In this article we will explore the workflows that can be set up to trigger once a signup form submission has been completed. the article about setting up signup forms can be found here.
Just to summarise BuddyCRM specific terminology:
Workflows: for internal users of the CRM, aka your staff members
Marketing automations: for sending materials directly to customers and prospects
We will cover both of these in relation to signup forms within this article.
Campaign Name gets set
When a lead is created by the signup form, the marketing campaign for the relevant signup form is automatically set against their record:
We will exploit this when we set up a workflow that acts on a signup form.
Think about the ‘end game’ template
In BuddyCRM, there are several actions that can be triggered by a workflow. However the four most common actions triggered by a signup form are Create Call, Create Appointment, Create Task (which create activities in the to do list of a staff member) or Send Email Notification (which sends an email notification to a staff member).
In order to use these actions, you will first need to create the relevant Workflow Template in Admin > Template List > Workflow Templates.
There is a guide to creating Workflow Templates here.
Tip: if making activities, check ‘tick to auto create’ when creating your workflow template so that the call, appointment or task are created automatically.
Set up workflow for new leads
The next thing to do is to create the workflow that will fire when a lead is created by your signup form. In ‘Admin > Workflow’, select ‘Create Rule’.
In ‘Rule Type’, it is likely that you will want to select ‘immediate rule’ if you wish for action to happen straight away.
Give the workflow rule a descriptive name (and a description optionally to describe what it does).
In ‘Select Object’, choose ‘Create Lead’, as this will be the primary function of the signup form.
In ‘Rule Evaluation’, select ‘Campaign Name’ and then your signup form as the campaign. Meaning that when the lead is created with this campaign by the signup form, the workflow will trigger.
In ‘Action Mapping’, choose the relevant action and then the relevant template you have created and select ‘Save’.
Consider what happens for existing companies
Sign up forms in BuddyCRM will attempt to create a lead in the CRM. If the email address entered by the end user matches an existing contact within the CRM, the signup form will not insert a duplicate – a different workflow will be triggered instead for this different path. An activity feed note will also be added with the values of all signup form fields as the default behaviour.
Consider the flow you would like this workflow to take – if it should be creating a task, call or appointment, or sending an email. Then create a workflow template for ‘existing lead’ (or similarly titled) with the desired outcome.
You specify the workflow template to be used for existing leads from the ‘Choose Template’ dropdown on the Marketing Campaign first tab:
Marketing Automations
If you would like to send an email to a lead that has filled in the form, you would first need to create a template to use. You can either create a HTML template using the in-built email builder in ‘Marketing > Campaign’ (leave the campaign as a draft, guide here), or create a text only email template in ‘Admin > Template List > Email Template’.
In ‘Marketing > Automation’, your trigger would be ‘Field Match’ on the Lead module, with Campaign Name equal to the signup form campaign. Select ‘when new contact is added’ to trigger on creation.
More advice on marketing automations can be found here.
If you need further support with setup, please don’t hesitate to get in touch at support@buddycrm.com.