Smartforms

Smartforms are online forms that you can embed into your website to capture information from your website visitors and automatically create them in Brightpearl as contacts.

They can be used for simple tasks such as requesting a callback, or slightly more involved processes like requesting a brochure and receiving it as an automated response.

Because they can be used to capture new customer data, they can be powerful lead generation tools.

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Creating a Smartform

Smartforms are created in Brightpearl and then embedded into a website page.

When the form is completed online, a new customer record will be created in Brightpearl.

How to create a Smartform

  1. Go to Marketing > Smartforms. Here you will see all Smartforms stored on your Brightpearl account, including the default "Main contact" and "Registration" forms.
  2. Click "Add a new Smartform".
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    • On the left-hand side, use the drop-down menu to begin adding the fields to your form. Add anything that you want to capture from your website visitor. You can rename the listed field if you want. See below for the list of fields.
    • Tick the checkbox next to any field you want to make a requirement - this means the customer will be forced to complete the field in order to submit the form.
    • Use the arrows on the left of the field to drag and drop the fields into your preferred display order. You can remove any field by clicking on the the red cross.
  3. Select the Page Information tab and fill in the following:
    • Smartform page title: Displayed to the customer filling the form out
    • Smartform name: Your internal name for the form
    • Send the form to email address: An email address where form responses are sent, e.g. a special "queries" email address. You should have access to this email inbox.
    • Template for the administrator email: The template to use for the email responses
    • Text to show on the "submit" button: The text that displays to the customer on the "submit" button
    • Use reCAPTCHA: Enable reCAPTCHA to reduce the number of spam entries
    • White list of allowed websites: If you only wish to be able to embed the form on certain websites, enter their domains here. See below for further information.
    • Respond to user with an email template: A template to send to the user who fills in the form, if they have provided their email address
    • Create contacts with tag: The tag to assign to new contacts created using the form
    • Create contacts on status: The contact status to assign to new contacts created using the form
  4. Select the Header tab. This is where you can write a sentence or more to appear above your Smartform, which is useful for helping your customer understand why they are filling out the form and what response they can expect to get.
  5. Select the Confirmation tab and enter either:
    • A URL to redirect the user to
    • A sentence or more that will be displayed after the form has been submitted. The confirmation is useful for letting your customer know what will happen next, or thanking them for their time/query/custom.
  6. Select the Embed/link code tab. Here you'll find the code you need to embed the Smartform into your website.
  7. Click Save changes to complete your Smartform. It is now ready to embed into your website!

If a contact that already exists in your Brightpearl account completes one of your Smartforms, the information they enter will be shown on their timeline but will not update their contact record. You will need to update this manually if needed.

Smartform fields

The following fields can be included in your Smartforms:

Field  Description
First name The customer's first name.
Last name The customer's surname.
Email address The customer's email address. This must be present if you intend to use the form to capture new customers or to update existing ones.
Telephone The customer's telephone number.
Fax The customer's fax number.
Mobile The customer's mobile number.
Skype The customer's Skype alias.
Newsletter Whether the customer wishes to receive newsletter or marketing emails from you.
Salutation The customer's salutation.
Website The customer's website URL.
Message A message the customer can leave. This will be posted to the customer timeline.
Vat # The customer's VAT number.
Company The customer's company name. This will be used to add the customer to an existing company or to create a new company.
Address line 1  The customer's address information.
Address line 2
City
County/State
Postcode
Country
Custom fields Any customer custom field can be included in a smart form.

Embedding a form into a website

Brightpearl Smartforms can be embedded in to nearly any external website simply by adding a piece of code to the third-party site.

In order to protect your form from being copied to anyone's website, we recommend that you add the domain names of allowed websites to the white list.

How to embed a Smartform

  • Go to Marketing > Smartforms.
  • Click the edit pencil icon next to the Smartform you want to use.
  • Select the Embed/link code tab.
  • Highlight and copy the line of code for embedding the form onto your website.
  • Paste this code into your website's code.

Whitelist of allowed websites

Only websites that match the whitelist will be allowed to display your Smartform. If no sites are listed, then any website can use the embed code to display your Smartform.

How to whitelist websites

  1. Go to Marketing > Smartforms.
  2. Click the edit pencil icon next to the Smartform you are using.
  3. Select the Page information tab.
  4. Scroll down to the "White List" section.
  5. Type your list of allowed sites.

Tip:  When adding domains to the whitelist, it is good practice to use as much of the domain name as possible. For example, if your website is "http://www.yoursite.com/" then use "www.yoursite.com" in the whitelist. If however you also need "http://secure.yoursite.com/" to display your forms, you can add "secure.yoursite.com" to the whitelist, or just use "yoursite.com" in the whitelist to enable forms on both "http://www.yoursite.com/" and "http://secure.yoursite.com/" to show the form.

Ideas for Smartforms

Using your Smartform for brochure requests

By using a Brightpearl Smartform it is easy to automatically send information to someone after they have sent you some details. For example, you can use Smartforms to send out a brochure once a user has provided their email address and contact details.

  1. Setup an email template that will form the response to your contact form. If you are offering a brochure or download then provide a link to the file from within the email.
  2. Create a new Smartform to gather the information you require.
  3. On the Page Information tab, select the email template in the "Respond to user with an email template" field.
    Alternatively you can set the "Redirect to" option of the Smartform to direct the user to a download page within your website.
  4. Embed the Smartform on to your website.

Tagging contacts created via the Smartform

Tags are a really useful way of managing customer groups and interests. They are also used with our Mailchimp integration.

When defining a Smartform, you can select which tag should automatically be applied to the contact when they are created in Brightpearl under the Page information tab.

If you wish to tag the contact with a tag connected to Mailchimp, you must include the "Newsletter" field - this allows the customer to specify whether they would like to receive newsletters from you or not. If they say "yes" they will be tagged and sent to your Mailchimp account, and if they say "no" they will be tagged but not sent to Mailchimp. You can see the "Receive newsletters" setting within the contact record.

Sample CSS

You can embed the styles for the Smartform within your website stylesheet, or you can insert styling code on the same page as the Smartform. Below is an example of some CSS you can use to style your form.

<style>
#contact-message {}
#contact-form {  width:100%; }
.contact-fieldset { 
   padding:4px; 
   margin:4px; 
   border-bottom: 1px dotted #eee; }
.contact-fieldtext { 
   float:left; 
   display:block; 
   width:180px; 
   margin:4px; 
   text-align:right; 
   font-weight:bold; }
.contact-field { 
   display:block; 
   margin-left:200px; 
   margin-right: 0px; 
   margin-top:4px; 
   display:block; 
   padding-left:10px; }
.contact-field .inputText { border:1px solid #333333; padding:4px; }
.contact-foot { 
   clear:both; 
   margin-top:12px; 
   padding-left:220px; 
   padding-top:10px;}
.contact-foot .button { font-size:18px }
</style>
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