Workflow Trigger: Form Submitted
What is the Form Submitted Workflow Trigger?
The "Form Submitted" trigger is an automation feature that starts a workflow whenever a visitor submits a specific form. This allows you to automatically perform a series of actions, such as updating contact records, sending emails, or creating internal tasks, immediately after a form is filled out.
Key Benefits
- Save Time: Automate repetitive tasks that follow a form submission, freeing up your team for more important work.
- Improve Responsiveness: Instantly communicate with the person who submitted the form, improving their experience.
- Maintain Accurate Data: Automatically push the information collected by the form directly into the correct contact records within your CRM.
- Target Precisely: Use filters to ensure the workflow only runs for submissions to a particular form or that meet certain criteria.
- Scale Effortlessly: Handle a high volume of form submissions without requiring additional manual effort.
Configuring the Form Submitted Trigger
Access Workflow Settings
Go to the workflow automation area of your CRM. You can either create a brand new workflow or edit an existing one.
Add a New Trigger
Click the "Add New Trigger" button. From the list of available triggers, select "Form Submitted."
Name Your Trigger
Give your trigger a clear, descriptive name that will help you identify it later, like "New Contact Form Submission."
Set Filters
Refine when the workflow will run by setting a filter. The primary filter is Form Is, where you select the specific form from your account that will activate this trigger.
Save and Activate
Click Save to confirm your trigger settings. Before making it live, test the workflow to ensure it functions as expected. Finally, publish the workflow to activate the automation.
Use Cases
New Lead Follow-Up
Scenario: A potential customer fills out a "Request a Quote" form on your website.
Setup: Set the trigger to activate when the "Request a Quote" form is submitted.
Outcome: The workflow can instantly send a thank-you email to the lead, create a new task for a sales representative to call them, and add their information to your CRM pipeline.
Customer Support Ticket Creation
Scenario: A client submits an issue via a "Support Request" form.
Setup: Configure the trigger for the "Support Request" form.
Outcome: The workflow can create a new support ticket in your system, assign it to an available agent, and send the client an automated confirmation that their request has been received.
Event Registration Confirmation
Scenario: Someone registers for your webinar using an online form.
Setup: Use the trigger for your "Webinar Registration" form.
Outcome: The workflow can add the registrant to a specific list, send them a calendar invitation, and email them the webinar access details.
Frequently Asked Questions
Can one workflow be triggered by multiple forms?
Yes. You can configure the trigger to run for more than one form by adding multiple filters.
What if the same person submits a form more than once?
The trigger will activate for every submission. You can add conditions to your workflow to check for duplicates or implement a cooldown period to prevent repeated actions.
How do I use the submitted form data in an automated email?
Within your workflow's email action, you can use merge tags to insert the data from the form. For example, if the form asks for a first name, you can use a tag like {{contact.first_name}} in the email body, which will be replaced with the actual name provided.
What if a form is submitted with missing information?
You can build conditional logic (if/then branches) into your workflow to check for required fields. If data is missing, the workflow can take an alternative path, such as sending a request for the missing information.
Does this work with forms from other platforms?
The Form Submitted trigger is designed to work with forms built directly within your CRM. To automate actions based on submissions from external forms, you would typically need to use a webhook integration.