Migrate from Forms On Fire to Microsoft Dynamics 365 Sales

When a form submission captures a named individual with a verifiable email address, FlitStack creates a Dynamics 365 Contact record. The form field values for first name, last name, email, phone, and job title map directly to the corresponding Contact columns. Each submission becomes one Contact — duplicate detection by email match prevents double records if the same person submits multiple forms.

Submissions that contain a name and contact information but no company affiliation route to the Lead entity instead of Contact. FlitStack applies a split rule: submissions with a populated company_name field become Contact linked to an Account; submissions without a company field become Lead records. The split preserves all other field data in custom columns on the Lead record.

All submissions that share a common company_name value are consolidated into a single Dynamics 365 Account. FlitStack deduplicates Accounts by name before writing — if 150 submissions reference 'Acme Construction', one Account record is created and each related Contact/Lead is linked via the primarycontactid lookup. The Account stores the company-level fields from the form: domain, industry, number of employees if captured.

Multi-section forms with dozens of custom fields — inspection checklists, safety audits, asset surveys — cannot flatten into the standard Contact schema. FlitStack creates a custom Dataverse table named after the form (e.g., Inspection_Submission__c) and maps each custom form field to a typed column in that table. The submission's parent Contact or Account is stored as a lookup column on the custom table.

Files attached to a form submission — photos, signatures, scanned documents — are re-uploaded to Dynamics 365 as Note records attached to the parent Contact, Account, or custom submission record. FlitStack downloads each file from Forms On Fire storage and creates an Annotation record with the original filename, MIME type, and base64 body. File size limits (max 128 MB per file in Dataverse) are enforced during the download step.

Forms On Fire captures GPS location as separate decimal fields on each submission (Location_Data_Latitude and Location_Data_Longitude). Dynamics 365 has no native GPS composite field on Contact or Account. FlitStack creates two custom decimal fields on the target entity (e.g., Source_Latitude__c and Source_Longitude__c) and stores the original GPS coordinates. The fields are available for Power BI mapping but require a map visualization component to display geographically.

Forms On Fire data sources (e.g., product catalogs, equipment lists, inspector names) are lookup lists embedded in form fields. FlitStack evaluates each data source by row count: lists under 100 rows are converted to Dataverse global option sets and mapped to a custom choice column on the target entity; lists over 100 rows or with dynamic filtering are migrated as a separate Dataverse table with a lookup relationship from the submission record.

Forms On Fire user accounts (assigned as the owner of a submission) are matched to Dynamics 365 SystemUser records by email address. FlitStack runs the email resolution step before any data writes — unmatched owners are flagged in the migration report and assigned to a designated fallback user until your admin provisions the correct Dynamics 365 licenses and accounts.

Dynamics 365 sets CreatedOn to the migration execution timestamp by default. FlitStack preserves the original Forms On Fire submission timestamp in a custom datetime field (Original_Submitted_Date__c) on every record. This field is critical for reporting continuity — it ensures that Dynamics 365 views and dashboards reflect when the submission actually occurred, not when it was migrated.

Forms On Fire workflow rules (conditional logic, email notifications, status-change triggers) have no migration path to Dynamics 365. FlitStack exports each form's workflow rule definitions as a structured JSON document that a Power Automate or Dynamics 365 admin can use as a rebuild specification. The data migration completes independently of workflow rebuild — both proceed in parallel after the data lands.

Forms On Fire form designs are not migrated to Dynamics 365 — they are not a CRM artifact. FlitStack exports each form's JSON schema and PDF screenshot to a SharePoint document library as a reference archive. This provides an audit trail of what the original form looked like without attempting to reconstruct it in Dynamics 365 forms or Power Apps.

Forms On Fire submission lifecycle states (Draft, Submitted, Approved, Rejected) have no direct Dynamics 365 equivalent on Contact or Lead. FlitStack creates a custom choice field (Submission_Status__c) on the target entity and maps the original status value value-by-value. Status values are preserved for reporting and filtering even though Dynamics 365 native record state (Active/Inactive) operates independently.