Feb 28, 2024 06:33 PM
Hi! Using an automation designed to send and collect wedding rsvps via a form - I customised the automation to use it for our events company.
The automation uses a CRM/Contacts table, a RSVP table to collect the new responses, and a form linked to the RSVP table. A personalised link in the CRM/Contacts table is sent to each contact. This link (image attached) is a form prefilled with their name and details, and few empty fields for them to complete. The data entered into the form > feeds into the rsvp table > then updates the CRM/Contacts table records.
The problem we're having is invited people are forwarding their personalised links to others for them to attend the event. Inviting new people isn't a problem - the problem is the new person overwrites the existing data/user in the CRM table (unlike a wedding where guests don't invite other guests). I have to manually go, roll back the data, and create a new record for the new person.
To circumvent this I created another step to pick up anomalies in the contact ID field in the form - but its not working effectively (image attached).
Ideally, I'd love it if AT was able to tell that a new email is entered into the form that's different from the prefilled information. If they enter a new email it would be great if the form wouldn't submit. Instead an error tells them to complete a different new contact form. Does anyone have any other ideas what I could do? Thanks!
Feb 28, 2024 06:52 PM
Hmm, it looks like you've got a "Contact ID" field which is the record ID from the Contacts table, and I'm assuming that's a linked field ot the "Contacts" table from your "RSVP" table?
If so, I think I would try:
1. Create an automation that'll trigger whenever a form gets submitted
2. Give it a "Find Record" action to look for any submitted form entries with that record ID
3. Give it a conditional where, if the number of records found is 1 (i.e. only one person has submitted a form with this Contact record ID), then the automation to overwrite the Contact record runs
4. If the number of records found is >1, then create a new record like you have now
Another way to potentailly deal with this is to just not overwrite stuff at all I think. Treat the RSVP table as the true "Contacts" table, and treat the original "Contact" table as a "RSVP send out list", you know what I mean? That way you won't need to worry about the date overwrites at all, just use it to see whether the status of the RSVPs instead
Feb 28, 2024 07:28 PM
Hi Adam
The ContactID field is in the RSVP table. There is not ContactID field in the Contact table. Will your first solution still work?
In regards to your second idea... I understand but I think we're aiming to have all the information in 1 table. Thank you!
Feb 29, 2024 01:27 AM
Hi Krystal, yeap, we're on the same page: the Contact ID field is a linked field to the 'Contacts' table from the "RSVP" table. Sorry, I phrased things weirdly, and yeap, it'd work!
Mar 04, 2024 06:15 PM
Mar 05, 2024 01:32 AM