Creating An Invitation To A Forms Pro Survey



In previous posts we’ve looked at how to distribute a survey using Microsoft Flow, and using the Send Survey action. This allows you to generate an email sent using an email template you’ve created in Forms Pro. The email comes from a forms pro email address and is only customised to a certain extent. In this post we will look at how to create an invitation link which you can then use in an email you create in Gmail, Outlook or other Flow Connectors with email functionality.

First we have a survey that has some personalisation on it. We are using the First Name, then have two custom parameters. One is to show a case number, and the other to show a case title. These will be used to be populated from a case that is closed in Dynamics 365 Customer Engagement.

We now need to create a Microsoft Flow. The first step is the trigger using the Common Data Services connector, and the When a record is updated option. Set your environment, cases as the entity, and scope as organisation. Our first action step is a condition to check and make sure the Status Reason value of the case is equal to 5, which is Resolved.

If false (No), we do nothing. If true (Yes), we move on to the next action which is another Common Data Service step, to get a record. In this case, we want to get the contact from the case, using the Customer value from the initial trigger step. If you wanted to have a flow that works and checks if the customer is an Account or a Contact, you can view this post.

Our next action step is from the Forms Pro connector. Choose the create an invitation action. From here, we pick which survey we want to send out a link for. Now we can populate the fields we want to pass through to the invitation. You will notice any of the parameters you created on the survey. So we can populate them all with the fields from the Get Contact step. Note that the Regarding and Recipient details values must include the entity name followed by a comma, then the record id.

Now we create the email we want to send. You can see below, it’s got a customised subject using the case number, and the body uses various fields from the Contact or the Case. The previous create invitation step gives us an Invitation link variable. We want to make it a hyper link, so you can add <a href=” first, then add the variable. Then close that with a “>. Next, put the text you want to use as the hyperlink (Complete Feedback Survey) in this example. Finally, put </a> after that.

Here is what the email looks like. The email has the Contact’s first name, the case number and the case title. The link to the survey looks nice and clean and when clicked on opens up the survey in a browser.

Reviewing the survey shows us the Contact first name, case number and case title. Excellent! 🙂

Want to just watch how to do this? Check out the video below:

7 thoughts on “Creating An Invitation To A Forms Pro Survey

  1. Hi Megan,
    Your articles are great. This one in particular provides the “missing link”…passing personalization parameters through to the survey…finally the reason to drop JotForm. Thank you!
    The final challenge, since you’re pulling from Dynamics365 CE/CDS, would be linking the invitation to the case to show the history. Normally, this is done by generating the email in Dynamics365. However – and this is according to Microsoft – using the CDS connector to create a new email record is not possible, even following the normal email workflow rules (creating in “draft”, then updating status to “pending”.)
    Thanks again for your valuable contributions.

    1. Hi Jim, thanks for the compliment, glad you are enjoying the articles. So in the example I gave, look at the screenshot that shows the ‘Create an invitation’ step. You will see that there is a Regarding field, and a Recipient details field. You will see that the Regarding has the incident value in there, with the incident being the case. That will then link the survey invite to the case for you.

  2. Hi Megan, great article, and Video. It have been massively helpful thank you:-) I wondered if you had any success linking either the invite or the response to a record in D365. I’m passing through (for example) a case id as per your example above, but the issue as far as i can tell is that the form (and therefore the associated response records) is created in the default environment and not my CRM Environment, therefore when i’m passing a case id, it isnt stored against the regarding of the response, as the case doesnt exist in the default environment. I’ve tried switching in Forms to the CRM environment but it just errors. Have you experienced anything like this?
    Many thanks

    1. Hi Carl, thanks for the compliments! I’m actually working on a blog post for next week that covers this kind of head scratching scenario. Forms Pro gives you the default environment, and then one environment for each Dynamics 365 Customer Engagement environment you have… So a production and a sandbox for example.

      Microsoft Flow will do the same. So if you run your Flow in default it won’t find the case entity as it’s not one of the CDS entities, it’s a D365 CE entity. So make sure your Forms Pro survey and your Flow both exist under the same environment.

      Hope that helps!

  3. Hi Megan,

    Thanks for all your helpful posts about Forms Pro. I was exploring the capabilities of Forms Pro, especially now that MS has made official their plans to deprecate Voice of Customer next year.

    Something that seems to be still missing in Forms Pro is the possibility to create individual invitation links without having the dependency on email address. The flow action “Create an Invitation” requires an email address. And it will will unless this email address value is provided. In some scenarios contact will not necessarily have an email address. With Voice of Customer we can do that.

    Have you also come across this limitation from your end? Have you by any chance been able to find a workaround?

    Thanks in advance.

    1. Hi Rafael, thanks for the compliment and for reading my blogs! It does indicate that the email is not required, but in testing it seems to fail without anything in that field. I am doing some digging and will get back to you once I have more info on this specifically. I can certainly see scenarios of needing to generate an invitation but not for email purposes, such as sending out a text message perhaps. What is your business case for this? I am curious to know so maybe I can factor that in to a future video/blog post to share.

      1. That is right Megan. Even though it does not show as a mandatory field in the flow step, it fails when no email address value is specified.

        The particular use case I am currently working on is for an organization that would like to send surveys printed out in paper via direct mail. 30% of their contact database does not use email so they do not have one, mostly due to their demographic characteristics.

        The objective here is to allow data entry resources to submit the survey responses on behalf of the customer once their paper based survey response, is received. As you said, there are other scenarios where you would want to send the invitation via other channel like for example SMS.

        Having the ability to create individual invitation links associated to a Survey (or survey invite) and Contact using the record ID (GUID) instead of email, sounds much more logical and flexible to me. This is currently available in Voice of the Customer.

        Of course I can build logic in a flow to try and match the response to existing contact based on certain criteria (unique ids) but having the ability to create individual invitations upfront, would be much simpler and a feature many organizations will expect to be available out of the box.

        Thanks again for taking the time.

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