TekStack Posted Forms - Features and Functionality
It’s important to note that the following described functionality is relevant to the Contact entity only. ClickDimensions configuration settings allow for the creation of Lead or Contact records from Posted Forms (PFs). TekStack does not support the Lead entity.
A posted form refers to a form submitted by a user, typically on a website, where the collected data is processed and recorded into a system. In the context of TekStack and ClickDimensions, a posted form can create, or update Contact records based on the provided configuration settings.
Posted Forms are stored in the Marketing area of TekStack. Various posted form views are available.
New Posted Forms
It’s important for organizations to define a process for reviewing, assigning, and following up on posted forms to ensure nothing is missed. TekStack includes a Microsoft Teams notification that can be sent to a user or team when a new posted form is created.
Posted Form Contacts
In TekStack, posted forms are associated with Contacts. If the email address on the incoming posted form cannot be matched with an existing contact record, a new contact is automatically created.
When creating a new contact from a posted form, TekStack will attempt to match the contact’s email domain with an existing account. If the domain cannot be located, the contact must have their associated account manually added.
Please review this article to ensure your domain list is set up correctly and up to date.
Assigning Posted Forms
It’s important for organizations to define a process around assigning posted forms for review and follow up. Perhaps there is a single person, or a team of individuals who are responsible for assigning posted forms to the appropriate team member for follow up. The assignment process could be based on the campaign or account associated with the posted form. The size and structure of your organization will help determine which process works best.
In TekStack, simply:
Select a posted form from the “To Be Assigned” view.
Click the “Assign” button.
Select the user or team.
TekStack includes a Microsoft Teams notification that can be sent to the user or team of users assigned to the posted form.
Review and Follow Up on Posted Forms
When a posted form is assigned to a user, the Teams notification will include a link to the posted form. In TekStack Marketing, navigate to Posted Forms and select the “To Follow Up” view.
Review all the details to determine next steps based on data like the form and field captures, the account and contact and the associated engagement score, the related campaign and the customer status of the account (new, existing, etc.).
Users assigned to posted forms should understand how they are expected to follow up. For example, if the posted form was created by an existing contact the team has a rapport with, a phone call follow up may be appropriate. Alternatively, if the posted form was created by a new, prospective contact, depending on the nature of the form submission, it may be better to reach out via email, place the new contact into a sequence, or both.
Make sure email tracking is set correctly to track all emails from accounts, contacts, and leads in each user's Personalization Settings!
Once follow-up has been completed, the user can click the “Follow Up” button on the posted form. Select the appropriate action (Attempted, Nurture, Success) and add a description explaining the result of the follow up.
Next Steps Based on Follow Up Action
The following steps are suggestions. It’s important for organizations to determine what each follow up action means to them to ensure the team is determining the action for consistent reasons.
Attempted:
The posted form has been reviewed by the assignee and contact has been sent an email, left a voicemail, and/or has been placed in an outbound sequence.
The assignee creates a task in TekStack regarding the posted form as a reminder to follow up again if no response.
The posted form appears in the Form Submissions – Attempted view.
Nurture:
The contact has determined that although interested, there isn’t time or budget to proceed further.
A timeline for re-connecting is set with the contact.
The assignee creates a task in TekStack regarding the posted form as a reminder to follow up on agreed upon date.
The posted form appears in the Form Submission – Nurture views.
Success:
The contact has agreed to a meeting with Sales.
The meeting is scheduled and tracked to the contact record.
Account stage updates are made as needed.
An opportunity record is created when appropriate