Your CRM can automatically create records to become leads or to transition into merchant applications that are ready for on-boarding to your processor.
Any data that is collected through a web form or corporate system can be imported into the CRM in minutes using the simple steps described below.
The most common use of the POST API is to create records in the CRM using data that was collected from a form. A form can be a merchant application hosted on your website or a lead form that clients fill out such as a "Contact Us" page.
All of the information that is submitted through a form can be sent to the CRM by properly mapping the fields and attaching a POST Token URL to the action button on your site. A simple example of a form that can be used to create a record in the CRM is shown here:
Below we describe the steps to configure, test, and use the POST API feature.
Creating New POST API Tokens
To add new POST API Tokens to your site, follow the steps below:
1. Navigate to Manage > Administration > POST API > Manage POST Token URLs, select the desired User Group and click the Create Token button:
2. Fill in the pop-up with the actions that the CRM should perform when new records such as leads or merchant applications are received from an external source.
Here is an example of how to configure a POST API Token:
For more information on a specific token setting, hover your mouse over the question mark for that setting and a tooltip will appear with an explanation of the setting.
3. Click Add Token to finish the process and you will see a new token that looks similar to the example below:
4. Repeat the above steps to create a POST API Token for every source that you intend to collect data from.
Mapping Your POST API Token
After you created a token, the next step is to map the field names on your web form to correspond to the desired lead fields.
1. Within your token go to the Mapping Lead Fields section, type in the web field's name in the Field box, choose the matching lead field from the Assign To list, and click Assign:
Repeat the process for each web field that you wish to map
Note: See the last section in this article for additional instructions on different types of field mappings.
2. After all of the fields are mapped, you will need to configure your web form to submit data to your POST API Token.
To do so, simply replace the opening <form> HTML tag in your web form with the one generated in the POST API Token.
3. Once your web form code is updated with the POST API Token URL you will need to test your form and ensure it works properly.
Fill in the form on your site with some test data and submit the form. A new lead record should now appear on the Manage Inbound Leads page, and it should show the data you submitted.
Review the record to make sure that all of the fields from your web form are appearing correctly in the Lead. If not, you will need to re-check and update your form mapping and then try again.
4. Once everything is confirmed as importing correctly, go back to the token you just configured, click Update Settings, and click the Auto Import checkbox in order to enable future records to be imported automatically.
Moving forward, whenever the data source's form is submitted, be it an MPA or a lead, the record will show up in searches and across the CRM instantly (for users who have access to it).
5. To review all imported records, open the Imported Leads page via the Manage > Administration > POST API > POST Leads menu:
Spamming Rules for POST API Tokens:
To help stop SPAM-posters on your web forms, the following rules are in place to reject excessive submissions.
- If 100+ records are submitted in a 5 minute period, per IP address, additional records from that IP Address will be rejected for 1 day.
- If 360+ records are submitted in a 1 hour period, per IP address, additional records from that IP Address will be rejected for 1 day.
Field Mapping Notes
Below are some additional notes and instructions for mapping your web form fields to the CRM lead fields:
Finding The Correct Web Form Field Names
A field called "Telephone" in your web form may not be called exactly that in the HTML (it may actually be called something like "phone" or "ph_number" or similar).
When you're creating your field mappings, you will need to enter the HTML names of your web fields and not the field's labels (or the mappings may not function correctly).
Your website administrator can supply the web field names for you, or you can also find the field names yourself by right-clicking on a web form field and choosing the Inspect Element option (in Chrome).
The HTML Elements Panel will then open where you can inspect the form's HTML code and locate the names of the form fields.
In the below example, we can see in the Elements Panel that the correct name of the "Telephone" web form field is "phone":
Mapping Text Fields
No special setup is needed to map text fields other than matching the web form field name to the lead field.
If you have a dropdown in your web form, you can map the drop-down to a corresponding lead drop-down in the same way as you would map two text fields.
However, in this case you need to ensure that the web form drop-down options also exist in the lead drop-down.
For example, a web form drop-down called "Entity Type" may contain the following items:
- Sole Proprietorship
With the drop-down configured in this way, the corresponding CRM lead drop-down must also contain the same five options, spelled exactly the same.
If both drop-downs have been configured correctly in this way, and if a user selects "Corporation" on the web form and submits it, then the "Corporation" option in the lead drop-down will be automatically selected.
If you have a checkbox in your web form that has a value="1" when checked, it can select the option 1 in a drop-down or check a checkbox in the CRM lead (depending on whether you mapped the web form checkbox to a lead drop-down or a lead checkbox).
A comments/notes field in your web form can be mapped using the Notes option:
If your form has a box for e-signature, the image of the signature can be included in the submission, as long as it is converted to Base64 before being sent into the CRM.
Any other files such as PDFs or images can also be sent to the CRM in their standard format.
To set up the POST API Token to accept files with your submissions, enter the file upload's parameter/field name in the Mapping Lead Fields section and choose the Lead File option (at the bottom of the Assign To list):
If you need to send multiple files, there must be separate upload fields for them in your form, with each such field mapped to the Lead File option.
In your web form, make sure to also add the "enctype" attribute, for example:
<form action="https://yourdomain.com/postleads/t/c998" method="POST" enctype="multipart/form-data">
Notifications of Imported Leads
The CRM can send a notification when leads have been imported as a result of the POST URL. In order to turn on this setting, please contact the CRM Support and provide a list of email addresses that should receive the notification. The email addresses do not have to be CRM users. To notify specific users about leads they are assigned to, use Status Triggers.