What this service solves
Send one intake source into your CRM with a predictable owner. The workflow maps and validates the submitted fields, checks for an existing contact using the agreed identifier, and applies assignment rules. An unmatched or malformed entry receives a defined fallback or exception alert.
What you get
Intake-to-CRM flow
The mapped inquiry fields reach the agreed CRM record and the assigned owner receives the agreed notification.
Duplicate and exception handling
The owner can identify repeated, incomplete, or unmatched submissions and understand which entries need attention.
What’s included
Map intake fields to CRM records
Map the incoming values to CRM fields, including required values, expected formats, and the treatment of fields that are left blank.
Prevent repeated contacts
Choose a stable identifier and define what to do with a repeat submission or a possible match. Preserve existing data according to the approved update rules.
Assign leads by rule and alert the owner
Apply up to three assignment rules, notify the chosen owner, and send an unmatched submission to the fallback owner.
How implementation works
Map and validate
Review real intake field definitions and sample submissions to agree on validation and matching.
Connect and route
Connect the source to the authorized CRM and implement routing and the fallback path.
Test malformed and repeat entries
Test missing fields, repeat deliveries, and records with no matching assignment rule before handing off the workflow.
Technical considerations
- Submission and contact identity
- Check whether the intake source exposes a stable submission reference for repeated delivery. Use the approved CRM matching key to determine whether a new inquiry belongs to an existing contact. Review the expected behavior for ambiguous matches.
- Field and owner decisions
- Confirm which submitted fields may update existing CRM values, including what to do with blanks. Define assignment priority and the fallback before connecting alerts so unusual records have a clear owner.
Systems, inputs & prerequisites
Example submissions, CRM fields, assignment logic, and source permissions.
- Authorized access to the intake source and CRM, their field definitions, and sanitized examples of typical and repeat submissions.
- The matching identifier, rule priority, approved update behavior, and a named fallback owner.
Starting scope & pricing
Base scope
One intake source, one CRM, up to three assignment rules, and one fallback owner.
Illustrative workflow
Intake
The form sends the permitted inquiry fields.
Match contact
The flow checks the selected identifier before creating or updating a record.
Assign
The applicable rule chooses an owner, or the fallback owner receives the inquiry.
Validation & handover
- Submit representative intake examples and verify the mapped values, applicable assignment rule, and owner alert in the agreed test setup.
- Repeat a delivery and submit a new inquiry from a recognized contact. Verify the expected record match, update behavior, and ownership in both cases.
- Send a malformed or unmatched example and confirm the expected exception or fallback disposition with the named operator.
Limitations & possible extras
Limitations
More forms, enrichment, multiple business units, and extra CRM licenses need separate scoping. Reliable duplicate handling depends on the agreed identifiers and update rules.
Rules require stable lead identifiers and an owner when no rule applies.
Possible extras
Additional forms, sales enrichment, CRM licenses, or multiple business units.
Questions about this service
What happens when the CRM already has an owner?
Follow the agreed policy for existing contacts. For example, the rule can retain the current owner and alert them if that is supported and approved.
What if two people share the same email address?
Review whether the address is strong enough to use as a match key. If ownership or identity is ambiguous, hold the inquiry for manual review using the agreed fallback.
Can the form update fields on a matched record?
Yes, where supported and approved in the field map. Agree which fields may change and whether a blank submission should leave the existing value intact.
Can we route several different forms and business units?
The starting scope covers one source, one CRM, up to three rules, and one fallback owner. Additional sources or business units require separate mapping and routing review.