How to integrate Jotform with Capsule

Integrating Jotform with Capsule through Zapier allows you to instantly sync your form responses and also gives you the ability to update records when documents are signed by clients.

This will give you improved visibility around these submissions from within the CRM, which is a great way to streamline your workflow and eliminate the need for manual entry. There are even Zapier templates available for Capsule already which make the setup process super simple!

Let’s look at how to set up the integration:

Prerequisites

Before starting, ensure you have the following:

• A Capsule account
• A Zapier account on a plan that allows multi-step Zaps
• A Jotform account

How to set up the Jotform to Capsule Zap

1. Login to your Jotform Account, select the appropriate form and then click on the Edit Form button.
2. From the form view, navigate to the settings area and then click on the Integrations section.

3. The next step is to type Capsule into the search bar and then select the Capsule CRM tile which will appear on the screen. It's also possible to create new Zaps from scratch directly from the Zapier platform if you’d prefer.

4. There are two Zap templates which you’ll see are available to select - the ability to add notes to an existing record and also the option to create new Contacts from a Jotform submission.

5. The final step for this initial stage of the configuration process is to click Use this Zap, you’ll then be taken to Zapier to complete the setup.
   
   Click one of the below links depending on the Zap you’d like to set up:

• How to add a Capsule Contact from a Jotform submission
• How to update a Capsule Contact from a signed Jotform

How to add a Capsule Contact from a Jotform submission

This Zap adds a brand new Contact to Capsule once a Jotform has been submitted. Make sure you have followed the steps above first, for a quicker way to get started.

Define the Zap Trigger: New Submission

1. It’s always a good idea to give your Zap a name, that way it’s easier to reference and find at a later stage. You’re able to update the name from the top of the Zap configuration page.

2. The next step is to connect your Jotform account and then click on the Continue button. You’ll then need to select the relevant Form, use the dropdown option if you have multiple and then press Continue when you’re happy with the choice.

3. In order to test this part of the configuration, you’ll need to ensure that you have at least one historical submission in place within your Jotform account. If not please go back and add some dummy submissions for the purpose of creating this Zap.

4. Now select an example that you’d like to test with and click on the Continue with selected record button.

Define the Zap Action: Add Contact

1. The App should be Capsule CRM, the Action Event = Find Contact and you’ll need to select your Capsule Account as the next step. Once this information is correctly selected, you’ll then click on the Continue button.

2. The configure stage is important because here you’re mapping the relevant fields from your Form to the correct Fields within Capsule. In this example I’ve added a Search using = Email address option.

You’ll also see below an example of how the mapping should look:

3. It’s important to note that any Custom Fields will need to be set up in Capsule prior to integrating Jotform.Once you’re happy with the configuration click on the Continue button and you’ll then be able to run a test before publishing the Zap.
   
   We always recommend that you test the integration before making the Zap live, this will help ensure that everything is working properly. Below you’ll see an example of a new submission which has been created:

How to update a Capsule Contact from a signed Jotform

If you’d like to update an existing Contact when a new submission has been made, this is also a straightforward process and it can be particularly useful when you’re sending information such as proposals to clients which require a signature. In order to configure this second example you’d select the Add note to Capsule CRM option shown at the start of the guide.

Define the Zap Trigger: Signed Document

1. It’s always a good idea to give your Zap a name, that way it’s easier to reference and find at a later stage. You’re able to update the name from the top of the Zap configuration page.
2. In the Trigger Event field, select New Signed Document
3. The next step is to connect your Jotform account and then click on the Continue button. You’ll then need to select the relevant Form, use the dropdown option if you have multiple and then press Continue when you’re happy with the choice.

Define a Find Step

1. For this example we’re going to add a Note to a Contact record when they’ve accepted a new proposal. In Zapier, add a new step and set the Event field, choose Find Contact

2. There are different ways that you can find Contacts that exist within the CRM already, in this example I’m going to use the email address of the person receiving the document/proposal.
   
   The Value you’ll select for this is the Answer Owner Email. If you want a Contact to be auto created in the CRM, it’s also important to tick the option to Create Capsule CRM Contact if it doesn’t exist yet?
   
   For this part of the configuration you only need to map the relevant Fields, we’d recommend that you include Name and Email Address - the other fields will be optional. Once you’ve reviewed the configuration click continue and you can then run a test.

Define the Zap Action: Add a note to the Contact

1. After you’ve run your test, the next part of the Zap will require you to review your Action event. In this example we’re using Add note to entity, you can then click Continue.

2. For the configuration, ensure that you’ve selected the correct activity type within Capsule (for this example we’ve created a Custom Activity Type called Document Signed).
   
   For the Contact field, switch to the Custom options and choose Find Contact. From the dropdown options, select the ID field.
   
   You can also define the format in which you’d like the information to be pulled into the activity. Once you’re happy with the configure stage, click Continue and then run your final test.

3. Below you will find a screenshot of how this would reflect a signed proposal within Capsule: