Wordpress CRM Integration

Connecting Wordpress to your CRM easily and effectively

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December 20, 2017 by Stuart Sequeira

Create A Zoho CRM Potential Through WordPress

Ninja Forms‘ Zoho CRM plugin for WordPress lets you easily create a Potential using your form.  Here is an explanation of how you can quickly implement this into your sales process.

Your Form

When building your form, consider who will fill in the values you want to send for each field.  In many cases, you, the form designer will set the values.  This is quite different from contact information, which is exclusively the realm of the site visitor.   Perhaps it is easiest to think of the Potential form as a Request for Quote, where the customer fills out some fields, and some areas are reserved “For Office Use Only.”

Considering this first saves you time since you only need to add form fields for the information that comes from the site visitor.

Mapping Your Fields

For any given field, if you want the site visitor to supply the value, add the form field value using Ninja Forms’ awesome Merge Tag feature.  For example, I want a paragraph field on my form for the visitor to describe what they want.  I map that paragraph field to Zoho’s Potential Description field, which is designed to handle paragraph text.

Field Map Paragraph Field for Zoho Potential Description

If, however, you want to set a Potential field yourself, you can simply put the value directly in the form field.  In this example, I want to set the Stage of all form submissions to “Needs Analysis.”

Screenshot of how to manually set a field map value

Match Your Zoho Field Types

It is important for you to know the field types for each Zoho Potential field.  If you send an incorrect value, Zoho will reject your request and not create the Potential.  Luckily, Ninja Forms makes it easy to control with its drag and drop feature for fields and field maps.  Here is a list of Zoho field types and how best to map them from your Ninja Forms.  Of course, with any of these types, you can manually set the value so long as you follow the rules for that field type.

Text Box

A text box in Zoho is a single line entry, usually with some character limit, like 120 characters.  Use a Ninja Forms text box for open-ended responses or a multi-select field to limit choices.

use for: Name, Next Step

Text Area

Text areas are paragraph entries.  Ninja Forms’ text area field is perfect for this.

use for: Description

Pick List

Perhaps the most troublesome field type to map, Pick Lists require that the value sent matches a value in your CRM settings.  Your best bet is to use a pick list to limit choices to valid ones.

use for: Type, Lead Source, Stage

Lookup

The secondmost troublesome field type to map, Lookups require that the value sent matches an entry in your CRM account.  Campaign Source is a perfect example.  You can create a new campaign source and then use its value on your form.  Just be sure that if you delete the entry in Zoho, you change the value on your form also.

use for: Campaign Source

Currency

Use a text box and add a currency mask to ensure that the value sent matches the currency requirement of your Zoho account.

use for: Amount, Expected Revenue

Number

Usually an integer, this is best suited for either a Ninja Forms Number field, or a text box with a mask to limit it to numbers.

use for: Probability

Date

This requires a date value in Zoho’s format – ‘m/d/Y’.  Ninja Forms’ date field works perfectly for this.  Also, you can also choose to specify a date interval.  This lets you set a date in the future counted out from the time of form submission.  For example, set the close date to ‘3 weeks’ if you expect to close the potential within three weeks from the time the user submits the form.  Typical values include  __ days, __ weeks, __ months, __ years

use for: Closing Date

Conclusion

When you know the Zoho field types and which Ninja Forms field to use for each, you can master Potentials creation.  After that, you can easily focus on building the best form that attracts customers and get them immediately into your Potentials pipeline.

As always, if you have questions or comments about connecting WordPress to your Zoho account, just contact me.

Filed Under: Zoho CRM

December 19, 2017 by Stuart Sequeira

Insightly Account Data Display in WordPress

Ninja Forms‘ Insightly extension enables you to add custom fields to your forms and assign owners to many of your entries.  To do this, however, you do need to know your custom field names and user IDs.  While it’s easy enough to look up in Insightly, I thought I could make it easier for you.

The end result is a new Advanced Command called ‘display_account_data’, which displays your Insightly information for form building inside your WordPress dashboard.

How it works:

When you save this command in the Advanced Commands text box , you’ll now see two new settings displayed:

  1. A list of all your Custom Fields listed in a comma separated file
  2. All your Insightly users listed by name and User ID

Here’s what the dashboard looks like with the command and the listed data.

Screen shot showing Ninja Forms' new Display Account Data function

 

If you have any questions about this new feature, feel free to contact me; I look forward to hearing from you.

 

Filed Under: Insightly Tagged With: Advanced Commands

December 16, 2017 by Stuart Sequeira

Triggering Zoho CRM Workflows through WordPress

If you use Workflows in your Zoho CRM, you can trigger those automatically when creating a new entry using Ninja Forms‘ Zoho CRM extension.

Quick Instructions

  1. Start from the Ninja Forms menu in your WordPress dashboard and edit the form you wish to use.
  2. In your field mapping options, set a value of ‘true’ (no quote marks) and map this to the Trigger Workflows field map.

Screenshot for Setting Zoho CRM Workflow Trigger

Now, when the form creates a new entry (Lead, Contact, Account, etc.), the plugin will automatically trigger any workflows associated with the creation of these.

 

Filed Under: Zoho CRM

December 15, 2017 by Stuart Sequeira

About Salesforce Objects To Retrieve

Ninja Forms‘ Salesforce extension has a setting called “Objects to Retrieve” that is designed to speed up your form building experience.  Here’s how it works and why.

A Little Background

During setup, the plugin sends a request to your Salesforce account to retrieve all the objects that you have available for sending data to, including not only standard objects, but also any custom ones that you have created.  Here’s a list of the available objects from a typical Salesforce account:

Screenshot of Salesforce's available objects

Each of these objects have fields in which the information is stored.  For example, the Lead object has fields like “First Name”, “Last Name”, etc.  Here’s a screen shot of the all the fields available in the Lead object, including a few custom fields I created:

Screenshot of Salesforce's Lead fields


The Challenge

So now try to imagine how many total fields there are available in Salesforce.  Then picture yourself sorting through all these fields  to find the right ones you are using for your specific form.  This situation is what the ‘Objects To Retrieve’ setting is designed to address.

The Solution

In the Objects To Retrieve text box, type in only the objects you plan to create. This limits the list of field mapping options to only those that you will actually be using.

For example, if you built a form to capture Leads  associated Campaign, your Objects To Retrieve setting should look like this:

Screenshot of Salesforce Lead and CampaignMember setting

Voila! Your list of fields is reduced to a very manageable collection.

If you have any questions about this, or regarding integrating WordPress and Ninja Forms with your Salesforce account, just ask.

Filed Under: Salesforce

December 14, 2017 by Stuart Sequeira

Creating a Task in Capsule from WordPress

The Ninja Forms Capsule extension lets you create a task from your web form.  This is ideal if you want your web form to automatically assign a task to someone upon form submission.  Here are the Task fields that you can add:

  • Description
  • Days Until Due
  • Detail
  • Owner

Description is the title of the task.  Most likely, you’ll set this directly in the field mapping with something consistent to notify the assignee, something like, “Web Form Submission Follow Up”

Days Until Due sets the due date for the task.  Again, you’ll most likely set this directly in the field mapping, unless you want the form visitor to set their own due date.  The format for this field is a plain English wording of how long the due date is from the time of submission.  For example, “2 weeks” or “3 days”.

Detail contains the details of the task.  This is ideal for a paragraph text from the site visitor to add any specifics of their request.  Of course, you can also set this yourself if you don’t want the site visitor to have a say in it.

Owner is the username of the Capsule user you wish to assign the task to.  Ensure that you use the username, which will be the name the person uses to log into Capsule.

When you are done, you field map should look similar to this screen shot:

Screen shot of Capsule Task Map

Filed Under: Capsule

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Maintained By:

Stuart is the author of several CRM integration plugins for Wordpress using Ninja Forms. He also writes custom integrations that cater to the unique sales and marketing needs of his clients.

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