Click forms allow you to send an auto response email to a person who submits one of your forms. You can use Campaign Automation or a Dynamics workflow to create the same functionality for form captures.
This article discusses the use of a Dynamics workflow to extend the native functionality of Click. Workflows are a native Dynamics entity, so we will not be able to provide technical support for them. If you need assistance with a workflow, please contact your Dynamics partner or administrator.
- Dynamics 365
Create an Auto Responder Campaign Automation
Create an email template for your auto-responder, then create a new Campaign Automation by navigating to Messaging > Campaign Automation > New.
In the Campaign Automation, you will be using the Form Submitted Trigger. Once the trigger is dragged into the canvas, click on it to view the properties. In the properties, select the icon next to "Select Form," which will bring you to a Look Up Record.
On the Look Up Record, switch the "Look For" option from Web Content to Form Capture. You will now see the forms update and display your current Form Captures instead of forms built within Click, now select the Form Capture you want to use.
Now that your Form Capture has been added, drag in an Email Send action and fill out the necessary details. Connect the two, and now you are ready to save and publish.
Anyone who submits the Form Capture will be added to this Campaign Automation and will receive the email you have designated.
Create an Auto Responder Workflow
Create an email template for your auto response email, then create a new workflow by going to Settings > Processes > New. Name the process, select Posted Form for the entity, and select workflow for the category.
Click Next.
In the workflow properties, set Scope to Organization, and leave Start When set to Record is Created.
Begin the workflow by adding a Check Condition Step that determines if the name of the posted form record matches the name of the form capture for which you want to send an auto response email.
Next, create a two more check condition steps. The first step will determine if a contact submitted the form capture by checking to see if the posted form record's contact field contains data. The second check condition step will determine if a lead submitted the form capture by checking to see if the posted form record's lead field contains data.
Under both the contact check condition step and the lead check condition step, add Create Record steps and choose Send ClickDimensions Email from the create drop down list.
Create an Auto Responder Email
In Set Properties for the contact email, fill out the fields like a normal Click Email Send, but use the Form Assistant Dynamic Values to set the recipient as {Contact(Posted Form)} in the Contact Field. To do this, set the look for fields to Posted Form and Contact. Click add, then click on the contact field and click OK. This will set the contact recipient for the create send ClickDimensions email record to be the same as the contact in the contact field of the posted form record. Save and close the window, then repeat the process for the lead email, except set the recipient as {Lead(Posted Form)} in the Lead Field.
Activate the workflow, and now an autoresponse email will be sent any time a lead or contact submits your form capture.
Add an Email Notification Using the Workflow
Similarly, you can also use a workflow to send an email notification to one of your Dynamics users when a form is submitted. Click Here to see how to do so.