Overview
This article shows instructions for how to use Vuture forms with the Salesforce CRM.
* Requires Version 2 of the Form Editor. If you are not on the latest version, please ask your Account Manager to enable:
Admin > System > Versions > FormEditor Version > 2
Admin > System > Forms > Force validation script
Admin > System > Forms > Enable Date of Form Processing
Admin > Roles > Forms > Hide Form Fields
Contents
As part of Vuture’s landing page functionality, you can create forms either in a Vuture landing page or embed a form on your website. These forms can synchronize directly with Salesforce. You can use forms for:
- Event RSVPs
- Preference management
- Additional data capture or data enrichment
- Surveys or feedback
As part of your Vuture Master Template, we will create default RSVP forms for your events. Located in your Landing Pages folder, you'll find 'Prefilled' and 'Blank' RSVP Forms (see screenshot below). You can use these default forms as a starting point to help speed up the overall set up of your event process.
For more detailed instructions on how to successfully setup you RSVP Prefilled and Blank forms for an event campaign, please click here.
Alternatively, you can also create your own forms, starting from a new page.
- To create a new form, click into the campaign where you wish to create your form.
- Click on Landing Pages from the menu on the left
- Click on new page to create a new form
To get to the Form Editor screen to edit your form, click into the form itself on your Landing Page.
When you add a contact field into your form and a client completes the form, Vuture will write back this data to your CRM.
As part of the RSVP Forms (Prefilled and Blank) in your template, you may see that a few contact fields have been added for you. For example the First Name, Last Name, Company and Email fields.
Please note: All forms must have the following fields as a bare minimum: First Name, Last Name, and Email Address.
If you wish to add more contact fields that will sync with Salesforce, please follow the below instructions.
- Click into the form fields to get to the Form Editor (if you're not there already).
- Make sure you are on the "Add a field" tab.
- From the "Select Salesforce field" drop-down, select a "Core Field" to add to your form (i.e. Country or State).
- Then click on "Add field"
- The new field will automatically be added to the bottom of your form. Navigate to the bottom and click into the field to edit the settings.
- Decide if this contact field should be "required", "read only" (making the field uneditable), or "half width" (meaning it takes up 50% of the form, so that another field can sit beside it). Best practice tips on read-only fields for prefilled forms.
- You may also click to drag and drop it higher up on your form if desired.
When you are finished adding your additional contact fields, click the "Save" button in the top right. Then click the "Publish" icon > "Publish now" to fully publish and save out your updates.
Adding a RSVP field
Please note: All RSVP forms must have the following fields as a bare minimum: First Name, Last Name, Email Address and RSVP.
If you wish to add a RSVP field to your form that will sync with Salesforce, please follow the below instructions (see animated GIF below which highlights these steps):
- Click into the form fields to get to the Form Editor (if you're not there already).
- Make sure you are on the "Add a field" tab.
- From the "Select Salesforce Field" drop-down, select your RSVP field and click on "Add field".
- This new field will be added to the bottom for your form. You may then click to drag and drop it higher up on your form if desired.
- Click into the RSVP field to get to the field settings.
- Check off required. You may also wish to pre-check the "Accept" option, as well as, setup your landing page redirects depending on which option the recipient chooses. That way, they will get to the right landing page when submitting the form.
- Click on "Form Settings" tab and select the Salesforce campaign you'd like the RSVP to write back to. Please note: If you do not do this step and try to save the form, you will get an error message that reads "No Salesforce campaign selected. Are you sure you wish to continue?" This should be done for both the Prefilled and Blank forms.
- Click on "Save" in the top right corner.
- To publish the form, click on the "Publish page" icon > "Publish now".
- Repeat these steps for the Blank RSVP Form, too.
For more detailed instructions on how to successfully setup you RSVP Prefilled and Blank forms for an event campaign, please click here.
Adding a new Salesforce data field
You can add any Salesforce Contact or Campaign member field into Vuture forms. By doing this, when a contact submits a form, the value will be recorded against the correct field. Please note, Campaign member fields will write back to the campaign linked to the form.
Please reference the below table which specifies the data fields Vuture supports:
|
Data Type
|
Supported
|
Notes
|
|
Auto Number
|
No
| |
|
Formula
|
Yes
|
Read only - Vuture cannot update this in forms.
|
|
Roll Up Summary
|
Yes
|
Read only - Vuture cannot update this in forms.
|
|
Lookup Relationship
|
No
|
This is an internal ID reference.
|
|
External Relationship
|
No
| |
|
Checkbox
|
Yes
| |
|
Currency
|
No
| |
|
Date
|
No
| |
|
Date/Time
|
No
| |
|
Email
|
Yes
| |
|
Geolocation
|
no
| |
|
Number
|
Yes
| |
|
Percent
|
Yes
| |
|
Phone
|
No
| |
|
Picklist
|
Yes
| |
|
Picklist Multiselect
|
Yes
| |
|
Text
|
Yes
| |
|
Text Area
|
No
|
Field length too long and not supported for API calls
|
|
Text Area Rich
|
No
| |
|
Text Encrypted
|
No
| |
|
Time
|
Yes
|
Must be submitted in format of HH:MM AM/PM - subject to Salesforce Timezone settings
|
|
URL
|
Yes
| |
Once you have created a field in Salesforce that you would like to include in a Vuture form, please provide your Account Manager with the following details:
- Field Name as it should be seen in the Vuture Form (E.g. Workshop Sessions)
- Field API Name as it appears in Salesforce (E.g. WorkshopSessions__c)
- Field Category: Contact field or Campaign member
Depending on the field category, your Account Manager will add the name and API in:
- Admin.System.Salesforce.Campaign member form fields
- Admin.System.Salesforce.Contact form fields
They will then "Save" and "Verify Fields"
Once added, you will be able to select your CRM fields in the Vuture Form Editor.
To add a Salesforce field click on the Select Salesforce field drop-down on the menu on the left hand side.
- In the drop down you will find the core Salesforce fields along with any custom fields you have setup.
- Click Add Field and it will add the field to the bottom of the form.
When you click on any of the fields the field settings will automatically appear on the left with details for that specific field.
Add a hidden field
* Requires Admin > Roles > Forms > Hide Form Fields to be switched on for your role.
You can add hidden fields in your Salesforce forms. These hidden fields will not be visible to the person completing the form but will submit data against their record in your CRM. When you hide a field, both the field and the label will be hidden.
For example, you may have two separate forms for RSVP Accept and RSVP Decline. For the RSVP Accept form, you may wish to make the RSVP field hidden with Accept as pre-checked. Please see animated GIF below to highlight this example.
To add a hidden field to your form, please follow the below instructions:
- Click into the form fields to get to the Form Editor (if you're not there already).
- Make sure you are on the "Add a field" tab.
- From the "Select Salesforce field" drop-down, choose your field that you'd like to add and make hidden.
- Click "Add Field"
- This new additional field will be added to the bottom for your form. You may then click to drag and drop it higher up on your form if desired. You may also adjust the field settings as necessary.
- Click into the field, then mark this field as Make hidden
- Click on "Save" in the top right corner.
- To publish the form, click on the "Publish page" icon > "Publish now".
Removing fields from your form
To remove fields from your form, please follow the below instructions:
- Click into the form fields to get to the Form Editor (if you're not there already).
- Navigate to the field you wish to delete.
- Click on the red "X" icon in the top right corner of the field.
- Your field should now be removed from the form.
- Click on "Save" in the top right corner.
- To publish the form, click on the "Publish page" icon > "Publish now".
Adding section breaks and instructional text to your form
When editing your form, you may wish to add sectional breaks to highlight each section of a form, especially if there are many fields. You may also wish to add instructional text to provide guidance to those who are submitting the form.
Below, you'll find instructions on how to add section breaks and instructions to your forms.
Section break
When editing a long form, you may wish to break apart the form into different sections (e.g. Contact information, Event details, etc.). You can do this by adding a "section break" to your form under Vx Fields.
To add a section break, please follow the below instructions (please see animated GIF below):
- Click into the form fields to get to the Form Editor (if you're not there already).
- Make sure you are on the "Add a field" tab.
- Scroll down to the "Vx Fields" section.
- Click on "Section break".
- Your Section break field should be added to the bottom of the form.
- Click on the "New Section" field to drag and drop it higher up on your form.
- You should then be able to rename "New Section" to the title of your choice by editing the "Section label". Otherwise, click into the new field to edit this text.
- If you wish to add more information, you may add this under "Instructions for user".
- Click on "Save" in the top right corner.
- To publish the form, click on the "Publish page" icon > "Publish now".
Instructions
You may wish to add instructional text to different areas of your form to help provide guidance to those completing the form.
To add instructional text, please follow the below instructions (please see animated GIF below):
- Click into the form fields to get to the Form Editor (if you're not there already).
- Make sure you are on the "Add a field" tab.
- Scroll down to the "Vx Fields" section.
- Click on "Instructions".
- Your Instructions field should be added to the bottom of the form.
- Click on the "Section instructions" field to drag and drop it higher up on your form.
- You should then be able to rename "Section instructions" to your desired text by editing the "Instructions for user".
- Click on "Save" in the top right corner.
- To publish the form, click on the "Publish page" icon > "Publish now".
Add file upload button
* Please note, this is a premium feature. Please contact your Account Manager for more information. They will need to enable Admin > System > Forms > Display file upload.
You can give your contacts the option to upload a file alongside the rest of the data they submit in a form (i.e. CV or Resume).
There is a 10MB limit to the attachments and a 30MB total file size limit if you are using multiple file upload buttons. If you are expecting a large file attachment, please test with a large file before launching the form to make sure we can deliver those to you via the form submission email.
To add the file upload button, please follow the below instructions (please see animated GIF below):
- Click into the form fields to get to the Form Editor (if you're not there already).
- Make sure you are on the "Add a field" tab.
- Scroll down to the "Vx Fields" section.
- Click on "File Upload".
- You should now see that the Upload button has been added to the bottom of your form.
- To edit the title of the field, click into the file upload field and change the field label (e.g. Upload your resume).
- You may also choose to make this field required.
- Next, click on the Form settings tab.
- Enter in an email address for "Email form to". This email address will receive a copy of every form submission along with the uploaded file. (For more information on this, click here)
- Click on "Save" in the top right corner.
- To publish the form, click on the "Publish page" icon > "Publish now".
Important: We will only send these files as attachments via email. We will not save them in the Vuture System. We do not scan any attachments for Viruses so make sure that you have the necessary checks in place.
You may wish to change the wording of the submit button for your form.
To change the wording of your submit button, please follow the below instructions (please see animated GIF):
- Click into the form fields to get to the Form Editor (if you're not there already).
- Scroll down until you see the "Submit" button.
- Click on the "Submit" button.
- You may then update the "Button text".
- Click on "Save" in the top right corner.
- To publish the form, click on the "Publish page" icon > "Publish now".
Field settings
For each of the fields you may have added on your form, you can alter each field's settings. To do so, click on any field and it will bring up further options for you to complete.
Below are some of the most common field settings you will see:
-
Field Label: This is the text that we display next to the form field.
-
Field Name: If you are using a field from Salesforce this box will display the name of this field as it is in your CRM. In this scenario we will grey out the field name as it is a system field. We lock this field down to prevent anyone from changing the Field Name. That way, all information will write back correctly to CRM for that field.
-
Options: By clicking into a field, you have different options you can set. The options that appear may be slightly different for each field.
-
Predefined Value: You can specify a predefined value for a field. We will automatically display this when your contact loads the form.
-
Instructions for user: If you add some instructions for this field, we will display them directly under the field.
-
Conditional Field Name: This relates to form logic. Please click here to read more about form Logic.
Additionally, for the RSVP field, you will see additional options (please see animated GIF below). This includes:
- Changing the text of the values (e.g. "Yes" to "I accept")
- Pre-checking the option, so that it is checked on the form automatically.
- Setting a redirect for when someone selects this option (i.e. selects "Yes" to RSVP, redirects them to the "Thank You Accept" landing page.
Please note: It is recommended to only set redirects on one field (e.g. RSVP: Redirect "Yes" to "Thank You Accept" landing page AND Redirect "No" to "Thank you Decline" landing page). Please see the below screenshot for this example. It is not recommended to set redirects on more than one field per form.
While the Field Settings tab covers the options for each field individually, the Form Settings tab covers options for the Form as a whole.
Click into the form on your landing page to get to the Form Editor screen. Then switch from the "Add a field" tab to the "Form settings" tab.
Form Name
If you fill in the Form name, we will use this as the subject line if we email you that someone has submitted the form (see "Email form to" setting below).
By default, the Form Name will either be "RSVP (Blank)" or "RSVP (Prefill)". It is best practice to change this to a unique name for your event.
Email form to (optional)
When a contact submits this form you can have the completed form details emailed to the email address you put in this field. If you want to add multiple emails, simply separate them with a semi-colon e.g. info@vuture.co.uk; news@vuture.co.uk. This is also the address that any uploaded file will be sent to. Important: If you put your email address in this field you will receive a copy of every form submission.
If you'd like to change the FROM Address for the form submission notification from the default of auto@the-vx.com, please ask your Account Manager to update 'Admin.System.Forms.Form Submission Notifications From Address'.
Thank you page
Be sure to set a landing page as your "Thank you page". This is the landing page the contact will be redirected to once submitting your form. Unless, you've set redirects on the RSVP form.
Important: If you do not set a "Thank you page", your contact will receive an error page when submitting the form.
Form data options
The "Form data options" setting specifies whether this form should be prefilled with the contacts details from Salesforce or should be blank for new contacts to submit.
Below is a more detailed definition for each of the Form data options settings:
Pre-fill contact details
Selecting the "Form data options" to "pre-fill contact details" will display the contact details that are held in your CRM on the Vuture form. For example, the First Name field will be pre-filled with the contact's first name from Salesforce. This is true for any Salesforce contact fields you've added to this form, where there is data recorded for that contact in Salesforce.
Please note: For this to prefill correctly, a contact must best sent a live email from your Vuture platform and click through to the prefilled form from this email. The form will not prefill for any "Send Test" emails, only live email sends and "Send Sample".
This helps to save your contact time to submit a RSVP form. This also helps you to comply with GDPR by revealing the data you are holding about a client.
Examples of pre-filled forms include:
-
RSVP forms - where the contact has been emailed an invitation from Vuture, using Salesforce as the data source, and the form is set to prefill with their details.
-
Preferences form - where the contact can see what contact information you have held against them and can freely make edits to update this information, ensuring the information you have in your CRM is up-to-date.
-
Unsubscribe form - where the contact can request to unsubscribe from your communications.
Blank form, disconnect from contact
Selecting the "Form data options" to "Blank form, disconnect from contact" will display all contact fields on the form as blank fields and it is not tied to Salesforce.
A blank form is meant for new contacts or those who did not receive an email from your Vuture platform with a link to the prefilled version of the form.
Because a blank form is not tied to Salesforce, these types of forms can be shared as a URL or embedded on a website.
Once a contact submits a blank form, Vuture will try to find a match in Salesforce by looking at the last name and email address. If Vuture does find a match, it will amend the contact record in Salesforce. If Vuture does not find a match, it will create a new contact record for this contact in Salesforce.
Examples of blank forms include:
-
RSVP forms - where the contact has not received an invitation from Vuture, but wants to register to the event. They were either forwarded the invitation and clicked through to the blank RSVP form, were given the URL to the blank form, or completed the blank RSVP form on your website (if embedded).
-
Subscription form - where the contact can subscribe to receive your marketing mailings and add themselves to lists based on their interests.
-
Gated forms on websites - where the contact provides their contact details on your website in return for a piece of downloadable content (i.e. white papers).
Blank version
This setting is directly related to your Forward to a Friend Form. This setting allows you to choose a blank version of a form for when an email is forwarded via the Forward to a Friend Form. This way, if someone were forwarded an email (via the Forward to a Friend Form) and they click through to register, they can be taken to the RSVP Blank Form, instead of the RSVP Prefilled Form (meant for the original contact).
You can read more about this setting here. As best practice, we recommend using option #2, when using any personalized fields.
Select a Salesforce campaign
Select the Salesforce campaign you want to link this form to. Please note: This is required for both Prefilled and Blank Forms.
Add contacts to folder (optional)
If you wish to add contacts to a campaign when they submit the form, please select it in this drop-down.
Click the save button (top right of the screen) when you have finished editing the form.
