Tool or workflow for Company (primary) Contact to update multiple contacts

[GDuncomb-JNJ]

We have a need for our company primary contact to update/send us infomation about any company contacts they may have that are HCP (Health care providers). We need them to tell us how manny HCPs work for them and then complete a form with info about those contacts (up to a dozen properties for anywhere from 1-50 contacts). My boss said she thought there was be a tool in HubSpot that would allow primary contct at a company to fill out information about contacts at there org. (I think it is just a form, on a landing page to fill out for every contact that qualifies). 
Does anyone have any thougts on a tool that allows this kind of access or a streamlined way to do this in HS?

[karstenkoehler · Accepted solution]

Hi @GDuncomb-JNJ,

Theoretically, forms can trigger the creation of multiple contacts - with the help of a workflow and the 'Create record' action, see here: https://community.hubspot.com/t5/CRM/How-to-create-multiple-new-contacts-from-a-form-submission/m-p/...

However, this is not something that works flawlessly and the action will fail if a contact with the same email address already exists.

In general, if you want someone to register contacts in your CRM and for you to be able to attribute the records to them, here's what I would recommend:

• One submission per contact (anything else is prone to error)
• Your primary point of contact submits the form on behalf of the contact they're entering (as if they were the person whose data they're inputting) *
• You use either separate forms for each primary point of contact or leverage hidden fields and parameters **

* You want to make sure with your legal team that this is compliant with privacy legislation where you're doing business.

** if you place a hidden field on your form, e.g. single-line text "referrer", and share a form link with the person who will use the link where the links has an appended ?referrer=theirname to the URL (e.g. www.website.com/form?referrer=theirname), the hidden field will be populated with theirname (replace this placeholder with whatever their name is) and you can easily filter submissions by this hidden field value.

Best regards

[ScottPennwood · Accepted solution]

Hey @GDuncomb-JNJ,

A couple of ways I've worked through almost this exact situation with clients. It will largely depend on the nature of the relationship you have with the individual filling out the form! I won't mention the method Karsten has already shown in this thread.

Option 1 - A bit manual

Allow an excel file upload (and include a link to an example version) which then creates a manual task for someone to follow up and update using import tool (create + update). More user-friendly if you don't want your clients to be filling in forms with a potential minimum of 150 fields (first name, last name, email address).

It's actually a really quick way, especially if you have Account Managers as part of your team structure.

Option 2 - Use Zapier

A way we work this situation for our clients when there's not too many people to update:

- Create form with conditional logic ("How many people are you updating today?" 1-10 ---> Shows different number of email fields)
- Form submitter submits form

- Zapier performs a lookup on contacts based on the submitted fields, and either updates an existing contact or creates a new one if the record wasn't found

- We then associate with the correct company 

This is really useful when you've got just a handful to update, but you can probably tell it would get out of hand with 50 people to update!

[karstenkoehler · Accepted solution]

Hi @GDuncomb-JNJ,

Theoretically, forms can trigger the creation of multiple contacts - with the help of a workflow and the 'Create record' action, see here: https://community.hubspot.com/t5/CRM/How-to-create-multiple-new-contacts-from-a-form-submission/m-p/...

However, this is not something that works flawlessly and the action will fail if a contact with the same email address already exists.

In general, if you want someone to register contacts in your CRM and for you to be able to attribute the records to them, here's what I would recommend:

• One submission per contact (anything else is prone to error)
• Your primary point of contact submits the form on behalf of the contact they're entering (as if they were the person whose data they're inputting) *
• You use either separate forms for each primary point of contact or leverage hidden fields and parameters **

* You want to make sure with your legal team that this is compliant with privacy legislation where you're doing business.

** if you place a hidden field on your form, e.g. single-line text "referrer", and share a form link with the person who will use the link where the links has an appended ?referrer=theirname to the URL (e.g. www.website.com/form?referrer=theirname), the hidden field will be populated with theirname (replace this placeholder with whatever their name is) and you can easily filter submissions by this hidden field value.

Best regards

[chighsmith]

Hi @GDuncomb-JNJ,

Thank you for posting to the Community!

I'd like to tag in some of our Top Contributors to see if they have any suggestions on this one 🙂 

Hi @karstenkoehler @ScottPennwood and @SanjayKumar Do you all have any ideas for @GDuncomb-JNJ on how to build out this workflow/set this up?

Thank you!

Cassie, Community Manager