Tip #2: Prefill forms automatically with existing Zoho CRM data

Tip #2: Prefill forms automatically with existing Zoho CRM data

How to automatically prefill a form with existing Zoho CRM data?

Prefilled forms can be useful when you want your prospects to view and confirm their data, and in a wide range of other situations. In Zoho Forms, we prefill the fields with the values from Zoho CRM using the Zoho CRM field.



What is a Zoho CRM field?

A Zoho CRM field acts as a two-way communication channel, by sending data to Zoho CRM from forms and fetching information from CRM into Forms. The field will look up data from your CRM account to prefill the form.

This field accesses the CRM record using a unique key to identify which record you are searching for. The records can be identified by their last name, company, or any other unique field.

Setting up the integration

First you need to add the Zoho CRM field to your form. In the setup configuration, determine the following:
  1. Which field to use to identify the CRM record. For example, the Last Name of the record.
  2. Which details should be prefilled in the form. In the example below, the record's First Name , Email, and Phone are set to be prefilled. 



Notes on using Zoho CRM fields  
  • The Zoho CRM field will not work for embedded forms, or if forms are shared via public link(URL). It can only be used when the form is shared privately (within the organization). 
  • The person updating the data must be a user of both Zoho Form and Zoho CRM and have View/Edit access to records in CRM. 
Send out prefilled forms to your leads/contacts

If you need to share forms with people outside the organization and want the forms to be prefilled with the data from your CRM records, you can send the link to the form as an email in Zoho CRM. This allows a prefilled form to reach the end respondent, with a disabled Zoho CRM field. This keeps the data secure, because the disabled field will not reveal any information from other records.

How prefilling works?

The fields in the form are not populated when the form reaches the respondent. They will need search for a particular CRM record using a unique key, in this example, it is Last Name (as configured above). When the record is found, the mapped values in the Zoho CRM field setup will be autofilled into the form fields.

As shown in the example below, the First Name, Phone and the Email fields are automatically populated with data from the CRM record. The user can further modify the autofilled values, and also fill out the remaining form fields.



Now that you know how to prefill forms, we will discuss how this can be used to update or add data in the upcoming series.



Stay tuned!
Prasana.



If you have any questions or feedback to share, feel free to comment below or drop us an email at   support@zohoforms.com






                        Zoho Marketing Automation

                                • Sticky Posts

                                • Tip #2: Prefill forms automatically with existing Zoho CRM data

                                  How to automatically prefill a form with existing Zoho CRM data? Prefilled forms can be useful when you want your prospects to view and confirm their data, and in a wide range of other situations. In Zoho Forms, we prefill the fields with the values from Zoho CRM using the Zoho CRM field. What is a Zoho CRM field? A Zoho CRM field acts as a two-way communication channel, by sending data to Zoho CRM from forms and fetching information from CRM into Forms. The field will look up data from your CRM
                                • Tip #4: Add related lists to Zoho CRM records using form responses

                                  How to add a related list to new or existing CRM records using forms? Related lists in CRM ensures that all the data that is related is connected and easily accessible. For example a contact may have notes, attachments, activities, products, and other items associated with it. These make up a related list.   You can set up an integration to get this data using forms and automatically add it to the related list for a CRM record. There are two broad scenarios when you may need to do this: Adding a
                                • Add your brand logo to your forms

                                  What's in a logo?  Everything. Imagine you're getting home after a tiring day at work, absolutely famished. Then you see the warm yellow glow of the golden arches in the distance, waiting to envelop you in its warmth. What else do you do but pull up at the drive-thru?  A brand is something familiar. It should give customers a sense of homecoming every time they decide to come back to it. With that in mind, a logo is the face of your brand. It solidifies your brand's presence with its potential to
                                • Tip #6: Add images, files and, signatures captured in forms to Zoho CRM

                                  How to add images, files and signatures captured using forms to Zoho CRM?  Attachments in Zoho CRM can help give a deeper perspective into a particular record. When form entries are pushed into CRM, you can automatically send the attachments captured in the forms along with them. How it works  You can do this whether you are using the form entries to create new records in CRM or update existing records. The files captured with form fields will be added to the Zoho CRM record as attachments. You can
                                • Tip #10: Automatically add tags to Zoho CRM records using form responses

                                  You may be using tags to filter records, create reports based on specific tags, or let your sales team to know which clients to give priority to. Don't skip tagging for the crm records added via forms. The tags can be set to be automatically captured during the form submission. How it works When you set up a configuration to push form entries into CRM, you can add a tag to them automatically. The tag value can vary based on the respondent's input (captured using form fields), or you can include a


                                Manage your brands on social media



                                        Zoho TeamInbox Resources

                                          Zoho DataPrep Resources



                                            Zoho CRM Plus Resources

                                              Zoho Books Resources


                                                Zoho Subscriptions Resources

                                                  Zoho Desk Resources

                                                    Zoho Projects Resources


                                                      Zoho Sprints Resources


                                                        Qntrl Resources


                                                          Zoho Creator Resources


                                                            Zoho WorkDrive Resources



                                                              Zoho Campaigns Resources

                                                                Zoho CRM Resources

                                                                • CRM Community Learning Series

                                                                  CRM Community Learning Series


                                                                • Tips

                                                                  Tips

                                                                • Functions

                                                                  Functions

                                                                • Meetups

                                                                  Meetups

                                                                • Kbase

                                                                  Kbase

                                                                • Resources

                                                                  Resources

                                                                • Digest

                                                                  Digest

                                                                • CRM Marketplace

                                                                  CRM Marketplace

                                                                • MVP Corner

                                                                  MVP Corner

                                                                • Word of the Day

                                                                  Word of the Day


                                                                        Design. Discuss. Deliver.

                                                                        Create visually engaging stories with Zoho Show.

                                                                        Get Started Now