Check if email added to form by user is already a contact

[tracysteel1]

I have a bit of a bespoke set up for something where I have a Db of users that I imported as contacts and those contacts are invited by an email via Hubspot to complete forms for additional information. Off the back of that, there are workflows that are dependant on other fields attached to that existing contact.

What has happened, is that some people who are not in the Db as existing contacts (but from the same company/domain), are coming to fill the forms. I do not want new records for people as a lot of workflows depend on the combination of new and existing data on that one contact record.

So, my question is, is it possible to check if email address exists - if exists, allow the continuation of form filling, if not, then I could create a modal, or grey out the email field?

OR, is there an efficient way to allow only an email adress with a domain that matches the email link cookie? So they could overwrite the email field but it stay on the same record?

Note: I am aware you can switch off the create new records with new email adresses/smart form thing but that is system wide and would adversly affect other things.

I hope that make sense! Any pointers in the right direction would be very much appreciated.

[Daniel_Bleich · Accepted solution]

Hi,

What about adding the DB contacts to an active list and using that active list as the enrollment trigger to your workflows, this way you know that only people from the list are being enrolled.

[tracysteel1]

Hi, thanks for the response. I do have parameters to ensure only the Db people are able to complete the whole process. The problem is when an unknown user comes along and expects the process to work, so I need to be able to stop them. In fact I could add unknowns to an active list and email them an alert come to think of it - hmm, thank you!! 🙂 

[Daniel_Bleich]

Great happy to help!