Knowledge Base

You can check your payments details by selecting your username and choosing the Account Details option within your form builder account. This will open the My Account section where you can check your plan and the payment method used. You’ll have access to payment-related options like Transaction History and are able to Change Payment Details. In the My Account section, you can also see how many submissions you have received and how much upload storage space you have left.

Payment details

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.

Salesforce Communities prefill

2. Afterward, 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.

Map form fields

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.


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After installing the 123FormBuilder app and assigning the license, Salesforce users need to find our app in App Launcher and access the app in order to authorize it.

Some users may encounter the following error when trying to access the app:

Insufficient privileges

This error shows up because of one of the following two reasons:

1. The user doesn’t have the 123FormBuilder Permission set assigned. When the app is installed, three Permission Sets are automatically generated:

Permission sets

Please make sure to assign them to the user that received the Insufficient Privileges error.

2. The Login As option was used. In this mode, the form builder app can’t be authorized and that’s why the Insufficient Privileges error shows up. Please ask the user to access the app after logging into Salesforce with the username and password.


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Why does it show up?

When creating an Attachment in Salesforce, the body of the Attachment is a required field.
Therefore, if you get this error, it means that no file was uploaded on the form.

Full error message:
The record could not be created in the Attachment object. Reason: There was nothing attached to the body of the Attachment object.

How to prevent this from happening:

1. Make the File upload field on the form required (of course, if it’s mandatory for the submission) – this won’t allow the user to submit the form if there is no file uploaded.

2. Send data to Salesforce only when the File upload field is not empty. Go to Object Mapping – Attachment and for Record preferences, under Send data if select your upload field and choose to create the record if this field is not empty.

Salesforce Record Preferences

123FormBuilder is an OAuth-enabled connected app integrated with Salesforce. It can access a subset of your Salesforce data after you explicitly grant app permission and obtain an access token. In this article, you will learn how to refresh the OAuth token.

OAuth 2.0 is an open protocol that authorizes secure data sharing between applications through the exchange of tokens. Therefore, the form builder Salesforce app needs a valid token in order to access the Salesforce data and to allow the set up of lookups and object mappings on the form.

If the token expires and you have lookup on the form, in View form you will most likely see a similar message:

error message

Tokens are set to expire as a security best practice, but you can refresh the token at any time. 

In order to see the Refresh token policy for the 123FormBuilder app go to Setup, search for Connected Apps OAuth Usage, find 123ContactForm and click Manage App Policies.

manage apps

In the Manage App Policies screen, scroll to the OAuth Policies section. On the right side, you will see the Refresh Token Policy. If you need to change it, just click Edit Policies at the top.

refresh token policy

How to Refresh the token?

There are two possible ways of refreshing the token:

  • Per entire application
    – Go to Setup and search for Connected Apps OAuth Usage. Find 123ContactForm, click Block and then Unblock:
refresh per app
  • Per individual user
    – Go to Setup and select Users. Once you find the user hover the OAuth Connected Apps section. Find 123ContactForm and click Revoke:
refresh per user

Important Note

Once the token is revoked (per entire app or individual user), you’ll need to access the 123FormBuilder app in order to Re-authorize it.

Search in the App Launcher for 123FormBuilder, click the app and go to the 123FormBuilder tab. Choose the server where your 123FormBuilder account is (US or EU) and Authorize the app.

authorize app
allow access

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Users can update their submissions when the option Allow respondents to edit delivered submissions at a later time is enabled on your form.

This feature allows form users to bring changes to their entry and allows form owners to choose which emails to resend.

Tick Resend notifications every time the submission is edited and click on the hyperlinked text Choose notifications.

Edit delivered submission

In the lightbox that appears, choose any of your email templates that you have created for your form. Select any notification templates that you wish to resend each time users are updating their submissions.

Choose template

Related articles:

How to manage your email templates

Do custom notifications work with the resend option?

When you enable payments on your order form within the form builder, you can specify when to send records to Salesforce, including when payments were successfully processed.

Important Note!
For this to work, you need to enable at least 1 payment processor. If the payment integration is disabled, the records are sent after submitting the form.

Payment Processors

Open up your Salesforce integration and select your Object Mapping (Primary or Related).

Below the object’s record preferences section go to Send data when.

From the dropdown list choose Payment is processed. 

send data after payment

When you integrate with Google Drive all the data is imported in the form’s spreadsheet. Sometimes you need only certain information about your users. In this article, you will learn how to send specific data to Google Drive.

For this to work you will need to create a Zapier account and enable the Webhooks integration.

How does it work?


To summarize the whole process, you will create a zap between WebHooks and Google Drive and use the Webhook link on your form.

Webhooks are automated ways for different apps to send messages to each other.

Webhooks are triggered by specific events and in our case, it will be a form submission. When you create the zap, a Webhook link is provided by Zapier. That link will be placed on your 123FormBuilder form.

Let’s jump right into it to have a better understanding.

Setting up the connection


Open up your Zapier account and click on Make a zap.

make zap

Next, search for Webhooks.

webhooks zapier

At Choose Trigger Event select Catch a Hook. Click Continue.

webhooks google drive

Copy the Custom Webhook URL.

webhooks google drive

Go to your form’s Integrations section. Search for Webhooks integration and paste the Webhooks link copied earlier.

Webhooks 123FormBuilder integration

Now, form submissions are the trigger. You could add Google Drive as well.

Make a test submission on your form to help Zapier find the data. Complete the form with relevant data, you need to identify it later in this guide.

Go back to your zap settings. Below Find Data click on Test & Continue.

webhooks shopify

In the second part of the zap, search and add Google Drive.

At Choose Action Event select Create Spreadsheet row.

webhooks google drive

Next, connect your Google Drive account and select the form’s spreadsheet.

webhooks google drive

Open up the Google spreadsheet created by your form. Insert a new blank sheet (a new tab) into the existing Google Spreadsheet. Type the title for each column into the blank cells at the top of the table.
The column name doesn’t need to be exactly as your field label.

In your zap’s settings at Worksheet click on the new sheet created.

The columns from the new sheet are listed below. Click the Insert a field icon and associate it with the corresponding form field.

webhooks google drive

In the dropdown are first displayed the labels (control name) and not the field’s input value. Continue to scroll down until you see the data entered in your test submission (control value IDs). Map each field with its proper value.

Click Continue and Test & Continue. Toggle On the zap in the top-right corner and you’re done setting up the zap.

Make another test submission and check your new sheet. Only the selected columns will be populated.

Every time you receive an entry both sheets will be populated. The original one can not be deleted.

Additional Note! If you have an order form with payments enabled you can send the data in the last sheet only when the payment is completed.

To do so, go to Integrations and at Webhook enable the option called Trigger Webhooks only after payment is completed.

webhooks google drive

Setting up notifications in our form builder is an easy process and we offer multiple customization options. We know that things have changed quite a bit, so let’s make them crystal clear.

Here is a breakdown of the Emails section.


Email recipients

Who should receive the emails? At Send to select from the options listed below:

  • My email (the email address associated with your 123FormBuilder account).
  • The email fields listed on your web form.
  • Type in each recipient’s email address.

Anyone can receive email notifications: form owner, form user, and any recipient of your choice. You also have the possibility to create multiple templates for different purposes.

Send to email


Setting up the email

Every email can be sent to 1 or multiple recipients, with or without conditional logic. If you want to send your emails to different recipients based upon how a respondent completes the form, you can set up rules. To do so, simply click on Add rules.

Add email rules

Once you have clicked on Add rules, you will be able to create conditional logic for your email template. You can choose to Send to or Only send to and input the email address you are interested in sending the email to.

Email rules

Now all you have to do is to set up the conditions. By default, it will be All Submissions – meaning the email will be sent to the email address that you have provided for all submissions. You can change that by clicking on the dropdown.

Now you have access to all fields on your form. If you select one field, an additional option is available: choosing the criteria based on which the email is sent.

Email rules

You can establish when to send the email to your form recipients. Choose from the dropdown list the option that best suits your needs.

Email delay

In order to use the Payment and Approval triggers make sure you first enable these features.

Change the Subject by adding a field variable. By doing so, new submissions will create new email threads.

Email Subject

Show From and Reply-to options

  • From name. You can choose a name or title that will be recognizable to your respondents. Often that will be the company name.
  • From email. Use our email server noreply@123formbuilder.com or send the emails through your own SMTP server. You can also choose noreply@myfor.ms (to simply remove any reference to our domain) or configure a custom domain to be the sender.
  • Reply to email. This is the email address where you can reply to the submission email. You can select the email field to contact the form user.
From and reply-to options

Composing the email template

Click on Load Template to select which predefined template you wish to customize.

  • Default notification template. The standard template commonly used by the form owner and form recipients.
  • Payment template is the email sent to form users when their payment is marked as complete.
  • Approval request template. Here you can change the content that the approver(s) of your form receive.
  • Autoresponder. Set up personalized autoresponder messages to thank your users for their submission.
  • Copy of submission template has the same structure as the default notification template but it’s addressed to form users.
  • Quiz template shows the quiz results along with the Quiz Summary.

To insert submission input into the template, click on the plus sign and use the fields displayed in the dropdown list.

Notifications body

The content of your emails can be anything you wish. In each template, you can add your own images, links, tables, and text. Hit the Source code icon (< >) and create your own fully customizable template using HTML language.

Furthermore, you can attach a file to the email template. Attach your own file, a PDF with the layout of the form, or a custom PDF template.

Add attachment

If you have enabled the edit submission option, in the same AdvancedSubmissions section you can choose the notifications that will be resent. The Resend functionality will trigger Email notifications. The form’s recipients will receive them each time the entry is updated.

Advanced submissions options

In the Advanced → Submissions tab, you can also add a tracking code to your form submissions by enabling the Reference ID prefix.

Important Notes

  • Each field has a unique ID, therefore custom templates will not work properly on different forms.
  • You can set up a maximum of 15 email notifications/form.
  • The Reference ID prefix can contain up to 9 characters.

Our form builder comes equipped with a wide range of features for creating powerful forms and is the go-to solution if you want to generate leads, capture complex data, create order forms, and automate workflows.

We offer a secure Stripe-hosted payment page that lets you collect payments quickly. StripeCheckout allows you to accept payments directly on your online order form, without redirecting away from the page. Users will enter their payment details in the same tab on the Thank You Page and credit card fields will be just regular fields in your form.

In this article, you will learn how easily you can enable Stripe Checkout on your forms. Stripe Checkout payment integration provides an extremely easy way to collect payments with your online order form.


Setting up Stripe Checkout

Let’s get started. Follow these simple steps:

1. Open the Form Editor to edit your form’s content.

2. Afterward, from the Payments section click to add Stripe Checkout.

Stripe Checkout

3. After adding Stripe on your form, you will notice a couple of changes: the Stripe Checkout payment processor has a tag near its name & the settings panel opens up to the right side of the page.

Stripe Checkout added on form

4. In order to set up the Stripe Checkout integration, you have to click on Connect and follow the instructions to enable the integration.

4. If you already have a Stripe account, enter your email address and follow the steps to connect your account. We also offer the possibility to create a new Stripe account.

Stripe connect account

5. After you have created the connection between 123FormBuilder and Stripe click Enable.  By enabling Stripe Checkout, you will notice a couple of changes on your form.
The Stripe Checkout payment processor on the left side panel has an Enabled tag on it so you could easily scan which payment processor is enabled.

Stripe Checkout enabled

Another change is that on your form it will be displayed an Order summary. Here will appear all the products your respondents select on the form, together with the price per option, quantity and the total price. If you want to customize the order summary, all you have to do is click on it and the available settings appear on the right side panel.

Order summary

Another change is related to the Submit button. Once your payment integration is enabled, the Submit button is changed to Continue to payment. Below it, we are displaying a disclaimer together with the Stripe logo so that respondents are aware they are proceeding to a payment.

Also, the accepted cards by the Stripe integration are visually displayed so that respondents know from the start what is the accepted payment method.

You can customize the action bar (everything that is related to the submit button, additional buttons, disclaimer, etc) by simply clicking on this area.

Action bar

You can also make changes to the default settings related to showing the accepted cards and the icon & logo of the payment processor. By default, both of these settings are enabled, but you can disable them by clicking on the payment processor.

Display payment info

You can customize the integration by adding your store name, a short description, and even paste a custom image URL with your company’s logo.

Stripe checkout store

Once all the configuration is finished, the Continue to payment button will redirect your form users to Stripe’s Checkout pop-up window.

To the left side, respondents will be seeing the total amount to pay, together with the Store name and the store short description you have provided in 123FormBuilder app.

That’s it, your order form is complete!


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To configure your SMTP email server with Gmail, you need to enable 2-step Verification on your Google account and use an app password instead of your Google account’s normal password.

An app password is a 16-digit code that allows an external app or device to access your Google Account. We recommend turning 2-step Verification On because Google is constantly restricting access to non-Google products.

How to set up SMTP with 2-Step Verification On

Follow the steps below to learn how to send emails through your Gmail SMTP server with 123FormBuilder:

1. Open your Gmail account and head over to the gear icon to access its settings.

Gmail Settings

2. At Forwarding and POP/IMAP look for the option called IMAP access and disable it.

Gmail disable IMAP

3. Next, click on your account’s icon and select Manage your Google Account. 

Manage Google Account

4. Open the Security section and select 2-Step Verification.

5. Scroll to the bottom of the page where you will find App passwords and select it to move forward.

6. Now it’s time to type in a name for your password and press Create. The name can be 123FormBuilder. This way you know that the password is related to your 123FormBuilder forms.

7. You will receive a 16-digit code. Copy and save the password.

Important Note

Once you click on Done, the password can no longer be retrieved. If you will need to re-use the password later for a different form, make sure you are copying and saving it somewhere safe before clicking on Done. However, you can generate a new password at any given time and your old password will still work on the forms where you enabled SMTP with it.

8. Now that you have the password, head over to your 123FormBuilder account and open the SMTP configuration window.

9. Insert your SMTP server details. Where it asks you to enter the Password, paste the app password copied earlier.

Use the following settings:

  • Host: smtp.gmail.com
  • Port: 587
  • Username and Email: your Gmail email address
  • Protocol: TLS or Auto

10. Click Test connection and open your Gmail inbox.

SMTP settings

11. A verification code is sent by 123FormBuilder. Copy your verification code. If the email isn’t there, you might have to whitelist and mark us as a trusted sender.

SMTP verification code

12. Back to your SMTP settings, place this verification code, and hit Validate.

SMTP Validate

13. Close and open again the window to check the SMTP Status.

SMTP Enabled

14. Make a test submission.

From now on, all email notifications for your 123FormBuilder forms will be sent through your SMTP server.

Use the 123FormBuilder – FreshBooks integration to create invoices or estimates in your FreshBooks account upon form submissions.


Setting up your FreshBooks integration

1. Click New Form from your account dashboard and start creating your payment form.

You can use choice fields (single/multiple choice and dropdown lists) to display the products on sale or, even better, Product field

It’s required that you associate form fields with the First Name, Last Name, and Email address Freshbooks fields. Therefore, add the fields Name and Email to your order form. Make sure to set them as required.

2. In your Form Editor, in the left side panel, you will notice the Payments section. By using the search bar, you can quickly find FreshBooks.

Freshbooks payment processor

3. After adding FreshBooks on your form, you will notice a couple of changes: the Freshbooks payment processor has a tag near its name & the settings panel opens up to the right side of the page.

FreshBooks added on the form

4. In order to set up the FreshBooks integration, you have to provide the necessary credentials of your FreshBooks account, as follows:

– Add the URL of your FreshBooks account, followed by the expression api/2.1/xml-in (e.g. https://www.youraccount.freshbook.com/api/2.1/xml-in).

– Provide the Token key of your account. To access your Token, log into your FreshBooks account, and go to the My AccountFreshBooks API section. Copy the code from Authentication Token and paste it in the FreshBooks merchant box back on 123FormBuilder.

Another way to connect the application to your FreshBooks account, especially if you are already logged on to FreshBooks in the same browser, is by checking the Use OAuth authorization option.

Connecting Freshbooks

Under Client Information, match the required fields and any other fields you need.

Client information FreshBooks

Check the Update client if email exists option if you want to update invoices/estimates that contain the same email address.

Freshbooks update client

You can also customize and set different options in the Invoice/Estimate section.

  • Create – Invoice or Estimate.
  • Status –  Send by email or Send as a draft.
  • Below Notes and Terms, you have the possibility to add field variables from the form.

Where it says Email on failure, type your email address so you can be informed of any errors that might occur upon submission. You can change the email address at any time in this section.

To test your 123FormBuilder – Freshbooks integration, you’ll need to tick the Use sandbox checkbox.

Important: Whatever currency you’ve set up in the Payment Summary panel, it must be equivalent to your settings in your FreshBooks account, as the integration doesn’t change currencies.

5. Enable the payment integration by clicking on Enable button. By enabling FreshBooks, you will notice a couple of changes on your form.
The FreshBooks payment processor on the left side panel has an Enabled tag on it so you could easily scan which payment processor is enabled.

FreshBooks enabled

Another change is that on your form it will be displayed an Order summary. Here will appear all the products your respondents select on the form, together with the price per option, quantity and the total price. If you want to customize the order summary, all you have to do is click on it and the available settings appear on the right side panel.

Order summary Freshbooks

Another change is related to the Submit button. Once your payment integration is enabled, the Submit button is changed to Continue to payment. Below it, we are displaying a disclaimer together with the Freshbooks logo so that respondents are aware they are proceeding to a payment.

You can customize the action bar (everything that is related to the submit button, additional buttons, disclaimer, etc) by simply clicking on this area.

Freshbooks action bar

Another setting that you can enable/disable is related to showing the accepted cards and the icon & logo of the payment processor. By default, both of them are enabled, but you can disable them and even edit the text shown under the Continue to payment button.

Display payment info

Frequently Asked Questions

Here is a list of the most frequently asked questions. For more FAQs, please browse through the  FAQs page.

Is this service free?
Yes, we offer a free form builder service. Just sign up to the Basic plan and you are all set. This plan is forever free, but you are limited with a few features only, such as 5 forms per account, 100 submissions per month and you have to keep the backlink to 123FormBuilder on your forms. Check out our features matrix for more information.
How many forms can I create?
It depends on the service plan you are on. Higher service plans enable more features, including more web forms for your account. If you need more forms, go to the My Account section of your account and click the upgrade button. To create an unlimited number of forms, either upgrade to the Platinum service plan or higher. Consult our features matrix for more information.
How can I publish my forms?
You can publish your forms in many ways, by using their direct URL or HTML link, embedding them with a JavaScript code, Inline HTML or iFrame, using the Facebook app or the WordPress plugin, using popups, the Blogger code snippet and many more. Once you have created and customized your form, go to the Publish section to complete your work. Read more in our documentation.
How do I change my form design?
You can change the design of your form for more information. in the Themes section, which is located in your form settings. We offer a set of more than 30 predefined form themes for your forms, but you can also create your own from scratch. You can customize the submit button, the logo and more. To apply your own stylesheets, all forms come with a custom CSS editor.

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