We have a hubspot form and a webhook that notifies our backend, listening the contacts.* events (all of them).
I know that Hubspot doesn’t allow us to have duplicate email address, and this is fine: what I want to understand is: how can I detect if a user puts an email in the form that already exists?
Hubspot doesn’t raise an error, it simply shows the thank you page while it doesn’t create the contact and doesn’t notify us via the webhook. In this way it’s totally impossible to warn that user that his submission has been rejected.
Hey @ADefendenti this might be a bit too broad of a solution, but you could use a workflow to notify you every time a contact has submit a form more than once. There’s a contact property called “Number of form submissions” which we can use in workflows. You could setup a workflow to enroll when “number of form submissions is greater than 1” and this could send an internal email to the team (or even trigger another webhook if that suits), whenever anyone submits any form on your HubSpot account after already submitting 1 form. You could also filter is by the specific form submission too if you only wanted this to happen on a single form.
It would look something like this (the re-enrollment is also set to re-enroll any time someone submits the form)
If your webhook is triggered by a workflow, you could also set an if/then branch before the webhook to check for if the number of form submissions is 1 and only trigger the webhook based on that, this might be imperfect however as if the contact has submit another form this number may be more than 1 but they could still be applicable to the webhook.
Where I just wrote “TEST” in the workflow. Now I updated the workflow in order to receive the email of the contact that performed the submission of the form, but from there no email arrived. I submitted the form almost 6 or 7 times.
Am I missing something? I want to receive the email EVERY TIME the user submits a form with a duplicated email, not only the first time, so I can warn the Sales team to contact it. Triggering another webhook would be great but thart feature is limited to the Operation Hub plan which I don’t have, so for now I will go with the internal email…but I must be sure that every mail arrives.
The solution above is a good (but still manual) solution for identifying duplicates that come in exclusively through forms. But most companies have data flowing in through several avenues — forms, employee-entered, integrations, etc. There would still be a lot of meat on the bone regarding duplicates for most companies in that scenario.
First, Hubspot will automatically deduplicate contacts by email address. But of course, they may have a personal email address and company email, add a tagged prefix (like Hubspot+John@company.com) for filtering, or simply enter the information differently.
Just wanted to throw in that Insycle (and just to be clear, I’m part of their team) could be your solution for snagging more duplicates. Insycle gives you the flexibility to use any field as a potential match. You also get full reign over the final merged master record, setting rules for the master record in its entirety, and even laying down rules for preserving data on a field-by-field basis.
Insycle Recipes could be injected into HubSpot Workflows, so you could deduplicate records in advanced ways immediately after they fill out your contact form and before your first communications go out to them.
Hey @ADefendenti how are you populating the form field? It would need to be set in a contact property to be used as a contact personalization token, it doesn’t automatically populate when a form is filled out.
understood. I thought I could get the form name that triggered the workflow in some way…I’ll probably then create 3 workflows, one per each form I need to track (those are 3 in total)
