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Opportunities and other modules

How to create opportunities automatically when someone fills in a form

In Automation › Workflows, create a workflow with the Form submitted trigger and the Create/Update opportunity action, choose the pipeline and stage, then save and publish. Everyone who fills in the form is added to the pipeline automatically.

Updated on

Before you start

  • You need a pipeline with stages created in Opportunities › Pipelines.
  • You need the form already created (in Sites › Forms) or another event you want to start from, such as an appointment or a tag.
  • Your user needs permission to create workflows.
Where to find it

Automation › Workflows › Create workflow

Step by step

Create the workflow

  1. In the left menu, click Automation and then Workflows.
  2. Click Create workflow and start from scratch.
  3. Give the workflow a clear name, for example "Website form → Sales pipeline".

Choose the trigger

  1. Click Add trigger.
  2. Choose Form submitted.
  3. In the filters, pick the right form so the workflow doesn't fire for every form.
  4. Click Save trigger.

Add the action that creates the opportunity

  1. Click the + below the trigger.
  2. Search for "opportunity" and choose the Create/Update opportunity action.
  3. Choose the Pipeline and Stage the opportunity should go into (for example, "New inquiry").
  4. Fill in whatever makes sense: Opportunity name, Source (for example, "Website form"), Value and Status (usually Open).
  5. Click Save action.

Test and turn it on

  1. Click Save at the top of the workflow.
  2. Turn the workflow on by switching it from draft to Published.
  3. Fill in the form with test details.
  4. Open Opportunities, choose the pipeline and check that the opportunity appears in the chosen stage.

Tips

  • You can use other triggers with the same action: appointment booked, tag added, invoice paid, contract signed.
  • The same action also updates an existing opportunity: use it, for example, to set it to Won when an invoice is paid.
  • There are also opportunity triggers: Opportunity created, Opportunity status changed, Pipeline stage changed and Stale opportunities (no changes for X days). Use them to send reminders or create tasks.
  • If a contact can have several deals in the same pipeline, ask an admin to turn on Allow multiple opportunities in Settings › Objects › Opportunities. Each opportunity then runs through the workflow separately.

Common problems

  • I filled in the form and no opportunity appeared → Check that the workflow is Published, not a draft, and that the trigger filter has the right form.
  • The opportunity lands in the wrong pipeline or stage → Open the Create/Update opportunity action and fix the pipeline and stage. Save the action and the workflow.
  • It updated the old opportunity instead of creating a new one → The contact already had an opportunity in that pipeline. To allow several per contact, an admin must turn on that option in Settings › Objects › Opportunities.
  • I can't find the opportunity action → In the action list, type "opportunity" in the search box.

Frequently asked questions

Does the form create the opportunity on its own, without a workflow?

No. The workflow is what creates the opportunity when the form is submitted.

Can I use opportunity fields in an if/else condition?

Yes, as long as the workflow starts with an opportunity trigger.

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