Edit Your iHeart Business Form's Field Mapping and Submission Rules from the Leads Inbox

In this guide, you'll learn how to manage your iHeart Business Form’s Field Mapping and Submission Rules using the Leads Inbox. These settings determine how information from your iHeart Business Forms appears in your CRM, what email lists a form lead or contact is entered into, and more. 

 

Edit Your Form’s CRM Field Mapping

To edit your Form’s CRM field mapping options, navigate to the iHeart Business Forms page in the new Leads Inbox by navigating to Leads Inbox in the CRM navigation, then clicking on the iHeart Business Forms page. 

Here, you’ll see a list of all the iHeart Business Forms you have created in your account. 

1. To edit a form’s field mapping, click on the Overflow menu next to the form the you would like to edit. Then, select Field Mapping. 
   
   
   
   
2. On the window that appears, you will first see the option to “Create submissions directly as CRM Contacts”. If you would like the form to send submissions to the CRM Contacts table, make sure this is toggled ON. If you would like the form to send submissions to the Leads inbox, make sure this is toggled OFF, as seen in the image below: 
   
   
   

You'll then see your form's field mapping table. Here is where you can match a form field to its associated CRM field. 

 You can do this by clicking on the option in the CRM field column, and selecting what field you would like the coinciding Form field to sync with. 

Tip: Need to map fields from a dropdown, checkbox, or radio field? See how in this support guide. 

 

In the example shown below, the value entered in the form’s Name field will be saved within the CRM’s Contact Name field in the CRM. Matching your form fields to your CRM fields can help you easily store information submitted by leads and contacts within your CRM.

 

 

Prevent Duplicates

To avoid duplicate CRM contacts, you can select the Prevent Duplicates field next to a form field to prevent duplicate contacts with the same information from being created. 

 

Let's say you already have a contact named John Doe in your CRM, but another individual of the same name fills out your form. What now? Should a new John Doe be created in the CRM or should the existing one be updated? How can you tell? The solution lies in finding something in each user's submission that'll be unique, like their email address or phone number. For this example, let's choose their email.

For a reference, here's the info already saved in the CRM for 'John Doe #1'.

First Name	John
Last Name	Doe
Email	john.doe@email.com
Phone	555-555-5555
Service of interest	Marketing

 

Here's the information submitted by 'John Doe #2' 

First Name	Johnathan
Last Name	Doe
Email	john.doe@email.com
Phone	123-456-7890
Service of interest	Web development

 

If the ‘Prevent Duplicates” checkbox is selected next to the Email field, the CRM will check if the user's value already exists. 

Since the email already exists in the CRM, the values from the second submission will be saved for the existing contact instead of creating a new one.

Here's the resulting info saved for this contact in the CRM.

First Name	Johnathan
Last Name	Doe
Email	john.doe@email.com
Phone	123-456-7890
Service of interest	Web development

Edit a iHeart Business Form’s Submission Rules

You may also edit your iHeart Business Forms Submission Rules from the new Leads Inbox. 

1. To edit your Form’s submission rules, navigate to the iHeart Business Forms page in the Leads Inbox. 
2. Click on the Overflow menu next to the form the you would like to edit. Then, select Submission Rules.
   
   

Submission Rules

Use this section to determine how a new contact or lead will be added to the CRM, what key details will be assigned to them (like contact type and status), and how they will be assigned to internal employees within your organization. 

• In the first field, select a Contact Type for the new contact/lead in the CRM. A dropdown menu will appear when you click on the field.
  
  

• Select the status that will be assigned to the new contact. 

• Select who the contact will be assigned to. 

• Select what tags will be assigned to the new contact, if applicable.
  
  If the option, "Round robin", is selected, contacts will be mapped to selected assignees, one at time. For example, if three assignees are selected, the first contact created through this source will be assigned to the first assignee, the second contact to the second assignee, the third contact to the third assignee, and the fourth contact back to the first; and then the process will be repeated.

 

Duplicate Submission Rules

Use this section to determine what happens if a user submits the form more than once. These settings are all optional. 

Toggle Enable Duplicate Submission Rules ON to update an existing contact if they resubmit their information through this source.

• Select a Contact Type to use when a contact resubmits their information. Then select whether the new type should be added to the existing settings, or replace it instead.

• Select a Contact Status to use when a contact resubmits their information. Then select whether the new status should be added to the existing settings, or replace it instead.

• Select a Tag to use when a contact resubmits their information. Next, select whether the new tag should be added to the existing settings, or replace it instead.

 

More Duplicate Submission Settings

Select whether or not to overwrite mapped fields with values from duplicate submissions. This is also an optional setting.

Leaving this setting checked means that a duplicate submission can overwrite the values of the fields mapped to this source. Otherwise, a history item is simply created, and any possible change to individual fields is ignored.