Form Submission Info...can I Access?

[pinchvalve]

I am trying to build custom notification emails in a workflow (as opposed to using the built-in notifications on a form) but cannot see a way to include the form submission and web page details. These are on the contact record and default notification emails, so it seems possible. 

[karstenkoehler · Accepted solution]

Hi @pinchvalve,

You can reference values in properties used in forms (via personalisation tokens in internal notifications), but not specifically values submitted through a form. The difference is subtle but could mean that a value in a notification was known before and in fact not submitted in a form jus a moment ago where the same field was optional and left empty. In that sense, the notification could be misleading. Most of the times, this is acceptable however.

In other words, the user interface in HubSpot does not have any options to access the form submission itself, only the outcomes as values within contact properties.

To access the submission directly, custom development based on the forms API would be required.

Let me know of you have any follow-up questions!

[pinchvalve]

A follow-up question, then I'll stop LOL. How about including a link to the Contact, I am guessing that's also impossible. Or how about customizing the Notification Form from HubSpot? 

[karstenkoehler · Accepted solution]

@pinchvalve each notification should automatically include a button that takes you to the record it's referencing, but you could also follow these steps to create it manually: https://community.hubspot.com/t5/Lists-Lead-Scoring-Workflows/Sending-internal-communication-that-in...

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@pinchvalve wrote:

Or how about customizing the Notification Form from HubSpot? 

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Do you mean customizing the look and feel of the notification? If so, yes, if you have Marketing Hub Professional or Enterprise, you can create an internal marketing email (if you're not seeing a workflow action named like this, it's likely not included in your subscription), instead of an internal email notification. An internal marketing email is an automated email which you design to your liking and reference in the internal marketing email workflow action: https://knowledge.hubspot.com/marketing-email/create-automated-emails-to-use-in-workflows

Let me know if you have any follow-up questions and please mark my reply as an accepted solution if it helped you.

Have a great day!

[pinchvalve]

Thank you very much for the reply. Copying and pasting the URL will certainly come in handy at some point, but it's not a viable solution for automating a process. I need to send several notifications per day. 

Creating an email to use in a workflow is another great idea, and while it does open up more design options compared to creating a notification in a workflow, it does not give access to a link to the contact, the name of the page or the name of the form. 

Creating a workflow allowed me to better manage multiple forms, I could go to one place and make updates to who gets what. Looks like I am stuck manually updating multiple forms every time there is a change.

[karstenkoehler]

@pinchvalve you wouldn't copy and paste the link for each notification, due to the record ID token it's dynamic.

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@pinchvalve wrote:

Creating an email to use in a workflow is another great idea, and while it does open up more design options compared to creating a notification in a workflow, it does not give access to a link to the contact, the name of the page or the name of the form.

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It does, the "Recent conversion" personalization token includes the page name and form name of the recent submission.

[pinchvalve]

Thanks for the information, they sure don't make it easy to use this platform! 

[karstenkoehler · Accepted solution]

Hi @pinchvalve,

You can reference values in properties used in forms (via personalisation tokens in internal notifications), but not specifically values submitted through a form. The difference is subtle but could mean that a value in a notification was known before and in fact not submitted in a form jus a moment ago where the same field was optional and left empty. In that sense, the notification could be misleading. Most of the times, this is acceptable however.

In other words, the user interface in HubSpot does not have any options to access the form submission itself, only the outcomes as values within contact properties.

To access the submission directly, custom development based on the forms API would be required.

Let me know of you have any follow-up questions!