Whether you are creating your forms in Microsoft CRM using the Form Capture records or the Form Builder, you will start by creating Form Fields. If you have an existing web form, look at the forms on your web site and list all the fields that are used on these forms. If you are creating a new form using the Form Builder, make a list of the fields you want to include in your form. In CRM you will create a single Form Field record for each field.
For example, if you use ‘First Name’ on multiple forms, you will need to create this as a Form Field only once in Microsoft CRM. Keep in mind that you'll always want to have an email field on the form so that if someone is already in your CRM and they fill out the form, the information will be mapped to that person's record. Whether the form is mapped to an existing person or not depends on the email field and if the email that they provide matches an email on an existing record.
NOTE: In order to map custom fields that you've added to your Contact and Lead entities, you must first publish your metadata on the ClickDimensions Settings page.
- Dynamics 365
Create a Form Field
Navigate to Web and Events > Form Fields.
In the Form Fields grid choose New to create a new Form Field record.
The new Form Field record will appear.
On the Form Field record enter the following fields:
Name: This is a reference name for the form field in CRM. It is also what will show up as the default label when you build your actual form later.
Form Field Id: If you are planning on using the Form Builder, enter any value here, such as txtFirstName. If you plan on integrating your forms with a Form Capture record, enter the input id values used in your existing web form.
Type: Choose a value from the drop down list.
Form Field Types & Mapping
The types of Form Fields available to select are (alphabetically) . . .
Mappings: The mappings section is different for each type you choose:
- Fields that do not have predetermined options display lists of all of the fields of a comparable data type on the Lead and Contact records in your CRM and allow you to select which field the response should be mapped to. For example, the Mapping options for a Text field would only display Text fields on the Lead and Contact, not picklist fields or numeric fields. Date, Date/Time, Decimal, Email, Hidden, Integer, Money, Text, Text Area, and URL fields have this type of mapping.
- Fields with predefined options will require you to specify which options they should have then choose if the field will map to a Text Field or a Picklist Field in CRM. If a Picklist field is selected, every option in the Form Field will have to be set to map to the corresponding option on the Picklist. This mapping is discussed in further detail below. Checkbox, Hidden, List, and Radio-type fields have this type of mapping.
IMPORTANT: If you are creating an email field, make sure to choose the type Email not text. If you choose text for the type for a field used to capture a prospect's email address, ClickDimensions will not be able to know the field contains an email address and will not connect the Posted Form record with a Lead or Contact record.
Mapping to Lookup Fields
A lookup field is a field in CRM that allows you to connect one CRM record to another, such as a parent Account record to a Contact record. It is possible to map to CRM lookup fields using a text-type form field, but in order to map successfully, the value inputted into the text field during submission must match the corresponding value in CRM exactly. This is not case-sensitive, but symbols will not be considered. This feature is only available for users of CRM 2011 and newer. Click here to read more about Mapping to Lookup Fields.
Note: ClickDimensions does not have a character limit on any of the form fields, however, it is limited by Dynamics. If a user maps a form field to a CRM field, that field’s limitation will apply.
Your customers may select a date using the date picker tool, but they should not be able to input an invalid date (such as 20/20/2222).
NOTE: The time chosen should be UTC time because it will translate to the CRM User's timezone when the data comes back into CRM.
List (Drop Down)
The question Would you like to map the posted values to picklist field or text field? refers to the field in the Contact or Lead record you want to map to. What type of field is it in the record: a Picklist or a Text Field? Lead Text Map and Contact Text Map will display lists of every field on the Lead and Contact entities to which this form field can be mapped. Choosing Picklist Field will cause the Lead Text Map and Contact Text Map fields to display a list of all Picklist fields on your Lead and Contact records. Choosing Text Field will instead display all Text fields and Lookup fields on your Lead and Contact records. The Publish Custom Fields button will sync ClickDimensions and CRM, which informs ClickDimensions of any custom fields that you have created in CRM. Doing this will cause the custom fields to appear as options in the Lead and Contact Map lists.
NOTE: If you choose Picklist Field you will have two more fields to fill out, Lead Picklist Value and Contact Picklist Value. These are shown in the next type, Checkbox, below.
Add each of the choices from your list to the box by clicking the green plus button. The Label field is how the item will be listed in the menu (this is what the prospect sees when he or she is fills out the form). The Value field is what will be placed in the lead or contact's record if they choose that item. The Lead Picklist Value and Contact Picklist Value dropdown menu items will appear in CRM so that it doesn't show the number Value; this will reduce confusion when receiving the Email Notification and Posted Form Excel Report.
When you are finished creating all of your choices, press the Save button in the Items box.
The Multi-select field works similarly to the List form field above, and allows visitors to select multiple answers for the same question. Version 11.6 introduced this form field type only for use in Web Content forms, and version 11.9 is required for this field to work with form captures.
When the Picklist Field option is selected, then the Lead Picklist Map and Contact Picklist Map drop-down menus will only display Multi-Select Option Set fields from CRM. If the Text Field option is selected instead, then all of the selected values will be written to the selected field with commas separating each value.
In the Web Content Form, visitors will be presented with a drop-down menu that displays all of the available options and a search bar for searching through the items. Selected items will appear as boxes in the main multi-select field, and they can be de-selected or removed by clicking the 'X' icon in the upper-right hand corner of the box.
This works the same as the List except you can only and must have two choices in box. In this example, Picklist Field is chosen, causing Lead Picklist Value and Contact Picklist Value to display. These drop downs show what you can map your items to in the lead and contact records. In this example, the details for the True option are shown. When someone checks the box, you want the picklist field to be Yes in their record, and if they don't check it, it will be No in their record. Any updates to the mappings for this field type will apply to all instances of the form field.
NOTE: If you include a Checkbox field on a form, be sure to check Override in CRM in the field's properties in the Form designer to ensure that the value maps properly.
NOTE: If your organization is on ClickDimensions version 9.2.0+ and is utilizing the ClickDimensions Opt-In Subscription Management style, you will see a Subscription List field in the Mapping tab for Checkbox and Radio Button Fields. Associating the Form Field with a Subscription List will allow you to record opt-in or opt-out Posted Preferences for the Subscription List. This can be set in addition to mapping the fields to a field on the contact/lead records.
Can I map to a CRM multi-select field?
In version 11.6.0+, we have added the ability to map to CRM multi-select fields. Please see this section for more details.
|Feature Added: Original|
|Feature Updated: 11.9.0|
|ClickDimensions Version Needed: 8.14.0|
Additional Training: Check out the ClickDimensions Academy for more on this topic!