Overview
This article shows instructions for how to use Vuture forms with version 2 of the Vuture / Microsoft Dynamics CRM integration.
* Requires Version 2 of the Form Editor. If you are not on the latest version, please ask your Account Manager to enable:
Admin > System > Versions > FormEditor Version > 2
Admin > System > Forms > Force validation script
Admin > System > Forms > Enable Date of Form Processing
Admin > Roles > Forms > Hide Form Fields
Contents
As part of Vuture’s landing page functionality, you can create forms either in a Vuture landing page or embed a form on your website. These forms can synchronize directly with Dynamics. You can use forms for:
- Event RSVPs
- Preference management
- Additional data capture or data enrichment
- Surveys or feedback
As part of your Vuture Master Template, we will create default RSVP forms for your events. Located in your Landing Pages folder, you'll find 'Prefilled' and 'Blank' RSVP Forms (see screenshot below). You can use these default forms as a starting point to help speed up the overall set up of your event process.
Alternatively, you can also create your own forms, starting from a new page.
- To create a new form, click into the campaign where you wish to create your form.
- Click on Landing Pages from the menu on the left
- Click on new page to create a new form
- Enter a name for your page.
- Select the layout you wish to use. As part of your Vuture setup we will include default page layouts you can use.
To get to the Form Editor screen to edit your form, click into the form itself on your Landing Page.
Note: If you are working on a form that wasn't updated to Version 2, you may see this prompt to upgrade the form, then click Upgrade to update the form.
When you add a contact field into your form and a client completes the form, Vuture will write back this data to your CRM.
As part of the RSVP Forms (Prefilled and Blank) in your template, you may see that a few contact fields have been added for you. For example the First Name, Last Name, Company and Email fields.
Please note: All forms must have the following fields as a bare minimum: First Name, Last Name, and Email Address.
If you wish to add more contact fields that will sync with Dynamics, please follow the below instructions.
There are two types of entity's you can add:
Contact Information: Core fields for the contact, such as First Name, Last Name, Company, Job Title etc.
Contact: Fields that integrate on the contact level, (not including the core fields) such as Business Address.
Vx RSVP: the none native fields that are added into your Dynamics.
This includes:
Custom fields 1-10: (these custom field names may be changed if requested)
RSVP (Boolean) field, for Accepting or Declining an invite
Attended field (Picklist) for integration with the Event App (if enabled)
The Custom fields 1-10 are build in as text. When the Custom field is select, you may choose to display it as a Drop-down list, Radio buttons, Multiple choice, etc.
You also have access to Vx Fields for information you may want to gather, such as Guest name however, these fields will not write back to Dynamics.
Note: You can check the field is a Dynamics field by clicking onto it, as the Field Settings tab will show the Field Name greyed out, and locked.
- Click into the form fields to get to the Form Editor (if you're not there already).
- On the Add a field tab, navigate to the Select an entity drop-down, and select Contact information
- From the Select Dynamics field drop-down, select the contact field you wish to add (i.e. Job Title).
- Then click Add field. The new field will automatically be added to the bottom of your form.
- Navigate to the bottom and click onto the field to edit the settings.
- Click onto the added field and decide if this contact field should be:
- Required
- Read only, making the field uneditable
- Half width, meaning it takes up 50% of the form, so that another field can sit beside it.
Best Practice Tip: It is best practice to make the fields read-only for prefilled forms. This prevents those who received a forwarded email from over writing the data of the original contact. Please see animated GIF below to highlight this example.
- If desired, drag and drop the field to re-position it on the form.
- When you are finished adding your additional contact fields, click the Save in the top right.
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Click the Publish > Publish now to fully publish and save your updates.
Adding the RSVP field
Please note: All RSVP forms must have the following fields as a bare minimum: First Name, Last Name, Email Address and RSVP.
To add a RSVP field to your form that will sync with Dynamics:
Please see animated GIF below to highlight this example.
- Click into the form fields to access the Form Editor (if you're not there already)
- On the Add a field from the Select an entity drop-down select Vx RSVP
- From the Select Dynamics field drop-down select RSVP (Boolean) then click the Add Field button.
- This new field will be added to the bottom for your form. If desired, you may then click to drag and drop it higher up on your form.
We now need to setup Field Settings:
- Click onto the RSVP field, to display the Field settings tab.
- Check off Required
- You may wish to also Pre-check the Accepted option
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In order for them to be directed to the appropriate landing page when submitting the form, select the redirects:
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Accepted can be redirected to the Thank you Accept page
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Declined can be redirected to the Thank you Decline page
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Click on Form Settings tab:
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Select the Dynamics campaign you'd like this form submission to write back to. Please note: This should be done for both RSVP Prefilled and Blank forms.
- Select the Marketing List you'd like to add contacts who complete these form to. This is usually the same list are the Campaign name, however you could choose to write back to a different list.
If this is a Prefilled form, it can be different from the list that you've sent to. If no Marketing List is selected for a Prefilled form, the form submission data will be written back to the Marketing List you used to send to. Please note: For Blank forms, you must always select a Marketing list to ensure it writes back.
- Always select the check the box that says Write back to the selected Dynamics Campaign and Marketing list. This ensures the preferences updated activity data is written back.
- Click Save in the top right corner.
- Publish the form, click Publish page > Publish now.
- Repeat these steps for the RSVP (Blank) Form.
Add a Custom Dynamics Additional Field
Vuture can also push information into custom additional fields in Dynamics. Custom additional fields are set-up in the back-end of Vuture and allow information from forms to be pushed into any text or multi-select field in Dynamics.
There at 1-10 Custom fields that are built into Dynamics as Text. Please see animated GIF below to highlight this example.
- On the Add a field tab from the Select an entity choose Vx RSVP
- From the Select Dynamics field choose a custom field from the Custom 1 - 10 available
- From the Option choose to make the field Dropdown, Radio buttons, or Multiple choice.
- Click Add Field The custom field is added to the bottom of your form.
- If desired, drag and drop the field to re-position it on the form.
- Click onto the form to access the Field setting tab
- Type in the Field label for custom field, for example Food Preferences
- Type in the Choice labels for each option
- Click Save in the top right corner.
Hidden fields
* Requires Admin > Roles > Forms > Hide Form Fields to be switched on for your role.
You can add hidden fields in your Dynamics forms. These hidden fields will not be visible to the person completing the form but will submit data against their record in your CRM. When you hide a field, both the field and the label will be hidden.
For example, you may have two separate forms for RSVP Accept and RSVP Decline. For the RSVP Accept form, you may wish to make the RSVP field hidden with Accept as pre-checked. Please see animated GIF below to highlight this example.
To hide a field:
- Click into the field you wish to make hidden, then mark this field as Make hidden
- Click on Save in the top right corner.
Removing fields from your form
To remove fields from your form:
- Click into the form fields to access the Form Editor (if you're not there already).
- Click onto the field you wish to delete.
- Click on the red "X" icon in the top right corner of the field.
Your field should now be removed from the form.
- Click Save in the top right corner
Adding section breaks and instructional text to your form
When editing your form, you may wish to add sectional breaks to highlight each section of a form, especially if there are many fields. You may also wish to add instructional text to provide guidance to those who are submitting the form.
Section break
To add a section break:
(please see animated GIF below)
- Click into the form fields to get to the Form Editor (if you're not there already).
- Make sure you are on the Add a field tab.
- Scroll down to the Dynamics Custom Fields section.
- Click on Section break.
- Your Section break field should be added to the bottom of the form.
- Click on the New Section field to drag and drop it higher up on your form.
- You should then be able to rename New Section to the title of your choice by editing the Section label. Otherwise, click into the new field to edit this text.
- If you wish to add more information, you may add this under Instructions for user.
- Click on Save in the top right corner and Publish.
Instructions
You may wish to add instructional text to different areas of your form to help provide guidance to those completing the form.
To add instructional text, please follow the below instructions (please see animated GIF below):
- Click into the form fields to get to the Form Editor (if you're not there already).
- Click to select the field the instructions are to be added to click in the on Instructions.
- Your Instructions field will be added to the bottom of the form.
- Click on the Section instructions field to drag and drop it higher up on your form.
- Edit the text of the Section instruction to your own for example, Register for the event below.
- Click on Save in the top right corner and Publish.
Add file upload button
This feature has not been released for Dynamics.
You may wish to change the wording of the submit button for your form:
(please see animated GIF)
- Click into the form fields to get to the Form Editor (if you're not there already).
- Scroll down to you see the Submit button.
- Click onto the "Submit" button and update the Button text.
- Click Save in the top right corner, then Publish.
Field settings
For each of the fields you may have added on your form, you can alter each field's settings. To do so, click on any field and it will bring up further options for you to complete.
Below are some of the most common field settings you will see:
Field Label: This is the text that we display next to the form field.
Field Name: If you are using a field from Dynamics this box will display the name of this field as it is in your CRM. In this scenario we will grey out the field name as it is a system field. We lock this field down to prevent anyone from changing the Field Name. That way, all information will write back correctly to CRM for that field.
Options: By clicking into a field, you have different options you can set. The options that appear may be slightly different for each field. 
Predefined Value: You can specify a predefined value for a field. We will automatically display this when your contact loads the form.
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Instructions for user: If you add some instructions for this field, we will display them directly under the field.
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Conditional Field Name: This relates to form logic. Please click here to read more about form Logic.
Additionally, for the RSVP field, you will see additional options (please see animated GIF below). This includes:
- Changing the text of the values e.g. "Yes" to "I accept"
- Pre-checking the option, so that it is checked on the form automatically.
- Setting a redirect for when someone selects this option i.e. selects "Yes" to RSVP, redirects them to the "Thank You Accept" landing page.
Please note: It is recommended to only set redirects on one field (e.g. RSVP: Redirect "Yes" to "Thank You Accept" landing page AND Redirect "No" to "Thank you Decline" landing page). Please see the below screenshot for this example. It is not recommended to set redirects on more than one field per form.
While the Field Settings tab covers the options for each field individually, the Form Settings tab covers options for the Form as a whole.
Click into the form on your landing page to get to the Form Editor screen. Then switch from the Add a field tab to the Form settings tab.
Form Name
If you fill in the Form name, we will use this as the subject line if we email you that someone has submitted the form (see "Email form to" setting below).
By default, the Form Name will either be "RSVP (Blank)" or "RSVP (Prefill)". It is best practice to change this to a unique name for your event.
Email form to (optional)
When a contact submits this form you can have the completed form details emailed to the email address you put in this field. If you want to add multiple emails, simply separate them with a semi-colon e.g. info@vuture.co.uk; news@vuture.co.uk. This is also the address that any uploaded file will be sent to.
Important: If you put your email address in this field you will receive a copy of every form submission.
If you'd like to change the FROM Address for the form submission notification from the default of auto@the-vx.com, please ask your Account Manager to update 'Admin.System.Forms.Form Submission Notifications From Address'.
Thank you page
Be sure to set a landing page as your "Thank you page". This is the landing page the contact will be redirected to once submitting your form. Unless, you've set redirects on the RSVP form (see instructions here).
Important: If you do not set a "Thank you page", your contact will receive an error page when submitting the form.
Form data options
The "Form data options" setting specifies whether this form should be prefilled with the contacts details from Dynamics or should be blank for new contacts to submit.
Below is a more detailed definition for each of the Form data options settings:
Pre-fill contact details
Selecting the "Form data options" to "pre-fill contact details" will display the contact details that are held in your CRM on the Vuture form. For example, the First Name field will be pre-filled with the contact's first name from Dynamics. This is true for any Dynamics contact fields you've added to this form, where there is data recorded for that contact in Dynamics.
Please note: For this to prefill correctly, a contact must best sent a live email from your Vuture platform and click through to the prefilled form from this email. The form will not prefill for any "Send Test" emails, only live email sends and "Send Sample".
This helps to save your contact time to submit a RSVP form. This also helps you to comply with GDPR by revealing the data you are holding about a client.
Examples of pre-filled forms include:
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RSVP forms - where the contact has been emailed an invitation from Vuture, using Dynamics as the data source, and the form is set to prefill with their details.
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Preferences form - where the contact can see what contact information you have held against them and can freely make edits to update this information, ensuring the information you have in your CRM is up-to-date.
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Unsubscribe form - where the contact can request to unsubscribe from your communications. (See more on managing unsubscribes in Dynamics).
Blank form, disconnect from contact
Selecting the "Form data options" to "Blank form, disconnect from contact" will display all contact fields on the form as blank fields and it is not tied to Dynamics.
A blank form is meant for new contacts or those who did not receive an email from your Vuture platform with a link to the prefilled version of the form.
Because a blank form is not tied to Dynamics, these types of forms can be shared as a URL or embedded on a website.
Once a contact submits a blank form, Vuture will try to find a match in Dynamics by looking at the last name and email address. If Vuture does find a match, it will amend the contact record in Dynamics. If Vuture does not find a match, it will create a new contact record for this contact in Dynamics.
Examples of blank forms include:
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RSVP forms - where the contact has not received an invitation from Vuture, but wants to register to the event. They were either forwarded the invitation and clicked through to the blank RSVP form, were given the URL to the blank form, or completed the blank RSVP form on your website (if embedded).
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Subscription form - where the contact can subscribe to receive your marketing mailings and add themselves to lists based on their interests.
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Gated forms on websites - where the contact provides their contact details on your website in return for a piece of downloadable content (i.e. white papers).
Blank version
This setting is directly related to your Forward to a Friend Form. This setting allows you to choose a blank version of a form for when an email is forwarded via the Forward to a Friend Form. This way, if someone were forwarded an email (via the Forward to a Friend Form) and they click through to register, they can be taken to the RSVP Blank Form, instead of the RSVP Prefilled Form (meant for the original contact).
You can read more about this setting here. As best practice, we recommend using option #2, when using any personalized fields.
Campaign & Add to Marketing List (see screenshot below)
Always select the Dynamics campaign you want to link this form to in the "Campaign" drop-down. This should be done for both RSVP Prefilled and Blank forms.
For the Add to Marketing List drop-down, you can set the Marketing list you'd like to add contacts who complete this form to.
- If this is a Prefilled form, it can be different from the list that you've sent to. If no Marketing List is selected for a Prefilled form, the form submission data will be written back to the Marketing List you used to send to.
- If this is a Blank form, you must always select a Marketing list.
Additionally, always check the box that says Write back to the selected Dynamics Campaign and Marketing list.
Click the Save button (top right of the screen) when you have finished editing the form.
