Form mapping using Account ID

Hi James!

Our Sugar Market forms does not capture AccountID because we don't use a live lookup via our forms and also for leads there could be a mixture of leads that don't have an account created in the CRM yet or an existing one. So instead, we use the field 'Company' to match against the Account Name.

So that I can understand the use-case, are these only existing leads that already have an associated Account (and thus an AccountID)? Or does this form capture a mix of new and existing leads?

Could you elaborate more on the use-case here? If the record completes a form and the record pushes up to your CRM for a new record - how would you determine the AccountID for this record?

Thanks!

Hi Michael,

Thank you for your response.

We are a global personal training business and have various gym locations across the world which we show on our form.  We use this so they can tell us where they would like to train and direct to the correct sales teams to deal with their enquiry.

The form is intended for new leads, but there may also be some existing people who enquire again (for a different gym, or will do as it has been a while since they did last).

In our CRM, all of our gym locations are set up as "Accounts" with an associated ID via a relationship field.

Thanks

James

Thank you so much for the details James Walker and also Dmytro Chupylka for those details. That absolutely makes sense.

I checked your account and website to get a little better understanding and believe I have a fuller picture here. Your enquiries page has a drop down list for Location, those are tied to a custom field in Sugar Market and linked in your CRM called Accounts_Leads_1_name. 

I see as well that you have a custom field mapped on the Sugar Market form to the custom field account_id but this field is hidden from the user and no data is being captured here.

If the goal is to link these leads or existing contacts to an account (gym location), and because you have a limited number of Accounts, I would suggest either of the following:

1. The client is already selecting the location from the dynamic drop down menu on the website, map this field to 'company' in Sugar Market with the exact name and spelling for the value as they are called in your CRM. This will match that record to the account.

So for example, if they select Region = US, Location = Bethesda / USA - have the 'Location' field map to 'company' field instead of Accounts_Leads_1_name and make sure the 'return value' of the Bethesda Account is spelled exactly how it is in your CRM. Everything will match up.

Now, I'm unsure of the importance of this custom field but if it needs to be added as well, there are logic/workflows that can be done on the API script side or even in SugarCRM perhaps.

2. A similar concept to the first option as above - when the customer selects their Location, either replace or do an addition to of inserting the account_id field to the proper account id based off their selection.

Example, client selects Bethesda / USA again. Since this Account has a specific ID, you may choose to map this field directly to account_id. Making sure that each account/location selection for the 'display value' has the proper account id for the 'return value'. Then Sugar Market will simply push this over to the CRM. 

Now, doing this method Sugar Market will not link the lead/contact record to an Account on it's own like it would in option 1 since we're using custom fields. But I believe the use-case you're presenting here is to utilize the AccountID instead.

While the first option aligns more with how Sugar Market operates as it will auto link those records to the account, either option should still be good. 

If you're wanting to keep all those custom fields like accounts_lead_1_name but want to do an additional field to capture the Account info (either option 1 or 2) then that would need to be done on the API side. When a custom selects the location, it passes a hidden field of the AccountID to the account_id field based off of that selection. 

I hope this helps!

Regards,

Michael North

Sr. Manager, Technical Support

Thank you so much for the details James Walker and also Dmytro Chupylka for those details. That absolutely makes sense.

I checked your account and website to get a little better understanding and believe I have a fuller picture here. Your enquiries page has a drop down list for Location, those are tied to a custom field in Sugar Market and linked in your CRM called Accounts_Leads_1_name. 

I see as well that you have a custom field mapped on the Sugar Market form to the custom field account_id but this field is hidden from the user and no data is being captured here.

If the goal is to link these leads or existing contacts to an account (gym location), and because you have a limited number of Accounts, I would suggest either of the following:

1. The client is already selecting the location from the dynamic drop down menu on the website, map this field to 'company' in Sugar Market with the exact name and spelling for the value as they are called in your CRM. This will match that record to the account.

So for example, if they select Region = US, Location = Bethesda / USA - have the 'Location' field map to 'company' field instead of Accounts_Leads_1_name and make sure the 'return value' of the Bethesda Account is spelled exactly how it is in your CRM. Everything will match up.

Now, I'm unsure of the importance of this custom field but if it needs to be added as well, there are logic/workflows that can be done on the API script side or even in SugarCRM perhaps.

2. A similar concept to the first option as above - when the customer selects their Location, either replace or do an addition to of inserting the account_id field to the proper account id based off their selection.

Example, client selects Bethesda / USA again. Since this Account has a specific ID, you may choose to map this field directly to account_id. Making sure that each account/location selection for the 'display value' has the proper account id for the 'return value'. Then Sugar Market will simply push this over to the CRM. 

Now, doing this method Sugar Market will not link the lead/contact record to an Account on it's own like it would in option 1 since we're using custom fields. But I believe the use-case you're presenting here is to utilize the AccountID instead.

While the first option aligns more with how Sugar Market operates as it will auto link those records to the account, either option should still be good. 

If you're wanting to keep all those custom fields like accounts_lead_1_name but want to do an additional field to capture the Account info (either option 1 or 2) then that would need to be done on the API side. When a custom selects the location, it passes a hidden field of the AccountID to the account_id field based off of that selection. 

I hope this helps!

Regards,

Michael North

Sr. Manager, Technical Support