Internal Forms

[CWorsley]

@stefanpaudler, I saw your response to this question, which was good - https://community.hubspot.com/t5/Tips-Tricks-Best-Practices/Internal-within-our-company-form-capture...

What if I want to create a form for our employees to fill in on behalf of clients, with clients' details- but we need to have our IP address excluded.  How can I make sure these submissions are not excluded so we can use a form internally?

[TomM2]

Hey @CWorsley it looks like Karsten is on top of this here but I just wanted to add some additional information. Excluding IP addresses only excludes visits from those IPs in reporting. It will not exclude any submissions, only analytics. All submissions on your form will go through and create a contact if your form is setup to do this, there's currently no way to block this. If it's from an excluded IP it will just mean that the contact does not have any analytics tracked. 

If you have a workflow that triggers on form submissions, again these submissions will all trigger this workflow. As a workaroud you could have an additional field of some sort on your form. If for example we had a checkbox to say "Is (COMPANY) employee?" you could set your workflow to exclude all contacts who have checked that box. 

[karstenkoehler]

Hi @CWorsley,

Tgese form submissions would still display on contact records and count as regular form submissions in any regard. What exactly do you mean when you say you want to exclude them, exclude them from what?

For example, the number of form submissions property on the contact record cannot be customized to exclude these submissions.

If you do proceed, make sure to enable the "Always create contact for new email" option in the form settings, to avoid overwriting previous submissions.

Best regards

[CWorsley]

Thanks for that.  To be clear, I want them not to be excluded- (Our IP address is excluded, which must stay the same, however I don't want form submissions by our employees to be excluded).

We have a workflow that relies on form submissions, however when one of our employees submits the form with a clients' details on the clients' behalf, this doesn't enroll in the workflow.

How can I make these work in the workflow?

[karstenkoehler]

@CWorsley can you share a screenshot of the enrollment criteria and reenrollment settings of that workflow?

Just to confirm, you enabled the option I mentioned in my previous reply?

[CWorsley]

Yes we have got that option enabled.  

You can see it is a meeting, as the form takes them through to a meeting booking link once the details are filled in.

[karstenkoehler]

@CWorsley can you please also share a screenshot of the reenrollment settings, see my previous reply?

In any case, a fix could be replacing the existing enrollment criteria with submission of the internal form. That is less prone to error.

[CWorsley]

@TomM2  what you say is helpful it confirms what I thought that the workflow should still work in theory.

@karstenkoehler see below the screenshot of re-enroll setting, hopefully this is waht you mean?

[karstenkoehler · Accepted solution]

@CWorsley @It's hard to say what exactly is going on without seeing the meeting settings and the entire flow. Have you considered replacing the enrollment trigger with the internal form submission? This is more reliable than activity filters.

[CWorsley]

@karstenkoehler  Thank you, I'll try this.