CRM Form to Web Internet Lead Capture Web Form Configuration Instructions VERSION 1.0 DATE PREPARED: 1/1/2013 DEVELOPMENT: BRITE GLOBAL, INC.
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CONTENTS Introduction...4 About Brite Global...4 Configuring the Application...5 Designing the Form...5 Setting the Web Form Entity Properties...6 Retrieving the Form Id...7 Setting Default Field Properties...8
INTRODUCTION The CRM Form to Web Internet Lead Capture is a Web application that communicates between Microsoft Dynamics CRM and a hosted asp.net web site in order to allow your customers to contact your organization and submit that information directly in CRM. The solution is highly customizable, and enables you to design your form right from CRM. The application can resides either on your local network, or is available as a hosted Windows Azure solution. ABOUT BRITE GLOBAL Established in 2005, Brite Global is a leader in delivering Microsoft Dynamics CRM and xrm solutions to business customers. As a Microsoft Gold Certified Partner, Brite Global has an impressive and rapidly growing list of customers benefiting from Microsoft Dynamics CRM solutions. We have embraced the Power of Choice by providing our customers the choice of a hosted, on-premises or hybrid delivery options. Headquartered in Beverly Hills, CA with offices in Atlanta, GA and Europe, Brite Global provides CRM and software solutions to business in multiple industries including Public Sector and Education, Financial Services, Real Estate, Media and Entertainment, Not for Profit, Retail and Manufacturing, Sports and Recreation, and Professional Services. For more information, visit www.briteglobal.com.
CONFIGURING THE APPLICATION After the installation and registration process is complete, it is time to design and configure the forms. The CRM Form to Web provides three configuration methods to display the forms in your asp.net web site or our Windows Azure environment. These three ways include CRM Forms, Dynamic Forms or Silverlight Forms. This Guide will cover the configureation of CRM Forms for use with our application. In order to customize these forms, the user must have CRM System Customizer or CRM System Administrator security roles. DESIGNING THE FORM We use the regular CRM designer to design the forms that will be displayed on the Web site. The design is the same as designing a regular CRM form, but there are a few restrictions: Tabs will be ignored in the design process Form can contain multiple sections, but the number of columns per section can be either one or two The position of the label in the designer will be ignored. Label will always appear to the left of the control Only the following controls are supported: Boolean, Check Box, Date, Decimal, Duration, Email, Integer, Memo, String, Url. If a form required a lookup control (such as Owner Id), it must be placed in a hidden section, so that it will not be displayed in the output. The following screenshot shows a sample design of the lead form, called Register You will notice the different design properties and requirements of the application. With the exception of the last section which is hidden, the output on the form will be the same as the output that we see here. There will be four displayed sections, with the fields that are displayed on the form. The first section will have no section title, and the topic field will be required.
SETTING THE WEB FORM ENTITY PROPERTIES Once the form has been designed and published, we can set the properties of the form in the Web Forms entity. We start by navigating to the Web Forms entity, which is available in Workplace -> Extensions. If you are System Administrator or System Customizer, you can place the Web Forms entity in a different navigation area. Click on the New ribbon button to create a new Form relationship, which will be accessed by the web application. The top section of the form will require some basic form details so that the web application will be able to access the form. These settings include the Form Name, Form Number, Form Type, Entity Name and Entity Code. The Form Name and Form Number must be unique, as these are the access methods of the form from the web application. The Form Type field is the type of form that will be accessed by the web application. This document will cover only CRM Forms. The Dynamic and Silverlight form types will be covered in the other Configuration documents. The Entity name and Entity code are required fields as well. You can specify a notification email if you would like to be notified when new forms are submitted, however this will require some email client customizations. The screenshot below shows these settings Once the basic form configuration elements have been submitted, we need to specify the basic User Interface configuration details. These details will be displayed on the Web Form for the users. These settings include the Form Title, Form Description, an image that will be displayed on the top of the web form, and the submit button text, as shown in the screenshot below: We will then specify the Success Message and the Failure Message that will be displayed after clicking on the Register button. These are one line confirmation messages that will notify the user of successful registration or
contact message in case of failure. The screenshot below displays these fields. Note that you can enter HTML in these fields if required. RETRIEVING THE FORM ID Finally in order to allow the application access to the actual CRM form that was created, we will need to provide the form id. In order to capture the form id, we will need to copy it from the actual form that we created. The procedure is as follows: Open an existing Lead record in CRM When the form is opened, change the form type from Information (or whatever your default form is) to Newsletter Form by clicking on the Form Navigator. You can hide the Newsletter form from your regular users, but leave it only for System Administrator and System Customizer. Click on the Copy a Link button on the Lead Form ribbon Open Notepad, and press Ctrl+V on the keyboard, or from the file menu select Edit -> Paste In notepad, you will see that there is a section called extraqs=formid with a long string after it. Delete everything before the %3d that is after the formid, and everything after the ampersand (&) sign as shown in the two images below: The result after deleting should be the following: Copy the Guid after clearing all the other text. Do not add or remove anything from this Id Paste the Id in the form Id field on your CRM Web Form entity form in the formid field. The form can now be saved.
SETTING DEFAULT FIELD PROPERTIES After the form is saved, if we need we can specify some default values for some of the fields on the form in the section below the CRM Form details. These values are saved in a related entity, some they are easy to create. For each field that we would like to add a default value, we need to specify the Field Name, Display Name and Default Value. To add a value, click on the subgrid, and on the Form Fields associated ribbon tab we will click on Add New Form Field. For the purpose of demonstration we added also the state field as shown in the screenshot below: Now that all the settings have been configured, we can view the results on the published form.