Create or Update Records from Web Forms

Learn how to manage web form submissions to automatically create or update customer and policy records. This guide covers how to handle incoming forms, both public and private, and use data mappings for seamless record management.

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Juliana Menendez
  • 1 year ago
  • Published

Creating or Updating Records from Web Forms

Taino Solutions allows agents to efficiently create new records or update existing ones using data collected from web forms. Whether the forms are submitted via public links or privately shared with specific customers, the platform streamlines the process of managing incoming data through data mappings. This guide will walk you through handling submissions from both public and private web forms.

Processing Public Web Form Submissions

When a public web form is submitted—either through a public link or an embedded form on your website—the submissions are stored under the /Forms/Web Forms/Public Forms menu. Here's how to manage these submissions:

  1. Navigate to /Forms/Web Forms/Public Forms in the main menu.
  2. You will see a list of all public form submissions.
  3. Select a submission to review the data provided.

From here, you have the option to:

  • Create a new prospect or customer record using the submitted data.
  • Associate the submission with an existing customer to update their records.

Thanks to the data mappings configured during form template creation, the system knows which fields correspond to which data points in your records. This ensures that all information is accurately captured and stored.

Public Forms section: Manage submissions and create or update records
Managing Public Form Submissions
Managing Public Form Submissions

Processing Private Web Form Submissions

For forms that were shared privately with specific customers, the submissions are linked directly to the customer or policy record. Here's how to process these submissions:

  1. Navigate to the specific Customer or Policy page.
  2. Go to /Documents/Web Forms to view the list of forms associated with that customer or policy.
  3. Select the submitted form to review the data.

To update the customer's or policy's records with the new data:

  • Click on the Map Data or Update Records button.
  • The system will automatically update the existing records using the data mappings configured in the form template.

This process eliminates the need for manual data entry, ensuring accuracy and saving time.

Private Web Forms: Update customer or policy records with submitted data
Managing Private Form Submissions

Understanding Data Mappings

Data mappings are essential for automating the process of creating or updating records from web form submissions. When designing your web form templates, you can map each form field to a corresponding field in your customer or policy records. This mapping ensures that when a form is submitted, the data goes exactly where it needs to in the system.

For more information on setting up data mappings, refer to this guide on designing custom web forms.

Automated Workflows and Pipelines

Additionally, if you have automated pipelines configured to trigger upon form submissions, these workflows will activate once the form is received. Automation can handle tasks such as:

  • Creating tasks or reminders for follow-up actions.
  • Sending notifications or emails to team members.
  • Generating documents based on the submitted data.
  • Updating records with new information automatically.

These automations further enhance efficiency by handling routine tasks without manual intervention.

Conclusion

By effectively utilizing web forms and data mappings in Taino Solutions, agents can streamline the process of collecting and processing data from customers. Whether dealing with new prospects through public forms or updating existing customer records via private forms, the platform ensures that all information is accurately captured and integrated into your workflows.

Watch the video below for a step-by-step tutorial:

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