⚠️The External Forms module is not included in the Ploomes Basic plan. It is an additional module that can be purchased separately.
The External Forms is a feature that allows you to collect information directly from customers, prospects, or partners without requiring them to access the Ploomes platform.
You can make the form publicly accessible through:
A shareable URL that directs users to a customized page.
An embedded code that can be added to a page on your website (such as a contact form).
Submitted responses are automatically recorded in your account as either Customers or Deals, streamlining record creation, updates, and data entry processes.
A common use case is a consulting company that sends a form to prospective clients to collect their information. The submitted data is automatically added to a services pipeline, with both the customer and the deal created automatically.
Where can External Forms be used?
External Forms can be configured for two entities in Ploomes:
Customer: Includes both companies and individuals (contacts).
Deal: Allows you to use fields from the deal, the associated customer, and even the contact.
How to access
There are two ways to access the module:
Go to Administration > External Forms.
Go to the Customers or Deals entity, click Menu, and then select Configure External Forms.
How to create an External Form
After accessing the External Forms page (either through Administration > External Forms or from the Customers or Deals entity by selecting Menu > Configure External Forms), click New Form for the desired entity (Customers or Deals).
Available settings
When creating a new External Form, you can configure the following:
Identification
Form Name
Description
Background Color
Logo
2. Purpose
Create or update records (Generates a unique public link and an iframe that can be embedded into a website).
Update existing records only (Generates individual links for each existing Customer or Deal).
3. Form Fields
Standard or custom fields from the entities (e.g., Tax ID (CNPJ), Phone Number, Pipeline, etc.).
Mark fields as required.
Edit field labels and descriptions to make the information easier to understand and complete.
Define key fields (e.g., if a submitted record contains the same value as an existing key field, such as the Tax ID (CNPJ), the system updates the existing record instead of creating a new one).
💡 Tip: Use key fields to prevent duplicate records.
Map default values to automatically populate specific fields.
4. Sharing
After saving the form, you can share it.
Public link ready to be shared with customers.
Embedded iframe code to integrate the form directly into a website (available only for forms configured to create records).
For update forms, individual links are generated for each record and can be found within each Deal under the External Forms tab.
[Preview of the public link and embedded iframe for the form used to create new deals]
[Preview of the update form link for deals]
Practical Example
Creating an External Form for Customers (Individuals):
Required fields: Name, Email, and Tax ID (CPF).
Key field: Tax ID (CPF).
Default value: Source = "Consulting".
Result: Each customer who submits the form will be created in the Customers module. If a customer with the same Tax ID (CPF) already exists, the existing record will be updated instead of creating a new one.
Confirmation message after clicking "Send":
The filled and submitted form will appear with your client records:
2. Creating an External Form for Deals:
Fields: Deal Title, Customer, Pipeline, and Stage.
Result: A new deal is automatically created in the selected pipeline, ready to be tracked.
💡Best Practices
Use key fields to prevent duplicate records.
Customize the form with your logo and brand colors to provide a more professional and trustworthy experience.
For update forms, always verify the link before sending it to the recipient.
Test the form using sample data to ensure the information is recorded correctly.
How to purchase the module
To purchase the External Forms module, please contact:
Your Customer Success (CS) representative at Ploomes.
or
Our Support Team for guidance on the next steps.
See also:
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