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Zoho Admin Tip - Web Forms

04.14.19 02:01 PM Comment(s)

Zoho Admin Tip - Web Forms

All good website have a Contact Us web form, right? Well, that is only half the battle. Are you sure of where you Leads go when they fill in your web form? Are you manually moving them from the website back end to your CRM? Well that should not be the case. With Zoho CRM web forms, by simply applying some code to your website, you can have leads that fill in a form on your website go directly into your CRM. You can also set it up so that you are alerted when the Leads come into your CRM so that you can follow up timely. Of course you can have an automated response to the Lead once the Lead has filled in the form and even start them down a drip campaign. The options are many when you use web forms in Zoho CRM.

I would be remiss not to mention that Zoho also has an application called Zoho Forms. In Zoho Forms, you have a lot more types of fields to select from including advanced fields like signature and sub form and they integrate to CRM well. If you need to collect some more complex data that are in the forms in CRM, then consider Zoho Forms as well.

Let's get into how you setup a Zoho CRM web form. In the first step go to the setup, then Developer Space, then Webforms.

Select your module you want to have the record created in, the select the button called '+Create New Web Form'.

Ensure all the fields you need are available in the CRM module you selected. Then drag and drop the field you want from CRM from the left side of the page into the form in the middle of the page.

Don't forget you have access to 'Advanced Tools' like the Captcha which is the security measure that makes a user enter the numbers and letters shown to show that they aren't spammers.

Advance Tools also includes file upload.

When your form is ready, click 'Next Step' in the lower right.

In the next screen you will set most of the settings for the form. This is an important step so take your time with it.

  • Set the form name. This will show on the website so be aware when naming the form.
  • Form Location URL is the name of the page the form will be on. If the form will be placed on multiple pages, enter * in this location.
  • Landing page URL is the page the user will be redirected to after they fill in the form. This is normally a 'Thank You' page. It is required.
  • Assign the Lead Owner as a single individual or you can make Lead assignment rules.
  • You can add tags such as 'Web Form Lead' to the Leads that come in through the web form. You can also make a workflow that uses the tag to then assign the Lead to a given Lead Source you select such as Web Form. See field update Workflows blog.

There are more settings if you scroll down on this page.

  • You can notify the Lead Owner that a new Lead has come in. You can use the system generated email or use a Mail Template. (See Email Templates blog).
  • You can Acknowledge the visitor using auto response rules or choose a response for all visitors using email templates.

Finally, select the Approval. This means that if a Lead comes in with an email that already exists in your CRM, it will hold the Lead for Approval before adding it to your CRM. If email is allowed to be duplicate in the Modules and Fields settings, then, you will be able to add the Lead and merge with the deduplication feature in the Lead.

Find deduplication when you open your Lead Record.

In the final step, click 'Save' on the previous screen and you will be taken to a screen where you can download the code you need to embed in your website in three formats: 

  • Source (which is html and you can customize the look and feel of the form)
  • Embed (un-editable link) 
  • iFrame (un-editable link) 

Try the various types of code in your website for the one that will work.
Contact Us for Help With Webforms
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