In this guide, we will demonstrate how to convert a Lead record into an Account and Contact records and also create an Opportunity and a Follow Up Task with a single Formyoula form entry. All of the records will be linked to the Account record.
1. Go to Formyoula.com and click “Sign In”.
2. Click “New Form”.
3. Click “Rename” to give your new form a name.
4. First we will drag and drop a Salesforce Lookup field. This will be used to search for an existing Lead record in your Salesforce organization. Please click on the “pencil” icon to edit the field.
5. Please drag and drop a select field on your form. This will be used to convert the Lead record after the form submission. Please enter the Lead Status pick-list values from Salesforce Lead object.
6. Next we will drag and drop all other necessary fields for the Lead record. These fields will be reused for the Account and Contact records.
7. [Optional] Please drag and drop a check-box field on your form. We will use this field to show/hide the Opportunity fields based on the user's selection.
8. Please drag and drop all the necessary fields for the Opportunity record. For the select field, please enter the exact same field values as in your Salesforce picklist field.
9. For all the Opportunity object fields, please add the controlling setup, so that these fields are dependent on the “New Opportunity?” checkbox. Please see this guide that explains the field dependency setup - http://support.formyoula.com/knowledgebase/articles/401099-conditional-fields.
10. [Optional] Please drag and drop another check-box field. We will use this field to show/hide the Task fields based on the user's selection.
11. Please drag and drop all the necessary fields for the Task record.
12. For all the Task object fields, please add the controlling setup, so that these fields are dependent on the “Follow Up Task?” checkbox.
13. When all the fields are added please “Save & Close” your form.
14. Click on “(Add)” under the “Connections” column or click on the “Create a Connection” button or select “Add/Edit Connections” from the “Actions” available list.
15. Select “Salesforce” from the available connections list and click “Create Connection >>”.
16. Select “Lead” from the available Salesforce Object list and click “Save”.
17. First, please select your Lead Salesforce lookup field under the “Update based on lookup”. This will be used to update the Lead record instead of creating a new one. Also, please see this guide that explains how to pre-fill your form fields with information from Salesforce - http://support.formyoula.com/knowledgebase/articles/404713-pre-fill-formyoula-forms-with-salesforce-informati
18. Next, please select the matching fields in both mapping sections and click “Create Map”.
19. When done, please go back to the connections page.
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20. Next we will create a Salesforce Account record connection. We will reuse the Company field for the Account Name.
21. Next we will create a Salesforce Contact record connection. We will reuse the First Name, Last Name and Email fields for the Contact record. Also, we will map the [New Account Record ID (Seq 2)] field to the Account ID field in Salesforce. This will ensure to link the new Contact record to the new Account record.
22. [Optional] Next, we will create a Salesforce Opportunity record connection. Please map all the necessary fields for the Opportunity record. And also, please map the [New Account Record ID (Seq 2)] field to the Account ID field in Salesforce. This will ensure to link the new Opportunity record to the new Account record.
23. [Optional] And for the last we will create a Salesforce Task record connection. Please map all the necessary fields for the Task record. And also, please map the [New Account Record ID (Seq 2)] field to the Related To ID 9 WhatId ) field in Salesforce. This will ensure to link the new Task record to the new Account record. And the [New Contact Record ID (Seq 3)] field to the Name ID (WhoId) field in Salesforce. This will ensure to link the new Task record to the new Contact record.
24. When all the connections are created, please go to your Formyoula dashboard and click on the “Try” button to open the mobile web app.
25. Select the newly created form.
26. Use the Salesforce lookup field to search for existing Lead records in your Salesforce. The form will automatically populate the Lead record fields on the form. Change the Lead Status to “Closed - Converted”. And if necessary, add details for the Opportunity and Task record creation by clicking on the checkboxes. Once done, please submit the form entry.
27. Now in Salesforce, the Lead record status will be changed to “Converted - Closed”. Also, a new Account, Contact, Opportunity and Task records will be created and linked together.
For any questions, please contact us - [email protected].