Integration Setup Guide: Formstack + Your CRM

This guide will show you how to set up a Formstack Sync for Advanced Integrations with any of the CRMs listed on this webpage including Pipedrive, Insightly, SugarCRM, Zoho CRM and more. 

What To Expect

With the Formstack integration, you'll be able to link one or more Formstack forms to a destination CRM, and the integration will create a new lead or contact (your choice) whenever one of the linked forms is submitted.

Step 1: Login to Formstack Sync

Go to: https://accounts.bedrockdata.com/ and log in with the username and password you set up after you received your invite.  If you haven't received an invite yet, request access here.

Step 2: Install Connectors

After you log in to Formstack Sync, go to the Connectors page by clicking "Connectors" in the left-hand sidebar.  Then, select the "Formstack" connector in the dropdown, and click "Install".

In the dialog box that appears, click "Sign In to Formstack".  

If you aren't already logged into Formstack, you will now be asked to login.  Once you are logged in to Formstack, you'll see a screen asking you to give permissions to Formstack Sync.  Click "Authorize".

Next, you'll see a screen confirming that you have logged in to Formstack.  Click "Save".

Then, repeat this process to install the connector for your CRM. 

Step 3: Complete Form to Have Your Forms Enabled

To begin reading information from your forms we will need to enable read access to the forms you would like to sync submissions from. Please complete this form and we will reach out once we have completed the request. Advanced Integration Forms Request

Step 4: Configure Your First Form

Next, you will map fields between a Formstack form and your CRM.  You'll pick a form to integrate, and you'll tell Formstack Sync which fields on the form correspond to fields in the CRM.

Click on "Mappings" the left-hand sidebar.  Then, click "Add Mapping".

In the dialog that appears, select "Contact" from the dropdown list.  If you want, you can name the mapping (for example, you could name it according to the name of the Form you're planning to integrate, such as "Demo Form").  Click "Save".

 

Step 5: Configure Form Fields

Next, click "Add Field" to set up the first field you'll send to your CRM.

This will bring up the field mapping dialog.  Here, you select a field from Formstack that you want to send to your CRM, and the corresponding field in your CRM where you want the data to appear.  Under "Connector", click the text that says "Click to Edit".

 

Next, open the dropdown that appears, and choose "formstack0".  

Then, under "Object", choose the form that you want to integrate with your CRM.  Note that the name will be displayed a little bit differently within Formstack Sync.  For example, if the form were called "Demo Form", then the name in Formstack Sync would be "formdata_demoform".

Finally, select the field that you want to send to your CRM.

Now, repeat the above process for the CRM:

  1. Click "Add Mapped Field"
  2. Click the dropdown that appears under "Connector", and choose the CRM connector, for example if it's Microsoft Dynamics it'd be listed as "dynamicscrm0"
  3. Choose the "lead" object under the "Object" dropdown
  4. Choose the field that you want to receive the data in your CRM

Finally, enter a Label for this field, and then click "Save".

Repeat step 4 until you've set up all of the fields for the first form that you want to integrate with your CRM.  When you're done, your mapping will look something like this:

NOTE: stick with one form for now -- you can add additional forms later, by going back to step 4 and starting a new mapping.  We recommend setting up one mapping per form that you want to integrate with your CRM.

Step 6: Turn On Your Integration

Once you've set up at least one mapping, you're ready to turn on your integration!  Click "Dashboard" in the left-hand sidebar, then click the "On/Off" switch under "Integration Status".

In the dialog that appears, you have an option between "Sync Future Changes Only", and "Sync All Records".  Here's what this means:

  • Sync Future Changes Only: only future form submissions will be sent to your CRM
  • Sync All Records: all of your existing form submissions will be sent to your CRM, as well as any new submissions in future

Choose whether you want to sync existing form submissions, then click "Start".

Step 7: Wait for Initial Run to Complete

At this point, Formstack Sync will start to ingest your form submissions.  If you have a significant amount of submission data, this can take some time.  You can keep an eye on this from your Dashboard:

When you initially start the integration, you will see a gray rectangle that says "Scheduled".  You may also see a grey rectangle with a "Refresh" icon, which shows that the integration is currently running.  At this point, your integration is still ingesting your submission data from Formstack.

Once you see a green rectangle with a check mark in it that says "Up to Date", you'll know that the integration is ready to start processing new form submissions.  If you chose "Sync All Records" in Step 5 above, this will also indicate that the integration is finished sending your previous form submissions to your CRM.

Step 8: Run a Test

As a final step, we recommend running a test to ensure that your integration works the way you expect.  Go ahead and submit the form you just hooked up to your CRM.  After a few minutes, the information you submitted should show up as a new lead.

If it doesn't, it might be that your configuration in Formstack Sync isn't quite right.  The most common reasons leads might not show up in your CRM are:

  • Required fields: make sure that all required fields on the CRM lead are also required on your Formstack form.  All of the required fields in CRM need to be supplied on the Formstack form in order for new leads/contacts to be created by the integration. Have a look at this article for more on required fields: https://support.bedrockdata.com/hc/en-us/articles/360023974471-Managing-Required-Fields-in-Your-Mappings
  • Mismatched field types: make sure that type of each field on the Formstack form matches the type of field in your CRM, for fields that you've hooked up through the integration.  For example, if you try sending a checkbox field from Formstack to a date field in your CRM, the integration won't be able to create new leads/contacts. Have a look at this article for more information on field types https://support.bedrockdata.com/hc/en-us/articles/360023974071-Understanding-Field-Types-in-Your-Mappings
  • Mismatched dropdown options: for dropdown fields, make sure that every option on the Formstack form is also present in your CRM.  If you have any options coming from Formstack that aren't present in the dropdown in your CRM, the integration won't be able to create new leads/contacts. It is also important to note that the options in the dropdowns residing in the respective must be a character for character match for the creation of a new lead/contact to be successful. 

If you are having trouble getting form submissions to send data into your CRM, reach out to support@bedrockdata.com and we'll be happy to help you troubleshoot.  

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