Choose forms and map fields

Every form on a connected site is listed in AspirePro, but none of them sends anything until you switch it on. For each form you capture, you decide where each field's answer goes, how it may update an existing contact, how contacts and companies are matched, and who hears about new entries.

The Forms list#

Forms → Forms lists every form the plugin found, grouped by website. Each row shows:

The form's name and the form plugin it was built with (Gravity Forms, Contact Form 7 or WPForms).
The pages it appears on, such as On /contact, /pricing, or Not placed on a published page.
How many entries it has had in the last 30 days (a link to those submissions), or when the last one arrived.
A Capture switch, reading Capturing or Not captured. The website picks up a change the next time it checks in, within 5 minutes; the plugin's own screen in WordPress shows the latest switches whenever you open it.

Two badges flag a form that needs attention:

Mapping needed — the form is captured but no field is mapped to email or phone yet, so its entries can't find a contact.
Removed from site — the form is no longer on the website. Its history and submissions stay, and it can't be captured.

A site's heading shows Paused, Disconnected or Not reporting when that applies (see Connect a WordPress site).

People with Manage forms can switch capture and open a form by its name. Everyone else with access sees the list read-only.

Capture#

Switch Capture on and the site starts sending that form's new entries within a few minutes. Switch it off and entries from that form stop being sent. Earlier submissions stay either way.

A form added to a site later arrives switched off, unless Capture new forms automatically is on in Forms settings.

A form's settings#

Open a form to set it up. The header shows the form plugin and the site, and repeats the Capture switch. The page has three tabs: Mapping, Contact and company and Notifications.

If the form is captured but nothing is mapped to email or phone, a notice says so, with how many entries are waiting.

Mapping#

The Mapping tab lists every field on the form, in form order, with a star on required fields. Each field has four settings.

Goes to#

Where the answer is written. Keep on the submission only stores the answer on the submission and nowhere else — right for a "Message" or "How did you hear about us?" field. The choices:

Contact — Email, Another email, First name, Last name, Full name, Phone, Job title, Website, LinkedIn
Contact address — Address line 1, Address line 2, City, State or region, Postal code, Country
Company — Company name, Company website, Company phone
Other — Consent

A few notes:

Email is how AspirePro finds the contact. Map one field to it. A second email field can go to Another email.
Full name is split into a first name (the first word) and a last name (the rest). When the form also has First name or Last name fields and they were answered, those win.
Phone also asks for the number's type — work, mobile, direct, home, fax or other — and offers Make it the main number.
The address fields together make one address on the contact, labelled From website form.
Consent keeps the answer on the submission. Contacts have no consent field, so it isn't written to the contact.

Each target except Phone, Another email, Website and Company phone can be mapped from one field only. The page tells you if two fields point at the same one.

A form needs a field mapped to Email or Phone before its entries can become contacts.

Suggested mappings#

When the plugin first finds a field, AspirePro suggests where it should go from the field's type and its label — an email field to Email, a field labelled "Mobile" to Phone as a mobile number, "Company" to Company name, and so on. A suggestion is marked suggested under the field's name until you save the mapping. Check the suggestions before you rely on them, then press Save mapping. Discard changes puts back what was saved.

Update rules#

For an existing contact sets what the field may change on a contact (or company) who is already here. A new contact always gets every mapped answer; the rule only matters when the entry matches someone you already have.

Fill blanks only — writes the answer only where the contact has nothing. Someone who already has a job title keeps it.
Always overwrite — replaces the current value when the answer is different. An empty answer never overwrites anything.
Add as another — adds the phone number, email, website or address alongside the ones on file. A phone number already on file — however it was formatted — isn't added twice, and a new number only becomes the main number if the contact had none, or if Make it the main number is ticked.
Replace the number of this type — for phone fields: the new number replaces the contact's number of the same type.
Never update — the answer is used for new contacts only.

Default follows the rule set for that field under Forms settings, shown in brackets. Out of the box that is:

Fill blanks only for first name, last name, full name, job title, LinkedIn, company name and company website
Add as another for phone, another email, website, the address fields and company phone

Not every rule fits every field — company website can't be added as another, for example — so each field's list only offers the rules that apply. Email has no rule: it is used to find the contact, and is added to a contact found by phone.

Owner, lead status, contact types and tags are never changed on an existing contact. They are only set on new contacts, from the Contact and company tab.

Timeline#

Tick Timeline for the answers that should appear on the contact's timeline entry — usually the message. The first long-text field is ticked for you.

Don't send#

Tick Don't send and the plugin drops that field on your website before anything is sent, so AspirePro never receives it. Use it for anything sensitive you don't want stored — health details on an intake form, salary expectations on a job application. Ticking it clears the field's mapping.

Password, credit card and payment fields are never sent, whatever you choose here.

Saving#

Save mapping takes effect for the next entry. If the form had entries Waiting for mapping, saving a mapping with an email or phone field processes them straight away, and the message says how many.

A field removed from the form on the website stays in the list, greyed out and marked Removed from the form, so older submissions still make sense. Fields added on the website appear automatically, with a suggested mapping.

Try it#

Once a form has entries, Try the saved mapping on a past entry sits under the mapping. Choose one of the form's last ten entries and press Try it. AspirePro runs the saved mapping and settings against that entry and shows what it would do — the status it would end in and each change, such as Set job title to "Operations Director" or Skipped first name: already has a value. Nothing is saved.

Save any mapping changes first; the dry run uses the saved mapping. It doesn't re-check the entry for spam.

Contact and company#

The Contact and company tab decides how an entry finds its contact and company, and what a new contact starts with.

Find the contact by — Email (phone only when no email is given), the standard; or Email, then phone, which also tries the phone number when the email matches nobody. A phone number that belongs to more than one contact holds the entry for review rather than guessing.
When the email belongs to an archived contact — Restore the contact (the standard), or Hold the entry for review.
Company — Link a company that already exists (the standard), Link one, or create it, or Don't link a company. Companies are matched by the answer mapped to Company website, then by the domain of a work email (free email providers like Gmail are skipped), then by company name. Link one, or create it creates the company from the company name answer, or from the domain when there is no name.
Also link the submitted company when the contact is already at another one — off by default: a contact at Globex who puts "Initech" on the form stays at Globex only, and the submission notes the difference. Tick it to add the submitted company as an extra link.
Owner of new contacts — who owns contacts this form creates. An existing contact keeps their owner.
Lead status of new contacts — the lead status a new contact starts with.
Types for new contacts and Tags for new contacts — added to contacts this form creates.

On a site marked as a client's website, the Company setting is replaced by a note: its contacts always go under that client. Change it on the Websites page.

Press Save contact settings to keep your changes.

A few contacts are never changed by a form: a team member's own contact is linked to the submission but left exactly as it is.

Notifications#

The Notifications tab chooses who hears about each new entry:

Tell these people about every entry — pick any users.
Also tell the contact's owner — the owner of the matched or new contact.

Only people who can open Forms are told, and only once per submission — processing an entry again doesn't send a second notification. Each person's own notification settings decide whether it arrives in the app, by email or in a digest (see Notifications). Press Save notifications to keep your changes.

Separately from this tab, people who can manage forms are told when an entry needs review or couldn't be processed.

Working through Prox#

set_form_capture — switch capture on or off for a form
list_records / get_record with type form — the forms on your sites, their capture status and submission counts