Optimize Your Workflow with Customer Contact Management in Onboarding Forms

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in this video we're going to take a look at how to automate customer or vendor onboarding inside of business Central using Microsoft forms and power automate the great thing about this process you can use this for so many different use cases you can use it for business Central you can connect it to any other Erp system or any other connector on the Power Platform combining Microsoft forms and power automate is an extremely powerful solution that you can use in many areas of your business let's go ahead and take a look I'm obsessed with maximizing Dynamics 365 with Power Platform you never used Microsoft forms before it's a very helpful product that's included in your Microsoft Office 365 um subscription so you'll just find it under here under the waffles and then usually I'll go here under apps and I'll see here under forms so I'm already here on this page and so I can go ahead and select new form and for this one we're just going to simulate a new customer for business Central so we'll say new customer form and then what I'm going to do is I'm going to go ahead and I can easily add these different types of questions now an important part of this will be to add the information on this form that we need to collect for a new customer inside of business Central so that's usually going to be things like customer name address email website and if you have any questions you can always go to the system that you're using in our case we'll just go ahead and start creating our form now so what's nice about forms is it also uses AI so see as you can see here as it says for new customer form and suggest that maybe we want to okay here we have added seven different items so we'll go ahead and hit add that so as we can see here it actually was really great it went ahead and fil out a lot lot of information that we need all from here we can actually choose to style it if we desire as you can see here there is some nice um Graphics available as well for you to go ahead and easily format your form into one of the um choices that are already available one of the templates or you can also come into here and if I hit the plus button it will allow you to upload an image um and select your color theme as well so you can really customize this form to be whatever it is that you need it to be I'm just going to go ahead and do this fun little one for right now now another important thing to look at is whenever you're collecting your responses you always want to make sure that if this form needs to be external which for customer onboarding it does make sure sure you go ahead and select that anyone can respond selection then as you can see here we also have a couple different ways that your customer can get this information we have a link we can actually send it from email in here but that's not really going to be helpful to what we want or what I'm going to use in this scenario um you can also use a QR form I use this all the time or you also have an if frame if you want to share that if frame somewhere so this will be important to take a look at here shortly whenever we want to actually collect our information so I'm actually going to go ahead and update the name of this to be new customer from YouTube just because I've got a lot of forms that'll make it easier for us to identify here shortly now that we have our form we can take a look at it so we'll be able to start this here shortly let's go ahead and create a new flow first what we're going to do is we're going to create an automated flow because we want our flow to trigger whenever a new response is generated we'll call this flow YouTube customer and whenever a new response is submitted now what we'll have here is we have dropdown where we can select the name of our form for some reason if the name of your form isn't here then what you can do is add a custom value and then enter the form ID of the form that you just created but I do believe ours is here new customer from YouTube and then we're going to go ahead and add another action we type in forms and we're going to go ahead and get the response details now once again we will go ahead and get the new customer from YouTube video and then we will select the list of response notifications response ID now what we can see here is it did put this in an apply to each Loop first because what it says is hey I will go ahead and I will get a response for every form response resp that was submitted right so what we want to do is we want to make sure that we're going to get our actions from within the supply to each Loop otherwise the information that we want to get is going to be empty so what we're going to do within the supply to each loop we're going to go ahead and add another action and we'll do this one for business Central we could make this more complex but we'll keep this nice and easy for now and we're just going to select this one called create a record and then what I'm going to do is first thing I'm going to do is rename this so I'll say create customer from YouTube and I will select the environment the company and then go ahead and also select the B2 API because in this scenario we're just going to use the standard information and then I will select my customer from right up here now what this is going to do is I can actually select the parameters that I want to see or I can do all of them or just select um few of them so let's just go ahead in here and plug in some of these with my Dynamic content that will be the little lightning bolt if I type in address just fill in some of this information here quickly great now that I have all the information that I want to um I have populated from the form so basically this will populate the customer inside of business Central let's go ahead and save this this is order for us to test this we actually have to fill out this form so let's go ahead and fill so let me type in Mary test I'll type in this test at email.com yes all right let's go ahead and see how our flow worked if I hit back here this will bring me back to the designer experience and I'll hit got it great our flow ran it worked let's take a look at it first we'll take a look at the backs side then we'll take a look to see what happened inside it business Central so what we can see here is we have our information this is our inputs this is our outputs essentially it's not that much for whenever this happens it's really just going to give us the form ID and response because what we see is you see all this here and our output so again if I select show ra output this is going to give me a cleaner response of essentially all the information that I filled out this is going to be the information that is pass down into the next step into the form that we or into the customer card that we created if you've been working with the connector for a minute you will see that this is different I definitely don't like that instead of giving the nice name of what this is supposed to be it just has some jibber jabber as far as the output so maybe we can work with Microsoft to get that improve if I look at the customer information we can see here right all the information that was transferred down from our previous steps so all of this looks really great now let's take a look inside I at our new customers here inside of business Central what we do see here down here is we see Mary test and we see the information in our customer card that I populated in our test email so as you can see it's very easily to create the Microsoft form and use power automine to create a new record with inside of business Central or any other third party system we did this for customer but I've seen this done for customer vendor employee you've even done it is um for things such as items as well make sure you like and save this video so you can stay up to date with all of our other videos coming out let's navigate over to power automate to get our flow going