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Form Submission Triggered Workflows

LeadCenter’s workflow system supports form submission triggers, allowing you to automate workflows when visitors submit forms on your website or through embedded forms. This is useful for lead nurturing, qualification, routing, and follow-up.

Understanding Form Submission Triggers

The Form Submission Created trigger automatically starts a workflow when a form is submitted. This trigger works whether the form creates a new lead or updates an existing lead.

• The form submission and associated lead are available in the workflow context.
• You can add filters so workflows only run for submissions that match specific criteria, such as form title, URL, UTM parameters, or submitted field values.

Important Considerations

The following behaviors are important to understand when using the Form Submission Created trigger:

1. Form Submissions Trigger for Both New and Existing Leads

Form Submission Created workflows run for both new leads and existing leads. When a form is submitted:

• If a duplicate lead is found: LeadCenter updates the existing lead, creates a form submission record, and triggers the workflow.
• If no duplicate is found: LeadCenter creates a new lead, creates a form submission record, and triggers the workflow.

Important: If you need different behavior for new leads and existing leads, use a Contact Filter or separate workflows with different conditions.

2. Missing Email and Phone Means No Workflow Trigger

If a form submission is missing both email and phone, the submission is rejected and no workflow runs.

• At least one of email or phone must be provided.
• If both are missing, no lead is created or updated.
• No form-submission workflow is triggered.

Tip: Configure your forms to require at least one contact method so valid submissions are not missed.

3. Appointment Booking Submissions Do Not Trigger Form Submission Workflows

When a form submission is created during an appointment booking flow, the Form Submission Created workflow does not run. Instead, only the Appointment Created workflow runs.

• Appointment bookings can still create a form submission record.
• That record is not used to trigger form-submission workflows.
• This helps prevent duplicate automation.

Important: If you want automation for appointment bookings, use the Appointment Created trigger instead.

4. New Leads Can Trigger Both Form Submission Created and Contact Created Workflows

If a form submission creates a new lead, both of these workflows may run:

• Form Submission Created
• Contact Created

If a form submission updates an existing lead, only the Form Submission Created workflow runs.

Important: If you have both triggers active, a new form-submitted lead may enter both workflows. This can cause duplicate emails, tasks, or other automation unless you use filters to separate the two cases.

5. Contact Filters Work, But Appointment Filters Do Not

Because every form submission is tied to a lead, Contact Filters work well with Form Submission Created workflows. You can filter using contact properties such as:

• name, email, or phone
• stage, source, or tags
• custom fields and other lead details

However, Appointment Filters cannot be used with the Form Submission Created trigger because form submissions do not contain appointment data.

Note: If you need appointment-related filtering, use a Contact Filter or switch to an appointment-based workflow trigger where appropriate.

6. Form Submission Filters Work Only with Form Submission Triggers

Form Submission Filter nodes can be used only with the Form Submission Created trigger.

These filters can use values such as:

• Form Title
• Form URL
• UTM parameters such as source, medium, campaign, term, and content
• Form Data such as submitted field values
• Lead Source or Stage
• Submission ID

7. Spam Detection Can Affect Duplicate Matching

LeadCenter uses different duplicate matching rules for spam and non-spam submissions:

• For non-spam leads: duplicate matching uses first name, email, and phone.
• For spam leads: duplicate matching uses only email and phone.

This can affect which existing lead gets matched and updated.

8. Every Form Submission Has a Lead

Every form submission in LeadCenter is tied to a lead or contact. That means you can safely use lead-based workflow nodes after the trigger.

• If the submission creates a new lead, that lead is available in the workflow.
• If the submission updates an existing lead, that lead is available in the workflow.
• You can safely use Contact Filters and other lead-based actions after the trigger.

Best Practices

• Avoid duplicate automation if you also use Contact Created workflows.
• Use Contact Filters to target specific lead types, stages, or client groups.
• Use Form Submission Filters to target specific forms, landing pages, or UTM campaigns.
• Remember that these workflows run for both new and existing leads.
• Require at least email or phone on your forms so submissions are not rejected.
• Use Appointment Created workflows for appointment bookings rather than form-submission workflows.

Common Use Cases

• Immediate lead qualification — send emails or create tasks when specific forms are submitted
• UTM-based routing — route leads differently based on campaign source or medium
• VIP handling — trigger special workflows for high-value leads or clients
• Form-specific automation — use different workflows for consultation requests, newsletter signups, or other form types
• New vs. existing lead handling — use filters to treat first-time and returning contacts differently

Common Pitfalls to Avoid

• Duplicate workflows — a new lead from a form can trigger both form-submission and contact-created workflows
• Missing contact information — forms with no email and no phone are rejected
• Appointment confusion — appointment booking submissions do not trigger Form Submission Created workflows
• Assuming new leads only — existing leads can also trigger these workflows

Frequently Asked Questions

Can I filter by which form was submitted?

Yes. Use a Form Submission Filter and filter by form title or form URL.

Why didn’t my form submission trigger a workflow?

Check whether the form included at least an email or phone number, and confirm the workflow is published.

Can I use Form Submission Filters with other triggers?

No. Form Submission Filters work only with the Form Submission Created trigger.

Do these workflows run for both new and existing leads?

Yes. Form Submission Created workflows run in both cases.

Need Assistance?

For questions about form submission triggers, filters, or workflows, contact support@leadcenter.ai.