CRM web forms are one of the most popular and convenient tools for acquiring clients' data. They are used for collecting feedback, accepting orders online, event participants registration, etc. After your client has completed the CRM web form, the information is saved to CRM. It may be important to send this information by email; for example, you need to send it to an external user that doesn't have access to CRM.
In this article, you'll learn how data from a CRM web form can be sent by email. The implementation can be divided into three steps:
- Configuring a CRM web form
- Connecting a mailbox
- Configuring an automation rule
Configuring a CRM web form
Add a new CRM web form and configure its fields:
- First name - field from the "contact" section.
- Phone - field from the "contact" section.
- Email - field from the "contact" section.
- Comment - field from the "deal" section.
- Save form data to CRM entities - deal.
- Don't create a new deal, use existing one instead - disabled.
- Existing records and duplicates - merge.
With such settings, a new deal is created as soon as the CRM web form has been completed. But contacts are merged, so no duplicates are created.
How to find out on which website the CRM web form has been completed
Go the CRM web form settings > click More > Default values. Select the custom field you've created > click Custom tags > select Domain name. The website on which the web form has been completed will be specified in this field.
Enable the created web form.
Add this web form to the website widget.
Connecting a mailbox
Connect your mailbox and configure the SMTP server.
Configuring an automation rule
After the CRM web form has been completed, a new deal and contact are created. First name, phone number, email address will be added to a contact form. A comment will be added to a deal form. This data can be used in the email that will be sent to an employee.
Add field values to an email
When the web form is completed, deals are created in the first stage of the first pipeline. So we need to create a new automation rule there. Click Add > For employee > Send email. The automation rule needs to have the following settings:
- Run: immediately
- From: select the required email address
- To: responsible (you can specify yourself if needed)
Write the message text and subject.
How it works
A client completes the web form on your website.
A new deal and contact are created in CRM.
The automation rule sends an email to the employee.
This employee gets the email containing all the data from the completed web form.