Integrating Forms using Form Capture

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ClickDimensions Form Capture records allow you to integrate an existing form with your CRM. Before integrating your form, please make sure that you have read this article. In this article we will cover how to create a Form Capture record, adding Form Capture fields, and taking the final steps in integrating your web form to CRM.

See an example of a very simple HTML form that posts to ClickDimensions form capture here: http://www.clickdimensions.com/form/FormCapture.html

Video

Written Instructions


Step 1: Create a new Form Capture record

Go to Settings > Form Captures

Create a New Form Capture record.

In the new Form Capture record, enter the following fields:

  • Name: required This is the name of your form.
  • Campaign: You can associate a Form Capture record with a Campaign record in CRM. If you do associate this Form Capture with a Campaign record, you will be able to see the Posted Form records in the Campaign record.
  • Visitor Entity: required When a form is submitted, ClickDimensions checks the email address and looks for a Contact or Lead in your CRM who contains the same email address. If a matching email address is not found, a new record will be created. The Visitor Entity lets you choose which entity you want ClickDimensions to create  – Lead or Contact.
  • Redirect on Error: required If an error occurs, such as there being no email address field, the visitor is redirected to the URL entered in this field. It is a good idea to have a dedicated page for an error page so you can give the visitor proper feedback.
  • Redirect on Success: required When the form is submitted successfully, the visitor is redirected to the URL entered in this field. This page should give the visitor confirmation that the form was successfully posted.

After entering the necessary fields, click Save.

Step 2: Add the Form Fields

Now, we need to tell CRM, which fields will be in this form. To do that we are going to add Form Field records as a Form Capture Field. At the top click on the down arrow next to the name of your form and choose Form Capture Fields.

Click on Add New Form Capture Field.

A new Form Capture field record will open. Enter the following fields:

    • Form Field: required Use the look up field to select the Form Field record you want to add to the form.
    • Label: Enter the Label for your field. For example, if this was your first name field, you would enter something like First Name.
    • Override in CRM:  This field determines if the information entered in the form will replace any information that exists in CRM. For example, you have mapped your Last Name field to the Last Name field in a Contact record. If you choose Yes for Override in CRM, when someone submits the form, anything they enter in the Last Name field in the form will replace what is currently in the Last Name field in the Contact record. Override in CRM is only taken into consideration if the field on the lead or contact contains data. In other words, if the field on the lead or contact is blank, regardless of whether the Override in CRM field is checked or not, the information will be mapped to the blank field.
    • Required: This will make the field required. If you do select Yes, we recommend you use JavaScript to alert the visitor they forget to fill out a required field.

Form checkboxes should have the Override in CRM option enabled if the data should be mapped in CRM. CRM checkboxes always hold a value: checked or unchecked even if the submissions are from new Leads or Contacts. Upon submission, the checkbox will need to override the existing unchecked value with the new value.

Once you’ve filled out all of the necessary fields, click Save, and repeat for the rest of the fields.

After adding all of the Form Capture fields, you will see a list of the form fields.

NOTE: If you are using picklist-type Form Fields within your Form Capture setup, be sure that the values set for the options in your picklist (for the entity created within CRM) have matching values within the HTML. In order to map the value selected in your Form to the value of the field of your CRM picklist-type field of the Lead or Contact record, you will need to modify your HTML so that these values match.
This is a screenshot of the Enquiry Source Form Field we have created to use in our Form Capture example. This is designed to map back to the field on the Lead record with the same name (Enquiry Source).
Notice how the option for Google is set up. The Label is Google and the Value is 100000002 and we have also set the Lead’s picklist value to Google.

Form Capture Values
This is a screenshot of the HTML of our Form Capture record, embedded on the site:

Form Capture HTML

Form Capture HTML Breakdown

Step 3: Connect the Form Capture record with your HTML Form

After saving your Form Capture record, you’ll notice that the Form Action/Location field contains an URL. This is the action URL that you will place in the HTML form.

Copy the URL in the Form Action/Location field

and paste it as the action URL in your HTML.

Action URL HTML

You may also change this to https:// if you would like. Read  more here.

Tip: If you wish to programmatically post forms through ClickDimensions to your CRM – for example, if you have an existing form that sends data to another database and you need to continue to do that in addition to posting to CRM – check out the examples of using custom code to post forms on our community forum: http://help.clickdimensions.com/forum/?vasthtmlaction=viewtopic&t=5.0

That’s it! Your form is now integrated. You can now submit information directly into your CRM.


 Step 1: Create a new Form Capture record

Go to Settings > ClickDimensions > Form Captures


Create a New Form Capture record.

In the new Form Capture record, enter the following fields:

  • Name: required This is the name of your form.
  • Campaign: You can associate a Form Capture record with a Campaign record in CRM. If you do associate this Form Capture with a Campaign record, you will be able to see the Posted Form records in the Campaign record.
  • Visitor Entity: When a form is submitted, ClickDimensions checks the email address and looks for a Contact or Lead in your CRM who contains the same email address. If a matching email address is not found, a new record will be created. The Visitor Entity lets you choose which entity you want ClickDimensions to create  – Lead or Contact.
  • Redirect on Error: required If an error occurs, such as there being no email address field, the visitor is redirected to the URL entered in this field. It is a good idea to have a dedicated page for an error page so you can give the visitor proper feedback.
  • Redirect on Success: required When the form is submitted successfully, the visitor is redirected to the URL entered in this field. This page should give the visitor confirmation that the form was successfully posted.

After entering the necessary fields, click Save.

Step 2: Add the Form Fields

Now, we need to tell CRM, which fields will be in this form. To do that we are going to add Form Field records as a Form Capture Field. On the left navigation panel, click on Form Capture Fields.

In the top left corner, click on Add New Form Capture Field.

A new Form Capture field record will open. Enter the following fields:

    • Form Field: required Use the look up field to select the Form Filed record you want to add to the form.
    • Label: Enter the Label for your field. For example, if this was your first name field, you would enter something like First Name.
    • Override in CRM:  This field determines if the information entered in the form will replace any information that exists in CRM. For example, you have mapped your Last Name field to the Last Name field in a Contact record. If you choose Yes for Override in CRM, when someone submits the form, anything they enter in the Last Name field in the form will replace what is currently in the Last Name field in the Contact record. Override in CRM is only taken into consideration if the field on the lead or contact contains data. In other words, if the field on the lead or contact is blank, regardless of whether the Override in CRM field is checked or not, the information will be mapped to the blank field.
    • Required: This will make the field required. If you do select Yes, we recommend you use JavaScript to alert the visitor they forget to fill out a required field.

Form checkboxes should have the Override in CRM option enabled if the data should be mapped in CRM. CRM checkboxes always hold a value: checked or unchecked even if the submissions are from new Leads or Contacts. Upon submission, the checkbox will need to override the existing unchecked value with the new value.

Once you’ve filled out all of the necessary fields, click Save, and repeat for the rest of the fields.

After adding all of the Form Capture fields, you will see a list of the form fields.

Step 3: Connect the Form Capture record with your HTML Form

After saving your Form Capture record, you’ll notice that the Form Action/Location filled contains an URL. This is the action URL that you will place in the HTML form.

Copy the URL in the Form Action/Location field

and paste it as the action URL in your HTML.

You may also change this to https:// if you would like. Read  more here.

Tip: If you wish to programmatically post forms through ClickDimensions to your CRM – for example, if you have an existing form that sends data to another database and you need to continue to do that in addition to posting to CRM – check out the examples of using custom code to post forms on our community forum: http://help.clickdimensions.com/forum/?vasthtmlaction=viewtopic&t=5.0

That’s it! Your form is now integrated. You can now submit information directly into your CRM.


Feature Added: Original
Feature Updated: Original
ClickDimensions Version Needed: Any