Send a ClickDimensions Email via a CRM Workflow

There may come a time when you want to create an automated process based on a ClickDimensions entity. Our Form ActionsNurture Programs, and Campaign Automations have helped make this process easier, but sometimes you may want something a bit more specific. In this article, we will create a CRM Workflow that will send a ClickDimensions email to a Lead or Contact who has submitted a form integrated with ClickDimensions.

Step 1: Create a New Workflow/Process Record

In, Microsoft CRM, go to Settings Processes.

Click New to create a new record.

Step 1: Create a New Workflow/Process Record

In, Microsoft CRM, go to Settings Processes (or Workflows in CRM 4.0).

Click New to create a new record.

In the Create Process window, enter a Name for your workflow, the Entity the workflow will be based off of, select Workflow for the Category field, and select New Blank Process.


Click Ok.

Step 2: Set the General Properties

We need to change a couple fields in the General Tab:

  • Scope: Change the scope to Organization
  • Record is Created: Make sure this option is checked
We have a Workflow that will be triggered whenever a Posted Form record is created. We have selected the Posted Form record as the base entity, because when a prospect submits a form that is integrated with ClickDimensions, a Posted Form record is created in your CRM. Based on our general preferences, this workflow will run whenever a Posted Form record is created, i.e. whenever someone submits a form that is integrated with ClickDimensions.

Step 3: Add the Steps

The goal of this workflow is send a ClickDimensions email to the Lead or Contact who submitted the form. For this workflow, we want to make sure that the email will only be sent if Lead/Contact submitted the Contact Us form. So, we first need to see which Form was posted. Start by clicking on the first Row (where is says "Select this Row and click Add step") and click Add Step.

Then choose Check Condition in the drop down menu.

A new line will be inserted into the Workflow.

Check the Form Name

To specify the name of the Form we want to check for, click on the <condition> link.

A "Specify Condition" window will open, and here is where we will specify the name. You'll need to select the following:

  • First Column: Posted Form
  • Second Column: Name
  • Third Column: Equals
  • Fourth Column: Contact Us (or the name of the form you want to check for)

Your window should look like this:

Click  Save and Close.

Lead or Contact?

Next we need to check if a Lead or a Contact posted the Form, and if any were recorded in the Posted Form record. Select the row under the condition that we just created, click Add Step and select Check Condition.

Click the <condition> link again to specify what we're looking for. For this step, we are checking to see if a Lead submitted the form. In the Specify Condition window, you columns should contain the following:

  • First Column: Posted Form
  • Second Column: Lead
  • Third Column: Contains Data

If a Lead submitted the form or a new Lead was created, there should be some value in the Lead field. So, if the Lead field contains data, we know to send it to the Lead. You window should look like this:

Click Save and Close.

Send the Email

The next step is to send the email. Click the step under the "If Lead" condition, click Add Step and select Create Record (NOT Send Email - this will send a normal CRM email). In the Create drop down menu, select Send ClickDimensions Email.

Click Set Properties to specify the details. In the Properties window, under the General Section...

  • Enter the Subject line of the email
  • Look up the ClickDimensions Email Template you want to send
  • Specify who is sending the email
    • From Record Owner - will send the email from the CRM User who owns the Lead record we are sending the email to
    • From - Use the Look Up field to specify a CRM User as the From Name and From Email.
    • From Name, From Email - You can set a specific From Name and From Email instead of using the 'From' field above. If you set send from record owner to 'yes', this should also be set as a back-up value if for some reason the person does not have an owner or the owner does not have the right information filled in.
  • Do NOT specify an Owner.
  • Email CNAME (optional) - Choose from a different Email CNAME you may have previously set up that is different from your original Email CNAME entry. More about multiple Email CNAMEs here.
  • Preheader (optional) - Input some text here to show in certain receiving email clients instead of the first line of the email message.

Under the Recipient section, we will specify the Lead by using a Dynamic Value. The Dynamic Value will pull in the Lead that submitted the form/is listed in the Posted Form record. Place your cursor in the Lead look up field. On the right column > under Look For > you should see two drop down fields. The first one should contain Posted Form, and the second one should contain Lead. Click the Add button to add the Dynamic Value to the box under the button.

Click Ok, and the Dynamic Value is inserted into the Lead field.

Click Save and Close in the Properties window. The workflow looks like this:

Repeat for Contact

So far we have checked if a Lead submitted the form, but now we need to check to see if a Contact has submitted the form. We are going to do the exact same steps we did with Lead, except they will be for Contacts. To add the "If Contact" condition, select the step that checks if it is a Lead, like below:

Then click Add Step, and select Check Condition. In the new step, click the <condition> link. For Contact, we are looking to see if the Contact field in a Posted Form contains data. Your window should look like this:

Click Save and Close. Then under the condition step, add another Create Record and select Send ClickDimensions Email for the record. Click Properties to specify the email template, and more (just like we did with the Lead). This time when specifying the Recipient, place the cursor in the Contact field, and add the Posted Form Contact dynamic value.

Click Save and Close to save your changes. That is all the steps that are needed, and the workflow looks like this:

Click Save to save the workflow. Now we are ready to publish. Click Activate to publish your workflow.

Once the workflow is published, the workflow will run any time a form is submitted. Also, keep in mind that you cannot edit the workflow while it is Active. You must Deactivate the workflow to edit any of the steps.

That's how you can create a workflow using ClickDimensions entities - specifically Posted Forms. This is just an example and very low detailed version of what you can do with workflows, but it should help get you started in the right direction.

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