Overview
A seamless webform integration ensures that all lead data flows accurately and efficiently into Dazos CRM. If a webform isn’t sending leads, or if data is incomplete. This guide provides a step-by-step process to identify and fix the issue. Maintaining clean integrations is critical for accurate lead tracking and smooth admissions workflows.
Symptom / Error
• Leads are not being created in Dazos CRM after a webform submission.
• Some fields are missing or not populating correctly.
Cause
Common reasons include:
• Incorrect field mappings between Gravity Forms and Dazos CRM.
• Mandatory fields not aligned between systems.
• Misconfigured webform/webhook settings.
• Conditional logic in Gravity Forms blocking submissions.
Before You Begin
Before you start, please ensure you have the following:
The URL of the specific webform on your website
Access to your Dazos CRM administrator settings.
Access to the client's WordPress account with Gravity Forms.
A clear understanding from the customer about which specific webform is experiencing the issue.
Part 1: Verifying the Dazos CRM Configuration
The first step is to confirm that the webform is correctly configured on the Dazos side.
Navigate to Webform/Webhooks Settings: In the Dazos CRM, go to Settings > CRM Settings > Automation > Webform/Webhooks.
Select the Correct Webform: It's very important to confirm with your customer which webform is having the issue. An instance might have three or four forms, and you want to be careful to select the correct one to avoid disrupting others. Click on the name of the specific webform indicated by your customer.
Review the Webform Information: Focus on the Webform Information and Leads Field Information sections.
The Webform Information section should have the correct URL of the webform on the client's website.
The Leads Field Information section displays all the fields that Dazos is configured to receive from the webform. You'll see a list of Dazos field names and their corresponding form field names. These field names must match exactly what's on the client's actual webform.
Confirm Custom Fields: Another critical point of review is to ensure all fields from the actual webform are present in this list. While reviewing this section, you may notice that some Dazos fields have a number and a code next to them (e.g.,
cf_102_field_name). This is normal and indicates a custom field specific to this instance. You must pay special attention to these as they will need to be accurately matched later.
Check Mandatory and Default Fields (If Applicable):
Mandatory Fields: Check if any fields are marked as mandatory in the Dazos configuration. If a field is mandatory in Dazos but not on the Gravity Form, it can break the data flow.
Default Values: Some clients may request a default value for specific fields, such as "Treatment Program" or "Lead Source," so they don't have to be manually entered. Remember, only add a default value if the customer specifically requests it.
Part 2: Troubleshooting in Gravity Forms
Once you have verified the Dazos configuration, you will need to schedule a call with your client to troubleshoot the form directly in their Gravity Forms account.
Navigate to the Forms Module: On the call with your customer, ask them to log in to their WordPress site and navigate to Forms in the left-hand menu.
Edit the Form: From the list of forms, click on the name of the specific webform you are troubleshooting and then click Edit.
Verify Field Mapping and JSON: Inside the form editor, you need to verify that all fields are correctly configured to send data to the Dazos CRM.
Check that the field labels in Gravity Forms are correctly labeled to match the fields in the Dazos CRM.
If you see a field in Dazos with a number or code, verify that the corresponding field in Gravity Forms has the exact same identifier. You can guide your customer to add a specific field name and code by hovering over a field, clicking the plus sign, and adding the necessary details.
Check Conditional Logic: Also, make sure to check for any conditional logic or mandatory fields that might be preventing the form from submitting correctly.
Part 3: Final Test and Verification
After confirming that the fields in Dazos and Gravity Forms are correctly mapped, it’s time to run a final test.
Submit a Test Form: While still on the call with the client, have them submit a test form on their website.
Verify in Dazos: Check the Dazos CRM to see if the new lead has been created and if all the fields are populated correctly.
If all the fields are present and the data is flowing as expected, you have successfully resolved the issue. If, after this comprehensive troubleshooting, you are still not receiving data in the CRM, please contact your shift leader for further assistance.