Forms are the gateway for an anonymous web visitor to become a lead in your SharpSpring instance. We can use form submissions to trigger automation, provide usability as simple as an autoresponder, or use the submission to trigger a long term workflow to keep our company top of mind for the lead.
After adding the form to your site, you will need to create a workflow. This is a series of events that occur (send email, add to list, etc.) after the lead submits the form. Our last step will be to create a Task that uses the form submission as our trigger event.
This article provides information for the following User Roles:
- Marketing Manager
Follow these steps to create an automation based on a form.
Step One: On the toolbar, hove over Content, then on the drop-down, click Forms. Then create a new form or use an existing form.
Tip! If you need help creating a form, click to review the article Creating a Form.
Step Three: Create a workflow.
1. On the toolbar, hover over Automation, then on the drop-down, click Workflows
2. In the field, enter a name for the workflow and click the Add Workflow button.
3. Select time timing for the event.
4. On the drop-down, select the event you want to use. In the field to the right of the event, complete the required action.
5. After you have selected the event, click the Add Action button. You can add as many events as you want, then click Save Changes.
NOTE: To delete an event from a workflow, hover to the right of the workflow title and click the red x button.
Step Four: Once the workflow is created, create the automation task.
1. On the toolbar, hover over Automation, then in the drop-down click Tasks.
2. In the field, enter a name for the task and click the Add Task button.
3. There are three Form Actions you can use for the task: fills out the form (trigger or filter), fills out any form (trigger or filter), has not filled out the form (filter only).
4. In the Select a Form field, begin typing the form title then choose the form you want to use . Select when you want the trigger or filter to send and click the Add Rule button. The trigger or filter will display below.
NOTE: Your company's business hours are set within your company profile by the Administrator.
TIP! Setting up a non-business hours task/workflow is a great way to ensure your automated communication seems human. If a lead submits a Contact Us form at 2:00am, you can send an email indicating the team will respond in the morning, rather than a standard autoresponder.
Step Five: In the Workflows & Actions section, begin typing the name of the workflow you want to link to the task. When you see the workflow on the drop-down list, click it.
Step Six: You can see the workflow in the window. Click the Save Changes button.
NOTE: To delete the workflow from the task, hover to the right of the workflow title and click the red x button.
TIP! You can test the automation by filling out the form on your webpage or SharpSpring landing page. You will see the lead record created in the Contact Manager, and the workflow will be listed under the Memberships tab.
Ideas to Get Started
Task: Lead fills out any form.
Workflow: Thank you for contacting us email. Include links to your social media sites so the lead can click and follow you on those platforms.
Workflow: Send notification to sales members, then add lead to a list and change lead status to qualified.
Task: Lead fills out form related to top of the funnel content.
Workflow: Send notification to business development rep. Add lead to List (Top of Funnel Leads List), then changes lead status to open. Lastly, send recurring emails that are related to the topic of the form over a few weeks.
Task: Lead fills out form related to support.
Workflow: Send email confirming to customer that you have received their issue and will attend to it and then sends notification to support staff member.