Create Forms with 4x first and last name property

[MelisaAganovic]

Hi everyone, 

I want to create a Form on a Landing page. While creating the form I run into a problem (I will explain it at the end)

We are currently updating our customer master data to ensure its accuracy. We therefore ask our clients to enter the correct contact person for the four departments (General Management, Finance Management, Responsibility for data center, webstore, interfaces (software), Responsibility for tickets and access system (hardware)).

If one person is responsible for multiple departments, they need to include the information for each relevant department accordingly. Which means they MUST fill out all four departments with information, either 4x the same person or 4x different people)

Here is how the Form should look like:

Department (Dropdown select)

First name Last name (Single-line text)

Email (Single-line text)

Phone Number (Single-line text)

2. Department (Dropdown select)

2. First name 2. Last name (Single-line text)

2. Email (Single-line text)

2. Phone Number (Single-line text)

3. Department (Dropdown select)

3. First name 3. Last name (Single-line text)

3. Email (Single-line text)

3. Phone Number (Single-line text)

4. Department (Dropdown select)

4. First name 4. Last name (Single-line text)

4. Email (Single-line text)

4. Phone Number (Single-line text)

The problem I am running into is: I can add the Department and Email, but I cannot add First and Last name to the Form. It can only be added one time, eventhough I have named the properties 2. First name, 2. Last name, 3. First name, 3. Last name,.....

I am also only able to add Department, 2. Department.....Department 3 and 4 CANNOT be moved to the Form. 

Is there a solution to it? If possible with explanation and examples. Thanks a lot!

[Ben_M · Accepted solution]

Have you tried not using "First Name" and "Last Name" explicitly in the name. Could you try using something like fname or lname? Regardless of the properties internal name you can always change the label that shows to the end user. 

Also if there are 4 mandatory departments, you could remove that picklist and just show header text before the next set of values to say "Please enter your {Finance/GM/IT/Support} contact information". Then you have 4 less properties to maintain.

[MelisaAganovic · Accepted solution]

Hi Ben, 

That's a great idea to use header text. 
Your suggestion with using fname or lname worked. 

Thanks a lot for your input and support!

[MelisaAganovic]

@Ben_M  I have used your suggestion and it works for the Form.

However, when filling out the Form on the Landing Page and reviewing the contact information inside CRM,  I am not getting the result I am looking for.

Instead of getting 4 new contacts, I gained only 1 new contact which includes the 3 other contacts. See attachement. 

Another question: 
The person who is filling out the form is for example an assistant of the company. This company has a customer number e.g 108020 (its an internal number we add to our contacts). How do I ensure that the same customer number 108020 is automatically applied to the 4 new contacts? 
It has to be done with a workflow, correct? But where does the Workflow need to be added to the Email, or the Landing Page or behind the Form?

Thank you for your support!

[OliverFedtke · Accepted solution]

As you created the Properties as Contact properties, they are all stored in one contact.
To create separate contacts from this, you can use a Workflow and use the Insert Record action to create a new Contact Record from the Properties you have available on the Contact Record that triggered the workflow. 

[Ben_M · Accepted solution]

Have you tried not using "First Name" and "Last Name" explicitly in the name. Could you try using something like fname or lname? Regardless of the properties internal name you can always change the label that shows to the end user. 

Also if there are 4 mandatory departments, you could remove that picklist and just show header text before the next set of values to say "Please enter your {Finance/GM/IT/Support} contact information". Then you have 4 less properties to maintain.

[MelisaAganovic · Accepted solution]

Hi Ben, 

That's a great idea to use header text. 
Your suggestion with using fname or lname worked. 

Thanks a lot for your input and support!