Knowledge Base

Trello is a great tool to organize your projects, events and plan your daily tasks. Use 123FormBuilder submissions to create tasks and ideas and turn them into Trello cards.

Open the Integrations section of your form and click on Use Zapier tab. Search for Create Trello cards and click on Use this Zap.

Next, in the pop-up window connect your 123FormBuilder account.

Select your form from the dropdown menu.

Make sure that you have at least one submission made on the form to test the trigger.

At Action Event choose to create a card.

Select your Trello account.

Continue by choosing your Trello board and List. In the Name and Description boxes, you can insert form field variables.

Finally, make a test submission and check your card in your Trello Board.

Custom notifications work together with the resend option. All form recipients will receive your resent email templates. You can choose to resend any of the email templates created in your form’s Emails section.

Here are some examples of use cases in which you might need to resend email notifications:

• Sending reminders via SMS or Email.
• Receiving feedback after an event.
• Thank you messages.
• Send a follow-up email.
• When orders are not finished you can send their payment links.
• Increase customer engagement.

Important Note! When you compose a new email to deliver after the submission date, make sure to delete it. If not, all the templates displayed in your Notifications section will be delivered to new entries.

To resend an email, navigate to Results – Submissions, check the desired entries and choose Resend.

In the lightbox that opens, all email templates composed for your form will be listed. Select the templates that you want to be delivered.

That’s it! All of the selected templates are sent to your form recipients.

Yes, we do provide IP geolocation. When adding the Address field, the Default country setting is set on autodetect. This means that we will autodetect the IP of your form visitor and automatically fill in the Country subfield on the form.

If you need to display a certain country for all your form visitors, go back to the Form Editor and select the Address field. On the left-side panel, under the Options section, select the Default country dropdown and set the country of your choice.

Related articles

How to set a default country in my Address field on 123FormBuilder

Whenever you want to change a text or system message, you will need to customize the forms translations.

To start, from the Form Editor select the Languages icon from the side menu. Here you can add new languages to your form and customize them. Hover over the desired language to select the Customize (pencil) icon.

This will open the customization lightbox pictured below, where you can add the translations. On the left side, you’ll notice all the form fields that you’ve created and all the system messages that form users may see while filling out and sending the form. Add the translations in the text boxes on the right side. Once you’ve finished adding the desired text, press Save.

Use the Search bar to find sentences or words more easily.

All the languages that you add are listed on the Translations main page. To review and make changes to a language that you’ve set up, simply hover over it with your mouse cursor. The following actions are available in this order: Make default, Customize or Remove.

Click the Preview button to preview the form. The translations made will be displayed on the direct link of the form.

Related articles

• Multiple language forms

Duplicate records cause trouble for the business, as well as the admin. Clients may get angry if multiple sales reps contact them with the same purpose. At the same time, sales reps lose trust in the CRM and question the validity of the data they rely on. So what can you do to prevent duplicate records?

On Salesforce side

Use Matching and Duplicate rules. If you need more details about setting this up, you can always check this Trailhead article. Depending on how the Duplicate Management is configured, creating a duplicate record can be blocked altogether or it can be allowed to show an alert.

When choosing to block duplicate records from being created, the 123FormBuilder app will also throw an error and won’t create the record, if the form is set up to create a new record instead of updating an existing record.

On 123FormBuilder side

In the form builder app, in Salesforce Integration → Object Mapping, under Record preferences, make sure to choose the Update existing record option for Action to perform.

This setup allows adding a single criterion for identifying an existing record in Salesforce. But most times, the Matching and Duplicate rules created in Salesforce involve multiple criteria. For example: for Contact, one may use Last Name and Email or Date of birth.

This is why we recommend using the Record ID as a criterion for Updating existing record when setting up the Object Mapping.

Since your form visitors don’t know the Salesforce Record ID, here’s what you can do to identify it:

• Create a lookup to identify the record and return it’s ID. Next, use prefill (URL or dynamic) to populate a hidden field on the form with the Record ID (this works for simple matching criteria, that use the AND operator).
• Create a query to identify the record and return it’s ID. Use the ID in Object Mapping, instead of a form field.

Related articles

• Error: The record could not be created in the [ObjectName] object. Reason: Use one of these records?
• Salesforce Queries
• Prefill Form Fields
• Dynamic Prefill

Trigger-based notifications are great to empower your business. Emails are triggered by a specific action made either by a user or recipient. One of the key benefits of sending trigger-based notifications is to increase the relevance of your emails.

Types of triggers

This section provides an outline of all the triggers that are available for your 123FormBuilder emails. Remember that some triggers will work only if a certain feature is enabled on the form (payments, approvals).

• Form is submitted
• Form is submitted + Delay
• Payment is processed
• Payment is processed + Delay
• Submission is approved
• Submission is rejected

Form is submitted / Form is submitted + Delay

The email template can be sent right after the user has pressed the submit button or after a period of time.

You can delay emails on your form by minutes, hours, days, weeks, and months. Once you have selected one of these options, a box will be displayed on the left where you’ll need to add an input. For example, if you have selected the option Minutes and added the input 1, the email will be sent 1 minute after the form has been submitted.

Payment is processed / Payment is processed + Delay

The same principle applies to these triggers. The only difference is that they are based on the status of the user’s payment. These emails are sent automatically after your customers finish their payments. This trigger is available only if you have established an order form, or more precisely, if you have added a payment processor to the form.

Submission is approved / Submission is rejected

You can send a custom email when an entry is approved or rejected by one of your recipients.

First, you need to enable the submission approval option from the forms Approval section. Three new emails will be automatically created, which you can then go back and customize in the Notifications settings.

Related articles

• How to set up the Header of your email notifications?
• How to set up the Body of your email notifications?
• Approval features on your form

No. We are a web form & survey building service used for data collection and we do not offer a feature for creating login systems.

It is forbidden to create forms that request sensitive data, such as passwords, email credentials, or other credentials, from form users.

The only thing we have in common with a login system is the ability to collect data with a web form. All of the other elements are outside the scope of our service.

Our form builder has a real-time preview. As soon as you add or edit the fields on your form, you’ll see the changes in Preview. Go to the Preview button (top right corner) to view your form.

In Preview mode, you can check how the form looks like on Desktop, Tablet & Mobile by selecting the view you are interested in.

For both Tablet & Mobile, you can check 2 different views: Portrait & Landscape.

If you want to make changes to the form, you can go back to the Editor by accessing the back arrow (top left corner) or if you are happy with how the form looks like, you can directly publish and share it with other by clicking on Publish button.

You can create a domain alias for the 123FormBuilder domain URL if you are a Platinum user or higher. It’s commonly referred to as domain aliasing (or domain mapping). This way, the form link you share with users will contain your own custom domain and no reference to the 123FormBuilder form builder.

Setup

Users who do not have access to the Custom domain feature according to their pricing plan (under the Platinum plan) will see a placeholder image with an Upgrade button.

Starting from the Platinum plan, users who do not have custom domains on any of their forms will see the option of adding a new domain.

If you want to add a new domain, all you have to do is click on the Add a new domain button and the section will expand. You need to add your subdomain name following the standard naming procedure given as an example below and click on the Next button.

If the standard naming convention is not followed, you will receive an error as below:

Let’s say you have successfully provided your subdomain name and clicked on Next. Similar to the legacy setup, you need 2 CNAME records to successfully set up your custom domain and make it work on your forms.

Page domain keys

Your subdomain name is displayed at the top of the container and below you can find the page domain keys. The page domain keys are provided instantly. Below you have a placeholder example, but for you, they will be provided correctly.

SSL keys

The SSL keys take up to 3 minutes to be generated. Until they are generated, you will see a loader and an explanatory text so you can know we are working on generating them.

Once the SSL keys are generated, they will be displayed as below.

All you have to do now is to copy the keys and set them up to your DNS. Set up your subdomain to point to the two CNAME records in order to establish the connection.

Statuses

Once you have done the setup on your end, click on the Verify status button. As we are working in the background to establish the connection, both of your CNAME records will have a Pending status – and your custom domain overall as well.

This is to show you that we are working behind the scenes in setting up your custom domain.

If the connection is established successfully, both CNAME records and the custom domain overall will have a Verified tag.

If the connection is not established successfully, you will be able to see which CNAME record has an error, as it will have an Unsuccessful tag near it.

The status of the custom domain overall will also be displayed in your list like the below example:

Choosing your custom domain

Once you have successfully set up a custom domain, you can choose to apply it to any of your forms. You can do this from the Publish section – Personalise link.

Click on Personalise link in order to expand the section. Once expanded, you can choose to personalize the end of your link or you can choose the custom domain that is verified by using the dropdown.

All the verified custom domains will be displayed in the dropdown form.123formbuilder.com so you can use them on any of your forms.

After making the changes, do not forget to click Save.

Legacy setup

In order to set up a domain alias, you first need to create a subdomain on your own domain. Then you will need to add new CNAME records to your DNS.

Once you set up your subdomain, all you need to do is contact us and specify which subdomain you would like to use on your forms. (e.g forms.yourdomain.com).

After the procedure is done on our end, you will receive two CNAME records (one for the subdomain, and another one representing an SSL certificate). Set up your subdomain to point to the two CNAME records in order to establish the connection.

Finally, go to your form’s Publish → Share form section and scroll down to Custom domain.

After clicking on Add a new domain, enter your subdomain and click on Save domain.

The subdomain is now active. The form URL has been replaced with the domain alias in all of the publishing options and it is secured. Copy/paste the form code normally. Your subdomain will be used instead of our domain name from now on.

Why does it show up?

The error message indicates that you have a Duplicate or Matching Rule active in your organization. The new record that our form creator tries to create does not pass that rule, so it fails to create the record.

How to check for Duplicate or Matching rules

Check if you have an active Duplicate Rule for the object indicated in the error, and what is the criteria. In order to verify this, in Salesforce → Setup search for Duplicate Rule.

While still in Salesforce → Setup, check the Matching Rule to see what fields are verified to prevent duplicates.

How to fix it?

1. For a simple Matching Rule, with a single field:

You can set the form to update a record based on that field (which is used in Matching Rule criteria in Salesforce).

In the 123FormBuilder app → Salesforce Integration → Object Mapping, select your object. Then, under Record Preferences → Action to perform choose the option Update existing record.

A new option will show up: Update records if. Here you’ll need to select the field used in Matching Rule in Salesforce, and the corresponding one on your form.

For example, the email field in Salesforce is verified for duplicate leads. On the form, we can also check for the email and update a record instead of trying to create a new one when it matches that criterion.

2. For more complex Matching Rules:

Complex Matching Rules can involve multiple fields in the matching verification (e.g. FirstName, LastName, and Email in the screenshot below), or if another object is checked for duplicate values in relation to the mapped one.

To fix this, you need to create a query that searches for the record ID of the object involved in the Matching Rule. The query result can then be used to update the records.

In the 123FormBuilder app, go to the Salesforce Integration → Query section and add your query.

Here’s a query example:

SELECT ID FROM Lead WHERE FirstName=`[{First NAme (1822184)}]` AND LastName=`[{Last name {1822185)}]` AND email=`[{Email(1822187)}]`

Once you validate the query, follow the same steps explained above. In the Object Mapping section, under Record Preferences choose Update records if Salesforce Record ID field is Query result, in this example, the Record ID:

The “required fields are missing” error indicates that there is a required field in your Salesforce object that has not been mapped or has not received a value.

Why does it show up?

There are two possibilities:

1. When a required field in Salesforce is not completed on the form.

To solve this, we suggest making the 123FormBuilder fields required as well. This way users can’t send the submission without the information requested by Salesforce.

2. When not all required Salesforce fields are mapped.

When you add an object, all the required fields pertaining to that object will be automatically loaded and showcased with an asterisk. Check your form’s Object mappings to make sure that all required fields are listed.

In the following example, the Opportunity object has 3 Salesforce fields required: Name, Stage, and Close Date.

If the form is not loading all your required fields, delete the mapping and add it again. Once you have all your Salesforce required fields displayed on the left side column, map them with your form fields.

We recommend creating the 123FormBuilder Object Mapping after you finish customizing your Salesforce fields.