Using a form by an employee to create deals

[EVatsev]

Hi,

I want to use a form for internal purposes. The idea is that a reseacher with no access to HubSpot use the form to add required info. Then based on that form submission a deal will be created.

But, email is a required field and the researcher will not know that information. The job is just to find companies for sales reps and then they will contact them and usually it's over the phone.

Is there a way to create a form or use something else for this use case?

[karstenkoehler · Accepted solution]

Hi @EVatsev,

An email address is going to be required for this, no working around that - unless you're fine with always inputting a dummy email address, which I wouldn't recommend.

Instead of trying to create this process with a marketing form, have you considered setting up a HubSpot account for this person and limiting their permissions to see and edit owned deals only? This would be by far the best option here, as they could fill the "Create record" form for deals - and you wouldn't have to come up with a workaround for a missing email address.

If you do want to go the route of a marketing form (which I wouldn't recommend), here's what you could do in a Professional portal. (This is not possible in the free CRM or Starter subscription, there aren't any workarounds which do not require third-party solutions either.)

• Create a form (make sure to enable the "Always create contact for new email address" option in the form settings)
• Create contact fields which correspond to the deal fields you'd like to populate
• Create a contact-based workflow which enrolls contacts who submit the form (enable re-enrollment), then use the "Create record" workflow action to create and populate a deal
• Make sure to not choose to associate the deal to the contact in the settings for this workflow action
• Ask the person who fills out the form to simply use their own email address to submit the form

Let me know if you have any follow-up questions.

Best regards!

[JTowner]

I was wondering if you know how to capture the Deal ID the form created in a ContactProperty I created on the Form: Exp Deal_ID_Created.  My ultimate goal is to take a text field from the form, Company Domain and Contact email and use those in another workflow to associate the Company and Contact to the Deal the Form created, sing the data entry.  Any help would be lovely!

[EVatsev]

Hi Karsten,

Thanks for your reply!

Yes, I've considered setting up a limited access account, although wanted to check if there is a way to automate it a bit, but I also didn't like the idea of putting dummy emails.

[karstenkoehler]

@EVatsev if the submitter uses their own email address and the "Create record" workflow action doesn't associate the enrolled contact, you can work around it. Otherwise, it'd be the deal create form for a registered user.