Web forms simplify the process of capturing visitors' or users' information from the website into your CRM system. They are designed to automate importing of data from website into Zoho CRM and to enable non-technical users to design and publish their own web forms. Zoho CRM web forms for Google Sites helps Google Apps users to use web forms in Google sites to capture visitor information.
Before setting the web form, ensure the following check-list:
- Create a default Email template to send automated replies to website visitors upon submission of their details.
- Create an Assignment rule if you wish to assign the incoming records to specific users. By default, all incoming records are assigned to the Administrator.
- Customize the fields to be added in the web form.
Profile Permission Required: All Google Apps users with the Web to Leads/Contacts/Cases permission.
Create Web Forms and Publish in Google Sites
To generate web forms for Leads, Contacts, and Cases
- Click Setup > Website Integration > Web Forms.
- In the Web Forms page, click Lead/Contact/Case tab.
The existing web forms for the selected module will be listed.
- Click Create Lead/Contact/Case Form.
- In the web form builder, do the following:
- Build a form
- Drag and drop the fields that you need in the web form.
- Insert captcha.
- Add the option to upload files.
- Mark fields as mandatory.
- Make fields hidden in the form.
- Provide hint or help links for fields.
- Set font and layout of the form.
- Change button names.
- Specify form details and other options
- Add form details such as, form name, landing page URL, form location URL.
- Set record assignment rule.
- Set notification options
- Copy web form code and embed options
- Get code to embed in Google sites.
The code is available in three different formats - HTML source code, Embed code and iFrame code.
Step 1: Build a Form
Drag & drop fields in the WYSIWYG editor, which also provides various other options to build a form. See Also Generate Web Forms
Drag & drop the fields you need in the form and change the font style and size, background color, alignment of the fields, etc.
To add fields and set font and layout of the form
- Under the Fields List tab, click on a field and drag & drop it in the form builder.
- Make changes to the font, background color, field label alignment and form width.
Mark Fields as Mandatory
Collect important information such as name, email address, mobile number, etc. from the visitors who fill up the web form by marking fields as mandatory.
To mark fields as mandatory
- Move your mouse pointer to the field that you want to mark as mandatory.
- Click on the Settings icon.
- In the Field Properties pop-up, select the Mark as required field checkbox.
- Click Done.
Mark Fields as Hidden
Add a hidden field and its value in the form. These hidden values are submitted along with the web form but are hidden to the visitors who fill the form.For example, if you have hosted the same form in various web pages, the hidden field will help you identify which record is generated form a web form hosted in a specific web page.
To make fields hidden in the form
- Move your mouse pointer to the field that you want to hide in the form.
- Click on the Settings icon.
- In the Field Properties pop-up, select the Mark as hidden field checkbox.
- Specify the value for the field and click Done.
Step 2: Specify Form Details
- Enter a Form Name (Example: Feedback, Contact Us, etc.).
- Specify a Landing page URL. The visitor who submits the form will be redirected to the URL specified here. It should start with "http:// or https://".
The length of Return URL should not exceed 255 characters. (Example: https://www.zillum.com/thank-you.html)
- Specify a Form Location URL. This should be the webpage where the web form will be hosted. It should start with "http:// or https://". (Example: https://www.zillum.com/contact-us.html)
If you plan to host the web form in multiple websites or you are not sure where the web form will be hosted, enter * in this field. This prevents spam and allows only forms submitted through the particular domain to be captured as valid information.
- Choose one of the following options to assign ownership to the records that are submitted via web form.
Choose one of the following checkboxes:
- Choose a User - Select from the drop-down list. All the records generated through the form will be assigned to the selected user.
- Create/Choose Lead/Contact/Case Assignment rule to assign ownership - Select an existing assignment rule or create a new one. Based on the rule, records will be assigned to the users. With assignment rules you can implement the Round Robin method to assign records to the users. See Also Assignment Rules
Select the Request Approval checkbox if you want to submit the records for approval. See Also Approve Records
- Notify record owner when form is submitted - Select an email template that will be sent to the record owner.
- Notify visitors when details are submitted - Use one of the existing autoresponse rules or use an email template to send emails.
When details gathered through the web form does not satisfy the Auto Response Rule criteria, then the email template selected here will be sent as an acknowledgment email.
Note that users with the Approve Web-to-Leads/Contacts/Cases permission in the profile can approve the records. Click Save.
- The Request Approval option will help you validate the generated records manually, and then add them to the corresponding module in Zoho CRM. If this option is not selected, all the records generated through the web form are added directly to the corresponding modules.
- If the domain name in the Location URL does not match with the URL where the web form is hosted, then the information will not be captured. Alternatively, you can enter [*] in the landing URL field to capture from other / multiple domains.
Step 3: Use Web Form Code to Embed
The code for the web form is available in 3 formats: Source Code, code to Embed, iFrame code. The code is also readily available for some third-party sites - WordPress, Facebook, Google Sites and Joomla. Please note that the Script and iFrame code is available only in the Paid Editions.
- Click on Google Sites to get the respective code.
- Copy the code and paste it in the website where you want the web form.
- Click Done.
Step 4: Test the web form
Once the form is published, it is recommended that you test the web form in all browsers before deploying for real-time usage. Please note that if your web form has more that 7 fields:
- You will not be able to view the full form in the Internet Explorer browsers.
- You need to use the TAB key to navigate through the form.
- Specify the details in the published web form.
- Submit the form details. The details will be available in your Zoho CRM account.