Microsoft Forms is a service that allows for the creation of a basic form quickly and easily. Forms are no longer in preview just for educational organisations and are now in preview for everybody with a valid Office 365 Licence, which means we can now look at how this service can fit into the Dynamics 365 stack of technologies as it offers an alternative to other services such as those that are designed to create Landing Pages within Dynamics 365, or produce Surveys, essentially any sort of fast data collection or submitting you want the user to do. (There’s always positives and negatives of course which need to be weighed up with what you want out of the service you choose)
I’m a big fan of Microsoft forms for a few reasons. They are quick to put together, quick to integrate to most things using Flow, they are abstract from any other system – meaning they are independent of an actual system, they are mobile friendly and responsive, look really nice and also provide analytics for you on the form which is downloadable as an excel file too.
As they are a new alternative to other types of integration and services, this post will look at how you can set up a basic integration from Forms to Dynamics 365 using Microsoft Flow.
This post will cover;
- Creating a Microsoft Form
- Creating a Flow to connect your form responses to Dynamics 365 Leads
- Having a single office 365 instance with Forms, Dynamics 365 and Flow makes the experience easier
- Navigate to Office 365 and select Microsoft Forms (it’s a green tile). Microsoft Forms will open
2. Click on ‘New Form‘ (not Quiz) to open up a blank Form. Complete the Name and Description
3. Now lets add some questions. Select the question type you wish to add and begin adding questions until you have added all those you want.
4. Once you have finished your Form, ensure it has been saved by checking the top right corner. Congratulations, Your Form is now complete!
5. Navigate to Microsoft Flow by using the Waffle icon in the top left corner and clicking Flow. Once loaded, Select the ‘Create from blank’ button
6. Click ‘Search hundreds or connectors and triggers’
7. You’ll now be presented with a blank Flow where we will start building. Enter ‘Forms’ in the search box and select the trigger ‘Microsoft Forms – When a new response is submitted’. Just like in a workflow, you need a trigger to begin a flow (manual can be set up if you wish) but still, there is an action. The completion of the Microsoft Form in this case is the action we are using.
8. You’ll be asked to pick a form. Using the drop-down box, select the form you just made in the previous steps
9. Click ‘New Step’, click the ‘More’ button and click ‘Add an apply to each case’. Because we need to retrieve the content from the form being submitted which is itself a collection that can contain many responses, each containing answers to your questions, we need to be able to iterate over each. The way the response is designed is collection of responses even though a human can only submit a single response at the moment Forms is designed.
10. Clicking this then brings up a new box in your flow called ‘Apply to Each’ with a dynamic content option of ‘List of response notifications’ – select this item so it appears in your output from previous steps.
11. Click ‘Add an Action’ which will the prompt you again to search. Search once again for Forms and select ‘Get Response Details’. Enter your form ID as your form you selected in the previous step and Response ID as the single dynamic value you have access to when you select the field.
12. Click Add Action and Search for ‘Dynamics 365’ and select ‘Create a new record’
12. It will ask you to sign in, which maintaining your on the same tenant it should quickly do this automatically and you can now select ‘Organisation Name’ and ‘Entity Name’. Select these – for our example here we will select ‘Leads’ for Entity Name. Wait a moment for it to load the initial mandatory fields for the entity you select.
13. You need to enter Last Name and Topic as mandatory fields for the Lead. Here when you click the field you have the option to enter dynamic content from your responses – this is the whole point of using Forms so you can capture information and automatically have it surface within Dynamics. Go ahead and do this, use the example below if required.
Note – f your types don’t match the field types of Dynamics 365, your flow will fail with an error.
14. Click Save at the bottom of the screen, then click Done. You should now be able to see your flow and test it!
To test your flow, complete your form as if you was completing it from a users point of view. In Microsoft Forms, click ‘Share’, copy the url and paste it into your browser. Complete the Form. This should have triggered your flow. Go to Flow and check out the run history, you should be able to see immediately if it was successful, and click further into it and see the actual flow of data for that particular run.
You can see in the example below, a Lead was successfully created!