Creating An Invitation To A Forms Pro Survey

*** NOTE: ALL INFORMATION IS ACCURATE AT DATE OF PUBLISHING ***

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:

4 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.
    Jim

    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!

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