Create Enquiries In Grow CRM from Other Sources

You can bring leads from Allhomes, Homely and other portals or websites into Grow CRM as enquiries. Zapier receives the enquiry emails from these sources and sends the lead details to a workflow in Grow CRM. The workflow then finds or creates the contact and logs the enquiry against it.

The process has three parts:

1. Your third-party source sends enquiry emails to an inbox set up in Zapier.
2. Zapier sends the enquiry details to Grow CRM using a webhook.
3. A Grow CRM workflow receives the details and creates the contact and enquiry.

Set Up The Zapier Inbox

Zapier gives you a unique email address to receive enquiry emails. Your third-party source needs to send its enquiry emails to this address.

1. Set up a Zap that triggers on new emails sent. 
   • Refer to Trigger Zap workflows from new emails.
2. Copy the email address Zapier gives you.
3. Arrange for your third-party source to send enquiry emails to the Zapier email address.
4. Send a test enquiry from the source, or wait for a new enquiry to arrive, so Zapier has a sample email to work with in the next steps.

If your source can't send to a new email address, you can set up auto-forwarding from the inbox that currently receives the enquiries to the Zapier email address.

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Create The Workflow And Copy The Webhook URL

1. Follow the steps in Using The Receive Webhook Trigger In Workflows to create the workflow and select the Webhook received trigger.
2. Copy the webhook URL. You'll need it when in the next section.

Leave the workflow open. You'll come back to it after Zapier is set up.

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Send The Enquiry Details To Grow CRM

1. In Zapier, Add a Webhooks POST action. 
   • Refer to Send webhooks in Zap workflows.
2. In the URL field, paste the webhook URL you copied from Grow CRM.
3. Set the Payload Type to json.
4. In the Data section, add a key for each field you want to send, and map it to the matching value from the email.
   • For example:

   • Key	Example
     first_name	Alex
     last_name	Citizen
     email	alex.citizen@example.com
     phone	0491 570 156
     message	I'd like to book an inspection.

5. Turn on the Zap.

Each key becomes a merge tag in Grow CRM. The key first_name becomes {{webhook.first_name}}. Use lowercase keys with underscores instead of spaces so the tags are easy to type.

Note down the keys you use. You'll need them in the next section.

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Add The Find Or Create Contact Step

This step checks whether the contact already exists in Grow CRM. If it doesn't, the step creates a new contact from the data Zapier sent.

1. Return to the workflow you created in section 2.
2. Click Add (plus icon).
   
3. Scroll down to the CRM section.
4. Select "Find or Create Contact".
   
5. Click the dropdown under Match Method.
6. Select the required matching method.
7. Fill in each field using the merge tag for the matching key you set up in Zapier. The format is {{webhook.key}}.

   • Field	Merge Tag
     First Name	{{webhook.first_name}}
     Last Name	{{webhook.last_name}}
     Email	{{webhook.email}}
     Mobile	{{webhook.phone}}

8. Click Close Slideout.

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Add The Enquiry Step

1. Click Add (plus icon) below the Find or Create Contact step.
2. Scroll down to the CRM section.
3. Select "Create Enquiry".
   
4. Click the dropdown under Contact.
5. Select "contacts.contact_step_1".
6. Fill in the remaining fields.
7. In the Enquiry field, enter {{webhook.message}}.
8. Click Close Slideout.
9. Click the toggle against Workflow Status to enable the workflow.
10. Click Save And Exit.
    

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