It is possible to send an email to your Customers that will direct them to a JotForm that already contains some of the details from their Contact record within it. For example, you could use a JotForm like this to ask them to confirm their current address details, which is exactly what the below guide will walk you through doing.
Let's Get Started
Step 1: In JotForm
You will need to create a JotForm with the fields you want your customers to update.
In addition to the fields that you want them to update, you will need to add a hidden field for their Company Name. We will need this when we link back to OpenCRM later.
If you're not sure how to create hidden fields, please see Step 4 of this guide. You will need to make a note of your new JotForm's ID number.
Step 2: In OpenCRM
Go to your JotForm Settings and click to Create your ield mapping to your new form.
On the page that loads, start by choosing your module at the top. This will be Contacts if you are going to email from a Contacts lists, Companies if your are going to send an Email directly from your Companies list etc.
Match up the fields from you Jotform with their reciprocal fields in OpenCRM.
In the Existing Records column choose "Update If Not Blank". For your Company Name row, tick the final tick box, "Dupe Check Field" so that OpenCRM known which JotForm submissions relate to which Company.
Step 3: Creating your Bulk Email
You will need to create an Email Template in OpenCRM. If you're not sure how to do that, please click here.
In your Email Template we are going to add a link to your JotForm that includes merge variables. What I mean by that is, when you see it in your Email Template it will look very impersonal, but when it is actually sent to a customer, it will be updated as it sends to include their personalised information. We have an FAQ that has all our email merge variables for reference.
When your customers click this link, they will be taken to your JotForm, but instead of seeing a blank form, they will see it pre-populated with their information. They can then either make changes or leave things as they are. Either way, when they click Submit, the details on their screen will be sent back to your OpenCRM system. S
Building your URL
Here is an example url:
You can also now use Jotforms own URL creation tool, found here http://prepopulate.jotform.io/. Please remember though that you will still need to put the correct merge variables in as mentioned above.
Some things to remember:
Ready to Go
With all that in place, you can save your Email Template and we can send some tests. The easiest way to test things like this is just to create a Contact and a Company with your Email Address, then send this email a couple of times until you have tweaked your email template and your JotForm URL.
When you actually send your email template to your new contact, your JotForm URL will go from looking like this:
to something more like this:
And if you follow your new link from your the email in your inbox, instead of being taken to your blank JotForm, you should be taken to one that is already filled in and just needs confirming.
These un-merged links can be very powerful. You could ask all of your customers to double opt-in to a new newsletter to fulfil regulatory requirements. You could ask your customers to update their addresses regularly to make sure that invoices always go to the right person, or to confirm and update their current areas of interest with you, all with a simple form.
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