Creating Event Labels from Dynamics CRM with a QR code, for quick attendance recording

So you run events and at the event you want to quickly update who has attended. You use Dynamics CRM to capture the event details and you record who has RSVP’d via campaign responses. You use mail merge to print out labels for the event.

Have you ever considered using QR codes on your labels to register people in? Did you know you can do this through standard Microsoft Word features (Word 2013 only) using mail merge? Well if you didn’t here is what you need to do:

  1. First you need to record the URL of the Campaign response record as a field on the campaign response. To do this you will need to do some minor config as follows:
    1. Create a new field on the Campaign Response record called “Record URL”
    2. Create a workflow that fires on Create of a new record to update the Campaign response Record URL using the field “Record URL (Dynamic)”
    3. Campaignresponse
  2. Next on to the mail merge, campaign responses do not support mail merge, to get around this simply export out the campaign responses using the standard export feature but ensure you include your new Record URL field.
  3. Now open Word 2013 and start a mail merge, select the exported out records to form the list to use.
  4. To add a QR code to your label you simply click “Insert Barcode Field” in the mailing ribbon, Select QR Code and select the Record URL field.
    1. qrcode
  5. You now have generated a unique QR code for each record.
  6. Print your labels and you are done.

Now at the event you can scan the QR code as they arrive and update the status reason of the record to Attended.

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3 Responses

  1. Hi Steven,
    We are trying above mentioned approach to generate QR code in Letter/Email in CRM 2011 using WORD 2013 but “Insert Barcode” option is not enabled. Can you please advise on this?

    • Hi, interestingly for this feature to work now, you need to add Japanese as one of your editing languages! Just type into help “Insert bar code” and you will see what you need to do. Hope that helps

  2. Thanks Steven. It worked.

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