Creating a Web Form
Once you have installed PowerWebForm, you will see a new option set under PowerPack, called PowerWebForm. To create a new web form, click on New in the upper left-hand corner.
Web Form Fields
At the top of the web form, you will notice a number of fields that need to be filled out:
The name of the web form (for internal display only). This name will also be on the web form activity that is created, so be as specific as possible.
An email will get sent to this email address, notifying this person that a new web form has been filled out. The email will include the name of the form, all of the various form fields and what was input into those form fields. If you’d like the notification to be sent to multiple email addresses, separate them by semicolons.
Note: You must have an email router set up for CRM in order for the notification emails to go out.
This is the entity that will be created in CRM when a web form is submitted. If you don’t want an entity to be created when the web form is submitted, you can choose not to associate a related entity. Then the information will simply be kept within the web form activity that’s created when a form is submitted.
This is where the label for the field will display – either on top of the answer field or to the left of it.
If a lead or contact is chosen as the Related Entity, users have the option to associate this form to a campaign. When the form is submitted, a campaign response will be created, if a campaign has been chosen here.
This is the message that will display after someone has submitted their form, as long as you are not automatically redirecting people to another web page.
Whether or not the submitter will need to identify a captcha before submitting the form. (This is used to prevent spam)
If you would like users to be redirected to a different web page after they submit a web form, enter a URL here. Remember to put http:// in front of your URL, so that the redirect works properly.
Note: If you decide to use the iframe to deploy your web form, users will be redirected inside of the iframe, if you place a URL in this field. In order to properly use the redirect function, you will need to use the HTML source code to deploy the form on your web page, which requires a moderate amount of HTML knowledge.
Here, you have three choices:
- Automatically redirect to the redirect URL (Auto)
- Give a button to click on below the Submit Message (Link/Button Text), which will then take them to the redirect URL (Button)
- Give a piece of text to click on (Link/Button Text), which will then take them to the redirect URL (Link)
Once you’ve finished filling out these fields, click on Save.
Note: The owner of the record that is created with each PowerWebForm, is the same as the owner of the web form itself. The owner of the web form activities that are created, is the user whose username and password is entered in the PowerWebForm configuration area.
Enabling Google Captcha on your webform
Whether you deploy your webform via the Iframe or source code, PowerWebForm allows you to enable google captcha on your webform.
Enabling google captcha via Iframe deployment:
If you have your webforms deployed to your website via the Iframe, all you need to do in order to enable google captcha is to set the "require captcha" field to "yes." From there, google captcha will be enabled on your form.
Enabling google captcha via source code deployment:
If you have your webforms deployed to your website via the source code, enabling google captcha will require one additional step. On top of setting the "require captcha" field on the webform to "yes," you will also need to add your site key and secret key to the PowerWebForm configuration page setup tab. The site key and secret key is specific to your domain, which you can find in your google account. Please note that if you modify your keys (site key & secret key) after initially inputting them in the configuration page, then at that point you would need to redeploy your webforms to your website.
Users have the option to apply the double opt-in process to emails being sent from CRM on the web form level. Select yes, to apply email opt-in.
If the Opt-In Selection is set to yes, once a web form is submitted a double opt-in record is created and a pre-configured workflow generates and embeds a unique URL link into a confirmation email. This email is then sent to the address entered in the email address field on the web form.
Once the link has been clicked by the potential subscriber, the opt-in will be verified. If a contact or lead chooses to opt-out of receiving future emails, the workflow will not proceed further.
If the double opt-in process has been verified, all accounts, contacts, and leads to the associated email address pre-populated will have the primary email opt-in lookup populated with the verified double opt-in.
To view a list of all Double Opt-In subscribers, navigate in your CRM to PowerPack, PowerWebForm and select Double Opt-Ins.
The status of the Double Opt-In record will be one of the following:
- New: When a new record is created, the default Opt-In Status is “New” before the record is saved.
- Email-Sent: This status means that the email has been sent to the given email address in the Double Opt-In record.
- Verified: If the customer clicks the URL in the double-opt-in email to verify their email address, then the status of the Double Opt-In record will become Verified.
4. Opted Out: This status is similar to an unsubscribe, meaning that the user has clicked the link saying that they wish to opt out of future communications, in the double opt-in email they were sent. Once that link is clicked, the Double Opt-In record’s status changes to Opted Out.
5. Duplicate Exists: If the same email exists on more than one Double Opt-in records, the status of the record will become Duplicate Exists automatically.
6. Staged: After the new Double Opt-In record is saved, the status changes to Staged. This status occurs between the New and Email Sent statuses. The Staged status will automatically change to Email-Sent when the email is sent to the email address on the record.
If you would like to connect your PowerWebForm to a webinar setup in GoToMeeting, you can utilize the GoToMeeting Section. Simply select the “Lookup Webinar” button.
This will open a dialog box where you can choose which webinar you would like the PowerWebForm to connect to.
Simply select the webinar this PowerWebForm will connect to and select ok. Once you have selected the webinar that you want the PowerWebForm to map to, you will notice that there will automatically be three form fields added to your form field section. First Name, Last Name and Email, these are the minimum requirements for GoToWebinar registrations, so we have created and mapped them automatically for you.
Once you have this setup, all submissions through the PowerWebForm will map to your CRM system as well as the GoToMeeting system, so that you no longer have to manage multiple databases.
If you’d like to change the look and feel of your web form, you can input CSS in this field. If you do not upload a CSS, your web form will default to a white background, with black text, like the example below.
Creating Form Fields
The next thing you’ll want to do to create a PowerWebForm is create fields for your web form. To add a form field, click on the “+” next to the form fields grid.
When creating a new form field, there are a number of items that need to be specified about the field:
Notes what form this fields will be tied to. This is automatically populated for you.
What order the field will be displayed in (i.e. 1, 2, 3 for 1st, 2nd, 3rd…)
The text that will appear either on top of or next to the field.
Field Tool Tip
This will display below the Field Label on the form in a smaller font.
This field will let you choose what type of answer you are looking for. Each field type is described in detail in the next section.
Field Length (chars)
Denotes if there is a limit to how many characters can be typed into a web form field.
Whether or not the field is required to be filled in, in order for the form to be submitted.
Where in CRM this web form field will map to. For example, if you have chosen a lead for your related entity, and you are creating a first name field, you will want to map the first name field on the form to the first name field of the lead entity when the record is created.
Used for duplicate detection – If you want to use this field on the web form to detect duplicates in your CRM or not.
Note: If you say “Yes” to use more than one field for duplicate detection, the two fields must both match a record in your CRM in order for a duplicate to be detected.
Your web form needs to contain all of the CRM forms required fields. If the web form does not contain values for all of the forms required fields, the new record will fail to save.
A single line of text can be entered in this field.
Multiple lines of text can be entered in this field.
A list with multiple options that drops-down when you click on the field. If you select this type of field, an “Options” field will appear, where you can type in what options you would like to list in the dropdown field.
A list of items that are displayed, and you can only choose one of the answers. If you select this type of field, an “Options” field will appear, where you can type in what options you would like to list in the radio buttons.
One check box that can either be checked, or unchecked.
A list of items that are displayed, and you can select multiple items. If you select this type of field, an “Options” field will appear, where you can type in what options you would like to list in the dropdown field.
A field where submitters can enter a date. Please note that this date field is in U.S. date format of mm/dd/yyyy.
This field will only allow users to enter numbers, and can be used for numeric values, such as phone numbers.
This field is meant for a number such as a zip code.
This field will only allow users to enter an email address.
This field will allow users to upload a document to be submitted with their webform submission. If you choose this field, you will be able to specify what file types you will accept in this field, the maximum size the uploaded file can be, and whether you would like to attach the file to the record that’s created or simply keep it within the web form activity.
A hidden field can be used to pull in a value from the form that you don’t want the person submitting the form to have to fill out. For example, if you’re creating a lead with the form, you may want the hidden field to populate the “source” or “topic” field on the form, telling you this lead came from a web form.
You can also use a guid in a hidden form field to populate a CRM lookup field type with a specific CRM record. For example, if you want to create cases with a PowerWebForm, you could assign all cases to a specific account named “Unassigned Cases”.
Note: You cannot dynamically populate a lookup on a CRM record with a web form submission. You can only populate a lookup field on a record with a static value, using a PowerWebForm.
To populate a lookup field on a record with a static value, you would need to put the technical name of the entity (or the “Primary Key”) in the format entitynameid, in the Field Label field (so contactid, accountid, po_newentityid, etc.). Choose the hidden Field Type, and enter the record’s unique identifier (or guid) into the Default Value field. This ID must be 36 characters long. Take a look at the example below:
To find a specific record’s unique identifier (or guid), open the record, and pop it out, using this icon ( ) in the upper right corner of the screen. You will now see the URL displayed at the top of the popped-out window. The guid is the piece after the “=%7b” and before the next “%” sign. You should have 36 characters including the “-“ between the letters/numbers.
Once you’ve finished specifying a form field, click Save & Close, and click the “+” sign again to create another form field.
*For users on versions 18.104.22.168 or above of PowerWebForm, please follow the below steps:
If the FormField is the ‘Hidden’ field type, the user needs to enter the logical name of the Entity which is corresponding to the Field.
NOTE: when selecting the field type as hidden, then we will see the field called “Default Entity Logical Name of Field”. In this field, the user will enter the logical name of the Entity which is corresponding to the Field.
Example 1: In the below image, The field label is CustomerID, it was a hidden field, and it is mapped to customerid.
But Customer is the polymorphic lookup, so we have to enter the logical name which is either account or contact.
The second example have field name as Source Account and it is also have hidden field type and mapped with ‘parentaccountid’.So the logical name of the entity is ‘account’.
Setting-up Additional Duplicate Detection
If you’d like to check more than one entity for duplicates before a new record is created (for example check leads AND contacts before creating a contact), you can set up additional duplicate checks. To do so, navigate to and open your web form, and click on “Duplicate Checks” in the navigation bar. Click Add New Duplicate Check above the grid.
Choose the entity you’d like to add additional duplicate check for (Remember, you will already be checking for duplicates on the primary entity of the web form, so no need to add that here.) and save the record. Next, click on the “+” next to the “Duplicate Check Fields” grid, and select Add New Duplicate Check Field in the ribbon.
Choose a form field, and a CRM field to check for duplicates, then click Save & Close, and click “+” again if you’d like to add another field to check duplicates for, until you are satisfied with your duplicate check. Remember, only add fields here that you want to use to check for duplicates. Not all form fields need a duplicate check mapping. If you add more than one duplicate check field here, the information being submitted must match all fields exactly in order for a duplicate to be detected.
When you are finished, click Save & Close.
Note: if a duplicate is detected, PowerWebForm will not update the information on the record with what was submitted in the form. It will simply append a web form activity to the existing CRM record, with the form information in it.
Pre-populate Web Form Data
Web form fields can be pre-populated with CRM data by creating a dynamic URL containing the web form ID and form field data. Users can find more information on this process in our blog post.
“Set Regarding” Workflow
If for some reason the PowerWebForm solution is not able to fire properly and the “Regarding” value of the PowerWebForm Activity is not set, you can run a workflow that will start the process again as if it is a new lead so that you can ensure that an entity record was created or if it already exists that the webform activity is appended to the existing record, and that set regarding on the actual webform activity is set.
To run this workflow, please navigate to your webform and select webform activities. Once you are in the webform activities section of CRM highlight all records that do not have the regarding set, select the ellipsis and choose “Run Workflow.”
Once you select Run Workflow, a dialog box will pop open. Here you will want to select the WebForm Activity Process and select Add.
A confirmation box will open to confirm you want to run the workflow, select OK.
Please allow a few minutes for the workflow to run, you will know it has been completed once the regarding has been set for the activities.
Please note that if you only need to run the workflow for a single contact you can click into the individual record and run the workflow from there in the same method outlined above.
Copying a Web Form
If you’d like to create a new web form that’s similar to a web form you’ve already created, simply navigate to the PowerWebForm section of your CRM, select the form you’d like to copy, and click on “Copy Web Form” in the ribbon. After you click on the button, give the system a chance to recreate the web form (It may seemed as if nothing happened, but it takes a minute for the system to copy all of the information from the current form, to recreate the form). The “copied” web form will pop open on your screen, and will have the exact same properties as the old web form. The word “Copy” will be appended to the original name of the web form, in the copied version.
PowerWebForm installs a few dashboards that show you an overall summary of your web form activity within the last 30 days, 90 days, 6 months or 12 months. Navigate to the dashboards area of CRM to view these.
Update double-opt in email:
To update information for the Double Opt-In, first we need to find the Process on CRM. Settings> Process
To update, we must Deactivate the process (We can reactivate later):
Once deactivate, we can update the properties. In this case, we click on the Email, Set Properties.
Once on this page, we can update the email. For example, the subject, message, attachments, etc. Once it’s updated, two things:
- Hit the Save and Close button
- Hit the Activate to reactivate the process.
Note: Your changes will be reverted back to default, when you import a new version of the solution. To prevent this, you could recreate the workflow with a different name and deactivate the one that was imported with the solution. When you import a new version of the solution, remember to deactivate the workflow that’s re-activated when the new version is imported.