If you are set up to capture web form information in Dynamics CRM, you are already doing some things right. However, are you properly communicating with them once they have taken the time to fill out the form?


When somebody fills out a web form on your webpage, you want them to know that you’ve received their information and in a timely manner! Who doesn’t love to receive an email instantly, verifying that their submission has been received, and that someone will be in touch with them shortly? It simply reaffirms they made the right choice by filling out the form.

Combining the power Microsoft Dynamics CRM add-on, PowerWebForm, and a simple out-of-the-box CRM workflow, you can easily close the communication loop.

Let’s say we have a “Contact Us” form that someone fills out when they need to connect with our organization. We’ve already created the web form, mapping our form fields to CRM fields and deciding we want to create a lead for every form that’s submitted. We’ve also set our duplicate detection so that if a duplicate is found based on Last name and email (a web form activity will be appended to the existing lead, instead of creating a new one) so our CRM stays nice and de-duped.

(For instructions on how to create a web form, see the PowerWebForm user guide or visit the PowerWebForm website)

Notice: If you enter an email in the “Notify E-Mail” field, you will receive an email every time someone fills out a web form.

PWF lead form img replacement1

Now we’re ready to create the simple CRM workflow that will email someone every time they fill out our “Contact Us” form.

1. Navigate to CRM and go to Settings > Development > Process Center > Processes > New

web to lead CRM

2. Name the Process à choose Entity – “Web Form Activity” and Category – “Workflow” à Click OK.

PWF lead form img replacement2

3. Change the Scope to “Organization”. Then go further down the form, click “Add Step”, choose “Check Condition”, name the step and click below the description where it says “(click to configure)”.

4. Set up the workflow so that, on the creation of a Web Form activity, it checks to see if it came from the “Contact us” Web PWF lead form img replacement2Form. Click “Save and Close”.

5. Click under the check condition, choose “Add Step” and add a “Send Email” step.

6. Click on Set Properties.

7. Use the “Dynamic Values” form assistant on the right hand side to put the {Regarding{Web Form Activity}} merge tag in the “To” and “Regarding” fields. Specify who the email is from, the subject of the email, and what you would like the email to say. Then, Save & Close.

Remember, it’s always a good idea to test your web form and workflow to make sure everything’s working like it should. Now, when someone fills out a PowerWebForm on your website, they will instantly receive an email thanking them for reaching out and ensuring them that they have been heard. That’s the power of using a CRM workflow and PowerWebForm.

Happy CRM’ing!

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Joe D365

Joe D365 is a Microsoft Dynamics 365 superhero who runs on pure Dynamics adrenaline. As the face of PowerObjects, Joe D365’s mission is to reveal innovative ways to use Dynamics 365 and bring the application to more businesses and organizations around the world.