Best practices

Here is an example workflow which creates a Contact record in Dynamics based on the filled-in registration form.

1. Go to any Dynamics 365 record and click DaDaDocs.

2. Upload a document you'd like to turn into a Data Collection Template.

3. Select this document and click Data Collection Template.

Select the purpose of your Data Collection Template: choose whether it should update or create the record.

4. Add fillable fields and map them with record fields. Click Save.

5. Find your new template under Data Collection tab. Right-click on it and select Copy ID.

6. Come back to your Dynamics record and go to Settings > Processes.

7. In Processes click +New.

8. In the Create Process window select the Category > Workflow;
   in Entity - select the type of the Dynamics entity you'd like to work with.

Name your process and hit OK.

9. In the new process window set the trigger that starts your workflow by checking one of the options in the Start when list.

Then, go to Add steps > DaDaDocs.Templates.DateCollection > select the action for your process.

You can choose among four actions: CreateRecord.LinkToFill; CreateRecord;SendToSign; UpdateRecord.LinkToFill; Update Record.SendToSign.

In this example we select Start when Record is created and CreateRecord.SendToSign.

Type the action description and click Set Properties.

10. In the Custom Properties:

• go to the Template ID and insert the ID you copied into the value field;

• add the Recipient name, if you want.

• add the text tag for the recipient's email. Thus the process would be using the email address, specified in the record. Go to Operator > Look for > and select the lookup object (Lead and Email in this case). Click Add, then OK. Notice that the Recipient Email value changed into a text tag {Email(Lead)}. This allows to use the email address from the created record as the recipient's address for sending the registration form.

• enter the Message Subject and Message Text. They will be displayed as an email subject line and body, along with the attached document sent for signature.

• click Save and Close.

11. Come back to your Process window and click Activate. In the confirmation box click Activate as well.

Here is an example workflow which sends an NDA automatically when a new contact is created, with the ability to update the contact record using the information from the submitted NDA.

1. Upload a document to DaDaDocs.

2. Click Data Collection > Update Record.

3. Add fillable fields and map them with the record fields.

4. Create another process using the action UpdateRecord.SendToSign.

5. Activate the new process.

Now,

Whenever the new contact is created:

• the employee registration form is sent to this email address;
• the form is filled-in and returns to Dynamics 365;
• the contents on the form is used to automatically create a new lead record;
• because a new lead record has been created, a prefilled NDA is sent to that email address;
• the employee signs the NDA and maybe fixes the info in the prefilled form via fillable fields;
• the correct information returns to Dynamics 365 record and as PDF attachment in the Notes section.