Different business scenarios may require you a form migration between Salesforce orgs. For example, after you are done setting everything up in your Sandbox org, you need to turn to your Production environment. Or if you are a consultant and are preparing the Salesforce implementation for a customer, you need to publish the setup live at the end. Irrespective of the situation, 123FormBuilder provides an easy to use the migration mechanism that allows you to quickly transfer forms between different Salesforce orgs.
Firstly, it’s important for you to know that the feature is available in the My Forms section of your 123FormBuilder account for each form you are creating. The Show More menu contains a Form Migration option that allows you to move the form in the new org. In order to establish the form connection with the new org, you need a migration code that has to be generated inside it.
In order to generate your migration code, navigate to the org in which you want to migrate the form. In the section My Account, you will find a brand new section named Form Migration, under which you can:
Attention! The code generated will only be available for the time frame you have specified, and you can also delete migration codes at any point.
The final step required for the form migration is to copy the code generated in the source org and insert it in the Form Migration section of the target org. Once you will press the Migrate button, the form will be transferred to the new org.
And you are all set! To sum up, all that you need to do is generate a migration code in the target org and use it in the source org for the forms that you wish to migrate.
Showing is always easier than telling. If you need to communicate a specific address to your respondents, do it with the interactive Google Maps field. People will appreciate that you’re making their experience smoother this way.
The Google Maps field requires a 2 min setup before you can get it to work.
To use the Map field, you first need to connect it to Google’s API. You can get your own API key from this link by pressing on Get Started.
You will be guided through a short process to create your own project inside the Google Map Platform in order to get a personal API key. Note: Google’s Map service might require you to set up a billing account for the API usage. YOu can check their pricing system here.
Connecting the API key to your form
After you have received the API key, it’s time to put it to use.
Go to the form you wish to add Google Maps in, and add the field. After, go to its field settings and insert the API key below the Configuration tab, as you see in the picture.
Turn any scanned form into a web form with our digitization feature.
We have implemented a machine learning system that can recognize and transform fields and labels from paper to online forms directly on our platform. To get started with this feature, you’ll need to first scan the form document that you want to be converted and save it as a JPG file (.jpg). Once you have scanned the paper form, follow these steps:
1. In your 123FormBuilder account, click the New Form button.
2. In the New Form page, click the Scanned form widget.
3. A lightbox will pop up on the screen where you will find an Import button on the top-left. Click the button to start importing your scanned form.
4. A preview of the scanned form will appear on the left. On the right, you will see all the fields that have been identified on the scanned form, and that are ready to be imported in the 123FormBuilder editor.
5. Click the icon on the left of each bar to associate it with a specific field type from 123FormBuilder. You will get the best results if you forms are scanned at high resolution (300 DPI).
Important: Set the correct field types as needed in this stage, otherwise you will not be able to convert them in the form editor.
6. Now click the Create Form button on the bottom-right side. You will be redirected in the form editor, where you can make your final web form adjustments.
And that’s about it. Now, how easy was that? We’ve even got a video to prove it.
If you have further questions or require assistance, don’t hesitate to contact us at support[at]123formbuilder.com.
Besides the Attachments object, the Files object can receive data sent through the form as well. To set it up, just follow the steps below:
1. In the Object Mapping section, add the Content Version object.
2. Associate the Salesforce fields with the fields indicated in this image:
The Path on client field can be mapped to any input field, the Content Origin and Content Location fields will be associated exactly like in the example above. Version Data has to be always mapped to an upload field.
A form published on a community page can be automatically prefilled with the username or email of a logged in user, pertaining to that community.
Let’s take a look at the setup.
1. First, we will need to configure a lookup. In this case, the search takes place in the Salesforce User object, where the Salesforce field User ID has to match the salesforceUserID value.
This means that a check will be made to see if the logged user is identified in that community. The Salesforce fields returned, are the ones that will be used in the next step.
2. Afterwards, we have to map the fields that will be prefilled with the user’s information. The data should be loaded when the form is loaded, so make sure you choose that option. Below, the Salesforce fields holding the user’s information will be associated with the form fields where the values will be displayed.
At this point, everything is set up. Just publish the form inside your community and take a look at how the form is prefilled with the relevant data.
With Salesforce Communities you can create a secure community and engage directly with your customers, partners or employees. So let’s take a look at how you can integrate a 123FormBuilder form in your community.
1. Go to the Publish section, choose Salesforce Community from the left menu and mark the form as a Community form.
2. You will find the 123FormBuilder app inside your Community Builder page under the Components tab.
3. All the forms marked as Community forms will appear inside the 123FormBuilder widget. Choose one and that’s it. Easy, right?
Important! If you uncheck the Use this form inside your Salesforce Community option, please make sure that the form is no longer published before you do this.
Granting permissions to a folder, allows admin users to easily give access to other sub-users to see an entire group of forms. This is very useful because instead of selecting each form separately, all of them can be included in the same folder and will have the same permissions. Now let’s take a look at how it works.
We will take as an example the following structure:
Where the folders have the following permissions:
The results will be the following:
The Egnyte integration allows you to send form data or uploaded files to your Egnyte account. The first step is to access the Settings->Applications section and select Egnyte from the list. You will be redirected to a new page where you can start to set it up.
Then, you will be asked to add a valid domain and connect with it in order to customize what content will be sent to Egnyte.
You can send the content added through the Upload fields but also a PDF file that will contain the information your form was submitted with. Depending on what you enter in the Folder Path field, you will receive the files in the specified folder. If you enter a path that doesn’t exist in Egnyte, it will be automatically created. Please note that it will always have to start with /Shared then your desired folder.
After you select what upload fields will be included in the process, don’t forget to hit Save.
You can now prefill your form fields with data, by simply typing the keywords based on which the information will be retrieved from Salesforce. Let’s take a look at a couple of scenarios to better understand how the dynamic prefill works.
1. Let’s say that you want to type an email address and prefill the form fields with some information found in one of your Lead records, where that email address exists.
The first step is to set up a lookup. Here you have to take into account the fields based on which the search will be made (in this case the email is the filter) and the information you want to be returned.
The second step is to define the prefill. Follow the steps below to see how is this done.
1. Select the lookup you just created.
2. The trigger has to be the field you used as a filter when you set up the lookup. Why? Because you want to prefill form fields with data from your Salesforce record that contains that specific email address. Also the field that is a trigger will always be highlighted.
3. For this specific scenario, you will want to load the data when the user starts to type.
4. Then map the form fields that will be prefilled and choose from what Salesforce fields that data will be retrieved.
2. Now, let’s take another example. You have a list of records in Accounts and you want the account names that pertain to each record to be loaded on the form. The question is why would you need to do this. The answer is very simple – you can choose from this entire list an account name and prefill form fields with data from the same record.
The same as for the previous example, the first step is to create your Lookup, but this time you won’t have any filter. The reason is that you want all account names from Accounts to load.
What changes in this scenario, in terms of prefilling options, is that you will load the data when the form is loaded (this is necessary if you use a dropdown field to contain the list of information). Also, the trigger will be as you can see in the image below, the Name field (dropdown field), because there is where we want all the account names displayed.
That’s it. Now you can easily retrieve data from your Salesforce records and pre-populate the form fields as you wish.
Did you ever think about how easy it would be for your users to automatically fill in your form with their LinkedIn information? All you have to do is to integrate the forms with the LinkedIn application and the fields will be prefilled with just one click. Now let’s see how this can be done.
1. Go to the Settings tab and select Applications on the left menu.
2. Under the Social category you will find the LinkedIn app. To add it, hover over it and click Add when the button shows up.
3. Then, you have to map the form fields (on the left) with the LinkedIn fields(on the right). When you add the app it comes by default with 3 mappings if on the form the Name and Email fields appear, but you can add more by clicking the Add New Mapping button.
4. Don’t forget to hit Save and that’s it.
After the app is added, when you open the form you will see an Autofill with LinkedIn button. If you are not logged in your LinkedIn account, you will be asked to log in first, for the prefill to be made after you click that button.
|Salesforce Field Label||123 Field Label|
|Lookup|| Has to be mapped with a lookup you create under the Lookup tab.|
|Email, Short Text||Number||Number|
|Picklist||Single Choice, Dropdown|
|Text||Short Text, Long Text|
|Text Area||Short Text, Long Text|
The levels of relationship between objects can be defined as a connection between a primary object and a secondary object related to it. But sometimes you might need relationships between secondary objects and a third level object.
Let’s have a look at the following example to see how they can be set:
1. You have an account where you store information about a company you are working with, this will be your main object:
2. The employees of this company are the contacts you are communicating with. So the contacts are related to the account:
3. Each employee has to send you files according to the department they belong to and you want to know what files each contact has sent you. This is why you will add an Attachment as a related object to the contact:
In the end you will have a multiple level relationship like this:
Related objects cannot be added for all objects, only for those that are set to accept them.