Create a new form
Web forms make it easier to interact with customers and prospects via your website or customer centre.
You can either create your own form from scratch, use a template from the form templates or choose one from our Online template library.
Watch this video to learn how you can create a web form (video length - 7:49) or follow the steps below.
- Go to the Forms tab.
- If required, click Add folder to create a folder for the form.
- Select Form under Create new on the right side of the screen. The Edit form screen displays.
- Enter a descriptive name for the template in the Form name field.
- Fill in the fields as described below.
- Remember to click Apply now regularly to save your work. The form will not be auto-saved.
- Click Save when you are done.
Do you want to create a new form based on a form template?
- Select the Form templates tab.
- Click All templates.
- Click the menu button next to the template you want to use.
- Select Copy to new form. The template opens in the Edit form dialog.
- Activate and publish the form.
If you are creating a form with many fields, it may be useful to split the form into multiple pages. This will make the form more user-friendly and easier to read. The user can navigate using Next and Previous buttons, and you can also add a progress bar to indicate how much is left to fill in.
- Create a form as described above.
- Go to the Fields category.
- Click the Add button ().
- In the Add element window, select View elements.
- Select Section and click Add. The window closes and a section is added to the form. You can also see the section In the form preview.
- Click at the top of the section and drag it to the desired position in the form. The fields above and below the section will be on two separate pages in the form.
- Click Apply now when you are done.
- Repeat steps 2-7 to add another section.
You can add a progress bar to the form, so the user can see how much is left to fill in. Go to the Style category, click the check box next to Progress bar color, and select a color.
Filling in form fields
Click the headings to learn how to fill in the fields in the various categories:
Fill in the following information in the Properties category:
Folder: Select where to place the form or create a new folder.
Description: Explain the purpose of this form. This text is visible internally only.
Language: Select the language used in the form.
Managed by: Optional. Select a user group to limit access to this form. Only members of the selected user group can process submissions from this form and receive notifications of submissions.
Deactivate form automatically: Optional. In some cases the form should be active only until a specific date or until a specific number of responses is received. Anyone trying to access an inactive form will be redirected to the page for inactive form. You can combine these options.
- Until: Select a date. The form will be deactivated on this date.
- Max: Enter the number of responses. The form will be deactivated after the specified number of responses are received.
Use Google Analytics: Select this option to track the form and connect it to Google Analytics (if that is set up for your website). In the field below this option, you can enter the Google Analytics tracking ID for this form.
Add fields to the form
In the Fields category you add the fields that should be included in the form. As you add and edit fields, the preview is automatically updated.
Go to the Fields category. By default, the Contact - name field and OK button are added to the new form.
Click the Add button .
In the Add element window, select one of the following field categories:
- SuperOffice elements: Fields that are linked to SuperOffice data, such as contact name, country, email address, and so on. Depending on the type of field, values from submitted forms can either replace existing values (such as country or title) or be added to the relevant SuperOffice field (such as mobile phone).
- Form elements: Fields for entering text or date, fields for selecting values (lists, checkboxes and radio buttons) and file upload fields.
- View elements: Sections, texts and images. Use sections to create multi-page forms.
Select a field in the list.
Click Add. The window closes and the field is added to the form and the form preview.
Click at the top of the field and drag it to the desired position in the form.
Select the field and edit the field name if relevant. The original field name will always be displayed in the upper right corner of the field.
You can also edit these settings (optional):
- In the Placeholder field, enter a short hint on what to enter in the field.
- Select the Mandatory check box if this field must be filled in. The form cannot be submitted if mandatory fields are not filled in.
- Click Advanced options to display the Identifier field, where you can add an ID for the field. This will be a unique ID for this field, and will not change even if the field name/label or the language changes. This way you can ensure that links to this field are not broken after publishing the form.
- Click the check box Full width if you want the selected field to be the same width as the form.
Edit any other options in the field as relevant.
Click Apply now when you are done.
Repeat steps 2-10 to add another field. You can also click Duplicate field to create a copy of a field.
In the Style category you can define the look and feel of the form. You can among other things set the number of columns, placement of field names, borders, background, font color/size and form size.
The preview on the right is updated automatically when you change any settings. If you do not specify the height and width of the form, the form will automatically adapt to the screen size (desktop, tablet or mobile).
You can add a progress bar to the form, so the user can see how much is left to fill in. Click the check box next to Progress bar color, and select a color. The progress bar is displayed at the bottom of the form. See also Create multi-page forms.
Activate double opt-in
Double opt-in is an extra step in the form submission process, where a person has to confirm their email address to complete their form submission. They get an email with a link they must click to confirm that the email address is correct.
The link is valid for 30 minutes by default.
Using the double opt-in feature will guarantee that people submit the right email address. This means that your mailing list will be more reliable, which will help raise the opening rates of your mailings. As an added bonus, you won't have to spend time correcting spelling mistakes in email addresses or deleting email addresses that do not exist. And it also will help you in your effort to stay GDPR-compliant.
Watch this video to learn how to use the double opt-in feature on your web form (video length - 3:45) or follow the steps below.
- Click Enable double opt-in.
- In the Message tab, enter the text to display after the form is submitted. Click Show/hide toolbar to display formatting options for the text.
- In the Email tab, create the confirmation email sent to the persons submitting the form.
- Subject: Enter the subject of the confirmation email.
- Sender address: Enter the email address to display in the From field in the confirmation mail.
- Confirmation text: Enter the body text of the email. Click Show/hide toolbar to display formatting options for the text. Click Open text editor in dialog to edit the text in a larger editor.
- Click Show/hide toolbar and then click Insert confirm link . The confirmation link is inserted in the body text. To edit the link, click it and select Edit link .
- Click Apply now when you are done.
If double opt-in is activated for a form, all submissions for this form have status Awaiting confirmation until the email address is confirmed.
Remember to add the Contact - email field in the Fields category.
Thank you page
When a person completes and submits a form, you should thank them and let them know what will happen next. It is always nice to say thank you. People really appreciate it.
Besides saying thank you, you can use this page to inform your visitors about other products or events. Simply add your inspirational copy to the page and link it to specific places on your website. This way the customer can continue to explore your website after they've submitted their details.
The effect will be uplifting – a "Thank you" page will both elevate their customer experience and boost your customer loyalty.
Watch this video to learn how to add a "Thank you" page to your web form (video length - 1:48) or follow the steps below.
Choose one of the following options:
- Redirect to external website: Enter the link to the web page with more information.
- Show this message: Enter the text to display.
- Click Show/hide toolbar to display formatting options for the text.
- Click Open text editor in dialog to edit the text in a larger editor.
Page for inactive form
If a person opens a form that is inactive, you can either redirect them to another web page or display a message.
- Redirect to external website: Enter the link to the web page.
- Show this message: Enter the text to display. Click Show/hide toolbar to display formatting options for the text. Click Open text editor in dialog to edit the text in a larger editor.
Here you can define how a submitted form should be processed. Fill in the following fields:
Notify of submissions by creating requests: Select this option to create a request for every form that is submitted. Enter a title and select the category and priority for the request. Submitted forms will be available under Requests in SuperOffice Service and in the Request section tab in the Company and Contact screens in SuperOffice CRM.
How should a form submission be processed? Here you can define whether the submitted forms should be processed automatically.
- Automatically process all submissions. Create new contact if no match found: All form submissions are processed automatically. There will no notifications of submitted forms.
- Manually if submitter is unknown. Automatically if submitter is known: If the email address submitted in the form matches an email address in SuperOffice, the form submission is processed automatically. Otherwise, it must be processed manually. You will receive a notification (). See Process form submissions.
- Manually for all submissions: You will receive a notification () for each submitted form. To process form submissions manually, see Process form submissions.
What should happen when the form is processed? Here you can select actions to perform when a form is processed (automatically or manually):
- Add contact to selection: If you selected automatic processing above, you should add a selection here to keep track of contacts added via this form. This will also make it easier to remove any irrelevant contacts (and companies).
- Add contact to project: Select a project. Contacts who submit this form will be added to this project.
- Add interest to contact: Select an interest. This interest will be added to contacts who submit this form.
- Email response: Select a form response to send to contacts when their form is processed. How to create a form response.
- Create request: If you added a request field in the Fields category, you must also select a default category and priority for the requests that are create from this form. Submitted forms will be available under Requests in SuperOffice Service and in the Request section tab in the Company and Contact screens in SuperOffice CRM.
- Execute CRMScript: Select a script or macro to run when a form submission is processed. See CRMScript.
- Default category / Default business: Select a default category and business for all contacts or companies that are added to SuperOffice based on submitted forms. With this option, you can group the form submissions and new contacts/companies to one specific category and/or business. For example, if you have a form for prospects, you select prospects as your category. You can then easily create selections based on this category and/or business.