Knowledgebase articles
- Welcome to the Knowledge Base
- Introduction
- Training
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- Preferences
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- Cases
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- Importing Data
- Leads
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- Introduction to Marketing
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- Upload Library
- Templates
- Event Management
- Compliance Records
- Spotler Integration
- What is Spotler?
- Navigating your Spotler homepage
- GatorMail
- GatorLeads / Web Insights
- Tracking Code
- Setting up the Plugin
- Viewing Web Insights Data on your Form Layouts
- Domain Names and Online Activities
- Reporting incorrect Leads created through Web Insights
- Reporting on Web Insights data
- Using UTM Values
- Why aren’t Online Activities being created in the database?
- Why is GatorLeads recording online activities in a foreign language?
- GatorSurvey
- GatorWorkflow
- GatorPopup
- Opportunities
- Integrations
- Mapping
- Electronic Signing Tools
- Creditsafe Integration
- Zapier
- Introduction to Zapier
- Available Triggers and Actions
- Linking your Workbooks Account to Zapier
- Setting up Zaps
- Posted Invoices to Xero Invoices
- Xero payments to Workbooks Tasks
- New Case to Google Drive folder
- New Case to Basecamp Project
- New Workbooks Case to JIRA Ticket
- Jira Issue to new Case
- 123FormBuilder Form Entry to Case
- Eventbrite Attendee to Sales Lead and Task
- Facebook Ad Leads to Sales Leads
- Wufoo Form Entry to Sales Lead
- Posted Credit Note to Task
- QuickBooks Online
- Survey Monkey responses to Tasks
- Multistep Zaps
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- GoToWebinar
- ON24
- Microsoft Office
- Outreach
- Installation
- Outreach Authentication
- Sync People to Outreach Prospects
- Sync Organisations to Outreach Accounts
- Sync Workbooks Opportunities to Outreach
- Sync Tasks/Activities from Workbooks to Outreach
- Sync Outreach Sequences to Workbooks
- Sync Outreach Sequence States to Workbooks
- Sync Outreach Sequence Step Numbers to Workbooks
- Sync Prospects/Accounts/Opportunities from Outreach to Workbooks
- Sync Outreach Tasks/Calls/Meetings to Workbooks
- Scribe/Workbooks Connector
- RingCentral
- Auditing
- Comments
- People & Organisations
- Reporting
- Introduction to Reporting
- Using Reports
- Introduction to Charts
- Exporting Reports
- Advanced Reporting
- Report Snapshots
- Dashboards
- Transaction Documents
- Introduction to Transaction Documents
- Displaying & Adding Transaction Documents
- Copying Transaction Documents
- Transaction Documents Fields Help
- Transaction Documents Line Items Help
- Printing & Sending Transaction Documents
- Managing Transaction Document Currencies
- Managing Transaction Document Statuses
- Setting a Blank Default Currency on Transaction Documents
- Credit Notes
- Customer Orders
- Invoices
- Quotations
- Supplier Orders
- Contract Management
- Sagelink
- Introduction to Transaction Documents
- Auditing
- Configuration
- Introduction to System Administration
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- Preferences
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- Creating & Modifying Picklists
- Theme
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- Creating Custom Fields
- Report-based Custom Fields
- Linked Fields & Reference Fields
- Record Templates
- Form Layouts
- Customising relationships between parties
- Opportunity Stages
- Custom Records
- Automation
- Contact Support
- Releases & Roadmap
Using Web Forms in Workbooks
The Web2Case and Web2Lead Web Forms work in similar ways. However, there are differences in behaviour between each of the Forms and what happens when information is submitted through them. This page will explain what happens within Workbooks when the information is submitted.
Both Forms will create a new Record on submission, it will not check for duplicate Records within Worbooks.
Web2Case
When information on the form is submitted it populates all of the respective Fields on your Case Record, the only Required Field on the Web2Case form by default is the Summary, however you may want to configure the Contact email field to also be required as this is used to look up the Case’s Primary Contact.
When an email address is entered the Web2Case Form runs a lookup in Workbooks to find a Person Record with a matching Primary Email field.
If one is found this Person is then set as the Case’s Primary Contact, if one is not found only the Email Field is populated on the Case. A Person Record may then need to be created in your Workbooks database.
Web2Lead
When information is submitted on the Web2Lead form it will create a new Sales Lead. By default the only required field on the Form is the Person name. However, it is worth configuring the Email field to be required also, as this can be used as an easier way to match records for identifying potential duplicates.
Additionally – you are able to configure the creation of Compliance Records on the Web2Lead Form. These can be set values and hidden from the User so that an identical Compliance Record is created every time the Form is submitted. If you have multiple Web2Lead forms on your website you can set these values to be different on each form.
You will need to decide which Legal Grounds and Purpose you are using in line with your GDPR policy.
On submission the Lead and Compliance Record are created within the database instantly.