Update Related Records from an Event Participation Record

By default, Event Participations only map first name, last name, and an email address to the corresponding Lead or Contact record in Dynamics. This post provides an overview of how to create a workflow that will copy additional information from an Event Participation record to a Related Lead or Contact record.

NOTE: This article discusses the use of Dynamics workflows to expand the native functionality of the Click solution. Since workflows are native Dynamics components and not a part of the Click solution, they fall beyond the scope of Click support. For assistance with workflows, please consult your Dynamics administrator or partner.

Goals

• Learn how to use a Dynamics workflow to update records with additional data from an Event Participation beyond the default first name, last name, and email address.

Navigate to Processes

Go to Settings > Processes.

Create a New Workflow

Click the New button in the processes menu to start a new workflow.

When the workflow creation window appears, set the following fields:

• Process Name:  the name you wish to give your workflow
• Category: Workflow
• Entity: Event Participation
• Type: New blank process

Ensure that the Run this workflow in the background check box is ticked, then click OK.

Populate General Settings

Populate the settings that will govern when the workflow is Available to Run.

• Run this workflow as a background process: Ensure this box is ticked
• As an on-demand process: Tick this box if you want to be able to manually run the workflow (either for new or already created records)
• As a child process: Tick this box if you would like to trigger the workflow from another workflow

Populate the scope as organization. Populate the settings that will govern when the workflow is started:

• Record is created: Tick this box if you would like to trigger the workflow each time a new Event Participation records is created
  • If you choose this option each time the GoToWebinar registration form is submitted (and thus an Event Participation record is created).  This means the lead or contact record associated with that Event Participation record can be updated automatically from the related the Event Registration record.
• Record status changes: Tick this box if you would like to trigger the workflow each time the Event Participation record status is changed
• Record is assigned: Tick this box if you would like to trigger the workflow each time the ownership of the record is changed for the Event Participation record
• Record field change: Tick this box if you would like to trigger the workflow each time a specific field (or fields) is changed on the Event Participation record
• Record is deleted: Tick this box if you would like to trigger the workflow when the Event Participation record is deleted

Add Process Steps

Using the Add Step option, build the process logic for your workflow. For this example, we will use very basic steps, but this logic can be expanded if needed for your business processes.  The logic used in this example is as follows:

• Add a check condition step that checks if the lead field contains data
  • Add a default action step for the check condition that will stop the workflow (and take no other action) if this condition is not met
• Add a an update record step, under the check condition that will update a record if the check condition is met
  • Set record type for the update to Lead or Contact
    • For this example, we used Leads, however, if your GoToWebinar connector is configured to create Contacts rather than Leads select the Contact entity instead of Leads entity
• Add a stop workflow step after the update step, this step will stop the workflow after the Lead has been updated

Add Dynamic Mapping

Click the Set Properties button on the update record step to open the dynamic mapping menu.

For each field you wish to populate on the Lead (or Contact) record from the Event Participation record, preform the following steps:

• Click into the form field you wish to update
• In the Form Assistant (on the right of the page)
  • Select Operator as Set To
  • Set the Look For as:
    • Event Participation (from the list of entities)
    • Select the Event Participation field you wish to populate into the Lead field (from the list of fields)
• Click Add
• Click OK

The field mapping will be added to the Lead form and highlighted in yellow.

When all the field mappings have been added click Save and Close.

Activate the Workflow

Click the 'Activate' button to activate the workflow so that it will be available to run.

Once the workflow is activated each time it is triggered the related Lead or Contact record will be updated from the Event Participation record.