ClickDimensions Form Capture records allow you to integrate an existing form with your CRM. Before integrating your form, please make sure that you have read this article. There are a few things that you need to make sure are in place before going through the steps below.

In this article we will cover how to create a Form Capture record, adding Form Capture fields, and taking the final steps in integrating your web form to CRM.

Step 1: Create a new Form Capture record

Go to Settings > ClickDimensions > Form Captures

Create a New Form Capture record.

In the new Form Capture record, enter the following fields:

• Name: required This is the name of your form.
• Campaign: You can associate a Form Capture record with a Campaign record in CRM. If you do associate this Form Capture with a Campaign record, you will be able to see the Posted Form records in the Campaign record.
• Visitor Entity: When a form is submitted, ClickDimensions checks the email address and looks for a Contact or Lead in your CRM who contains the same email address. If ClickDimensions does not find a match, ClickDimensions will create a new record for you. The Visitor Entity lets you choose which entity you want ClickDimensions to create  – Lead or Contact.
• Redirect on Error: required If an error occurs, such as the visitor not filling in a required field, the visitor is redirected to the URL entered in this field. It is a good idea to have a dedicated page for an error page so you can give the visitor proper feedback, such as forgetting to fill in required fields, etc…
• Redirect on Success: required When the form is submitted successfully, the visitor is redirected to the URL entered in this field. This page should give the visitor confirmation that the form was successfully posted.

After entering the necessary fields, click Save.

Step 2: Add the Form Fields

Now, we need to tell CRM, which fields will be in this form. To do that we are going to add Form Field records as a Form Capture Field. On the left navigation panel, click on Form Capture Fields.

In the top left corner, click on Add New Form Capture Field.

A new Form Capture field record will open. Enter the following fields:

• Form Field: required Use the look up field to select the Form Filed record you want to add to the form.
• Label: Enter the Label for your field. For example, if this was your first name field, you would enter something like First Name.
• Override in CRM:  This field determines if the information entered in the form will replace any information that exists in CRM. For example, you have mapped your Last Name field to the Last Name field in a Contact record. If you choose Yes for Override in CRM, when someone submits the form, anything they enter in the Last Name field in the form will replace what is currently in the Last Name field in the Contact record.
• Required: This will make the field required. If you do select Yes, we recommend you use JavaScript to alert the visitor they forget to fill out a required field.

Once you’ve filled out all of the necessary fields, click Save, and repeat for the rest of the fields.

After adding all of the Form Capture fields, you will see a list of the form fields.

Step 3: Connecting the Form Capture record with your HTML Form

After saving your Form Capture record, you’ll notice that the Form Action/Location filled contains an URL. This is the action URL that you will place in the HTML form.

Copy the URL in the Form Action/Location field

and paste it as the action URL in your HTML.

Tip: If you wish to programmatically post forms through ClickDimensions to your CRM – for example, if you have an existing form that sends data to another database and you need to continue to do that in addition to posting to CRM - check out the examples of using custom code to post forms on our community forum: http://help.clickdimensions.com/forum/?vasthtmlaction=viewtopic&t=5.0

That’s it! Your form is now integrated. You can now submit information directly into your CRM.

ClickDimensions Form Capture records allow you to integrate an existing HTML form on your website to your CRM. By using Form Capture, you will be able to capture information submitted through forms in your CRM environment. In this article, we will go through the key elements that need to be in place before integrating your form with Microsoft CRM using ClickDimensions.

1. Tracking Script

The ClickDimensions tracking script must be installed and working on the page that contains the form.

A good way to check to see if the tracking script is working, is to go to the page on your website. Then in CRM, go to Marketing > ClickDimensions > Page Views. Do you see that page listed?

If you don’t see the page listed, you might need to check a couple of things:

1. Did you create a Domain record in CRM that contains the same domain as the website you’re tracking?

2. Does the domain in the tracking script match the domain of the website you are tracking?

2. HTML Form Field Id and Name

The id and name values must exist and be identical for each form field in your HTML form.

For example, a First Name field line of HTML should look like this:

The id  and name values are exactly the same. For the last name field, you could have “id=’txtlastname’ ” and “name=’txtlastname’ “. The id and name value will change for every field, but they must match in each field.

3. Creating Form Field records in CRM

In order to map the information to CRM, you will also need to create Form Field records in CRM for each field in your HTML form.

To learn how to create Form Field records,learn about the different types available, and how to map the fields to Lead and Contact records read this article.

IMPORTANT!

The Form Field ID field is incredibly important when using Form Capture. For each Form Field Record, the ID field value must match the id value in the HTML form field. If we take a look at the First Name field again, the HTML id is “txtfirstname”

Therefore, the ID field in the Form Field record must also contain “txtfirstname”.

For every field you create the Form Field record’s ids must match to the HTML field’s ids. If they do not match, your form will not work.

4. Email Address Field

You must include an Email field in your form in order to capture who is filling out the form. ClickDimensions relies on the email address that people submit as the unique identifier in CRM. When someone submits a form (including the email address), ClickDimensions scans your Leads and Contacts in CRM to see if any of the records contains the same email address.

If there is a match, ClickDimensions will pair that form to the Lead or Contact in CRM. If there isn’t a match, ClickDimensions will create a new Lead or Contact in your CRM (based on your preference).

The Form Field record for the email address field has to have the type “Email”, in order for ClickDimensions to know which field contains the email address. If the email field does not have type “Email”, ClickDimensions not be able to identify the visitor, because it views that field as another text field.

If you are 100% sure that everything above is completed, you are ready to move to the next step in integrating your form with ClickDimensions: Integrating Forms using Form Capture.

IMPORTANT: Your CNAMEs and Domain records also need to be set up before creating your forms.

Whether you are creating your forms in Microsoft CRM using the Form Capture records or the Form Builder, you will start by creating Form Fields. If you have an existing web form, look at the forms on your web site and list all the fields that are used on these forms. If you are creating a new form using the Form Builder, make a list of the fields you want to include in your form. In CRM you will create a single Form Field record for each field.

For example, if you use ‘First Name’ on multiple forms, you will need to create this as a Form Field only once in Microsoft CRM.

Keep in mind that you’ll always want to have an email field on the form so that if someone is already in your CRM and they fill out the form, the information will be mapped to that person’s record. Whether the form is mapped to an existing person or not depends on the email field and if the email that they provide matches an email on an existing record.

NOTE: In order to map custom fields that you’ve added to your Contact and Lead entities, you must first publish your metadata on the ClickDimensions Settings page.

Navigate to Settings > ClickDimensions > Form Fields.

In the Form Fields grid choose New to create a new Form Field record.

The new Form Field record will appear.

On the Form Field record enter the following fields:

Name: This is a reference name for the form field in CRM

Form Field Id: If you are planning on using the Form Builder, enter any value here, such as “txtFirstName”.If you plan on integrating your forms with Form Capture record, enter the input id values used in your existing web form. To learn how to do this read the 2^nd Step and the Important section of this article.

Field Type: Choose a value from the drop down list.

Tip: If you are creating an email field, make sure to choose the type Email not text. If you choose text for the type for an email field, ClickDimensions will not be able to know the field contains an email address and will not connect the Posted Form record with a Lead or Contact record.

Mappings: The mappings section is different for each Type you choose.

Type: Email

Type: Text

Type: Text Area

Type: Integer

Type: URL

Type: Decimal

Type: Date

Type: DateTime

Type: Money

Type: List (Drop Down)

The question “Would you like to map the posted values to picklist field or text field?” refers to the field in the contact or lead record you want to map to. What type of field is it in the record? Once you’ve checked one or the other, the Lead Text Map and Contact Text Map values will change accordingly. In those drop downs are the choices like those in above types. The Publish Custom Fields button will sync ClickDimensions and CRM, which informs ClickDimensions of any custom fields that you have created in CRM. Doing this will cause the custom fields to appear as options in the Lead and Contact Map lists.

Note: If you choose Picklist Field you will have two more fields to fill out, Lead Picklist Value and Contact Picklist Value. These are shown in the next type, Checkbox, below.

Add each of the choices from your list to the box by clicking the green plus button. The Label field is how the item will be listed in the menu. The Value field is what will be placed in the lead or contact’s record if they choose that item.

When you are finished creating all of your choices, press the Save button in the Items box.

Type: Checkbox

This works the same as the List except you can only and must have two choices in box. Here, Picklist Field is chosen. Now Lead Picklist Value and Contact Picklist Value are available. These drop downs show what you can map your items to in the lead and contact records. In this example, the details for the True option are shown. When someone checks the box, you want the picklist field to be Yes in their record, and if they don’t check it, it will be No in their record.

Type: Hidden

When you’re done, chose Save and Close. Next, if you’re creating a new Form click here to find out how, and if you’re integrating an existing form click here.

When creating a ClickDimensions form, when a form is submitted, you are able to use form actions to send out an email notification to user(s) that contains a report of all information submitted in the form. Unfortunately, when using form captures, these form actions are not available. However, there is still a way to produce these emails.

If you have not already setup your form capture, the article explaining how to do so can be found here. Once you have setup your form capture, be sure that you have mapped all information that you would like to be available for the notification emails to fields on your lead and/or contact records.

After you have done this, navigate to settings -> processes, then create a workflow based upon posted forms.

The first step is to check whether an instance of your form capture was submitted by checking to see if a posted form record based upon your form capture has been created. If a posted form record has been created, you then check to determine whether or not the record is associated with a lead or a contact. Next, set the properties of the email that will be sent.

The workflow should look similar to this.

The notification email can be reproduced using a crm email and dynamic values. Any information from the form capture that has been mapped to a lead or contact record can be inserted into the email by using dynamic values formatted as seen in the above screenshot, just choose the appropriate fields that you’d like to insert into the email. Note that this is the email based upon a form capture submission by a contact. The email for a lead would be the same, except dynamic values would look like “{First Name(Lead(Lead))}” instead.

The properties of the email that you send should look similar to this.

After setting up the workflow, save it then Activate it. Now whenever a form capture is submitted, email notifications of the posted form capture data will be sent to you, your team, or whoever you named as recipient in your workflow.

ClickDimensions forms allow you to send an auto response email to a person who submits one of your forms. You can use a CRM workflow to create the same functionality for form captures.

Create an email template for your auto response email, then create a new workflow by going to Settings > Processes > New. Name the process, select Posted Form for the entity, and select workflow for the category. Click Next.

In the workflow properties, set Scope to Organization, and leave Start When set to Record is Created.

Begin the workflow by adding a Check Condition Step that determines if the name of the posted form record matches the name of the form capture for which you want to send an auto response email.

Next, create a two more check condition steps. The first step will determine if a contact submitted the form capture by checking to see if the posted form record’s contact field contains data. The second check condition step will determine if a lead submitted the form capture by checking to see if the posted form record’s lead field contains data.

Under both the contact check condition step and the lead check condition step, add Create Record steps and choose Send ClickDimensions Email from the create drop down list.

In Set Properties for the contact email, fill out the fields like a normal ClickDimensions Email Send, but use the Form Assistant Dynamic Values to set the recipient as {Contact(Posted Form)} in the Contact Field. To do this, set the look for fields to Posted Form and Contact. Click add, then click on the contact field and click OK. This will set the contact recipient for the create send ClickDimensions email record to be the same as the contact in the contact field of the posted form record.  Save and close the window, then repeat the process for the lead email, except set the recipient as {Lead(Posted Form)} in the Lead Field.

Activate the workflow, and now an autoresponse email will be sent any time a lead or contact submits your form capture.

Add an Email Notification Using the Workflow

Similarly, you can also use a workflow to send an email notification to one of your CRM users when a form is submitted.

To do so, add a Send E-mail step to the workflow, then click Set Properties. In the properties click on the lookup icon in the Default Value field of the form assistant. Select the user(s) you want to send the email to, then click OK. Click on the To field, then click the OK button on the form assistant to set the specified user(s) as the recipient. Now specify a sender and a subject and then place whatever content you would like. If you’d like, you can use the form assistant to dynamically populate the email with information from the record of the lead or contact that submitted the form. To do so, set the first look for field to either Contact (Contact) or Lead(Lead) depending upon which record you want to draw information from. In the second field, specify what content from that record you want to bring in. Click add, then click where in your email body you’d like to place the dynamic text, then click the OK button.

If you would like to use a template for your email notification or track it, you can use the same default value lookup field process the CRM email uses for a SendClickDimensions email record instead.