How to set up a general form submission automation?

Follow these steps to set up an automation workflow in TheraSaaS for general form submissions, such as a contact form on the footer of your website. This workflow will ensure incoming general inquiries are managed by your intake coordinator and send confirmation notifications to the individual who submitted the form.

1. Access the Automation Builder

1. Log in to TheraSaaS:

   • Navigate to the Automations section.

2. Create a New Automation:

   • Select Create New Automation.

   • Name the automation at the top (e.g., General Form Submission).

2. Set the Trigger: General Question Form Submission

1. Set Up the Trigger:

   • Select Form Submitted as the workflow trigger.

   • Name the trigger something descriptive, like General Question Form Submitted.

2. Filter the Trigger:

   • Under filters, set Form is and select General Email Form (or the form you want to use for general inquiries).

   • This ensures the automation only starts when this specific form is submitted.

3. Assign to the Intake Coordinator

1. Assign the Contact:

   • After the form is submitted, assign the contact to the Intake Coordinator.

   • This person will sift through the inquiries and determine if they are service requests or general questions.

4. Internal Notification to Intake Coordinator

1. Set Up an Internal Notification:

   • After assigning the contact, send an internal email notification to the Intake Coordinator to alert them of a new general question submission.

   • Customize the notification title (e.g., "New General Question Submission") and body content.

5. Send a Confirmation to the Submitter

1. Add Wait Time for SMS Confirmation:

   • Add a brief wait time (e.g., 15-18 seconds) to make the response feel less automatic.

2. Send SMS Confirmation:

   • Create an SMS message thanking the submitter for their question.

   • Example message: "Thank you for reaching out! Someone from our team will get back to you as soon as possible."

3. Add Wait Time for Email Confirmation:

   • Add another wait time (e.g., 15-18 seconds) before sending an email.

4. Send Email Confirmation:

   • Send a follow-up email letting the submitter know that someone will contact them soon.

   • Example message: "Thank you for submitting your question. We will get back to you shortly."

6. Optional Customization for Specific Inquiries

1. Add Specific Tags or Notes:

   • If certain types of questions frequently come up, add tags or notes to the workflow for easier tracking.

   • You could include common question topics to allow the intake coordinator to prioritize responses.

7. Test the Automation

1. Run a Test:

   • Test the workflow by submitting a form yourself to ensure each step functions correctly.

   • Confirm that the intake coordinator receives the notification, and the submitter receives both the SMS and email confirmations.

2. Finalize and Publish:

   • Once tested, publish the automation to make it live.

Summary

By following this process, you can set up an effective automation workflow for general form submissions on TheraSaaS. This workflow will notify your intake coordinator to manage inquiries and provide prompt confirmations to clients, creating a smooth, responsive experience for anyone reaching out.