What is a Webform?
A webform is an interactive element that allows users to input and submit data. Webforms are used to collect information from users, such as contact details, feedback, registration information, or any other data relevant to the website or its services.
Web forms play a crucial role in numerous online activities, including online shopping, user registrations, surveys, contact forms, and more. They provide a convenient and standardized way for websites to gather user information, enabling interaction and facilitating communication between the website and its users.
With FreeAgent, you can use Webforms to more easily capture data from your employees or customers.
User Permissions: Administrators
- Navigate to Web Forms
- Add a New Web Form
- Publish Settings
Navigate to Webforms
Add a New Webform
Click on "Add Webform" in the top right corner of the screen. Then choose the Webform type. Create or Update.
Create: This type is for creating new records within FreeAgent.
Update: This is for when you would like to use Webforms for updating existing data within FreeAgent.
Then give your new Web Form a name.
Once you've clicked on save you'll be taken to the Form Builder. Just like with applications in FreeAgent, you need to add Fields and Sections to build your form.
If you've spent any time building your forms in your applications you'll feel right at home. All of the Field types you can use in your Applications are available for your Webforms. For more information on Fields and Sections please see the following articles:
2. Reorder Sections
You can rearrange the order of the sections you've created for your form.
From Settings, you can alter the layout of your Webform. Move from a one-column layout to two and alter the style from vertical to compact.
You can see how your finished form will look for your users before it's finished.
When your webform is ready hover your cursor over the "..." menu on the left and select "Settings".
You'll then be taken to a new settings page with a number of different options. Let's go through each one.
1. Include Form Title
You can change the title of your Webform and choose the alignment of the title.
2. Publish My Webform
Note: this option is only available when choosing the "Create" Webform
You're provided with two URLs when you publish your Webform.
Link to Share: You use this link to share your webform with others that you like to have access to it.
iFrame: an iFrame is used to embed your form online. An example would be embedding your Webform on your company website for capturing information in FreeAgent.
3. Custom Submit Button
If you don't want to use the default you can change the name, the alignment, and the colors of your submission button.
4. Custom Thank You
Create a custom message that will appear when someone submits information using your Webform.
5. Enable Create/Update Automation
Enabling this allows you to populate fields within a chosen application in FreeAgent. It will look a little different depending on the type of Webform you're creating. We'll look at the options for both types.
In this example, I chose the "Contacts" app and have added the fields for First Name and Last Name. For "Value" you have two choices:
- From Triggering Record: This will populate the chosen field with the information entered into the form.
- From Static Value: This will fill the field with the value you enter.
Check "Update if Duplicate" if you would like FreeAgent to update your record if it finds that the field values match the ones that already exist. This option is only available for the Create Webform type.
Almost everything is the same for an Update Webform. There is one difference.
Pre-fill Form checkbox
This checkbox should be used if you're planning on using App Actions and Automatons to update your records.
To learn more about App Actions and Automations see the following articles:
Example of using "Pre-fill Form" with App Actions
Let's go over an example of the App Action and Automation that we created to make this work.
This is an app action that we've created to add a button to the detail view of any record within the Contacts app. The button is called "Send Profile Webform". When this button is clicked it will run the automation called "Update Profile".
a. Ensure the type is set to automation.
b. For updating records it's best to place your app action button on the detail page of the record you intend to update.
c. This is where you point your App Action to the Automation you would like to run when the button is pressed.
Now let's take a look at the automation.
a. Select "Email WebForm" as your action.
b. Click on the settings button to edit your action settings.
a. Choose the Update Webform you would like to use. It needs to be an "Update" webform type for this to work.
b. Choose who the Webform will be from when sent.
c. Choose who would you like to send the Webform to.
d. Create a subject line for the Webform email.
e. Create a message for the email.
f. Give the button for the webform a name. Choose something that will help people understand the purpose of the form.
6. Update if Duplicate
If you've picked a unique field to use in your webform and a user creates an entry that is identical to one that already exists; FreeAgent won’t create a new contact. Instead, it will update the contact with the matching web form data.
Clicking on the "inbox" will open a new tab that will allow you to look through all of your Webform Submissions.
Simply click on the ID for the submission you would like to view and a window will open showing you the details.