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How does the JotForm integration work?

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Built into OpenCRM is integration with JotForm (http://jotform.com).

There are three elements to the JotForm integration, these are;

1. Setting up the integration between JotForm and OpenCRM

2. Creating the Form in JotForm

3. Mapping the fields in OpenCRM

4. How to create and use a Hidden Field in a JotForm (for example to capture the Lead Source of a form submission)

5. Linking records using JotForm

6. Mapping fields to multiple modules

7. Upload files to OpenCRM from JotForm

Note : Many of the complications with this type of integration have been automated making the process of creating forms and capturing the submitted data into OpenCRM very easy to manage.

Important: You need to contact our OpenCRM support team (support@opencrm.co.uk) and let us know if you are going to be using JotForm's USA or EU database. We need to direct your system to the correct one.

1. Setting up the integration between JotForm and OpenCRM

This requires you to already have a JotForm account (http://jotform.com > top right select the Sign Up button and create an account).

Once you are logged into your account you should select the 'Cat' icon, top right and click on the settings cog

 

Then click the API link on the left hand side

 

If this is the first time creating an API key you should click the 'create new key' button, this will create a unique API Key, you should then select the Permissions drop down and change this to 'Full Access'.

You may wish to change the name for this API key to reflect where it is being used, 'OpenCRM' as an example (you can do this by clicking the API name and editing).

Note : Setting the API key permission allowing Full Access is required for OpenCRM to function correctly with your JotForm account. If you change this key for any reason in the future your forms will stop working until you update OpenCRM. You should keep your API Key safe and secret.

Once you have the API Key you will need to add this to your OpenCRM system - this is done by;

Copy the API key from the JotForm API account screen (Ctrl + C or highlight and right click).

Login to OpenCRM as an administrator.

Top right select Settings > scroll to the Web Form section and select JotForm Initial Configuration.

This will take you to the following screen;

You should paste the API Key here - Ctrl + V or right click and paste, then select SAVE.

This links the API key that you created in JotForm to your OpenCRM system and acts as a unique identifier allowing submissions from your JotForms.

 

2. Create your first JotForm

This is where you can now go and enjoy the ease of use of JotForm and create your first forms - have fun!

Use the tools in JotForm to create the form you require and just save it as normal, there is nothing else to do in JotForm.

Note : There are some 'special fields' in JotForm to make collecting commonly used data easier to set up, these include Full Name, Address, Telephone number etc... use these to make your life easy when creating new forms.

 

3. Mapping your form fields to OpenCRM fields

The last step is to set where the submitted data will be saved in OpenCRM, this is done by following these steps;

Login as an Administrator and select the Settings option top right

Scroll down to the Web Form section and select JotForm settings

When you select the JotForm Settings option you will be taken to a new page that dynamically shows the forms that have been created in your JotForm account

Note : This list is intelligent and filters out any forms that you have deleted but not yet trashed, it only shows active forms.

There are two hyperlinks on each form row - the main hyperlink (form name) opens a separate window with an example of the form - this makes identifying and testing easy. The second link is on the text to the right of the form, this will either display Create Mapping (when no mapping exists for the form) or Edit Mapping (if the form already has fields mapped and saved).

Note : The drop down at the top allows you to filter the forms based on the modules that have been mapped, this makes finding forms of a particular type much easier.

Selecting the Create/Edit Mapping option takes you to the following screen;

The MODULE field at the top of the screen allows you to set which Module you wish the data to be saved into.

The Module selection sets the fields available to be mapped.

You should select the field that you wish the data to be saved in, from the drop down list.

Note : JotForm special fields such as Fullname and Address will appear as separate fields for the relevant elements. The Address fields for Line 1 & Line 2 are concatenated into a single value to be mapped into the Street field, similarly the Phone field in JotForm (which is split into 2 elements) is concatenated into a single value to be mapped to OpenCRM Phone fields.

Once you have selected the field mapping you should click SAVE.

Note : there are a number of things that happen when you click SAVE - the configuration is written in OpenCRM to enable the correct saving of data. The associated JotForm is updated with a Webhook (this is done automatically) so that any submissions to this form will be pushed to your OpenCRM system.

If you now test the form, entering some data (remember you can get easy access to the form by clicking the form name which is linked), you will see records created in the relevant modules.

Special Fields

There are a few special fields when mapping JotForm fields to OpenCRM, the most important ones are;

Assigned To - You can set the values of any Drop Down in JotForm to be the ID Number (10) of the user, the Username name (grahama) or the real name (Graham Anderson) - the system will check for a match on the Assigned To field in this order.

Phone Number - The phone field in JotForm has two parts, the area code and the number, these are concatenated into a single value to allow easy population of the OpenCRM phone fields.

Address - The address field in JotForm shows up as separate elements within the mapping screen in OpenCRM, this allows you to map the various elements as you require.

Address - The address field in JotForm has Line 1 & Line 2 elements, these are concatenated in to a single value to make mapping to the OpenCRM Street field easier.

Fullname - The fullname field in JotForm is a single field with two elements, in OpenCRM we break this into the two elements to allow easy population of the two fields in OpenCRM (Firstname & Lastname).

Tick Box - If you want to populate a tick or check box field in OpenCRM with data captured in a Jotform, you need to use the form tool of Radio Button, rather than Check Box.

 

4. How to create and use a Hidden Field in a JotForm

A hidden field is a great way to pass information such as Lead Source from a JotForm submission into OpenCRM, without the form submitter needing to see or fill this information in.

To make a hidden field, you need to create a Text field, and use the Default Value option to fill in the information which should be passed across to OpenCRM.

Use the cog icon to reveal the Field Properties, where you can select to Hide (or Show) a field

Your field will now look like this on the Jotform editor screen:

You can then map the hidden field to your chosen field in OpenCRM, and this value will always appear whenever a form is submitted online.

5. Linking to Existing Records using JotForm 

You can use JotForm submissions to create multiple records in OpenCRM and link them together. Alternatively, you can have a JotForm submission create a new record, for example an Activity, and link it to an existing record in OpenCRM. 

In the following example, I have created a simple contact form with the purpose of capturing basic contact information about the person and company and I have also added a field where the customer can enter their question.

I then mapped the fields just like the above instructions. 

You can see that I have used both the Contacts and Activities modules.

When this form is submitted, 3 entities are created in OpenCRM: Contact record, Company record, and Activity record. 

Notice that these records are all linked together as seen on the following screenshot.

Contact record is linked to the Company record (Company Name field is populated with the Company Name) and both of these records are linked to the Activity.


 

How to link using the CRM ID?

In JotForm you need to create a field for the existing OpenCRM Record ID (CRM ID).

(Field type: Text Box, you should hide the field so that the form submitter does not see it)

To add a Default value: click on the Properties icon (Grey Cog) that appears next to the field, then Edit Properties and on the Properties screen enter OpenCRM record ID into the Default Value field.

Alternatively, you can also pass this information across using the URL link to your JotForm. (See the instructions for doing this on this JotForm FAQ.)

In OpenCRM you need to tick the box in the Link Records column next to the ID field or map it directly to the "Related to" field.

In the following example, "OpenCRM Event" fields in JotForm is used to specify an ID of an existing Event record in OpenCRM. So in order to link the entities created by the form to the relevant OpenCRM Event, you need to tick the check box in the Link Records column next to the field.


Link Records - if the field in JotForm is used to collect and ID of an existing record, tick this column. OpenCRM will make a link between the entity created.

6. Mapping fields to multiple modules

You can create multiple entities with one Jotform submission, for example create a new Contact, Company and Opportunity record. This is fairly straightforward - Create the fields on the Jotform (e.g. Contact First & Last Name, Company Name, Opportunity Name)

Add hidden fields to the Jotform. You will use these hidden fields to auto-populate when other fields are submitted e.g. when "Company Name" field is filled in, this should fill in the (hidden) "Opportunity Company" field

This auto-population is done by going into the Config settings within that Jotform field by clicking on the cog tool and selecting the Conditional Logic option:

Set up the conditions as required; in the example we want to copy the value from the Company Name field into the hidden Opportunity Company field

You can then review the condition(s) set up for the field selected.

When configuring the field mapping in OpenCRM, map the hidden fields in the same way that you map the visible fields.

That's it! Any forms submitted will populate the required fields in the modules that you have selected.

7. Upload files to OpenCRM from JotForm

When you add an "Upload" field type in your JotFom, you can have this file appear in OpenCRM.

It will be created as a Document, which you can have auto-link to whichever module you are using to hold the JotForm information, i.e. Leads, Contacts, Companies, etc. Alternatively, you could just have the uploaded file create a Document on its own, without linking to another record.

To use this feature, you will need to: 

1. Create a JotForm with an Upload field type and a field that can hold the Document subject (you might want to have this be a hidden field).

2. Go back to OpenCRM and set up your mapping as normal, you will see that the file upload field appears with the option to tick a box to allow the file to be uploaded into OpenCRM.

Tick this box.

Important: Make sure you map the Document Subject field, otherwise your file will not be saved in OpenCRM.

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