topic Re: What is best way to add a form submission to Salesforce? in Tips, Tricks & Best Practices

What is best way to add a form submission to Salesforce?

MHoekstra — Tue, 21 Nov 2023 15:30:46 GMT

Hi,

We are investigating all the options for a HubSpot form submission and notify the contact owner in Salesforce:

Activate Salesforce task sync in the sync settings and activate Form Submit - Every form submit is stoired as completed task in Salesforce. In the comments you have all the form field data and in subject the form name. Downside: Every formsubmit becomes a task. Might be overkill. Upside: Formname and form data are in task.
Activate Salesforce task sync in the sync settings and activate task created - Create task using workflow and personalize the task. This task wil then be synced to Salesfore. Downside: All task will be synced + not clear if you can add all formdata + formname to task.
Use create Salesforce task in HubSpot workflow - Task created by Hubspot in Salesforce. Downside: no personalization of the task decsription possible.
Create extra Contact (form)properties - Use these properties as hidden fields in the form. For example formname. When new / updated data synced to Salesforce an automation in Salesforce is triggered to create a task / alert. Downside: properties will be overwritten if contact submits another form.
Send an internal email to the contact owner - Email contains all the formfields and a link to the Salesforce contact record. Downside: Internal email needs to be created and added to workflow. For every form a seperate workflow? Nothing is auto stored in Salesforce.

Interested to hear how others solved this challenge.

Re: What is best way to add a form submission to Salesforce?

PamCotton — Tue, 21 Nov 2023 21:52:35 GMT

Hello @MHoekstra Happy Tuesday!

Thank you for posting in our Community!

After installing the HubSpot-Salesforce integration, you can sync HubSpot marketing and sales activities with Salesforce tasks for a complete picture of interactions with your leads and contacts. You can also report on HubSpot activities in Salesforce.

I want to invite our top experts to this conversation to share their thoughts, @TomM2 @LaurenRyan @Ben_M any recommendations to @MHoekstra matter?

Thank you,

Pam

Re: What is best way to add a form submission to Salesforce?

Ben_M — Wed, 22 Nov 2023 14:19:11 GMT

What is the use case or pain point that you are trying to solve for. Each type of buildout has their own advantages and disadvantages, but each option you present seems to me as a partial solution of a bigger dilemma which is ensuring the right leads are raised to the next stage at the right time.

For instance, I would argue that creating tasks is a necessity to understand key conversion events on the timeline of any lead or contact or be able to track what is influencing pipeline and has an impact on pipeline velocity. But, at the same time, posting everything into a sea of tasks could overwhelm a rep. The problem is then how do you filter and/or raise the right information at the right time. Does the form show intent? Do you need to send an email, or would a slack/teams or a dashboard/home screen be more efficient?

I don't think there is a simple right answer to this and more of the solution could likely end up being built in Salesforce as opposed to Hubspot as the CRM is the central system of your entire business. But when this gets built out the answer comes down to the pain points of the client and solving to reduce the friction as opposed to reaching perfection on the first attempt as different business models can lead to different variations of solutions.

Re: What is best way to add a form submission to Salesforce?

MHoekstra — Thu, 23 Nov 2023 15:16:51 GMT

Hi Ben, Thanks for the reply. We are an HubSpot agency. And just curious what the ways are to get a form submission to a salesperson in Salesforce. It is not related to a case, but just what are the possible ways?

What is your favourite way (not looking at case or pain point) of getting a HubSpot form submission (inckluding all form data) in front of a Salesforce sales user?

Re: What is best way to add a form submission to Salesforce?

MHoekstra — Thu, 23 Nov 2023 15:17:35 GMT

Hi Pam,

Thanks. Subscribed this also as one of the options.

Re: What is best way to add a form submission to Salesforce?

LaurenRyan — Sat, 25 Nov 2023 19:25:07 GMT

Here's a way we've solved reporting on form submissions in HubSpot. But that doesn't solve this challenge.

I prefer to use the standard activity sync (option 1 that you've outlined) and have it show as a completed task in Salesforce. I usually add a custom task type in Salesforce for Form (or one for HubSpot and all HubSpot tasks sync to it if you can't add one for each task type from HubSpot). Then you can easily exclude them in sales activity reporting.

You can also create a custom object in Salesforce for form submissions if you'd like and use field on the contact object changing as a trigger for the form creation.

My clients typically prefer that we do the standard task sync.

Re: What is best way to add a form submission to Salesforce?

soniya-01 — Thu, 07 Dec 2023 05:41:27 GMT

Fill Out the Form: If your form were a letter template, you would fill in the details as if you were writing in a letter.
Seal the Envelope (Submit): When you are done, you seal the envelope (submit), which is equivalent to saying, "I am finished, please take this."
Give to the Mailman (Salesforce): Salesforce receives and stores the information from your form.

Clearly Addressed (Mapped Fields): Just as your friend needs a clear address to receive a letter, so too does Salesforce need clear instructions (mapped fields) to know where each piece of information goes. Check for Delivery (Confirmation): If you want to know if your friend received the letter, Salesforce can confirm that your form submission was received.