Using Realtime Marketing Forms from Customer Insights Journeys on your website provides a quick and seamless way to have new Leads and Contacts created automatically in Dynamics 365. It’s good to know that when a new record is created, the owner of that record will be whomever owns the Marketing Form. Rather than giving Sales people an out of the box security role for Marketing (which I have seen many times), consider creating a new specific role for Marketing Form Ownership. This post will walk through the access needed. Let’s jump in!
First things first, if you assign a marketing form to someone who doesn’t have access to own them, you will get this message. The user must have access to the msdynmkt_marketingform table.
Create a new security role (or modify an existing one used by other users in your organisation) and search for the Form table (msdynmkt_marketingform) and assign Read access at the Organisation or Business Unit level depending on what’s most appropriate for your company. This means users can own the form but not make changes to it, nor create a new form.
That’s great, now you can assign the security role to your user and then assign the Marketing form to them so they are the owner of the form. Perfect! However, before celebrating too much, as soon as the form is submitted, you will start to see failed submissions.
The detail of the failure will likely show ‘Error while assigning submission’. This is because not only does the user need access to own the form, but also subsequent form and field submissions.
So go back to the security role and search for Form submission (msdynmkt_marketingformsubmission) and Field Submission (msdynmkt_marketingfieldsubmission). Provide Read access only.
The good news is, you can go back to the failed submission, select it and then press Resubmit. Now that the owner of the form should have access to own the form and related field submissions, the submission should run and complete with success.
One last note on security. If the owner of the marketing form already has at least Read access to Contacts and/or Leads, they will become the owner of any new records created. If not, you won’t get an error, but the new records will be assigned to a SYSTEM user, so something to look out for. Make sure you assign your new security role to anyone that needs to own Realtime Marketing forms and you are good to go!