Form Automations
Use automation to perform actions like requesting forms, sending the PDF to the client who fills the form, notifying staff, Adding tags to clients in our CRM to run future campaigns and much more.
Send Form PDF Automation
Automatically send the completed form PDF to the client once they have submitted the form.
Step 1: Go to the Whautomate app, Select the Automation menu option, Click the Add Rule button, and then select the Create Rule From Scratch option to continue.
Step 2: Select the Create Rules from Scratch option to continue
Step 3: Select the trigger When a Client Completes a Form option.
This rule gets triggered when a form is completed by a Client
Step 4: To add conditions, simply click on the "Add Condition" button.
Step 5: Setup Condition
(i) Choose the condition Field option like "Form Template"
(ii) Choose the condition Operator option like "is part of any"
(iii) Choose the "Form Template" option to select the forms that will trigger a notification when completed by the client.
Eg. I've selected a few forms for automation. The conditions function by triggering the automation when a client completes any of the selected forms specified in the condition filter. 👇
Step 6: Select an Action to send the completed form PDF to your client via WhatsApp and Email.
(i) Eg. Select a send Action type as the send a WhatsApp template message option 👇
(ii) Select the message template send_form_to_client_3(en)
I used my custom WhatsApp message template send_form_to_client_3(en) which was already I created and approved by Meta. If you want to use your own custom WhatsApp message template, So first you need to create a new WhatsApp Message Template, you can select the Create New Template link. This will take us to the template page where we can submit our new template.
(iii). When you enter (#) in the Parameter field, a list will pop up. You can choose from the options provided to fill out the parameter details.
Eg: #client.name = {{client.name}}, #business.name = {{business.name}}, etc.
Available Personalisation Variables:
Client Variables
{{client.name}}, {{client.preferredName}}, {{client.age}}, {{client.gender}}, {{client.email}}, {{client.phone}}, {{client.calendarSyncURL}}, {{client.photoURL}}, {{client.address}}, {{client.emergencyRelationType}}, {{client.emergencyContactName}}, {{client.emergencyContactPhone}}
Business Variables
{{business.name}}, {{business.address}}, {{business.phone}}, {{business.mapDirectionUrl}}, {{business.operatingHours}}
Form Variables
{{form.name}}, {{form.clientName}}, {{form.status}}, {{form.url}}, {{form.partialUrl}}, {{form.pdf}}, {{form.downloadId}}, {{form.id}}
Step 7: After entering all the necessary information, please click on the "Save" button to save your changes. 👇
Step 8: Now, Create a test client and send a form yourself then complete the form to test it. 👇
Send Form PDF to your client via Email
Note: Implement the automation trigger and conditions outlined in the upper section, which corresponds to those utilized in the Send Form PDF Automation.
Step 1: Select a send Action type as the Send Email option 👇
(i) Choose the Recepient option like Client associated - If exists
(ii) Choose the Attachment option like Paste URL and Enter the attachment URL "{{form.pdf}}" When you enter (#) in the Attachment Paste URL field, a list will pop up. You can choose from the {{form.pdf}} options in the variable list.
(iii) Enter Email Subject Eg. Your {{form.name}} Submission Confirmation and PDF Copy.
(iv) Enter the Email Message according to your preferences.
Note: Please enter (#) to choose from personalisation variables in the parameters E.g. client name, location name, etc.
Available Personalisation Variables for Email Template Mentioned in the upper section of WhatsApp:
Step 2: After entering all the necessary information for the Email template, please click on the "Save" button to save your changes. 👇
Step 3: Now, Create a test client and send a form yourself then complete the form to test it. 👇
Send Form Completion Notification to Staff
Step 1: Select a send Action type as the send a WhatsApp template message option 👇
Note: Implement the automation trigger and conditions outlined in the upper section, which corresponds to those utilized in the Send Form PDF Automation.
(i) This is to send a notification for When a Client Completes a Form to staff via WhatsApp.
(ii) Select the staff(s) you want to send notification eg. I have selected the John Doe staff.
(iii) I used the custom WhatsApp message template which was already created and approved by Meta. So first you need to create a new WhatsApp Message Template, you can select the Create New Template link. This will take us to the template page where we can submit our new template for custom notifications.
(iv) After entering all the necessary information, please click on the "Save" button to save your changes. 👇
Step 10: When a Client Completes a Form the notification received by your staff(s) like this 👇
Automatically Assigning Client Tags through Form Responses.
Step 1: Go to the Whautomate app, Select the Automation menu option, Click the Add Rule button, and then select the Create Rule From Scratch option to continue.
Step 2: Select the trigger When a Client Completes a Form option.
This rule gets triggered when a form is completed by a Client
Step 3: To add conditions, simply click on the "Add Condition" button.
Step 4: Setup Condition
(i) Choose the condition Field option like "Form Response"
(ii) Choose the Form eg. I have selected the "Fitness, Wellness Studio Lead Generation"
(iii) Choose the "Form Question" eg. Fitness Goals
(iv) Choose the condition "Operator" option like "equals" 👇
(v) Choose the Form Question Answer "Value" eg. Weight Loss
Eg. I've chosen the Fitness and Wellness Studio Lead Generation form. I've configured a condition: when a client completes the form and selects "Weight Loss" as their answer to the Fitness Goals question, the automation is triggered. 👇
Step 5: Select a send Action type as the Add Client Tags option 👇
(i) If you have already created tags use that, To create a new tag, type the tag name and click the add button that appears on the list
(ii) I have Selected the Client Tag(s) eg. Weight Loss based on the form response conditions. 👇
Note: Add tags to the client based on the conditions and trigger setup in the rule. This can be used in conditions to segment clients in subsequent rules.
(iii) After adding the tag Click the Save button 👇
Step 6: Now, Create a test client and send a form yourself then complete the form to test it. 👇
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