Forms Pro in Microsoft Dynamics 365When you are creating a survey in Forms Pro, you can use dynamic features like branching rules and survey variables to create a more personalized survey for your target audience (respondents).

Other than a simple layout of asking questions and getting answers, these dynamic features create a more customized experience for the user.

Survey variables can be used to personalize a survey according to a user’s information. For example, if you’d like to include the respondent’s name in the survey, then you may utilize survey variables like “first name” and/or “last name” within your input fields in the survey.

These variables come with Forms Pro automatically, though you may add some of your own variables if you want to pass more dynamic information into the survey.

Follow these steps to utilize survey variables:

  1. Navigate to the upper right-hand corner of your screen, below your profile icon, and click on the ellipses.
  2. A drop-down menu will appear. Click on “Survey Variables.”
  3. Select “New Variable.”
  4. Choose the survey variable you’d like to add to a field.
    • For example, you may add…
      • First Name
      • Last Name
      • Location
      • Product (CRM solution, marketing automation tool, etc.)
      • Source (where they found your company or survey – social media, email, web, referral, etc.)
      • And more
How to Personalize a Survey in Forms Pro Utilizing Dynamic Features

Survey Variables Example in Forms Pro, How to Personalize a Survey in Forms Pro Utilizing Dynamic Features

Branching rules is a very cool feature of Forms Pro. Branching rules allow you to dynamically build your survey based on the responses you collect.

So, for example, let’s say your survey is asking about a certain product or service experience. Based on the responses, the rest of the questions can be built off of them or removed.

So, let’s say we had a survey asking “What CRM Solution are you Currently Using?” Among the options, respondents can select Salesforce, Microsoft Dynamics 365, Other, or None.

If they answer one of the first three, they continue through the survey and are asked questions about why the like or dislike the technology, what their favorite features are, and if they’d recommend it to an industry peer.

However, if they answer “None,” they are asked about whether or not their company is considering implementing a CRM solution, why or why not they are, and if they’d like more information about CRM solutions available to them.

You can set up workflow logic like this by using branching rules.

To utilize branching rules, follow these steps*:

  1. How to Personalize a Survey in Forms Pro Utilizing Dynamic Features

    How to Personalize a Survey in Forms Pro Utilizing Dynamic Features

    Branching rules can be found when you click on the ellipses in the upper right-hand corner of your screen. A drop-down menu will appear.

  2. Click on “Branching Rules.”
  3. If you don’t have any branching rules set up, select “create rule.”
  4. In “rule name,” enter a name for your branching rule.
  5. Add a condition in the “define conditions” area of your survey to add a response condition (as described above).
  6. In your first list, you will select whether or not you’d like to create a rule based on the answer to a question or survey variable. So, for example, if you use a survey variable like location and only serve clients in the U.S., you may have a branching rule that redirects them to a text field saying “Sorry, you don’t qualify for this survey,” if they are not U.S.-based.
    • If you select a “survey variable,” select a variable from the “select survey variable” list.
    • If you create a branching rule based on your survey questions, select a question you’ve created from the “select question” list.
  7. Click “Add if true” to the action that will be triggered when the defined condition meets the criteria.
  8. Click “Add action” to add the response action.
  9. In your “Select action” list, choose from one of the following:
    • Show: this selects a question based on a response to a question.
    • Hide: this selects a question to be hidden based on a response to a question.
    • Toggle: this toggles the state of a selected question based on a response to a question.
    • Navigate to: this selects the target to which a responder should be navigated.
  10. Next, in your “Select target” list, select a target for the selected action (Show, Hide, Toggle, Navigate to). The first of the three actions listed above can select “Question” as the target, whereas “Navigate to” can select one of these targets:
    • Question: skips to a question based on a response to a question. Questions between the source and target questions are hidden from the responder.
    • End of survey: ends the survey based on the respondent’s answer to a question.
    • Chain survey opens a different survey you’ve created based on a response to a question.
    • URL: opens a website based on a response to a question, which must use “Http://” in the URL for it to properly work.
  11. In your “select value” list, enter or choose a value based on the target.
  12. Choose “Add if false” to add an action that’s triggered when the defined condition doesn’t meet the criteria, and then revisit steps 8-11.
  13. Click “Save” when you’re done.
How to Personalize a Survey in Forms Pro Utilizing Dynamic Features

Branching Rule Example

Preview your survey to determine whether or not the branching rule you’ve set up is working. You definitely don’t want to send this to a customer list without making sure your workflow works first.

You can manage and edit branching rules at any time by navigating back to the ellipses and selecting “branching rules” from the dropdown menu. This time, a list of branching rules, or at least one branching rule, will appear.

You can edit, delete, or change the order of execution of your branching rules from this screen. (To change the order of your rules, simply use the up and down arrows.)

Now that you know How to Personalize a Survey in Forms Pro Utilizing Dynamic Features, explore it even more in-depth. 

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If you’d like more help navigating Forms Pro or have another Microsoft Dynamics 365 challenge you need help solving, reach out to our CRM support team for help.


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