Send data from CRM forms to an employee by email

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:

  1. Configuring a CRM web form
  2. Connecting a mailbox
  3. Configuring an automation rule

Configuring a CRM web form

We recommend using the Contact or Feedback script, but you can use any other script of your choice.

Create a new form and configure the following fields:

  • Name - the field from the "contact" sectiont.
  • Phone- the field from the "contact" section.
  • Email - the field from the "contact" section.
  • Comment - the field from the "deal" section.

In the CRM entities section, select Deal + Customer.

Save the changes.

Place the form in a widget on your site.

Connecting a mailbox

Connect your mailbox and configure 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

For example, you need to add the contact name in the text of the email message. Click the grey dot next to the message text window > click Contact > Name.

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.

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