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Configuring Form Fill Notifications

Article: 000050244
Updated: July 25, 2024

Get notified via email or user notification when a visitor has filled out a form.

In Lead Gen & CRM, you can set up an automation that will notify you whenever a visitor fills out a form.

This article will detail how to configure form-fill notifications.


Article Contents

 
 
Users:
Administrators 
Company Managers 
Marketing Managers 
Sales Managers  
Salespersons  
Jr. Salespersons  

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Creating Automation Forms

The automation requires a form to function, so you will need to have a form ready before creating an automation.

Create or edit a form, add fields, elements, and topics as necessary, and then save your form.



Creating Visual Workflows with Email Notifications

Once you have created a form, you can set form fill notifications to inform you via email when a visitor has filled out a form. This is done with a visual workflow.

To create a visual workflow for form fill notifications, create or edit a visual workflow:
 

  1. Click + Add > Trigger under Start or an applicable workflow branch.

    Visual Workflow Add Trigger

     

  2. Click fills out the form, located under Form.

    Fills Out Form Trigger

     

  3. Enter the name of the desired form in the Form Name field and when this trigger should apply (any time, during business hours, during non-business hours) and click OK.

    Configure Trigger

     

  4. Click + Add > Action under the created trigger.

    Add Action to Workflow

     

  5. Click send a notification to email, located under Notifications.

    Notification Trigger

     

  6. Enter the desired email address in the Email field. 
  7. Optionally, click the following checkboxes:
    • When available, send to the lead owner instead
    • Use custom notification
      Note: Refer to Creating Custom Notifications for more information on custom notifications.
  8. Click OK.

    Configure Action

     

  9. Set the workflow to Active.


    Activate Workflow


Creating Visual Workflows with User Notifications

Once you have created a form, you can set form fill notifications to inform you via user notification of when a visitor has filled out a form. This is done with a visual workflow.

To create a visual workflow for form fill notifications, create or edit a Visual Workflow:
 

  1. Click + Add > Trigger under Start or an applicable workflow branch.

    Visual Workflow Add Trigger

     

  2. Click fills out the form, located under Form.

    Fills Out Form Trigger

     

  3. Enter the name of the desired form in the Form Name field and when this trigger should apply (any time, during business hours, during non-business hours) and click OK.

    Configure Trigger

     

  4. Click + Add > Action under the created trigger.

    Add Action to Workflow

     

  5. Click send notification to user, located under Notifications.

    Send Notification to User Trigger

     

  6. Enter the desired user name in the User Name field. 
  7. Optionally, click the following checkboxes:
    • Send text message as well
    • When available, send to the lead owner instead
    • Use custom notification
      Note: Refer to Creating Custom Notifications for more information on custom notifications.
  8. Click OK.

    Send Notification to User Configure Action

     

  9. Set the workflow to Active.

    Activate Workflow
 

 

Disabling Notifications

To disable notifications, and stop notification emails from firing, you may deactivate the visual workflow that was built. While workflows cannot be deleted or removed, they can be deactivated.

Disabling the Automation toggle

Read Deactivating and Reactivating Visual Workflow Automations for more information on deactivating and reactivating visual workflows. 
 


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