Tips, Tricks & Best Practices

ClaytonHM
Member

Creating a standardised internal form

SOLVE

Hi there,

New to Hubspot - looking for a way to create a form which our sales/account managers can complete to capture key information about customers. For basic example, after a sale, we may perform an "integration" call where we need to capture the same key information for new customers - say main project contact, technical stack, use case, timeline/deadline for implementation, customer goals, some checkbox type items to enure minimum requirements in place - etc. 

 

Currently use a Gsheet to capture this - but is there any functionality within Hubspot which allows for the creation of such a form for internal use? Imagining AM folks literally walking through the form in Hubspot on a call, then it's automaticaly captured against the customer (currently, a note is added with a link to the GSheet).

 

Thanks in advance!

2 Accepted solutions
Jaimee
Solution
Participant

Creating a standardised internal form

SOLVE

Hi Clayton, 

 

I would recommend completing the HubSpot academy lesson on creating forms and how to capture leads using forms.

 

https://app.hubspot.com/academy/2658690/lessons/429/2377

https://app.hubspot.com/academy/2658690/lessons/585/2377

 

Another option would be to create new custom properties.

 

https://app.hubspot.com/academy/2658690/lessons/366/1991

 

All the best Jaimee 

 

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Crystal_Hopper
Solution
Guide

Creating a standardised internal form

SOLVE

@ClaytonHM welcome! One of the main purposes of a Hubspot form is to capture background contact information such as their IP, IP country and a myriad of other "behind the scenes" data. This is my main concern about having your own people filling out these forms. Your people will become contacts in Hubspot with every form they submit, not the contact you are trying to track. The data collected will not go on the contact's records but instead it will be tied to your employee's Hubspot record.

 

One thing that @Jaimee suggested is creating custom fields. You can then also decide to make those fields visible when someone is creating a contact record in Hubspot (https://knowledge.hubspot.com/crm-setup/set-up-fields-seen-when-manually-creating-records). Or make those fields what you see in the left-side of any contact record (https://knowledge.hubspot.com/contacts/select-properties-to-show-under-the-about-section-in-a-record). It isn't exactly a form submission, but if any field is blank you'd be able to quickly identify it and try to collect the data on the next phone call.

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8 Replies 8
michaelpalmer
Contributor | Partner
Contributor | Partner

Creating a standardised internal form

SOLVE

You can use playbooks to solve this but playbooks are a bit clunky.

0 Upvotes
shaskey
Participant

Creating a standardised internal form

SOLVE

Hey Clayton, 

 

Our organization does this. We've created custom contact data properties that are added to a form that we've embedded into a Hubspot landing page, that our sales team fill out. We store the information against the contact by adding typing email into an email field. It seems to work really well. The only tiny downside is that when you fill out a form it counts as an engagement from the contact, not that this really matters unless you have engagement-based workflows etc.
@sharonlicari @Crystal_Hopper @ClaytonHM @Jaimee 

shaskey_0-1632792037793.png

 

JManx
Participant

Creating a standardised internal form

SOLVE

Hi shaskey , 

We've done something similar here recently but also have the same concern Crystal raised regarding the allocation of data due to the IP address. 

Have you encountered any issues regarding this that you have seen at all? Would be great to get some feedback as to what issues we could expect. Thanks.

0 Upvotes
TinaPryka
Contributor

Creating a standardised internal form

SOLVE

Can I pick your brain about this more? So the details are saved in the company record? Or a copy of the form is attached to the deal? Do your sales people have to go to thehubspot landing page everytime they create a deal? How is that prompted?

0 Upvotes
sharonlicari
Community Manager
Community Manager

Creating a standardised internal form

SOLVE

Thank you for sharing @shaskey 


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Crystal_Hopper
Solution
Guide

Creating a standardised internal form

SOLVE

@ClaytonHM welcome! One of the main purposes of a Hubspot form is to capture background contact information such as their IP, IP country and a myriad of other "behind the scenes" data. This is my main concern about having your own people filling out these forms. Your people will become contacts in Hubspot with every form they submit, not the contact you are trying to track. The data collected will not go on the contact's records but instead it will be tied to your employee's Hubspot record.

 

One thing that @Jaimee suggested is creating custom fields. You can then also decide to make those fields visible when someone is creating a contact record in Hubspot (https://knowledge.hubspot.com/crm-setup/set-up-fields-seen-when-manually-creating-records). Or make those fields what you see in the left-side of any contact record (https://knowledge.hubspot.com/contacts/select-properties-to-show-under-the-about-section-in-a-record). It isn't exactly a form submission, but if any field is blank you'd be able to quickly identify it and try to collect the data on the next phone call.

***************************
Did my post solve the questions or challenge? Please mark it as a solution for others to find.
Jaimee
Solution
Participant

Creating a standardised internal form

SOLVE

Hi Clayton, 

 

I would recommend completing the HubSpot academy lesson on creating forms and how to capture leads using forms.

 

https://app.hubspot.com/academy/2658690/lessons/429/2377

https://app.hubspot.com/academy/2658690/lessons/585/2377

 

Another option would be to create new custom properties.

 

https://app.hubspot.com/academy/2658690/lessons/366/1991

 

All the best Jaimee 

 

sharonlicari
Community Manager
Community Manager

Creating a standardised internal form

SOLVE

Hey @ClaytonHM   

 

Thank you for the information provided. I'll tag a few experts that can share their knowledge with you.  

 

Hey @Jaimee @Alex_Elborn @Crystal_Hopper  could you please share your thoughts with @ClaytonHM ?   

 

Thanks

Sharon


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0 Upvotes