Gravity Forms Lead Entry Integration

Gravity Forms Lead Entry Integration available on Premier Tier

In this article:

What is Gravity Forms Lead Entry Integration?

Technical Requirements

Set Up & Maintenance

• Configuring the Webhooks Add-On in WordPress
• Set-Up Zapier
• Set-Up Airtable
• Finalize Airtable to Zapier Connection
• Configure your Gravity Form(s) to Send Webhooks
• Going Live

What is Gravity Forms Lead Entry Integration?

Reduce duplicate data entry, and increase your team's efficiency with the Gravity Forms Lead Entry Integration. This allows you to connect the lead form on your website to SingleOps. 

This will require some technical know-how on your end. If that is not available to your team, you can use our Client Portal for Lead Entry from your website! Learn more here. 

Technical Requirements

1.  Access to Gravity’s Webhooks Add-On, or Gravity’s Zapier Add-On.
2. Technical resource on your team to connect, troubleshoot and maintain the connection. 
   *Note: SingleOps provides steps to connect below and API Token. All further setup and maintenance is managed on your end. 

Set Up & Maintenance 

Configuring the Webhooks Add-On in WordPress

*Reminder: You must have the Elite plan on Gravity Forms

1. In your Wordpress Admin site, go to Forms > Addons
2. Find the Webhooks Add-On on the Official Add-Ons Tab towards the very bottom
3. Click the “Activate” button if it is not already marked “Active”
4. The remainder of the webhooks configuration will be done in Zapier and on each individual Form

Setup Zapier

1. Signup for Starter or a higher plan. 
   *Note: There is a free trial you can test with. 
2. Copy our Template SingleOps Leads API Zapier Zap to your Zapier account by opening the link here. Then click “Try this Zap”.
3. Replace our example values with your API User Email, API Token
   1. Contact support (support@singleops.com) to create a new API User on the Account you wish to create Leads on and note the Email Address and API Token. This user will not incur any additional costs.
   2. On the Zapier Step Set API User Email (If Absent) and under Set up action > Default Value, replace myaccount@example.com with your API User’s Email Address then hit Continue
   3. On the Zapier Step Set API Token (If Absent) and under Set up action > Default Value, replace MYAPIPASSWORD  with the API Token then hit Continue
4. Replace our example Operation ID with the SingleOps Operation you would like to create the leads under:
   This Operation must on the same Account as your API User.
   1. Find your desired Operation in SingleOps under Settings > Operations:
      
   2. Click on your desired Operation in the list and note the Operation ID at the end of the URL: https://app.singleops.com/operations/[Operation ID]
   3. On the Zapier Step Set Operation ID (If Absent) and under Set up action > Default Value, replace 11111 with the Operation ID from above then hit Continue
5. Copy the Zapier Webhooks URL - This can be found under step Catch Hook in Webhooks by Zapier  > Test Trigger > Your webhooks URL. You will use this in the next section:
   
   1.  Visit this page that will help you to send test webhook data to Zapier
   2.  Copy the URL under Your webhook URL into the text field, overwriting the existing value then click Send Test Data to Zapier
   3. You should see a page that looks like this, with “status”: “success” in the far right corner
   4. In the dropdown under Your webhook URL, click “Load More” to pull in the most recent request and then select it
      
   5. You should see this content then hit Continue:
6. If you are not routing Leads to multiple SingleOps Operations or Accounts, delete the “Find Record in Airtable” step:
   
7. If you DO have multiple SingleOps Operations or Accounts to route to, please follow these steps to Setup Airtable:

Set-Up Aritable

1. Create a new Airtable account and upgrade to the Plus plan if you wish to do Zip Code-based routing. Plus is needed to have more than 1200 rows.
2. Set Up an Airtable API Key
   1. Visit your Airtable Account Page
   2. Click Generate API Key under API
      
   3. Click the password field in pink shown above and copy the value - you will use this later with Zapier

3. Clone our sample Airtable:

1. Visit our sample Airtable - you can also Create it Manually, but that’s not recommended
2. Click Copy base at the top right corner
3. Fill out the form like so and click Add base:
   
4. Click on the new base under My First Workspace and work with your Account Manager to configure the SingleOps Accounts / Operations that will receive Leads
5. For each Operation, enter the Operation ID in the first column. 
   1. Find your desired Operation in SingleOps under Settings > Operations:
   2. Click on your desired Operation in the list and note the Operation ID at the end of the URL: https://app.singleops.com/operations/[Operation ID]
6. For each Operation, enter the API User and API Token as provided by your Account Manager in the third and fourth columns
7. Under Assigned Counties, select the Counties from which that Operation will receive Leads. All Leads with Zip Codes in those Counties will be routed to that Operation - here’s an example:
   
   
   As a result, the two Zip Code Fields should be populated with the Zip Codes for those counties

Finalize Airtable to Zapier Connection

Only follow these steps if you have multiple Operations / Accounts that will receive Leads through Gravity Forms.

1. Visit the My Apps sidebar item on Zapier:
   
2. Click + Add connection and search for Airtable then click it:
   
3. A Separate Popup Window will open - make sure you allow pop ups
4. Enter the API Key from Setup an Airtable API Key
5. Go to your Gravity Forms to SingleOps Leads API integration Zapier Zap under Zaps, then go to the Find Record in Airtable step
6. Choose the newly added Airtable account under Choose account > Airtable account > Airtable then hit Continue
7. Choose the SingleOps Lead Routing Base
8. Choose the SingleOps Accounts Table
9. Leave Search by Field and Search Value blank - this is important!
10. Under Search Formula, select the field that corresponds to client_zip from the webhook and insert into this formula FIND("<TriggerValue>Your Selection Here </TriggerValue>", {ZipsText})
    1. Replace the Your Selection Here portion by selecting Client zip as shown below
       
       Then exit out of the dropdown by clicking outside after it looks like the above image
11. Under Should this step be considered a ‘success’ when nothing is found? Select Yes because the default Account / Operation will be filled in later in the Zap if the Airtable row is not found
12. All told, your Find Record in Airtable should look like this:
    
13. Click Retest & review then click Continue
14. Go to the final step 6. POST in Webhooks by Zapier > Test action  then click Test & review

Configure your Gravity Form(s) to Send Webhooks

This step must be repeated for each individual entry on the Forms table that you wish to connect to SingleOps.

1. Find the specific Form you wish to configure in the table under Forms > Forms then hover over the Settings link and click the Webhooks drop-down item:
   
2. Click the Add New button on the right
   
3. Fill out the basic fields like so:
   
   1.  Name the new webhook SingleOps Zapier Leads Form
   2. Under Request URL copy the value from Step #5 under Setup Zapier - without the [‘s
   3. Leave the Request Method and Request Format as POST / JSON respectively
   4. Don’t add any Request Headers
   5. Change Request Body to Select Fields
4. Next we will configure the individual form fields from your Gravity Form. SingleOps relies on you specifying the below form fields - the name under Key MUST MATCH the image shown below, but your individual selections under Value will differ:
   *Note that all of the above fields have a single underscore and lowercase letters used in naming.
   The job_notes field will be displayed as Internal Notes on the Lead / Job and not to the client. We recommend using Add Custom Value for that field under Value so you can put multiple items from the form include the user’s message and other internal metadata on your internal notes in SingleOps. 
5. When you are done, hit the Save Settings button to complete the connection between this Form and Zapier / SingleOps:
   

Going Live

Whether or not you used Airtable to route Leads to different Operations / Accounts, don’t forget to Publish your Zapier Zap in the top right corner so the integration can go live!