Using Autoforms (Web Forms) with Autotask

hello in this video i'm going to talk about the auto task web forms feature so to get to this feature what you need to do is click up on the auto task menu admin features and settings or actually extensions and integrations uh although the same place click up here what you'll get is the auto task add-ons feature and then you can see here is autoforms designer so what the order forms is going to allow you to do is to put a form onto your website that you can you can test or you can get the customer information you can um you know receive information from customers so it could be a contact us form or or anything like that so if we click on new so let's say we're going to do exactly that we're going to create this as a contact us form then here we just we choose the entity that we would like to use on the auto form you can see the company is already selected because in order to task when we create some new information um you know we have to put the company information in in order to obviously put in the contact or or the opportunity or any of those kinds of things so what we're going to do is we're going to create an auto form that's going to automatically gather the name of the customer it's going to create an opportunity for us it's obviously going to put the contact details against there and there's also going to assignment to do for somebody to go and do some work so we're going to gather all of this information and let's just add notes as well just for good luck and then what we can do in here is we can tell this to you know when it's successful so we can say you know when it's successful go to a website and i'm going to force it to go to my website which is sundayconsulting.com of course you can preview it if you want to and then if there's an error or anything like that um you know what what happens to those but i'm going to leave those out for now and we click on the fields button and here you can start to see all of the fields that we can actually put onto this auto form so you can see that by default company here is selected so this is giving us the ability for um the the company information to be gathered on the form and you can see you know this is displayed on auto form or is editable on auto form so this button here is if we want to actually display this for the customer to see and then we can choose whatever information we want to actually call it on the form as well so you might put something like this please enter your company name or something to that effect so we're not going to gather any of this other information phone number i might just put something like phone number in here and then if we keep coming down you can see company type we have to select it's a required field in autotask as is the account manager so what i'm going to do in here is i'm going to just select who this particular person is and at all these times you can see i'm actually displaying this on the auto form as well and i'm also making it editable so that they can actually type it in so let's say here we go you know company on stock now this is a required field but i don't want this company to um i want this to be displayed on the on the form obviously because i don't want this required field to be um available for something that the company uh or that the person who's filling in this form has to fill in so i can just kind of go no in there but because it's a required field it does have to have some information filled in and you can see i'm not going to display it on the auto form okay i'm going to keep coming down again company note tag i don't know what these mean this is a demo account so i'm just going to leave all of these unfilled in um and i potentially want to have that person's telephone number as well so if i go company telephone um actually it's probably um there's there's going to be one up here there's a company phone off put phone number on there so um you know i can just scroll down here and say um you know all these are our user defined fields so again you can choose whether you actually show this information or not um you know company status you might want to put some stuff on there whatever information you want but now we're going to get the first name and last name and so i'm just going to put first name and i'm going to put last name in here so you can see by going through this all i'm simply doing is filling in this information one thing to note though is um is this but here on on kind of the opportunity information so here you'll see you know opportunity owner i'm going to make this you know family peers for example the stage of the opportunity maybe we're going to call it new lead and then we're going to call this you know the opportunity status let's just call it active and we're going to untick all of these from the auto form again we're going to go ahead and we're going to actually create this opportunity we're going to let this opportunity be be created directly within all tasks here again we might say a new lead from website and we're going to turn these off and we just keep coming through this list opportunity confirmed yes some of these are some of these fields you won't see on on your uh your system so like i said this is a demo account so i'm just going through these and making sure that um i'm filling in some of these that are required fields and all we're going to do is my goodness there's a lot of them um okay so this is for the to do so here you can see the to-do action type because i told it that i wanted it to do in the in the first form as well it's not going to go ahead and it's going to say okay well what kind of to-do is this so i'm going to create it to do for somebody to go and email this customer and i'm of course going to assign the to do to myself as well okay and again i'm going to turn these off on the website so what this is going to do in the background those bits that i've turned off you can see in here you know it's deciding whether it's it's going to display it on the auto form or in the case of this to do it's it's going to say i want to create the to-do but i don't obviously want to display it on the auto form because i don't want my customer to be able to see that information and who i'm assigning all of that to okay and then notes action type in here is going to be email and the note is going to be assigned let's just assign it to pamela ps as well and the note description might be something like um contact prospect from websites or something to that effect okay and you're good to go so that is all the information that we want on there of course if there's any other information that you did want to capture like you wanted to put address on there you could simply just click that button and you can either change that or leave that whatever it is and that would gather their address information as well so you could have multiple of these forms to gather different bits and pieces of information and then if we click on notification what this is going to give us is who do we want to notify when this is actually um submitted so you might say you know what i want to do is i i want to be notified um you know when when this is actually created and i'm going to go ahead and send it to somebody whatever the case might be and then all i'm going to do is generate a source and here is my actual source of this this html source so if i copy this and click on the preview button what you'll actually see happen is there is my preview so this is exactly what's going to show up on the website so it's going to give them oh i left the account manager field displayed so i can now see um you know i've left that displayed obviously i don't want that information to be displayed or any of this note action type so what we can do is we can say okay now that i understand that that's all been displayed we can simply come back to the to the fields information and we can come back in here and say um you know account manager and the company type we don't want any of that to be displayed we also don't want any of that note information to be displayed so if i go back down to notes wherever it's gone i think it was right down the bottom here somewhere here we go so i had all of these available so i'm just gonna untick all of this and then i'm simply going to click back on source preview and you can see the information i'm now collecting is you know enter your company name your phone number your last name your first name and that's it right i'm not really needing to collect any more information you'll also notice in this preview mode there is no um submit button however what you can do is if you copy to this format and you you know you drop it into a [Music] into something along the lines like dreamweaver or one of those tools that allows you to do this um i think i've done this the wrong way around it'll give you the ability to um to see that sorry i should have actually put it this side um yeah so all you want to do is you want to copy it down here you can see i don't really use dreamweaver that much but yeah what you want to do is you want to paste it in there and then it should actually show there there we go so now you can see it's actually showing the submit button as well and if you're using a tool like dreamweaver you can actually come in here and start to manipulate things a little bit better change your padding change all the other stuff that you need or some other information so i hope that's helped and that's that's how you create autoforms within autotask and before we go any further obviously you now need to click on save and close and when you click on save and close what you'll see is now you've got this contact us one that's been created and i hope that's helped everybody you