Automate Exporting Info From Your Caldera Form to Your WordPress Website

Ever wonder how big brands keep track of all the info they need to process transactions, manage customers, and generate leads? They use software, of course.

Well, you can do the same thing – even if you’re a small business owner who lacks the resources of a global brand – with Caldera Forms. This form builder connects easily with CRM tools like Salesforce, Pipedrive, and HubSpot to import critical contact details, order details, and more from your sales and customer relationships stored in your CRM into the forms you build.

Why Should You Automate This?

It saves you time. When customers visit your website or call your phone sales line, you’ll have all the information you need to greet them, capture their details, and move them forward in the process. You reduce the back-and-forth that comes with having to manually enter this info every time – especially since you can do this in advance, using the built-in import functionality of the form software.

Security. Few things are more frustrating than dealing with a business that keeps losing my data. It’s all good until you realize that all their marketing material, including orders and contacts, are completely unprotected. You have to either 1) trust them with your info or 2) find a way to encrypt it before sending it to them. The first option is a major pain, and the second one is extremely inconvenient. Luckily, there is a solution that offers the best of both worlds: Mature security solutions like Auth0 make it easy for you to add an extra layer of security to your forms by leveraging 2FA (two-factor authentication). So when customers submit the form, they’ll have to provide a valid email address and a six-digit code that is displayed on a device (e.g., a mobile phone or a trusted laptop) registered to their account. From there, you can forward their data to the CRM of your choice.

Reduced errors. It’s well known that data entry errors are one of the biggest pain points in business. A recent B2B buyer’s persona study from GoBeyond found that 44% of respondents experience data entry errors as a major pain point, and a whopping 62% experience errors as a moderate pain point.

These errors are usually easily avoided with proper planning and training – but they still happen. Sometimes users make typos and don’t notice them until after they’ve entered the data. Or, they might not have all the info stored in the database the first time they try to submit a form. In both cases, you’ll have to go back and edit the data – which is time-consuming and prone to errors.

With automated data import, these errors disappear because your software checks for existing data in your CRM and offers a way to easily update it. In addition, most form software offers data verification to help you confirm the info you’ve entered. This feature checks the data against a known good (or bad) value and flags any fields that haven’t been verified. You’ll need to go back and manually verify the data after it’s been submitted, but at least your software did the heavy lifting for you.

How Do I Get Started With Automation?

The best way to start is to set up a quick demo using our platform. Once you do that, you’ll be able to see how easy it is to create form-ready pages using our prebuilt designs. Then, you can decide whether or not you want to continue using our platform to build out your forms. You can sign up for a free account here and get started.

As for the design of your forms, there are a few things to keep in mind:

  • Make it look clean and easy to follow.
  • Consider using familiar images and graphics where possible.
  • Make sure your form looks good on both desktop and mobile devices.
  • Test the form thoroughly before you launch!

What About My Data?

You have a number of options when it comes to the storage of your customer’s data. For the sake of this example, we’ll assume that you’ve chosen a hosted solution like Google Sheets or Dropbox. These services offer tremendous value and are incredibly affordable, so you don’t have to sacrifice on this front.

The downside is that your customer’s data is now stored in a place that is not under your direct control. If you decide that this is a hassle and would rather keep your data closer to your location, you can host it yourself on a server. It’s a cost-effective solution that puts you in complete control of your data — and this option is quite popular among small businesses.

Ultimately, the choice is yours. If safety is a concern and you’d rather keep your data closer to home, then the self-hosted option is clearly better. However, if security is not an issue and you’d like to take advantage of the convenience that a hosted solution provides, then hosted is a perfect choice.