

If your customer journey likes below:

segment -> marketing email

then the feature shall works for you.

But if it looks like below:

marketing form -> marketing email

your could add description content in marketing email to tell them that they could submit form again after 2 weeks to receive download link again.

If you thought adding description in email would not be a good option,

you could also build a interaction segment to query contacts who have submitted specific form,

then build another reccuring customer journey for them to do autoresponder.

In other word, contacts who have submitted a specific marketing form will be added into a new segment and they'll receive autoresponder email periodically by another customer journey.

Regards,

Clofly

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Mongstone 45 on at

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RE: Send Form Autoresponder Every time

Thanks cloflyMao

I tried recurring journeys. But, it just sends the email to them over and over again. So that doesn't make sense. It needs to be triggered every time they fill out the form. Any other workaround thoughts? Is there a way to remove people from a segment automatically, so then if they enter the segment again they will go through the journey again?

This is standard form/marketing automation functionality that has been around for 2 decades that Microsoft missed big on here.

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cloflyMao 25,210 on at

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RE: Send Form Autoresponder Every time

Hi Mongstone,

Try this:

1. Make sure "store form submission" feature works in your environment.

2. Enable "Change tracking" option for Marketing form submission entity.(make sure it could be applied with flow detection.)

3. Create a flow:

because there is field "original contact value" in Marketing form submission entity to save the form submiiter id.

(In other word, a form submission will always be associated with a contact record.)

Then we can use value in the field to query related contact and find his/her mailbox to send email with download link.

4. Send an HTML email with custom style.(By our CRM admin mailbox.)

Title of the document

Hi dear friend.

Your download link is ready.

Dynamics 365 Guide.

5. Result:

Because each time submission will create a form submission record, thus we can add trigger based on this entity.(when record is created.)

In this way, we send email to contact with Outlook service, which means we send "marketing email" that is not from marketing email service, it's similar to send activity email.

Obviously you can also send activity email to contact with classic workflow, but we need to build HTML email with code in custom workflow activity.

With Power Automate, we can send beautiful HTML email without code.

Regards,

Clofly

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cloflyMao 25,210 on at

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RE: Send Form Autoresponder Every time

Supplement:

You still need a customer journey to send the first email,

because the "origin contact" field is null in first time submission.

If contact submits the form again,(he had become an existing record in system)

then the flow will run successfully.

Regards,

Clofly

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Mongstone 45 on at

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RE: Send Form Autoresponder Every time

I tried something similar yesterday. Let me try with your instructions. Thanks.

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Philipp Focust 147 on at

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RE: Send Form Autoresponder Every time

With the new release in April you might have look, using the following feature:

docs.microsoft.com/.../contextual-email-messages

Which says "You can create customer journeys that target contacts associated with a recent record creation (such as a purchase), and are able to send email messages to the same contact multiple times throughout the customer journey as the context changes."

However I haven't tested it so far.

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Mongstone 45 on at

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RE: Send Form Autoresponder Every time

This seems to work. However, in testing, what happens is it sends the email to the last cookied contact. So, I have been testing for a while and have several cookies under several emails, etc. So if I fill out the form once with one email I get the original journey email. Then fill it out again with a different email, it will send the autoresponse to the former email. And, it does not work at all in incognito/no cookie window.

In Item identifier in Get Record step, is that the "Original contact ID"? That is what I am using and where this issue seems to pop up. If I use incognito window even though I use the same information and the contact record exists, it cannot find the record to send the email to.

Another issue is the fact that I have several different forms. So I will have to set conditions to check which form to send the right autoresponse.

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cloflyMao 25,210 on at

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RE: Send Form Autoresponder Every time

Hi Mongstone,

Thanks for your feedback.

It seems that "Original contact ID" will be associated with last cookied contact;

Indeed marketing form uses cookie to identify contact, the submission record will be created when cookie has been written into user's browser,

and incognito mode won't save cookies and site data, that's design by all browsers.

To overcome another issue, you should set condition to check which form to send the right autoresponse, because trigger scope is for all records when they are created.

Overall, embbed a description or notification in marketing email would be necessary, because there is no default system setting to support autoresponse feature at present.

Please suggest your thought on Ideas forum or open a ticket to ask whether they could make some modification to your environment.

Regards,

Clofly

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