Managing Web Forms

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Benefits
Availability
Create Web Forms

Capture Leads, Contacts or Cases from your Web site!

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.

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.
• Configure the Web form further, to suit your requirements. By default, the web form contains only web related tags.
• Customize the fields to be added in the web form.
• Test the entire workflow of Web form, before publishing in the Website.

Benefits

Web forms can be used for:

• Capture data (visitors' information)
• Communicate with website visitors
• Conduct surveys
• Respond user queries
• Generate online sales
• Receive online feedbacks

Availability

Create Web Forms

To create Web forms for Leads/Contacts/Cases module:

1. Click Setup.
2. In the Setup page, under Leads/Contacts/Cases Settings, click the Web-to-Leads/Contacts/Cases Form link.
3. In the Web to Lead/Contact/Case page, click Create New Form.  
4. Specify the corresponding details in the following sections:
• Form Properties
• Field Selection
  
• Lead/Contact Assignment
• Email Notification
• Generate Web Form
  

1. Enter a Form Name (eg. Feedback form, Data form, etc.).
2. Enter a valid Return URL starting with "http:// or https://" that will generate a Thank You" message or any other automated message when someone submits the form.
   Note: The length of Return URL should not exceed 50 characters.
   
3. Enter a valid Domain Name starting with "http:// or https://".
   This prevents spam and allows only forms submitted through the particular domain to be captured as valid information.
   

• The domain name should be the URL where the generated web form is hosted.
• If the domain name 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 domain name field to capture from other / multiple domains.

Step 2: Fields Selection

1. Select the fields' check boxes that are to be displayed in the web form.

• The fields displayed here are those available in the particular module's (Leads/Contacts/Cases) Field list.
• To have custom field, the field should be first added in the particular module.
  

Step 3: Lead/Contact/Case Assignment
Note: This feature is available only in Paid Editions.

1. Select the check box to enable manual record approval. 
2. Click to select a user as owner to the records.
3. Select the Lead/Contact/Case Assignment Rule from the list.
   
4. Click Manage Rules link to edit the corresponding assignment rule.
   

Note:

• Enabling Manual record approval will help you to validate the generated records manually and then add them to the corresponding module in Zoho CRM. If not enabled, all the records generated through website are assigned directly to the corresponding modules.
• You can setup Zoho CRM to automatically assign users for the records generated from website by selecting the Select User option or by creating Assignment rules.

Step 4: Email Notification
Note: This feature is available only in Paid Editions.

1. Select the email template from the list.
   The template that you select will be used to send an auto-response email to the user who submits the form.
   
2. Select the Notify Owner check box to send an email to the owner, when a record is generated through your Website.

Step 5: Generate Web Form

1. Click Generate Web Form.
   It generates the HTML code (the form fields and hidden tags) along with return URL.
2. In the Copy Generated HTML page, copy the HTML content and paste it in your favorite HTML editor and click Finish.
3. Click Save.

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.