Connect Microsoft Dynamics 365 with Zapier

You connect Scratcher to Microsoft Dynamics 365 (Sales, Customer Service or Marketing) through Zapier. A Zap takes every new lead from your Scratcher campaign and creates a lead or contact in Dynamics 365.

What you need

• A Zapier account. Zapier's free plan works for a simple two-step Zap. To filter on consent or avoid duplicates you need a paid Zapier plan with multi-step Zaps.
• A Microsoft Dynamics 365 user with a Dynamics 365 license and a security role that can create, read and write leads (or contacts), for example Salesperson.
• Your Dynamics 365 address, for example https://yourcompany.crm4.dynamics.com.
• A Scratcher plan with integrations, and a campaign with at least one lead to test with. If it has none yet, take part once yourself.

Step 1: Connect Scratcher to Zapier

If you haven't used Zapier with Scratcher before, start with Connect 8,000+ apps with Zapier: in Scratcher go to Settings > Integrations > Zapier, click Set up on Zapier and accept the invitation to the Scratcher app.

Step 2: Set up the trigger

1. In Zapier, click Create and choose Zaps.
2. As the trigger, search for and choose Scratcher, and choose the trigger for new leads.
3. Under the account, connect your Scratcher account: log in with your Scratcher email and password. If Scratcher shows an Authorization request, click Authorize.
4. Choose the campaign.
5. Click Test trigger. Zapier fetches a recent lead, so you can see the data.

Step 3: Connect Dynamics 365 and choose the action

1. Add the action step, search for Microsoft Dynamics 365 and choose the CRM app.
2. As the action event, choose the one that creates a record.
3. Connect your account: sign in with your Microsoft work account and enter your Dynamics 365 address if Zapier asks for it.
4. If Microsoft shows "Need admin approval", your IT admin must approve Zapier in Microsoft Entra ID first.
5. Choose the record type: Lead for new marketing leads, or Contact if your team works with contacts.

Step 4: Map the fields

Click into each Dynamics 365 field and pick the Scratcher data for it:

• Email (emailaddress1): the lead's email.
• First Name and Last Name: your form fields.
• Business Phone or Mobile Phone: the phone number.
• Topic (subject, required on leads): type a fixed text, for example "Scratcher summer game".
• Lead Source: choose a value your team uses, for example Web.
• Consent: if you have yes/no columns for marketing consent, map the consent from the Scratcher permissions.

Step 5: Test and publish

1. Click Test step. Zapier creates the test lead in Dynamics 365.
2. Check the record in Dynamics 365, and delete it if you don't want to keep it.
3. Click Publish to turn the Zap on.

Only send people who said yes

Add a Filter by Zapier step between the trigger and the action: choose your marketing permission from Scratcher and set it to "(Boolean) Is true". People who didn't tick the box then stop at the filter. See Consent and permissions.

Avoid duplicates

The create action always creates a new record. To update existing people instead, add a search step for the record by email before the action, with the option to create it if it isn't found, and then update the record it found.

Troubleshooting

• Look at the Zap history in Zapier. Each run shows the data and Dynamics 365's error message.
• "Principal user is missing prvCreateLead privilege" or similar: the user's security role can't create leads. Ask your Dynamics 365 admin.
• A field is rejected: option set fields (like Lead Source) need one of the values that exist in Dynamics 365.
• Leads arrive late: Zapier checks for new leads at intervals that depend on your Zapier plan.