Form Handlers collect data from your forms, then automatically create or update records within Insightly Marketing.
- How it works
- Tracking events
- How to create a Form Handler
- How to add Finish Actions
- Connecting the Form Handler to your form
- How to enable auto-filling Geographic Prospect data
- Learn more
How it works
When you create a Form Handler, you will map the fields of your pre-existing form to Prospect fields in Insightly. This will eliminate the need for manually entering data into Insightly after a Prospect has filled out your form.
When a Form submission is received, Insightly will check the IP Address and the user. If five or more Form submissions are received in a five minute time period from the same IP Address and user, Insightly will not process the submission and it will be discarded. The submitter will receive an HTTP 500 error. This will occur even if the user is blank or null.
This SPAM check occurs in Finish Action sequences for Redirect Links, Hosted Files, Form submissions, and List Emails.
Read our reCAPTCHA v3 setup documentation to learn more.
Users can review their Prospect’s form interactions on Landing Pages or on a form setup on their own site from the Prospect record’s timeline tab.
Insightly will record information a Prospect entered on a form. These events will be recorded even if the Prospect does not submit a form. There aren’t any events recorded, however, that specify when a Prospect has made changes to the form.
Additionally, Insightly will track interactions with videos during a browsing session. Multiple videos can be embedded on a page.
When a visitor interacts with a form, Insightly will record one event in the visitor activity table for all the form fill events for that interaction for that specific visitor session.
When the timeline entry is clicked, information about how far the Prospect got in the form fill will appear.
If a visitor interacts with a form, Insightly will capture:
The Form Submission ID
The Visitor ID
The Prospect ID
The Date of Submission
The Database Action
The HTTP Response Code
The User IP Address
The User Agent
Form Data that was entered, such as an email address or a last name
When recording video interactions, Insightly will condense each event into one entry on the timeline tab. In the timeline tab, there will be one timeline entry for each video viewed within a browsing session by each visitor - not a separate timeline entry for each play and pause.
If a visitor interacts with a YouTube video, Insightly will capture:
The YouTube video’s name
The date of the event
The link to the video
Play, pause, and end events, with the timestamps in seconds
How to create a Form Handler
Select Forms from the navigation bar. Click New Form Handler.
Enter your Form Handlers information. The Name field is required. If you select Specific URL from the Success Page or Error Page dropdowns, you will be required to enter a URL.
If needed, edit the Duplicate Handling field. By default, it is set to update existing records instead of creating duplicate records.
The Email field is the only required field for a Form. Click Add Form Field to add other fields for your Prospects. You can choose to make additional fields optional or required.
When entering the Field Name, make sure it matches the field's name within the coding of your form. It needs to match the “name” property value of that corresponding element in the form on your website exactly. You cannot use spaces in the Field Name field.
In the example above, the Field Name is ASSISTANT_NAME. You wouldn’t use Assistant Name because that is the Field Label, which is how the field appears within a record.
How to add Finish Actions
Finish Actions allow you to add an automated activity that is triggered when someone submits your form.
For example, if you want to notify other users when a Form has been submitted by a Prospect, you could add a Finish Action to your Form record that gets triggered when a Form has been completed to send an email to any stakeholders.
Finish Actions will typically occur immediately after a form has been submitted and cannot be scheduled for a later date or time. They can, however, be assigned conditional criteria that will not allow the action to occur unless the submitted form has met the criteria that has been set.
If you have multiple Finish Actions, they will only execute based on the Prospect's original field values. For example, say a Prospect started with a score of 5 and was updated to 10 as a result of the first action. If the section action were to execute for Prospects with a score of 10 or more, it would not execute because it was originally 5.
Finish actions will not execute if Insightly cannot identify the Prospect who completed the Form. The Prospect needs to have filled out and submitted a Form with the email address associated with their Prospect record.
Go to the Finish Actions tab. Click Add Finish Action.
Select an action from the dropdown.
Enter the required fields. You can optionally add conditional criteria. For example, this Send Email action could require that the employee count needs to be greater than 10 for the action to be triggered.
Click Save Finish Action.
Connecting the Form Handler to your form
When you are finished, you can add the Form Submit URL field to your API POST request.
Insightly Form Handlers will only accept POST form submissions; "multipart/form-data" posts will not be accepted because Form Handlers cannot support file uploads.
In the Submissions tab, users can review the Prospects who have filled out the form.
How to enable auto-filling Geographic Prospect data
Insightly can automatically fill the Country, State, and Canadian Province onto a Prospect record based on GeoIP information from a Form Post.
Go to System Settings > Form Features.
Click the checkbox to the right of Auto-Populate Prospect Address.
Read these articles to learn more about Form Handlers: