*** NOTE: ALL INFORMATION IS ACCURATE AT DATE OF PUBLISHING ***
There are number of different types of fields that can be added to a marketing form in Customer Insights – Journeys (D365 Marketing). Most commonly used are text fields such as First Name, Last Name and Email, or even Choice fields for ‘How did you hear about us?’ to set the Lead Source. These can be added to the form and no additional steps are needed. Simple! What about those fields that are lookup fields? One of the most common I have seen is where organisations add a new type of record named Country which is then used to set the location of a Lead or Contact. This can be added to a real-time marketing form but does need a few extra steps to walk through before using that form. We’ll take a look in this post.
While editing your form, search for the lookup field you need to add. You can see the column type listed above the field on the right side panel.
After adding the field to the form, you’ll need to turn on the switch to make the data publicly viewable, regardless of if you are wanting this to be a hidden field or not. This means that access to ‘read’ the records found on the table that the field ‘looks up’ to is being granted. You then need to pick from a list of system views to determine which records should be displayed. In order to make sure only the records you want displayed are shown, your system administrator will need to provide views for you using the correct filtering. For example, let’s say we are showing the Country field, but want to display just countries in the Nordics, or EMEA or APAC, a view filtering to only show those related Countries would need to be added to your system. You can then select from the correct view to make sure only THOSE filtered Countries show. The attribute shown will more than likely be the Name, but you might want to show a different field from that type of record instead.
Once you save the form and try and make it live, you may get this error stating that the lookup field requires extra permissions of Marketing Services User Extensible Role to be used in the form. There is a role provided by Microsoft that makes sure people filling out the form can see and submit forms that include lookup fields. Until that security role has access to the Country table (or whatever table you are adding to your form), the form cannot be used.
Your system administrator will need to find the security role first.
Next, they will need to find the table that you are trying to add to your form via the lookup field in question, and grant full read access to it. As soon as this is done, the form can be saved and made live to be used on your website.
When someone interacts with the field on the form, they can scroll through the list of values, or start typing in the box and it will filter the list of records.
The form submission contains all of the related field submissions. For any lookup fields, the name of the value chosen will be shown, along with the GUID (or ID) of the record and the logical name of the table.
Prior to version 1.1.35296.75, when adding a lookup field you could hide it but there was no simple way to set a default value without fiddling about in the HTML of the form.
A massive THANK YOU to the product team for finally adding this as a standard feature from version 1.1.35296.75 onwards, where you can now set your default value!!! This is pretty common to do for the Source Campaign field on a Lead where different forms relate to specific Campaigns. The field can then be hidden, but on submission the default value will have been set on any new or updated records. Hooray!
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