Creating a web form involves three steps

• Building the form - Drag and drop fields to build a form and format it easily with the WYSIWYG editor.
• Specifying the form details - Add details such as form name, landing page URL (where the visitor needs to be redirected after the form is submitted) record assignment rule, notification details, etc.
• Generating the code for the form - Embed the form using various code formats. Codes for some third-party sites (WordPress, Google Sites, Facebook, and Joomla) are readily available.

You can build web forms to generate records for the Leads, Contacts, Cases and any other Custom modules. While building a web form, the following elements are available in the form:

Option	Description
Add Fields	Drag and drop the fields that are required in the form. By default, some of the fields are already added when you build a new form.
Set fields' font and form layout	Use the WYSIWYG editor to change the font style and size, background color, alignment of the fields, etc. in the form.
Insert Captcha	Captcha is used for security in feedback forms, website registration, comments from visitors, etc. Add captcha for the Zoho CRM system to prevent unauthorized automated spamming programs from filling the web form. This option is available only in the Paid Editions.
Add Privacy Policy link	Using this option add a checkbox for people to legally agree with your legal agreements such as, Terms & Conditions agreement, a Privacy Policy, etc.
Upload Files in the form	With this option capture files through your web-to-lead/contact/case forms (or any other custom module), such as screen shots of an issue, quote requests, photo of individuals, etc. You can upload up to 3 files and the size of all the files put together should be within 20 MB. If the total file size exceeds the limit, the form will not be submitted and the record will not be added in Zoho CRM. This option is available only in the Paid Editions.
Mark fields as mandatory	Collect important information such as name, email address, mobile number, etc. from the visitors who fill up the web form by marking fields as mandatory.
Mark fields as hidden	Add a hidden field and its value in the form. These hidden values are submitted along with the web form but are hidden to the visitors who fill the form.
Add help link for a field	A field you provide may require data to be filled in a specific format. For example, the date format may need to be specified in DD-MM-YYYY. For such requirements, you can use the option to add a tip or hint to help the visitor who fills the form.
Change button name	The name of the call to action button can be Save, Submit, or another other name. You can easily change the name as per your requirements.
Specify location URL of the form	The Location URL is the web page URL where you plan to host the web form. Specifying the URLs help you prevent Spam and allows only forms submitted through the particular domain to be captured as valid information.
Specify landing page URL	This is the URL of the web page to which the visitor needs to be redirected once the web form is submitted.
Select record assignment rule	Records generated through the web forms can be automatically assigned to the users in CRM with the help of Assignment Rules.
Specify notification options	Set notifications that needs to be sent to the record owners and also the visitors who submit the forms. Email templates or autoresponse rules can be used to send notification emails. When the Email has to be sent to users in the organization, it is sent as a notification from the email address notifications@zohocrm.com.
Enable Double Opt-in	Enable the double opt-in mechanism for webforms, so that customers who submit their information will have to confirm their submission before their data is pushed into Zoho CRM.
Embed form code	Embed the web form's code in your web page. The code is available in three different formats - HTML source code, Embed code and iFrame code.

Generate Web Forms

To generate web forms for Leads, Contacts, and Cases

1. Go to Setup > Developer Space > Webforms.
2. In the Web Forms page, choose the Module from the drop-down list.
   The existing web forms for the selected module will be listed.
3. Click Create Web Form.
4. In the web form builder, do the following:
   • Build a form
     • Drag and drop the fields that you need in the web form.
     • Insert captcha.
     • Add the option to upload files.
     • Mark fields as mandatory.
     • Make fields hidden in the form.
     • Provide hint or help links for fields.
     • Set font and layout of the form.
     • Change button names.
   • Specify form details and other options
     • Add form details such as, form name, landing page URLs, form location URL.
     • Set record assignment rule.
     • Set notification options
   • Copy web form code and embed options
     • Get code to embed in your site and other third-party sites.
       The code is available in three different formats - HTML source code, Embed code and iFrame code.

Step 1: Build a Form

Drag & drop fields in the WYSIWYG editor, which also provides various other options to build a form.

Add Fields

Drag & drop the fields you need in the form and change the font style and size, background color, alignment of the fields, etc.

To add fields and set font and layout of the form

1. Under the Fields List tab, click on a field and drag & drop it in the form builder.
2. Make changes to the font, background color, field label alignment and form width.
   

Upload Files

Capture files through your web-to-lead/contact/case forms, such as screen shots of an issue, quote requests, photo of individuals, etc. The size of the file should be within 20 MB. If the file size exceeds the limit, the form will not be submitted and the record will not be added in Zoho CRM. This option is available only in the Paid Editions.

To add the option to upload files

1. Click the Advanced Tools tab.
2. Drag & drop the File Upload field.
   Note that the visitor can upload a file not more than 20 MB. You can use the help link option in the Field Settings to provide this hint.

Insert Captcha

Add captcha to prevent unauthorized automated spamming programs from filling the web form. This option is available only in the Paid Editions.

To insert captcha

1. Click the Advanced Tools tab.
2. Drag & drop the Captcha field.

Insert Privacy Policy option

Every business has some form of legal agreements in place, such as a Terms & Conditions agreement, a Privacy Policy or an End-User License Agreement (EULA). It is important that people read such agreements and legally agree to them with a deliberate action such as selecting a checkbox in a form.

In Zoho CRM, you can make sure this is addressed by using the Privacy Policy option. Using this option you can add a checkbox and customize the message appropriately. Unlike other checkbox fields, this checkbox field has a validation; the form will be submitted only after this checkbox has been selected.

To insert privacy policy option

1. Click the Advanced Tools tab.
2. Drag & drop the Privacy Policy field.
   
3. In the Privacy Policy popup, add the relevant message and format the same.
   You can add a link to the text as well. For example, a link to the privacy policy page.
   

Mark Fields as Mandatory

Collect important information such as name, email address, mobile number, etc. from the visitors who fill up the web form by marking fields as mandatory.

To mark fields as mandatory

1. Move your mouse pointer to the field that you want to mark as mandatory.
2. Click on the Settings icon.
3. In the Field Properties pop-up, select the Mark as required field checkbox.
4. Click Done.
   

Mark Fields as Hidden

Add a hidden field and its value in the form. These hidden values are submitted along with the web form but are hidden to the visitors who fill the form. For example, if you have hosted the same form in various web pages, the hidden field will help you identify which record is generated form a web form hosted in a specific web page.

To make fields hidden in the form

1. Move your mouse pointer to the field that you want to hide in the form.
2. Click on the Settings icon.
3. In the Field Properties pop-up, select the Mark as hidden field checkbox.
4. Specify the value for the field and click Done.
   

Provide Help Link

A field you provide may require data to be filled in a specific format. For example, the date format may need to be specified in DD-MM-YYYY. For such requirements, you can use the option to add a tip or hint to help the visitor who fills the form.

To provide hint or help links for fields

1. Move your mouse pointer to the field for which you want to provide hint or help link.
2. Click on the Settings icon.
3. In the Field Properties pop-up, select the Include help link checkbox.
4. Choose one of the following:
   • Link & Text - Specify a text for the link and provide the link URL.
   • LinkOnly - Specify the help/hint text. For example, the date field can have - MM-DD-YYYY
5. Click Done.
   

Change Button Name

By default, there are two call to action buttons - Submit and Reset. You can rename these buttons as per your requirements.

To change button names

1. Move your mouse pointer to the field that you want to rename in the form.
2. Click on the Settings icon.
3. In the Field Properties pop-up, modify the field name.
   The name of the field will be changed only in the form.
4. Click Done.
   

Remove Field from the Form

Easily remove unwanted fields from the web form and add them whenever required.

To remove a field from the form

1. Move your mouse pointer to the field that you want to remove from the form.
2. Click on the Delete icon.

Preview the Web Form

Take a look at the web form before publishing it in your web site.

To preview the form

1. In the form builder, click on the Preview link.
   A preview of the form will be available.
   

Step 2: Specify Form Details

1. Enter a Form Name (Example: Feedback, Contact Us, etc.).
2. Specify Form Location URL. This should be the web page where the web form will be hosted. It should start with "http:// or https://". (Example: https://www.zylker.com/contact-us.html)
   You can click Add to specify upto 5 location URLs. If you plan to host the web form in more than 5 web pages or you are not sure where the web form will be hosted, enter * in this field. This prevents Spam and allows only forms submitted through the particular domain to be captured as valid information.
3. Specify a Landing page URL. The visitor who submits the form will be redirected to the URL specified here. It should start with "http:// or https://".
   The length of Return URL should not exceed 255 characters. (Example: https://www.zylker.com/thank-you.html)
   
4. Choose one of the following options to AssignOwner to the records that are submitted via web form.
   • Choose a User - Select from the drop-down list. All the records generated through the form will be assigned to the selected user.
   • Create or Choose [Module] Assignment rule to assign ownership - Select an existing assignment rule or create a new one. Based on the rule, records will be assigned to the users. With assignment rules you can implement the Round Robin method to assign records to the users. See Also Assignment Rules
5. Add relevant Tags, if applicable, from the list of existing tags for the module. 
   The chosen tag will be added to all of the records captured from the webform. 
6. Toggle on the Enable Double Opt-in button.
   Note that this option can be used only if the primary email field is added to the web form. When web forms with double opt-in is submitted, a confirmation email is sent to the visitor for additional verification.
7. Enable Notify [Record] Owner, if required and select an email template that will be sent to the record owner. When the Email has to be sent to users in the organization, it is sent as a notification from the email address notifications@zohocrm.com.
8. Enable AcknowledgeVisitor if you want to send an email to the person who submitted the web form. After you select the mail template, you will be prompted to enter the From and Reply to fields.
   Here you can choose one of these option in the drop-down list:
   • • your account email address
     • organization email address
     • email address of the record owner
     • other user's email address
   • Using AutoresponseRule - Use one of the existing autoresponse rules. Based on the details gathered using the web form, autoresponse rules can be triggered to send specific emails.
     When details gathered through the web form does not satisfy the Auto Response Rule criteria, then the email template selected in the second option will be sent as an acknowledgment email.
   • Default response for all visitors- Choose an email template that will be used to send email to the leads generated via this web form.
     
9. Enable VisitorTracking and select the portal from the drop-down list. If you have enabled the feature, this will automatically include the visitor tracking code in your web form's code (applicable only for the Source Code and Embed Code formats).
   
   • If you choose the iFrame code format in the Embed Options, you have to manually add the visitor tracking code along with the iFrame code in your web page. For the iFrame code format alone, the visitor tracking code is not automatically included along with the code. For the Source code and Embed code formats the visitor tracking code will automatically be included.
     To find the Visitor Tracking code to embed, go to Setup > Channels  > Chat and copy the code from the Visitor Tracking page.
   • If you have not enabled the Visitor Tracking feature, you will be asked to create a portal here to start using this feature.
10. Select the RequestApproval checkbox if you want to submit the records for approval. See Also Approve Records
    Note that users with the Approve Web-to-Leads/Contacts/Cases permission in the profile can approve the records.
11. Click Save.

Step 3: Use Web Form Code to Embed

The code for the web form is available in 3 formats: Source Code, code to Embed, iFrame code. The code is also readily available for some third-party sites - WordPress, Facebook, Google Sites and Joomla. Please note that the Script and iFrame code is available only in the Paid Editions.

1. Select Source Code, Embed or the iFrame code from the list as required.
   
2. Copy the code and paste it in the website where you want the web form.
3. Select the Track the records along with Google Ads information through web forms checkbox, if required.
   Copy the tracking code displayed and paste it at the bottom of every page of your website immediately before the </body> tag.
   Note that this Google Ads tracking code appears only if you are a Google Suite user and you have enabled Google Ads integration.
4. Click Done.

Enable Double Opt-in

Double opt-in is a process in which users confirm twice that they are interested in what you offer and willingly fill up the web form. It helps you get quality leads, and lets you dedicate time and resources on people who want to hear from you. So when you enable the double opt-in mechanism for webforms, customers who submit their information will have to confirm their submission before their data is pushed into Zoho CRM. 

The two steps involved in double opt-in are:

1. A user fills in the email address and other details and submits the form in your website.
2. A confirmation email is sent to the email address provided by the user. The user needs to click on the link in the email and confirm.

To enable double opt-in for your web form

1. Go to Setup > Developer Space > Webforms.
2. In the Web Forms page, choose the Module from the drop-down list.
   The existing web forms for the selected module will be listed.
3. Click Create Web Form or choose one of the existing web forms.
4. In the web form builder, edit the form, if required and click NextStep.
5. In the Form Details popup, toggle on the Enable Double Opt-in button.
   Note that this option can be used only if the primary email field is added to the web form. When web forms with double opt-in is submitted, a confirmation email is sent to the visitor for additional verification.
6. Click Save.
7. Publish the new web form's code that is generated on your website.