With the deadline to meet the GDPR (General Data Protection Regulation) fast approaching, we want to make it easier for our customers to collect the consent they need from their clients, and track that in Dynamics 365. We’re going to be using the PowerWebForm add-on, which allows users to quickly and easily create a web form to post on their website, and feed the web form submissions directly into Dynamics 365. The GDPR-friendly form can be accomplished in just a few easy steps.
1. Import the PowerWebForm add-on if you don’t already have it in your system, and register for a free, 30 day trial.
2. Create two new fields on your lead and contact entities: Consented, and consent date (or whatever you’d like to call them). The “Consented” field should be a Two Option type field, with the values Yes and No. The Consented Date field should be a Date type field.
3. Build the web form. To do this, navigate to the web form entity, under the PowerPack area and click New. Fill in the required information and Save (more details on exactly what each field does, can be found in the user guide). We’re choosing to create leads with our web form submissions, but you can create whatever you’d like. The cool thing about PowerWebForm is that duplicate detection is built in – for multiple record types! – so if the lead (or contact) already exists in the system, it won’t create a duplicate.
4. Create fields for the web form, by scrolling down to the form fields section of the web form record and clicking the + sign on the grid. Make sure to create a Consent checkbox, which will be mapped to the field you created above. If you make this a required field, the person filling out the form will have to check the check box, in order to submit their inquiry. We’re going to choose to leave ours as not required.
5. (Optional) If you’d like to set up duplicate detection for not just leads (which is what the web form above is currently checking on) but also for contacts, navigate to the related Duplicate Check entity, and create a Duplicate Check for contacts as well.
To recap, here’s what we’ve done so far: Created a web form that looks for a duplicate lead in the system based on the email address entered on the form, and the email address entered on the lead, when a form is submitted. If a duplicate is not found, it will then go and look for a duplicate contact, based on the email address on the contact. If a duplicate is still not found, a new lead will be created and a web form activity will be created and associated to the newly created lead. If a duplicate lead OR contact is found, a web form activity will be created and associated to the existing lead. (note: the information on the lead/contact will NOT be updated).
The next step is going to be to create a workflow that updates the “Consented Date” and “Consented” fields on the newly created, or existing lead or contact, if they’ve checked the “Consented” check box on the web form. This workflow will only update those two fields, if the person submitting the form DID consent. So, we’ll need a parent workflow that checks the value of the form submission, and then a child workflow that updates the related lead or contact.
Note: If you are doing this on multiple web forms, make sure that the “consented” field on the web form is exactly the same across all web forms. If it is, then you only have to build one set of workflows, as listed above, since the value will be the same if someone consents, no matter what form it’s on.
As always, it’s important to test your entire process, so you know that it’s working correctly. But that’s it! You now have a process that asks specifically for consent and tracks it back to the leads/contacts in your system.
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