Mapping to lookup fields using ClickDimensions forms is a popular topic among ClickDimensions customers. In a previous post, we explained how you can use a text type ClickDimensions form field to map to a lookup field on your contact or lead forms in Microsoft Dynamics 365/CRM. In this article, we will talk about how you can also use list type form fields to map to a lookup field, and the advantages of using this method.
Let’s start with the primary advantage. With the list type field, you can provide your customers and prospects a set list of items to choose from, rather than having them type their answer manually in a text field. This makes completing a form easier on your audiences, and makes it easier for you to sort through data too.
CRM lookup fields require the value entered by the customer to match the existing CRM value perfectly. The lookup field performs a case sensitive search of the CRM and if the value entered does not match the CRM value, the field will not function properly. With the list type field, you eliminate this problem by providing the customer the answer that will work correctly with your lookup field, including the case sensitive characters. Below is an example business use case.
Business Corp found this option useful when they wanted their customers to fill out their Request Additional Product Information form with the name of their sales representative.
The sales representatives exist in Business Corp’s CRM and entities. The contact and lead records indicate the customer’s sales representative via a lookup field. This means that the form field asking for their sales representative needs to map to a lookup field on the contact and lead records.
Business Corp initially used a text type field to map to this lookup field. However, they noticed that their customers’ submissions were occasionally not mapping for three common reasons:
- They misspelled their sales rep’s name.
- They didn’t properly capitalize their sales representative’s name (for example, McDonald vs. Mcdonald).
- They couldn’t remember their sales rep’s name.
To handle these situations, we recommended using the list type ClickDimensions form field.
Here’s how Business Corp. set things up:
1. Identified their lookup field on the contact record:
2. Created a List type ClickDimensions form field and in the mappings:
- Selected Text Field for the question “Would you like to map the posted values to picklist field or text field?” They chose this option because a lookup field on the contact entity is a text type field.
- After selecting the type of field to which they were mapping, Business Corp was able to locate the Sales Representative field in the Contact Text Map dropdown below. Note: if you accidentally leave the option on picklist, you will only see picklist type fields, not the text/lookup type fields when you interact with the dropdown.
- They then added the labels and values they wanted available for customers to select on the form. These are the names of the sales representatives, as they need to be entered for the lookup field. The names must exactly match the names of the sales representatives, including being case sensitive, in order for these values to correctly interact with the lookup field. They took great care to manually enter the exact value that exists on the sales rep entity.
3. On their form, the customer replaced their text type Sales Representative field with the newly created list type Sales Representative field.
Now their customers simply choose their representative from the dropdown list. The form is able to map this to the lookup field on their contact record and Business Corp’s posted forms come in correctly.