Lookup objects in Data Collection

With Data Collection templates in DaDaDocs users can create multiple related records in Dynamics using one Data Collection Template. Collected information automatically generates several interconnected records, e.g. an opportunity connected with a contact and an account.

The process consists of four stages: creating a Data Collection Template using fillable fields, mapping them with Dynamics fields, sending it to the recipient using SendToSign or LinkToFill, getting the completed document in the Notes section attached to the record and having the new record generated in Dynamics.

To create several records at once via Data Colletction, users have to keep in mind that each record is created using fillable fields in DaDaDocs and cannot be created without one field, required in Dynamics. During mapping the required field for each type of record is highlighted bold.
E.g. If you’re creating a Contact record, it cannot appear in Dynamics without the Last name field.

When creating a Data Collection Template, users add the fillable fields through which they can collect information for the complex record and map them with fields in the soon-to-be-generated Dynamics record to transfer the information from the template into Dynamics correctly. The mapping process consists of assigning the record type and the Dynamics field for each fillable field on the document.

How to map fields with lookup objects

1. Open Data Collection.
2. Add fillable fields.

Let’s use an Opportunity as an example. Check what fields in the Opportunity are filled-in with plane text and which contain another Dynamics record.

This Opportunity is interconnected with two Dynamics records: Contact and Account. Check what fields are inside those records.

To create an Opportunity with a similar structure (or update this one), you could create a Data Collection Template which contains fillable fields and map them with the Dynamics fields.

First, add the required fields for the new records.

The required field for an Opportunity is the Topic field. It's highlighted bold during mapping.

Add the text field and select the Opportunity object and Topic field among its fields in the dropdowns.

Add the fields for the connected objects.

Connected to this Opportunity are the Contact and Account. Let’s assume the customer can only give the contact details at the moment, so we should add the required field for Contact and the fields for its details. The required field for the Contact is Last name. Also, we’ll require the contact person’s address.

The Data Collection Template is done. While only three fields were added in this example, there is no limit to the amount of fillable fields you could add.

Click Save. Now the template is available under Data Collection tab.

We’ll use LinkToFill to share the template with a customer. The information the customer provides will be used to generate the records in Dynamics.

Results look like this: