CRM Help

Setting up Web Forms

Creating a web form involves three steps

  • Building the form - Drag and drop fields to build a form and format it easily with the WYSIWYG editor.
  • Specifying the form details - Add details such as form name, landing page URL (where the visitor needs to be redirected after the form is submitted) record assignment rule, notification details, etc.
  • Generating the code for the form - Embed the form using various code formats. Codes for some third-part sites (WordPress, Google Sites, Facebook, and Joomla) are readily available.

You can build web forms to generate records for the Leads, Contacts, Cases and any other Custom modules. While building a web form, the following elements are available in the form:

Option Description
Add Fields Drag and drop the fields that are required in the form. By default, some of the fields are already added when you build a new form.
Set fields' font and form layout Use the WYSIWYG editor to change the font style and size, background color, alignment of the fields, etc. in the form.
Insert Captcha Captcha is used for security in feedback forms, website registration, comments from visitors, etc. Add captcha for the Zoho CRM system to prevent unauthorized automated spamming programs from filling the web form. This option is available only in the Paid Editions.
Upload Files in the form With this option capture files through your web-to-lead/contact/case forms, such as screenshots of an issue, quote requests, photo of individuals, etc. The size of the file should be within 20 MB. If the file size exceeds the limit, the form will not be submitted and the record will not be added in Zoho CRM. This option is available only in the Paid Editions.
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.

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.
Add help link for a field A field you provide may require data to be filled in a specific format. For example, the date format may need to be specified in DD-MM-YYYY. For such requirements, you can use the option to add a tip or hint to help the visitor who fills the form.
Change button name The name of the call to action button can be Save, Submit, or another other name. You can easily change the name as per your requirements.
Specify location URL of the form The Location URL is the web page URL where you plan to host the web form. Specifying the URL helps prevent spam and allows only forms submitted through the particular domain to be captured as valid information.
Specify landing page URL This is the URL of the web page to which the visitor needs to be redirected once the web form is submitted.
Select record assignment rule Records generated through the web forms can be automatically assigned to the users in CRM with the help of Assignment Rules.
Specify notification options Set notifications that needs to be sent to the record owners and also the visitors who submit the forms. Email templates or autoresponse rules can be used to send notification emails.
Embed form code Embed the web form's code in your web page. The code is available in three different formats - HTML source code, Embed code and iFrame code.

Generating Web Forms

To generate web forms for Leads, Contacts, and Cases

  1. Click Setup > Website Integration > Web Forms.
  2. In the Web Forms page, choose the Module from the drop-down list.
    The existing web forms for the selected module will be listed.
  3. Click Create Web Form.
  4. 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 your site and other third-party 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.

Add Fields

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

  1. Under the Fields List tab, click on a field and drag & drop it in the form builder.
  2. Make changes to the font, background color, field label alignment and form width.

Note

  • By default, some of the fields are already added in the form.
    • For Leads and Contacts - Last Name, Email and Phone fields.
    • For Cases - Status, Subject and Description fields.
  • You cannot remove the following fields from the form, as they are mandatory for a record.
    • For Leads and Contacts - Last Name field.
    • For Cases - Subject field.
  • To have custom fields, you need to first create them in the particular module. See Also Custom Fields
  • When you add the Account Name field in the web form for Contacts and contact details are submitted, an account will automatically be created in Zoho CRM. If an account with the same name already exists in your CRM account, an account will not be created when the form details are submitted.
  • An Account will be created, even if certain mandatory field details are not provided. Later, when the account is edited, you need to provide the other mandatory details before saving the record.

Upload Files

Capture files through your web-to-lead/contact/case forms, such as screenshots of an issue, quote requests, photo of individuals, etc. The size of the file should be within 20 MB. If the file size exceeds the limit, the form will not be submitted and the record will not be added in Zoho CRM. This option is available only in the Paid Editions.

To add the option to upload files

  1. Click the Advanced Tools tab.
  2. Drag & drop the File Upload field.
    Note that the visitor can upload a file not more than 20 MB. You can use the help link option in the Field Settings to provide this hint.

Insert Captcha

Add captcha to prevent unauthorized automated spamming programs from filling the web form. This option is available only in the Paid Editions.

To insert captcha

  1. Click the Advanced Tools tab.
  2. Drag & drop the Captcha field.

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

  1. Move your mouse pointer to the field that you want to mark as mandatory.
  2. Click on the Settings icon.
  3. In the Field Properties pop-up, select the Mark as required field checkbox.
  4. 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

  1. Move your mouse pointer to the field that you want to hide in the form.
  2. Click on the Settings icon.
  3. In the Field Properties pop-up, select the Mark as hidden field checkbox.
  4. Specify the value for the field and click Done.

Provide Help Link

A field you provide may require data to be filled in a specific format. For example, the date format may need to be specified in DD-MM-YYYY. For such requirements, you can use the option to add a tip or hint to help the visitor who fills the form.

To provide hint or help links for fields

  1. Move your mouse pointer to the field for which you want to provide hint or help link.
  2. Click on the Settings icon.
  3. In the Field Properties pop-up, select the Include help link checkbox.
  4. Choose one of the following:
    • Link & Text - Specify a text for the link and provide the link URL.
    • Link Only - Specify the help/hint text. For example, the date field can have - MM-DD-YYYY
  5. Click Done.

Change Button Name

By default, there are two call to action buttons - Submit and Reset. You can rename these buttons as per your requirements.

To change button names

  1. Move your mouse pointer to the field that you want to rename in the form.
  2. Click on the Settings icon.
  3. In the Field Properties pop-up, modify the field name.
    The name of the field will be changed only in the form.
  4. Click Done

Remove Field from the Form

Easily remove unwanted fields from the web form and add them whenever required.

To remove a field from the form

  1. Move your mouse pointer to the field that you want to remove from the form.
  2. Click on the Delete icon.

Preview the Web Form

Take a look at the web form before publishing it in your web site.

To preview the form

  1. In the form builder, click on the Preview link.
    A preview of the form will be available.

Step 2: Specify Form Details

  1. Enter a Form Name (Example: Feedback, Contact Us, etc.).
  2. 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)
  3. 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.
  4. Choose one of the following options to assign ownership to the records that are submitted via web form.
    • Choose a User - Select from the drop-down list. All the records generated through the form will be assigned to the selected user.
    • Create or Choose [Module] 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
  5. Choose one of the following checkboxes:
    • 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- Choose one of the following:
      • Autoresponse Rule - Use one of the existing autoresponse rules. Based on the details gathered using the web form, autoresponse rules can be triggered to send specific emails.
        When details gathered through the web form does not satisfy the Auto Response Rule criteria, then the email template selected in the second option will be sent as an acknowledgment email.
      • Email Template - The selected email template will be used to send email to ass the leads generated via this web form.
  6. Select the Request Approval checkbox if you want to submit the records for approval. See Also Approve Records
    Note that users with the Approve Web-to-Leads/Contacts/Cases permission in the profile can approve the records. For
  7. Click Save.

Note

  • 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.

  1. Click on Zoho Sites, WordPress, Facebook, Google Sites, or Joomla to get the respective code.  
  2. Copy the code and paste it in the website where you want the web form.
  3. Click Done.

Note

  • In order to avoid spam, the generated Web Form (HTML file) must be published in an active web server (Apache, Microsoft, IIS, etc.).
  • The web form will not work if you submit the form values from your desktop.
  • When the HTML code is generated for the web form, certain entities are hidden by default. If you remove those hidden entities, the web form will not work. Here is the code snippet that should not be removed from your web form code:
    <input type="hidden" name="xnQsjsdp" value="" /> <input type="hidden" name="xmIwtLD" value="" /> <input type="hidden" name="actionType" value="" /

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