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Creating a new vendor registration form for dynamics 365 using office forms and flow

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The other day I saw an example of how prospective vendors are onboarded in Dynamics 365 for Finance & Operations, and the very first step was the acquisition of the initial vendor details, which was done through an Excel import and the Data Management tools.
Although this is an OK way to do this, I was wondering if there was an easier way that we could do this, and also make the vendor request access themselves through a web page.
One of the easiest ways to gather information is through Office Forms, so I created a quick example that shows how this would be done.

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Creating a new vendor registration form for dynamics 365 using office forms and flow

  1. 1. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  2. 2. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form Testing the New Vendor Request Form Creating a Flow to Submit the Vendor Request Using the Form to Submit a New Vendor Request The other day I saw an example of how prospective vendors are onboarded in Dynamics 365 for Finance & Operations, and the very first step was the acquisition of the initial vendor details, which was done through an Excel import and the Data Management tools. Although this is an OK way to do this, I was wondering if there was an easier way that we could do this, and also make the vendor request access themselves through a web page. One of the easiest ways to gather information is through Office Forms, so I created a quick example that shows how this would be done. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  3. 3. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Start off by going to forms.office.com and click on the New Form tile. This will create our new form where we can start building our form. We will start off by changing the default title of the form. In this example we changed the form title to be New Vendor Request. And then we can add a little more information explaining what the form does and what the users should do with it. If we click on the image icon to the right of the name, we can also do an image search for a logo that we want to add to the form. Now that we have done that we can start adding our questions. To do this, just click on the Add question button. Now we can select the type of question that we want to add. In this example we will select the Text option. That will add the question template for us. We will set the first question to Vendor Name. Now we can add a second question by clicking on the Add question button again. This next question will be for vendor segmentation, so we will choose the Choice option. This will open up a different type of question format. We will start off by setting the name of the question to Vendor Type. Then we will add all of the different vendor types that we want to ask for. Now we will add a couple more questions. So just click on the Add question button again. Then click on the Text option. Set the Question name to Remittance address and for this field, check the Long answer option so that we can have multiple lines. We will add one last question so just click on the Add question button again, and then select the Text option. We will set the question name to Corporate address and also make this a long answer as well. We can spiff things up by clicking on the Themes button in the menu bar and selecting a more exciting theme. The first thing that we will want to do is create the form that the vendors will be able to use to submit their initial request for onboarding. And we will do this by just creating a simple Office 365 Form. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow Creating a New Vendor Registration Form
  4. 4. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form Start off by going to forms.office.com and click on the New Form tile. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  5. 5. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form This will create our new form where we can start building our form. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  6. 6. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form We will start off by changing the default title of the form. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  7. 7. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form In this example we changed the form title to be New Vendor Request. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  8. 8. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form And then we can add a little more information explaining what the form does and what the users should do with it. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  9. 9. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form If we click on the image icon to the right of the name, we can also do an image search for a logo that we want to add to the form. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  10. 10. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form Now that we have done that we can start adding our questions. To do this, just click on the Add question button. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  11. 11. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form Now we can select the type of question that we want to add. In this example we will select the Text option. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  12. 12. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form That will add the question template for us. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  13. 13. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form We will set the first question to Vendor Name. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  14. 14. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form Now we can add a second question by clicking on the Add question button again. This next question will be for vendor segmentation, so we will choose the Choice option. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  15. 15. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form This will open up a different type of question format. We will start off by setting the name of the question to Vendor Type. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  16. 16. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form Then we will add all of the different vendor types that we want to ask for. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  17. 17. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form Now we will add a couple more questions. So just click on the Add question button again. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  18. 18. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form Then click on the Text option. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  19. 19. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form Set the Question name to Remittance address and for this field, check the Long answer option so that we can have multiple lines. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  20. 20. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form We will add one last question so just click on the Add question button again, and then select the Text option. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  21. 21. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form We will set the question name to Corporate address and also make this a long answer as well. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  22. 22. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a New Vendor Registration Form We can spiff things up by clicking on the Themes button in the menu bar and selecting a more exciting theme. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  23. 23. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. If we click on the Preview button, the form will open up just as the vendor would see it and we will be able to see all of our choices. We can start off by entering in a Vendor Name. Then we can select the Vendor Type. In this case we selected the Other option and was able to write in our type of service. Then we can type in our Remittance Address. And then our Corporate Address. After we have done that we can just click on the Submit button. This will submit the form for us. If we want we can see all of the submissions by clicking on the Responses tab. Now that we have created our form we can test it out. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow Testing the New Vendor Request Form
  24. 24. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Testing the New Vendor Request Form If we click on the Preview button, the form will open up just as the vendor would see it and we will be able to see all of our choices. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  25. 25. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Testing the New Vendor Request Form We can start off by entering in a Vendor Name. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  26. 26. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Testing the New Vendor Request Form Then we can select the Vendor Type. In this case we selected the Other option and was able to write in our type of service. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  27. 27. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Testing the New Vendor Request Form Then we can type in our Remittance Address. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  28. 28. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Testing the New Vendor Request Form And then our Corporate Address. After we have done that we can just click on the Submit button. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  29. 29. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Testing the New Vendor Request Form This will submit the form for us. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  30. 30. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Testing the New Vendor Request Form If we want we can see all of the submissions by clicking on the Responses tab. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  31. 31. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. We will start off this step by opening up the Flow site and then click on My flows. This will show us a list of all of the flows that we have created and we can create a new one just by clicking on the Create from blank link. We will see the suggested connectors, but Forms is not one of them so we will want to expand our search and click on the Search hundreds of connectors and triggers button. This will allow us to search through all of the connectors. All we need to do is type in forms and we will be able to click on the Microsoft forms connector. There is only one trigger for the Forms connector so we will click on that one. That will create our trigger event in flow. If we click on the dropdown for the Form Id and we will be able to see the New Vendor Request form that we just created. Now we want to grab the details from the form, so we will click on the Next step button. Then we will click on the Add an action button. This will open up a list of all of the connectors. We can filter down the actions by typing in forms and then selecting Microsoft Forms. There is only one action that we can select from, and that is to get the details from the responses. That will add the Get response details action. We will want to click on the Form Id dropdown and select the New Vendor Request form again. Then we can click on the Response Id and add the response id from the previous step. Now we will want to add an action to update Dynamics. To do this, click on the Add an action button again. This will open up the action selector. This time, filter the actions to Dynamics actions and select the Dynamics 365 for Operations connector. Then select the Dynamics 365 for Operations – Create record action. That will add an action into the flow that will allow us to create a new record within Dynamics. Click on the Instance dropdown and select the Finance & Operations instance that you want to update. Then search through the Entity name list and select the ProspectiveVendorRegistrationRequests entity. This will allow us to fill in the required fields for the prospective vendor from the responses in the form. All that is left to do now is to give our Flow an name – here we set it to New Vendor Submission and click on the Create flow link. Now that we have checked that our form looks good and works we will want to link it to Dynamics 365, and we will do that with flow and trigger an event based on the form being filled out. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow Creating a Flow to Submit the Vendor Request
  32. 32. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request We will start off this step by opening up the Flow site and then click on My flows. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  33. 33. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request This will show us a list of all of the flows that we have created and we can create a new one just by clicking on the Create from blank link. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  34. 34. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request We will see the suggested connectors, but Forms is not one of them so we will want to expand our search and click on the Search hundreds of connectors and triggers button. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  35. 35. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request This will allow us to search through all of the connectors. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  36. 36. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request All we need to do is type in forms and we will be able to click on the Microsoft forms connector. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  37. 37. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request There is only one trigger for the Forms connector so we will click on that one. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  38. 38. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request That will create our trigger event in flow. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  39. 39. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request If we click on the dropdown for the Form Id and we will be able to see the New Vendor Request form that we just created. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  40. 40. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request Now we want to grab the details from the form, so we will click on the Next step button. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  41. 41. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request Then we will click on the Add an action button. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  42. 42. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request This will open up a list of all of the connectors. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  43. 43. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request We can filter down the actions by typing in forms and then selecting Microsoft Forms. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  44. 44. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request There is only one action that we can select from, and that is to get the details from the responses. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  45. 45. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request That will add the Get response details action. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  46. 46. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request We will want to click on the Form Id dropdown and select the New Vendor Request form again. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  47. 47. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request Then we can click on the Response Id and add the response id from the previous step. Now we will want to add an action to update Dynamics. To do this, click on the Add an action button again. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  48. 48. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request This will open up the action selector. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  49. 49. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request This time, filter the actions to Dynamics actions and select the Dynamics 365 for Operations connector. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  50. 50. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request Then select the Dynamics 365 for Operations – Create record action. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  51. 51. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request That will add an action into the flow that will allow us to create a new record within Dynamics. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  52. 52. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request Click on the Instance dropdown and select the Finance & Operations instance that you want to update. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  53. 53. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request Then search through the Entity name list and select the ProspectiveVendorRegistrationRequests entity. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  54. 54. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Creating a Flow to Submit the Vendor Request This will allow us to fill in the required fields for the prospective vendor from the responses in the form. All that is left to do now is to give our Flow an name – here we set it to New Vendor Submission and click on the Create flow link. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  55. 55. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. To do this, start off by returning to the preview version of the Form. Then fill in all of the information for the new prospective vendor, and click on the Submit button. This will submit the form. It will then trigger a flow to be performed. We can drill into the flow and see that it successfully created the record in Dynamics 365. If you don’t believe it, then just go to the Prospective vendor registration requests form and you will see that there is a new record there. Now that we have created our flow we can test it out. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow Using the Form to Submit a New Vendor Request
  56. 56. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Using the Form to Submit a New Vendor Request To do this, start off by returning to the preview version of the Form. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  57. 57. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Using the Form to Submit a New Vendor Request Then fill in all of the information for the new prospective vendor, and click on the Submit button. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  58. 58. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Using the Form to Submit a New Vendor Request This will submit the form. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  59. 59. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Using the Form to Submit a New Vendor Request It will then trigger a flow to be performed. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  60. 60. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Using the Form to Submit a New Vendor Request We can drill into the flow and see that it successfully created the record in Dynamics 365. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  61. 61. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. Using the Form to Submit a New Vendor Request If you don’t believe it, then just go to the Prospective vendor registration requests form and you will see that there is a new record there. Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow
  62. 62. www.microsoft.com © 2018 Microsoft Corporation. All rights reserved. How cool is that? We used a simple form within Office 365 to capture information, and then used Flow as the integration tool to update Dynamics 365. That is tool easy! Review Creating a new Vendor Registration Form For Dynamics 365 Using Office Forms and Flow

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