Microsoft Dynamics 365 Customer Experience Analyst : Capture information by using forms

In Real-time Marketing within Dynamics 365 Customer Insights – Journeys, capturing information through forms allows organizations to collect customer data instantly and seamlessly. These forms can be embedded on websites, landing pages, or event registration pages to gather key details such as names, email addresses, preferences, and consent for communications. When a visitor submits a form, the data is immediately recorded in Dataverse, triggering real-time actions like sending confirmation emails, creating leads, or adding contacts to journeys or segments. Real-time forms also support double opt-in, ensuring compliance with privacy and consent regulations. By using these dynamic forms, businesses can personalize engagement, enrich customer profiles, and respond to customer actions instantly—driving faster conversions and more relevant experiences.



1. What Are Real-Time Marketing Forms?

In Real-time Marketing, forms are interactive tools that allow businesses to capture customer information such as names, contact details, preferences, and consent in real time.


These forms are built using the form designer in Dynamics 365 and can be embedded into:

  • Websites
  • Landing pages
  • Event registration pages
  • Email links

When someone fills out and submits the form, the data is immediately stored in Microsoft Dataverse — enabling instant personalization, automation, and analytics across marketing, sales, and service processes.

2. Key Capabilities of Real-Time Marketing Forms


3. Steps to Create a Real-Time Marketing Form

Step 1: Open the Form Designer

  1. Navigate to Customer Insights – Journeys → Real-time marketing → Forms.
  2. Select + New form to create a new one.
  3. Choose the type of form, such as:

Step 2: Add and Configure Form Fields

1. Drag and drop fields such as:

  • First Name, Last Name
  • Email Address (required field)
  • Company Name, Country, etc.

2. Add custom fields from Dataverse if needed.

3. Configure field properties:

  • Set as required or optional.
  • Define default values.
  •  Add tooltips for clarity.

Tip: Always include a consent or privacy field to ensure compliance with marketing regulations.

Step 3: Map Fields to Dataverse

Each form field must be mapped to a corresponding Dataverse field, ensuring submitted data is stored correctly in the right entity (e.g., Contact, Lead, Event Registration).

For example:

 “Email” → `contact.emailaddress1`

 “Company” → `account.name`

This mapping allows seamless integration with other Dynamics 365 apps like Sales, Customer Service, or Power BI for analytics.

Step 4: Define the Submission Behavior

Under Form Settings → Submission:

Select what happens after a user submits the form:

  • Display a thank-you message.
  • Redirect to another page (e.g., “Thank you for registering!”).
  • Trigger a real-time journey (e.g., send a welcome email or alert the sales team).

Real-time reaction: As soon as a user submits, the system can trigger a journey that starts instantly — perfect for lead nurturing or onboarding workflows.

Step 5: Publish and Embed the Form

1. Save and Go Live to make the form active.

2. Choose how to share the form:

The form becomes interactive and starts capturing live data as soon as it’s published.

4. Using Captured Data in Real-Time Journeys

Once a form is submitted:

  •  The contact or lead is automatically created or updated in Dataverse.
  •  The form submission can trigger a real-time journey — for example:
    • Send a thank-you or confirmation email.
    • Add the contact to a segment for nurturing.
    • Notify a sales team member.

This immediate data flow ensures faster follow-up and improved engagement.

5. Managing Consent and Compliance

Real-time forms include consent fields that align with global privacy laws like GDPR and CAN-SPAM.

  •  Use Subscription center fields to let users opt in/out of different communication types.
  •  Store consent data directly in Dataverse under the Contact Point Consent table.
  •  Enable double opt-in for email confirmation when required.

This ensures marketing teams maintain data accuracy and legal compliance while building trust with customers.

6. Business Use Cases


7. Benefits of Capturing Information via Real-Time Forms

8. Example Workflow

1. User submits a “Request a Quote” form on your website.

2. The data (name, email, product interest) is instantly saved in Dataverse.

3. A trigger-based journey starts automatically:

    Step 1: Send a personalized acknowledgment email.

    Step 2: Notify the sales representative.

    Step 3: Add the contact to the “Potential Leads” segment.

4. The marketing team monitors responses in real-time dashboards.

In Summary

Capturing information through real-time forms in Customer Insights – Journeys transforms how organizations collect and act on customer data. By instantly connecting form submissions with Dataverse and real-time journeys, businesses can automate responses, ensure data compliance, and deliver personalized experiences — all without delay. This capability helps organizations turn every customer interaction into an opportunity for engagement, insight, and growth.

Comments

Post a Comment

Popular posts from this blog

Effective Strategies for Debugging Plugins in Dynamics CRM

Image
In a recent interview, I was asked about debugging plugins in Dynamics CRM. The interviewer specifically wanted to know my approach to plugin debugging. In response, I mentioned using the Plugin Registration Tool profiler. However, I later realized there are multiple methods to debug plugins in Dynamics CRM/Dataverse, each essential for efficient troubleshooting. Debugging plays a crucial role in development, and having a solid understanding of various debugging approaches can help streamline issue resolution in Dynamics 365. Here, I'll explore different techniques for debugging plugin code. There are below options to use in the plugin in Dynamics CRM/Dataverse ITracingService : In Dynamics CRM plugin development, ITracingService is a service provided within the plugin's execution context that logs information for tracing and debugging. It allows developers to capture real-time. Plugin Profiler : A plugin profiler in Dynamics CRM (or Dataverse) is a debugging tool in the Plugi...
Read more

Connecting the Dots: FetchXML and Web API Integration in Dataverse

Image
 In Dataverse, FetchXML and the Web API are two powerful mechanisms for retrieving data and interacting with entities. Here's a brief overview of each and how they can be integrated: 1.    FetchXML :      -   Definition:   FetchXML is a proprietary query language used in Microsoft Dynamics 365 and Dataverse for querying data from entities.    -   Usage:   FetchXML queries can be used to retrieve data based on complex criteria, perform aggregations, and filter records.    -   Features:   FetchXML supports various query expressions, including conditions, sorting, grouping, and aggregation functions.    -   Integration:   FetchXML queries can be executed programmatically using client-side scripting, server-side code, or through tools like the Dynamics 365 Web API. 2.    Web API :      -   Definition:  ...
Read more

Exploring the Differences: Managed vs. Unmanaged Solutions in Dynamics CRM/Dataverse

Image
In Dynamics CRM/Dataverse, solutions are central to Application Lifecycle Management (ALM) , providing a structured way to manage, package, and distribute customizations across environments. Microsoft uses solutions to transfer apps and customizations by exporting them from one Dataverse environment and importing them into another.  Each solution is authored and maintained by a publisher and includes components like Power Apps (canvas and model-driven), flows, entities, forms, connectors, web resources, and configurations—excluding business data. Solutions streamline ALM practices within Microsoft Power Platform. In Dynamics CRM/Dataverse, there are two types of solutions: Managed and Unmanaged . When planning an implementation, it’s important to understand the advantages and disadvantages of each to make an informed decision. Let’s explore both types to determine the best approach for development and deployment. In Dynamics 365 CRM, a managed solution is a fully packaged solution ...
Read more

L1, L2, and L3 Support Explained

Image
  L1, L2, and L3 Support Explained In IT and software support, L1 (Level 1), L2 (Level 2), and L3 (Level 3) represent different tiers of technical support, each handling issues of varying complexity. 1️⃣ L1 Support (Level 1 - Frontline Support) Role: First point of contact for users/customers Responsibilities: Handles basic issues such as password resets, user access, and general troubleshooting. Uses a knowledge base or predefined scripts to resolve common problems. Escalates complex issues to L2 if not resolved. Communicates with customers via phone, chat, or email. Records tickets in a helpdesk system (e.g., ServiceNow, Jira, Zendesk). 🔹 Example: A user is unable to log in due to incorrect credentials → L1 resets the password. 2️⃣ L2 Support (Level 2 - Technical Support) Role: More in-depth troubleshooting and problem-solving Responsibilities: Resolves moderate to complex technical issues that L1 cannot handle. Analyzes logs, configurations, and system...
Read more

Model-Driven Apps Command Bar: A Guide to PrimaryControl and SelectedControl

Image
The command bar in Power Apps model-driven apps is a toolbar that lets users perform actions. You can customize it by adding buttons that run your own logic, either using Power Fx or JavaScript. This logic can work with a single data record or multiple records, depending on where the button is placed. The CrmParameter in the ribbon of Dynamics CRM (now Dynamics 365) is a special parameter used in the ribbon's button definitions or commands. It provides contextual information about the entity or record within the CRM system when the ribbon button is clicked. Purpose of CrmParameter CrmParameter is primarily used to pass specific CRM-related data to a custom JavaScript function, URL, or command action. It helps in retrieving dynamic data based on the current context, such as entity IDs, selected records, or even the page's user interface settings. 1. PrimaryControl Definition : Refers to the main form context or entity record currently being displayed or interacted with in the ap...
Read more

How to Write and Understand a Dynamics CRM Plugin

Image
 Here’s a sample plugin code in Dynamics CRM written in C#, along with a detailed explanation of each line. This plugin will update the "Description" field of an entity whenever a record is created. Sample Plugin Code using System; // For basic .NET types using Microsoft.Xrm.Sdk; // Provides key interfaces for CRM plugin development using Microsoft.Xrm.Sdk.Query; // For performing queries against CRM data namespace SamplePluginNamespace // Custom namespace for the plugin { public class SamplePlugin : IPlugin // Plugin class implementing the IPlugin interface { public void Execute(IServiceProvider serviceProvider) { // STEP 1: Retrieve the context of the plugin IPluginExecutionContext context = (IPluginExecutionContext)serviceProvider.GetService(typeof(IPluginExecutionContext)); if (context.MessageName != "Create" || context.St...
Read more

Stop Struggling with Plugins: Learn IOrganizationService the Smart Way

Image
Have you ever deployed a Dataverse plugin, only to watch it fail silently or act unpredictably? Most of the time, the missing piece is understanding how to communicate with Dataverse the smart way—using IOrganizationService . In the world of Dataverse, every plugin waits for its turn when something changes. The plugin looks around and wonders, “How do I talk to the database?” That’s when IOrganizationService steps in like a trusted messenger, ready to carry out requests and bring back results. “ Need to create a record? I can handle that,” it says. “ Want to update or delete data safely ? Leave it to me.” It even speaks the secret language of Dataverse messages like Assign and SetState . But it never works alone— IOrganizationServiceFactory brings it to life, deciding whether it should act as the user or as the powerful system account. Working together with IPluginExecutionContext , it always knows who triggered the action, which record is involved, and when to respond. What is IOrgan...
Read more

Microsoft Dataverse : A Complete Storage

Image
Database generally refers to organized and structural databases that improve data storage and access performance, but E. F. Cod was given a new concept called relational database in 1970s. In the continuous journey of databases, object oriented, NoSQL, graphs and other new database concepts are added. Nowadays, Microsoft Dataverse defines a new definition of database that lets users design their own data model without writing single code. Microsoft Dataverse is cloud based managed service which provides  data service and app platform. Microsoft Dataverse is a combination of several Azure services, being exposed through the API layer which makes it easy to request data, but also allows it to be managed through the API layer. It is easy to manage and secure data with rich metadata, logic and validation layer with multiple productivity tools. All components  created in Dataverse are held as Metadata. This means the components are discoverable and the properties for components are...
Read more

Architect’s Blueprint: How IPluginExecutionContext Powers the Plugin Pipeline

Image
 When a plugin executes in Dataverse, the IPluginExecutionContext acts like a navigator for the entire journey. It tells the plugin which message triggered the execution (such as Create, Update, or Delete), which entity and record are involved, and who initiated the action. It also provides critical runtime data, including pipeline stage, transaction behavior, depth for recursion control, and pre/post entity images . This contextual awareness allows the plugin to make smart decisions: whether to proceed, modify data, trigger additional operations, or abort the transaction. It also ensures that any changes are atomic—if one step fails, the entire transaction can roll back to maintain data integrity. For solution architects, this understanding translates into better design decisions, such as when to run logic synchronously or asynchronously, how to prevent recursive loops, and how to leverage pre/post images for auditing and automation. In essence, IPluginExecutionContext is the co...
Read more

How Every Plugin Action Travels Through Request, Service, and the Pipeline

Image
In Dataverse plugin development, a request is simply a message that tells Dataverse what action to perform. This could be a basic action like Create, Update, Delete, Retrieve , or a special action like Assign or SetState . Understanding requests is important for developers and architects because they affect how the plugin runs, how transactions work, and how multiple record updates stay consistent. Think of it this way:  A request says what needs to happen  A service (`IOrganizationService`) is the worker that does the job Together, they are the core of how plugins work in Dataverse. They:  Allow you to design plugins that work in a single transaction  Make sure changes are consistent and traceable  Work smoothly with the plugin pipeline to follow business logic For architects:   Service = the executor   Request = the action   Plugin pipeline = the traffic controller that manages transactions and triggers during plugin execution. Service (`IOrgan...
Read more