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Act-On Software

Pushing Signups to a CRM

AUDIENCE: Administrators, Marketing Users
OBJECTIVES:

You can set up signup form submission data to push to your CRM as prospects sign up on form pages. This allows Act-On to create new lead records within your CRM automatically.

Set up your form to write all submissions to your CRM

  • Connect your CRM to Act-On under Settings > Connectors > CRM.
  • Click Content > Forms.
  • Create a new form, or edit an existing form.
  • Enable the box for Sign-ups to 'CRM' (Act-On will show the name of the CRM in your account that connects to Act-On).
  • Click 3. Finish, and save your form.

AOmegaphonesmall.pngPlease note:

It's highly recommended that the form include at least the Email Address, First Name, Last Name, and Company fields. Please check minimum field requirements for your CRM to create a new lead record.\

  • Push Sign-up Data to CRM when someone submits this form
  • Overwrite Existing Signup Data in Salesforce – This will overwrite all existing data within Salesforce that corresponds with your form fields
    • Use Signup List's Push Settings to Select Field – Using the Form Signup list, you can select which fields you would like Act-On to overwrite in Salesforce and which ones you do not
    • Update only blank fields in Salesforce - Will update blank fields in Salesforce if that field contains a value from the form submit. If not checked, the blank value will remain blank in Salesforce. 
  • Add a Note to Salesforce – Adds a note to the Salesforce activity history for that record (i.e. Act-On Form Signup:..)
  • Add to a Salesforce Campaign – Allows you to assign the registrant to a selected Salesforce campaign and set the campaign member status
    • Assign Campaign – Statically or dynamically

First let's break down each check box and the behavior depending on if your form submitters would be new records in your CRM or if they already exist.

If the individual submitting this form does not currently exist in your CRM, it will create a new record and populate the fields in your CRM with the data from the form submit.

If the individual submitting this form already exists in your CRM, it will overwrite all of the data in your CRM from this form submit. For instance, William Taylor already exists in your CRM with Job Title of Chief Financial Officer. William fills out this form and populates Job Title with CEO. When Act-On pushes the data to your CRM, it will be updated to include CEO for William. This feature will overwrite any of the CRM data from the Act-On form submit.

When specifying the settings of a form, you can choose to enable a feature that allows the form to automatically push signups to Salesforce. Within this setting, you can specify what fields can be updated by the form in Salesforce.

Follow the steps below:

  • Navigate to Contacts > Other Lists > Form Submissions
  • Click the drop-down arrow for the appropriate form submission list
  • Choose Import/Export > Push to Salesforce.com
  • Enable the Push to Salesforce checkbox
  • ​Enable the Update existing records option
  • Click Select Push-Update Fields
  • Identify which fields the Act-On form will be able to update in Salesforce
  • Click Save
  • Click Save
  • Edit the form, and navigate to the Settings step
  • Enable the Push Sign-up Data to Salesforce option
  • Enable the Overwrite existing Sign-up Data in Salesforce option
  • Enable the Use sign-up list's Push settings to select fields option
  • Navigate to the Finish step, and save the form

This works in conjunction of the overwrite feature. The difference here is that you control which fields you want to be overwritten and which fields you do not. To select which fields should be overwritten and which ones to ignore, click on the Green drop down arrow next the list that is capturing the form data:

  • Select Import/Export, then Push to CRM.
  • Select Push to CRM and Update existing records.
  • Click on the Select Push-Update Fields link to review all of the fields from this list. Any field that is checked will be overwritten in your CRM. Those that are unchecked will not be overwritten.
  • Once you have made your selection, click Save and then Save again.

AOmegaphonesmall.pngPlease note:

There is no need to schedule anything on this page as this will occur when someone submits the form.

Now, let's go back to William's example under "Overwrite Existing Signup Data in Salesforce". In your CRM, William's job title is Chief Financial Officer and his lead source is Trade Show. You have a hidden field on your form where lead source is web form. Your sign up list push settings has Job Title selected to be overwritten but lead source is not selected. When William fills out this form with CEO and the hidden field captures the lead source as web form, only his Job Title in CRM will be updated. The lead source field push will be ignored and your CRM will preserve Trade Show as the lead source.

There are two methods for submitting a form to a Salesforce campaign and successfully updating the contact or lead record.

The first method is located on Step 2 of the form editor (Settings).

  • Check the box to Push Sign-up Data to Salesforce when someone submits this form and make the appropriate selections for communicating with Salesforce. Note that the mapping to Salesforce relies on the field names you have defined on your form fields.
  • The form fields should match the Salesforce labels of your fields. After you've completed this, try submitting the form to ensure everything is working as planned and make adjustments as necessary.
  • An alternate method involves the Salesforce campaign list. Download the campaign from Salesforce so that you can appropriately map the form to the campaign list. Once you've done this, if you've already created your form, click the Edit option on the form and go to Step 3. If you have not created the form, create it (following the instructions above for Step 2) and then navigate to Step 3.
  • On Step 3 of the form you are asked to create a new list or submit to an existing list. Choose Existing List and locate your Salesforce campaign. Once you've chosen the campaign you'll be prompted to map your form fields to the campaign. For this to be successful it is advised that you map all your form fields to existing Salesforce campaign fields. In this case  you don't want to see the New Column option to the right of any fields. Standard fields that you should map your form to include:
    • First Name
    • Last Name
    • Email
    • Company
    • Title
    • Mailing Street
    • Mailing City
    • Mailing State/Province
    • Mailing Zip/Postal Code
    • Mailing Country
  • Next, match your form field columns to existing columns in your Salesforce list.  All of the fields in the campaign list are already mapped to Salesforce.
  • To make sure a form submits to a Salesforce campaign list and successfully updates the contact or lead record, you should first make sure you've selected the Signups to Salesforce option on Step 2 of the form. 
  • When using this feature, the mapping to Salesforce relies on the field names you have defined in your form fields. The form fields should match up the Salesforce field labels. If you would like to test, try submitting the form to ensure everything is working as planned and make adjustments as necessary.

An alternative method involves the Salesforce Campaign list. 

  • Import the campaign from Salesforce so that you can appropriately map the form to the Campaign list
  • If you've already created your form click Edit on the form and go to Step 3 (Finish). If you have not created the form, follow the instructions above for Step 2 when creating it, and then navigate to Step 3.
  • On Step 3 of the form editor, choose to Submit to an Existing List and locate your Salesforce campaign.
  • Once you've chosen the campaign you'll be prompted to map your form fields to the campaign. For this to be successful, map all of your form fields to existing Salesforce campaign fields (this means you do not want to see the New Column option to the right of any fields).
  • Standard fields that you should map to your form include:
    • First Name
    • Last Name
    • Email
    • Company
    • Title
    • Mailing Street
    • Mailing City
    • Mailing State/Province
    • Mailing Zip/Postal Code
    • Mailing Country
    • Business Phone
  • Match up the rest of your form field columns to existing columns in your Salesforce campaign list. All of the fields in the campaign list are already mapped to Salesforce so your data will be submitted correctly.

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