Salesforce Forms – All You Need To Know
Table Of Contents
- What You Will Learn:
- Types of Salesforce Forms
- Advantages of Using Salesforce Forms
- Frequently Asked Questions (FAQs)
Salesforce forms are powerful tools designed to collect, process, and store information within the Salesforce platform. These forms can be embedded into websites, emails, or other digital platforms to gather data directly from customers, leads, or internal teams. Whether you’re capturing leads, streamlining data entry, or gathering feedback, Salesforce forms ensure seamless data collection and integration.
What You Will Learn:
- What Salesforce forms are and how they are used.
- Types of Salesforce forms and their advantages.
At their core, Salesforce forms enable businesses to:
- Capture Leads: Embed forms on websites or landing pages to convert web traffic into actionable leads.
- Streamline Data Entry: Automate the input process, ensuring accuracy and efficiency.
- Collect Feedback: Gather insights from stakeholders, whether on products, services, or internal processes.
Types of Salesforce Forms
1. Salesforce’s Inbuilt Web-to-Lead
This tool allows users to generate an HTML snippet for embedding forms into web pages.
Advantages:
- Cost-Effective: Free for all Salesforce users.
- Easy Setup: Directly accessible within Salesforce.
- Spam Protection: Includes reCAPTCHA functionality.
Limitations:
- Limited to lead creation.
- Doesn’t recognize returning visitors or prevent duplicate data.
- Daily submission cap of 500 leads.
2. Marketing Automation Platforms
Platforms like Pardot and Marketo provide advanced form-building tools.
Advantages:
- Pre-populate data for known contacts.
- Enable lead segmentation and automated routing.
Limitations:
- Synchronization delays may occur.
- Some customization requires coding knowledge.
3. Third-Party Web Form Platforms
Available on Salesforce AppExchange, these forms integrate robustly with Salesforce.
Advantages:
- Support multiple Salesforce objects and records.
- Offer advanced features like dynamic picklists.
Limitations:
- Incur additional costs.
- Require administrators to learn a new interface.
Advantages of Using Salesforce Forms
1. Streamlined Data Collection
Salesforce forms streamline data gathering by embedding them across websites, landing pages, or emails. With features like real-time data capture, these forms instantly populate Salesforce with accurate information, reducing the manual effort. For instance, using the Web-to-Lead form, you can embed a basic lead form on a webpage to capture user details like name, email, and company.
Example: Web-to-Lead HTML Snippet
<form action="https://webto.salesforce.com/servlet/servlet.WebToLead?encoding=UTF-8" method="POST">
<input type="hidden" name="oid" value="00DXXXXXXXXXXXX">
<input type="hidden" name="retURL" value="http://www.yoursite.com/thank-you.html">
First Name: <input type="text" name="first_name"><br>
Last Name: <input type="text" name="last_name"><br>
Email: <input type="text" name="email"><br>
Company: <input type="text" name="company"><br>
<input type="submit" value="Submit">
</form>Code Explanation:
This code generates a basic form that sends lead information to Salesforce. The oid field links the form to your Salesforce organization, while the retURL defines the page users see after submission. Input fields for first name, last name, email, and company capture the user’s details. On submission, the data is sent to Salesforce’s Web-to-Lead endpoint for processing.
2. Enhanced Lead Management
Automating lead generation with Salesforce forms allows businesses to segment and score leads effectively. For example, when a visitor fills out a form, the data can be automatically categorized based on specific fields, such as industry or budget. This ensures targeted sales efforts and reduces wasted time.
Example: Triggered Workflow Using Process Builder
When a new lead is created from a form, Process Builder can trigger email notifications to the sales team:
- Trigger: New lead creation.
- Action: Email notification to the sales team with the lead’s details.
Code Explanation:
This approach utilizes Salesforce’s declarative Process Builder tool. When a lead is created, the workflow triggers an automated email action. This eliminates manual notifications and ensures that the right team is informed about incoming leads instantly.
3. Integration with Salesforce Features
Salesforce forms integrate seamlessly with workflows and analytics. For instance, submitting a service request form can automatically create a case in Salesforce and assign it to the appropriate support team. This ensures quick response times and better customer management.
Example: Service Request Workflow
A form submission triggers case creation:
// Pseudo-code for Trigger to Create Case
trigger CreateCaseOnFormSubmission on Lead (after insert) {
for (Lead l : Trigger.new) {
if (l.IsConverted == false) {
Case newCase = new Case(
Subject = 'New Service Request',
ContactId = l.ContactId,
Description = l.Description
);
insert newCase;
}
}
}Code Explanation:
This Apex Trigger listens for newly inserted leads. If the lead isn’t converted, it creates a new case with details like subject, contact ID, and description. This automation connects lead data with Salesforce’s case management for streamlined customer service.
4. Secure and Trustworthy
Salesforce forms ensure data security with encryption and compliance mechanisms like GDPR. Validation rules can also help prevent invalid entries, such as hyperlinks, ensuring clean data. For example, adding a validation rule can block users from entering URLs in the “Feedback” field.
Validation Rule Example
NOT(REGEX(Feedback__c, "^(?!.*http).*"))Code Explanation:
This validation rule ensures the “Feedback” field does not contain hyperlinks. It uses a regular expression (regex) to check for “http” within the input and blocks submissions if found. This enhances data integrity and prevents unintended links in the collected data.
Frequently Asked Questions (FAQs)
1. Can I build forms in Salesforce?
Yes, you can build forms in Salesforce using tools like Web-to-Lead, Dynamic Forms, and third-party form builders. These tools enable you to design and customize forms to capture leads, gather feedback, or collect data for specific purposes. Once created, these forms can be embedded in websites or emails, streamlining data collection and reducing manual entry.
2. What is Salesforce Dynamic Forms?
Salesforce Dynamic Forms provide enhanced flexibility by allowing you to arrange and display fields dynamically on record pages. Unlike traditional layouts, you can configure fields to appear based on conditions, improving the user experience. For example, a field for “Discount Amount” can appear only if “Discount Approved” is marked as true.
3. Which Salesforce forms have the best payment integration?
Third-party form builders like FormAssembly and 123FormBuilder, available on the Salesforce AppExchange, offer excellent payment integrations. They support secure payment processing with popular gateways like PayPal and Stripe. These forms are ideal for handling e-commerce transactions, donations, and subscription services within the Salesforce ecosystem.
4. Is there a way to prevent hyperlinks in forms for Salesforce?
Yes, you can prevent hyperlinks in Salesforce forms by implementing validation rules or regular expressions. For instance, a validation rule can block submissions containing “http” or “www” in text fields. This ensures that the collected data adheres to your organization’s guidelines and remains secure.
5. Can Salesforce forms handle multiple objects?
Yes, third-party tools like FormAssembly or Zapier allow Salesforce forms to handle multiple objects. For example, a single form submission can create records for both a Contact and an Opportunity. This capability makes these tools suitable for complex workflows that require data across multiple Salesforce objects.
6. What is the submission limit for Web-to-Lead forms?
Web-to-Lead forms in Salesforce have a daily submission limit of 500 leads. For businesses needing higher limits, using third-party platforms or API-based solutions can help handle larger volumes efficiently.
7. How can I pre-populate fields in Salesforce forms?
Pre-populating fields in Salesforce forms is possible with dynamic field mapping or URL parameters. For instance, if you want to pre-fill a “Name” field, you can include the parameter in the form URL:https://example.com/form?name=John+Doe. Third-party tools like Pardot also enable advanced pre-population features for known users.
8. Are Salesforce forms mobile-friendly?
Yes, Salesforce forms can be made mobile-friendly, especially when built with responsive design tools or third-party platforms. These forms automatically adjust to different screen sizes, ensuring usability across smartphones, tablets, and desktops. Salesforce’s Lightning Experience also enhances mobile responsiveness for dynamic forms.
9. Can Salesforce forms support multi-step processes?
Yes, multi-step forms can be implemented using platforms like Pardot or custom-built solutions. These forms guide users through sequential steps, such as entering personal details first and payment information later. Multi-step forms improve user experience by breaking complex data collection into manageable steps.
10. What integrations are available for Salesforce forms?
Salesforce forms integrate seamlessly with tools like Marketing Cloud, Google Sheets, and HubSpot. These integrations allow data to flow smoothly into other systems, enabling synchronized workflows and better reporting. For example, leads captured via a Salesforce form can automatically update a campaign in Marketing Cloud.
Conclusion
Salesforce forms go beyond data collection—they serve as essential tools for efficient and personalized customer engagement. By embedding these forms across platforms, businesses can capture actionable insights and integrate them seamlessly into their operations. Leveraging Salesforce forms effectively can drive better decision-making and enhance overall productivity.
