PowerWebForm is an easy way to track data from a form on your website back to CRM. PowerWebTraffic is a great way to see what your customers are interested in from your website. Individually they are both very helpful, but working together they can be an even better tool. With the steps below, you can create a simple workflow to send an email from CRM when a form is submitted and in that email is a link back to your tracked page. Within minutes of a potential customer filling out a form, you will be able to see all the places they visited on your site.
To begin tracking web traffic, first, create a new process.
Give the process a name that will be easily identified when looking through the list later. The entity will be a Web Form Activity and the Category will be a Workflow.
The scope of this workflow will depend on the organization, but in this particular case we will change it to Organization. This workflow needs to start each time a Web Form Activity is created so we will leave this as the default.
The first step of the workflow is to wait 3 minutes to ensure PowerWebForm has fully created the Web Form Activity. This is more than enough time but better safe than sorry! To create this step, click on Add Step > Wait Condition.
Give the wait condition an easily understood name and then click on the condition.
On the screen that appears, have the Process timeout for duration of 3 minutes. Click Save and Close.
Back on the workflow screen, click directly on the “Select this row and click Add Step”. This allows us to do a check of the Web Form Activity after the process has timed out for 3 minutes. This check will look at the subject of the Web Form Activity and ensure the submission is for the appropriate web form on your website.
Click Add Step and choose Check Condition.
Give the check condition an easily understood name and then click on the condition.
On the screen that appears, choose Web Form Activity – Subject – Equals – [Subject of your Web Form Activity]. Web Form Activities from the same Web Form have the same subject so by looking for this, we can ensure the Web Form Activity that was created was for the Web Form we want to respond to. This also allows you to have a workflow similar to this for multiple Web Forms. Click Save and Close.
Now that we have our wait condition and check condition complete, we can create our email. Click on “Select this row and click Add Step”.
Add the step to Send E-mail. If you want to personalize each email that goes out, you could create an email without sending it.
Give the Send Email step an easily understood name and click Set Properties.
Fill in the email with the appropriate information. The To field will be what the Web Form Activity is regarding so set this as a dynamic value. Add the hyperlink of the appropriate website in the body of the email. Don’t worry about adding the tracking token from PowerWebTraffic as CRM will do this automatically. The email will look similar to this when you are done! Click Save and Close when you are comfortable and Activate your workflow.
Now you can sit back and watch as potential customers tie their CRM record to the clicks on your site!