Form automation

An automation runs every time a form is submitted. It starts with the trigger Form is submitted, then runs your actions in order, from top to bottom, until it reaches End.

Automation

Before you start

Most actions work on the contact who submitted the form: they email them, text them, assign them an owner, or add a note, deal, ticket or appointment for them. The automation knows who that contact is only when the form creates contacts.

To check this, open the form’s settings and make sure Always create a contact for new email addresses is turned on. If you created the form with Collect submissions and contacts ticked, it’s already on.

Warning

If the form doesn’t create contacts, actions that need a contact are skipped or fail. These are Send email, Send SMS, Set contact owner, Update contact property, Associate with company, Log a note and Create a support ticket.

Build an automation

1. Open the automation

   Open the form and go to Automation.

2. Add an action

   Click + under the trigger (or between two actions). In Choose an action, pick an action from the list, or type in Search actions… to find one.

3. Configure the action

   The action’s settings open on the right. Fill in the fields, then click Save action. Fields marked as required must be filled in before you can turn the automation on. A preview under the settings shows the action with sample contact data.

4. Add more actions

   Repeat for each follow-up. To change an action, click its card. To change the order, drag the handle on the left of a card. To remove an action, click the delete icon on its card.

5. Turn it on

   Turn on Enabled and click Save automation. You see Automation saved. when it’s done.

If something is missing, Automation needs attention appears with the action and field to fix. For example: “Complete “Subject” for action 2: Send email.” You can always save a draft with Enabled turned off.

Warning

Actions that send email or SMS, or call a webhook, run for real on every submission. Test the form with your own email address and phone number before you share it.

Personalize with tokens

Fields with Insert token accept tokens: placeholders that are replaced with real data when the action runs. Click Insert token under the field and pick one, or type it in double braces, for example Thanks, {{first_name}}!

Group	Tokens
Form fields	Every field on this form, by its field ID
Contact	{{first_name}}, {{last_name}}, {{email}}, {{phone}}, {{company}}, {{job_title}}
Page & UTM	{{page_url}}, {{utm_source}}, {{utm_medium}}, {{utm_campaign}}

Date fields such as Due date offer Pick a date for a fixed date, or Use a token for a date from the submission, for example a date field on the form.

Delay

Delay waits before running the next action. Use it to space out follow-ups, for example a reminder email two days after the first one.

Field	Required	What it does
Wait for	Yes	How long to wait, in minutes, hours or days.
Only continue during business hours		If the wait ends outside business hours (Monday to Friday, 9 AM to 5 PM), the next action waits until business hours start.
Skip weekends if the wait lands there		If the wait ends on a Saturday or Sunday, the next action runs on Monday at the same time.

Communications

Send email

Emails the contact who submitted the form.

Field	Required	What it does
From		The sender name and address, for example Nuvioo Marketing <hello@nuvioo.com>. It starts with your account’s name and email.
Subject	Yes	The subject line. Accepts tokens.
Email body	Yes	The message. Write it in Visual, or switch to HTML to edit the source. Accepts tokens.
Preview text		The short line inboxes show next to the subject. Accepts tokens.
Reply-to		Where replies go. It starts with your account’s email.
Only send if marketing consent was given		Skips the email when the contact didn’t give marketing consent on the form.

The email is skipped when the submission has no contact email.

Send internal notification

Alerts people on your team in Nuvioo that the form was submitted, for example so sales can follow up quickly.

Field	Required	What it does
Notify	Yes	The users who receive the notification.
Subject	Yes	The notification title. Accepts tokens.
Message	Yes	The notification text. Accepts tokens.
Include all submitted fields		Attaches every answer from the submission to the notification.

Send SMS

Texts the contact who submitted the form, from a connected phone number.

Field	Required	What it does
From (staff)	Yes	The user whose connected SMS account sends the message.
From number (E.164)	Yes	The sending number in international format, for example +15551234567.
Message	Yes	The text message. Accepts tokens.
Opt-out footer		A line added on a new line at the end, for example Reply STOP to unsubscribe.
Skip if the contact has no phone number		Skips the SMS instead of stopping the automation when the contact has no phone number.

Tip

Turn on Skip if the contact has no phone number when phone is optional on your form. Otherwise a submission without a phone number stops the automation at this action.

Send in-app / push notification

Sends an alert to users in the Nuvioo app (the notification bell and push).

Field	Required	What it does
Notify user(s)	Yes	The users who receive the alert.
Title	Yes	The alert title. Accepts tokens.
Body	Yes	The alert text. Accepts tokens.
Open link (deep link / URL)		The page that opens when the user taps the alert.
Priority		Low, Normal or High.

CRM

Create / update contact

Creates a contact from the submission, or updates the existing contact with the same email.

Field	Required	What it does
Contact field mapping		For each Record field (contact property), choose the Form field that fills it. First name, Last name and Email are required; Phone number, Job title and Note are optional. Leave a row on — Leave blank — to skip it.
Contact owner		The user who owns the contact.
Update the existing contact if the email already exists		Updates the matching contact instead of creating a duplicate.

Note

The form already creates or updates the contact when Always create a contact for new email addresses is on. Use this action when you want different mapping, or to set an owner at the same time.

Create / update company

Creates a company record from the submission, for example from a B2B enquiry form.

Field	Required	What it does
Company field mapping		For each company property, choose the form field that fills it. Company name is required; Website URL, Number of employees and LinkedIn URL are optional.
Company owner		The user who owns the company.
Update the existing company if it already exists		Updates the company with the same name instead of creating a duplicate.
Associate the submitting contact with this company		Links the contact who submitted the form to the company.

Set contact owner

Assigns the contact to a user for follow-up.

Field	Required	What it does
Assignment	Yes	Specific user always assigns the same person. Round-robin across team spreads contacts evenly across several people.
Owner (when Specific user)		The user to assign when Assignment is Specific user.
Round-robin candidates		The users to share contacts between when Assignment is Round-robin across team. The same contact always goes to the same person.
Don’t reassign if the contact already has an owner		Keeps the current owner of existing contacts.
Notify the new owner		Sends the new owner a notification.

Update contact property

Sets one property on the contact, for example to record which form they used.

Field	Required	What it does
Contact property	Yes	First name, Last name, Email, Phone number, Job title or Note.
New value	Yes	The value to set. Type text, insert a token, or both.
Overwrite if the property already has a value		When off, the property changes only if it’s empty.

Create a deal

Opens a new deal in your sales pipeline. See Deals.

Field	Required	What it does
Deal name	Yes	For example {{company}} – website enquiry. Accepts tokens.
Pipeline	Yes	The pipeline the deal goes into.
Stage	Yes	The stage in that pipeline. Choose the pipeline first.
Amount		The deal value.
Expected close date		When you expect to close the deal.
Deal owner		The user who owns the deal.
Associate with the submitting contact		Links the deal to the contact who submitted the form.

Associate with company

Links the contact to a company, and can create the company if it doesn’t exist yet.

Field	Required	What it does
Company name from	Yes	Where the company name comes from: Email domain (for example, jane@acme.com gives acme), Company field (token) (a form field), or Static value (the same company every time).
Value / token	Yes	The email token (for example {{email}}), the company field token, or the company name, depending on Company name from.
Create the company if it doesn’t exist		When off and no company matches the name exactly, the automation stops at this action.

Tasks & activities

Create a task

Adds a follow-up task, for example “Call back new lead”. See Tasks.

Field	Required	What it does
Task title	Yes	Accepts tokens, for example Call {{first_name}} {{last_name}}.
Assign to	Yes	The user who does the task.
Due date	Yes	Pick a date, or Use a token for a date from the submission.
Priority		Low, Medium or High.
Notes		Details for the person doing the task. Accepts tokens.

Log a note

Adds a note to the contact’s timeline, for example a summary of what they asked for. See Contact timeline.

Field	Required	What it does
Note	Yes	The note text. Accepts tokens.
Pin note to top of the timeline		Keeps the note at the top of the contact’s timeline.

Book an appointment

Creates an appointment on your calendar with the contact as the attendee. See Appointments.

Field	Required	What it does
Appointment title	Yes	Accepts tokens.
Start time	Yes	Pick a date and time, or use a token for a date and time from the submission.
End time	Yes	Pick a date and time, or use a token.
Host(s)	Yes	The staff who host the appointment.
Time zone		Shows your workspace time zone, which the times use. Change it in your calendar settings.
Description		Details shown on the appointment. Accepts tokens.

Tip

For forms where the visitor chooses a time, add a date and time field to the form and use Use a token for Start time and End time. To let customers pick from your live availability, share a booking page instead.

Service

Create a support ticket

Opens a help desk ticket for the contact, for example from a “Report a problem” form. See Help desk.

Field	Required	What it does
Ticket subject	Yes	Accepts tokens.
Description	Yes	What the customer needs. Insert the form fields that describe the problem.
Priority	Yes	Low, Normal, High or Critical.

Integrations

Trigger a webhook

Sends the submission to another system, for example your own app or an automation tool.

Field	Required	What it does
Method	Yes	GET, POST, PUT or PATCH. Most services expect POST.
Target URL	Yes	The full address, starting with https:// (or http://).
Signing secret		When set, each request carries an X-Nuvioo-Signature header so the receiving system can check that the request came from Nuvioo.
Include UTM & page metadata		Adds the time the automation ran to the request.
Max retries on failure (0-5)		How many times to try again when the other system doesn’t respond or returns an error. Default 3.

The request is JSON with the submitted answers in data and the contact’s ID in contactId.

When an action can’t run

• Skipped: an action that can’t apply moves on to the next one. For example, Send email with no contact email, or Set contact owner when the contact already has an owner and Don’t reassign if the contact already has an owner is on.
• Failed: an action that fails stops the automation, and the actions below it don’t run for that submission. For example, Send SMS with no phone number, or Associate with company when the company doesn’t exist and Create the company if it doesn’t exist is off.

To avoid failures, turn on the “skip” and “create if missing” options where they exist, and make the fields your actions depend on required on the form.