Create or Update Multiple Contact Records and Link Them to a New Event Record

In this guide, we will demonstrate how to create or update multiple Contact records that are linked to an existing Account record using a repeat group feature. We will also create a new Event record where the new and existing Contact records will be linked as attendees.

1. Go to Formyoula.com and click “Sign In”.

2. Click “New Form”.

3. Click “Rename” to give your new form a name.

4. Drag and drop a Salesforce Lookup field from the “Salesforce” section. This will be used to search for existing Account records in Salesforce.

5. Click on the “pencil” icon and edit the Salesforce Lookup field. We will name the field label “Find Account Record” and we will select “Account” from the available “Object” list.

6. Please drag and drop all the necessary fields for the Event object record creation. We will use one text field for the “Subject” and two date/time fields for the Event’s start and end date/time.

7. Next, please drag and drop a “Repeat Group” element on your form from the “Select” section. Click on the “pencil” icon and edit the field. In this case, we will change the label to “Contact”.

8. Drag and drop a Salesforce Lookup field inside the repeat group section. This will be used to search for existing Contact records in Salesforce. Change the label to “Find Contact Record” and select “Contact” from the “Objects” list. Also, we will display email as an additional field on the lookup element by adding the following API names: Name, Email

9. Drag and drop all the necessary fields inside the repeat group for the Contact record update or creation.

10. We will hide the Contact record fields, such as First Name, Last Name and Email in case if the Contact record already exists in Salesforce. Please click on the pencil icon on each of these fields and click on the “Add Controlling Field” button. Select the Contact lookup field under the “Controlling Field” section and select “No” from the “Show If” section.

11. Once all the fields are added, please Save and Close the form.

12. 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.

13. Select “Salesforce” from the available connections list and click “Create Connection >>”.

14. Select “Contact” from the available Salesforce Object list and click “Save”.

15. First, please select the Contact lookup field under the “Update based on lookup”. This will ensure to update existing contact records in Salesforce.

16. Next, please select the repeat group element “Contact” under the “Use Repeat Group” section. This will ensure to Create or Update multiple records in Salesforce.

17. Save the record settings when done.

18. Now please map the Account Lookup field to the Account ID field in Salesforce. This will link the new or existing Contact records to an existing Account record in Salesforce.

19. Next, please map all the other necessary fields for the Contact object.

20. Once done, please click ok the “<< Back to Connections” button.

21. Select “Salesforce” from the available connections list and click “Create Connection >>”.

22.  Select “Event” from the available Salesforce Object list and click “Save”.

23. Now we need to map our Account lookup field to the Salesforce Related To ID (WhatId) field. This will ensure to link the new Event record to an existing Account record in Salesforce.

24. Next, please map all the other necessary fields for the Event object record.

25. Once done, please click ok the “<< Back to Connections” button.

26. Select “Salesforce” from the available connections list and click “Create Connection >>”.

27. Select “Event Relation” from the available Salesforce Object list and click “Save”.

28. First, please select the repeat group element “Contact” under the “Use Repeat Group” section. This will ensure to add multiple Event attendees in Salesforce.

29. Save the record settings when done.

30. Next, please map the [New Event Record ID (Seq. 2)] to the Event ID. This will ensure to add the Contact records to the newly created Event record.

31. Next, please map the [New Contact Record ID (Seq. 1)] to the Relation ID. This will ensure to add the new Contact records as attendees to the new Event record.

32. And please map the Contact lookup field to the Relation ID. This will ensure to add the existing Contact records as attendees to the new Event record.

33. Once done, please click on the green “Try Form >>” button on the top of the page. This will open the mobile web app.

34. Select your newly created form.

35. Find an existing Account record in Salesforce.

36. Enter the details for the new Event record.

37. Click on the repeat group section to add Contact records. With the first repeatable section, we will add an existing Contact record from Salesforce.

38. Once added, please add a new repeat group section. We will use this to create a new Contact record.

39. Once done, please submit the form entry.

40. Now in Salesforce, you will be able to see the existing Contact record and the new Contact record that are linked to an existing Account record. Also, you will see the newly created Event record.

And on the Event record, you will see the new and existing Contact records have been invited to the meeting.

For any questions, please contact us - [email protected].