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Workflow Action - Create Contact

This article explains the "Create Contact" workflow action, a powerful tool that automates the creation and updating of contact records in your CRM. You…

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  1. Key Benefits of Create Contact Workflow Action
  2. Configuring the Create Contact Workflow Action
  3. Access Workflow Settings
  4. Add a New Action
  5. Name Your Action
  6. Select Fields
  7. Standard Fields
  8. Custom Fields
  9. Save the Configuration
  10. Test and Publish
  11. Use Cases
  12. Automating Contact Creation from Web Forms
  13. Updating Contact Records After Purchases
  14. Lead Management from External Data Sources
  15. Onboarding New Customers
  16. Capturing Event Registrations
  17. Frequently Asked Questions

This article explains the "Create Contact" workflow action, a powerful tool that automates the creation and updating of contact records in your CRM. You will learn what this action does, its key benefits, how to configure it step-by-step, and real-world use cases. Finally, we address common questions to help you maximize its potential.

TABLE OF CONTENTS

What is Create Contact Workflow Action

The Create Contact workflow action enables businesses to automatically create new contact records or update existing ones based on predefined criteria. By capturing and maintaining accurate contact information, this action ensures seamless communication and data management. It is a cornerstone for automating workflows that involve customer onboarding, lead management, and other contact-based activities.

Key Benefits of Create Contact Workflow Action

  • Improved Data Accuracy: Ensures that contact records are always up-to-date, reducing errors and duplications.
  • Streamlined Processes: Automates the manual task of adding or updating contact details, saving time and effort.
  • Enhanced Communication: Enables timely follow-ups and personalized communications by maintaining accurate contact information.
  • Customizable Fields: Supports standard and custom fields, allowing businesses to tailor contact records to their specific needs.
  • Seamless Integration: Easily integrates with other workflow actions and triggers, creating robust automation processes.

Configuring the Create Contact Workflow Action

Access Workflow Settings

Navigate to the workflow builder inside automation section of your CRM. Create a new workflow from scratch or select the existing workflow where you want to implement the "Create Contact" workflow action.

Add a New Action

Click “+” icon and select Create Contact from the dropdown menu.

Add a New Action (image 1 of 5) What this shows Click “+” icon and select Create Contact from the dropdown menu. What this shows Illustrates the "Add a New Action" section of "Workflow Action - Create Contact". This screenshot appears in the "Add a New Action" section of "Workflow Action - Create Contact". The text alongside this image reads: Click “+” icon and select Create Contact from the dropdown menu. Immediately after, the guide continues: Provide a descriptive name, such as “Create Contact from Web Form.”. Image 1 of 5 What to chooseClick “+” icon and select Create Contact from the dropdown menu.
Buttons and menus referenced “+”
Next stepProvide a descriptive name, such as “Create Contact from Web Form.”

Name Your Action

Provide a descriptive name, such as “Create Contact from Web Form.”

Name Your Action (image 2 of 5) What this shows Provide a descriptive name, such as “Create Contact from Web Form.” What this shows Illustrates the "Name Your Action" section of "Workflow Action - Create Contact". This screenshot appears in the "Name Your Action" section of "Workflow Action - Create Contact". The text alongside this image reads: Provide a descriptive name, such as “Create Contact from Web Form.”. Immediately after, the guide continues: Configure the fields to include in the contact creation or update process. Image 2 of 5 What to fill inProvide a descriptive name, such as “Create Contact from Web Form.” Next stepConfigure the fields to include in the contact creation or update process:

Select Fields

Configure the fields to include in the contact creation or update process:

Standard Fields

Examples include First Name, Last Name, Email, Phone, and Address.

Standard Fields (image 3 of 5) What this shows Examples include First Name, Last Name, Email, Phone, and Address. What this shows Illustrates the "Standard Fields" section of "Workflow Action - Create Contact". This screenshot appears in the "Standard Fields" section of "Workflow Action - Create Contact". The text alongside this image reads: Examples include First Name, Last Name, Email, Phone, and Address. Immediately after, the guide continues: Add unique fields specific to your organization, such as “Membership ID” or “Referral Source.”. Image 3 of 5 What this coversExamples include First Name, Last Name, Email, Phone, and Address. Next stepAdd unique fields specific to your organization, such as “Membership ID” or “Referral Source.”

Custom Fields

Add unique fields specific to your organization, such as “Membership ID” or “Referral Source.”

Custom Fields (image 4 of 5) What this shows Add unique fields specific to your organization, such as “Membership ID” or “Referral Source.” What this shows Illustrates the "Custom Fields" section of "Workflow Action - Create Contact". This screenshot appears in the "Custom Fields" section of "Workflow Action - Create Contact". The text alongside this image reads: Add unique fields specific to your organization, such as “Membership ID” or “Referral Source.”. Immediately after, the guide continues: Click the "Save" button to confirm your setup. Image 4 of 5 What this coversAdd unique fields specific to your organization, such as “Membership ID” or “Referral Source.” Next stepClick the "Save" button to confirm your setup.

Save the Configuration

Click the "Save" button to confirm your setup.

Test and Publish

Validate the workflow with test data to ensure it functions as expected. Once verified, enable the Publish toggle to activate the workflow.

Use Cases

Automating Contact Creation from Web Forms

Scenario: A business wants to capture customer information from web form submissions and create or update contact records automatically.

Action Setup:

  • Action: Create Contact.
  • Fields: First Name, Last Name, Email, Phone, City, Country.

Outcome: The workflow creates or updates contact records in the CRM and notifies the sales team for follow-ups.

Automating Contact Creation from Web Forms (image 5 of 5) What this shows Outcome: The workflow creates or updates contact records in the CRM and notifies the sales team for follow-ups. What this shows Illustrates the "Automating Contact Creation from Web Forms" section of "Workflow Action - Create Contact". This screenshot appears in the "Automating Contact Creation from Web Forms" section of "Workflow Action - Create Contact". The text alongside this image reads: Outcome: The workflow creates or updates contact records in the CRM and notifies the sales team for follow-ups. Immediately after, the guide continues: Scenario: When a customer makes a purchase, their CRM profile needs to be updated with transaction details. Image 5 of 5 What this coversOutcome: The workflow creates or updates contact records in the CRM and notifies the sales team for follow-ups. Next stepScenario: When a customer makes a purchase, their CRM profile needs to be updated with transaction details.
All 2 steps in this procedure
  1. Action: Create Contact.
  2. Fields: First Name, Last Name, Email, Phone, City, Country.

Updating Contact Records After Purchases

Scenario: When a customer makes a purchase, their CRM profile needs to be updated with transaction details.

Action Setup:

  • Action: Create Contact.
  • Fields: Full Name, Email, Purchase History (Custom Field).

Outcome: The workflow updates the customer’s profile with their latest purchase and tags them as “Active Customer.”

Lead Management from External Data Sources

Scenario: Leads from a third-party platform are imported into the CRM, and their records need to be created or updated automatically.

Action Setup:

  • Action: Create Contact.
  • Fields: Business Name, Contact Source, Phone, Email.

Outcome: The workflow ensures that all leads are accurately recorded in the CRM with relevant details, ready for follow-up.

Onboarding New Customers

Scenario: A subscription-based business wants to create a contact record for each new customer and assign them to an onboarding specialist.

Action Setup:

  • Action: Create Contact.
  • Fields: First Name, Last Name, Subscription Tier (Custom Field), Email.

Outcome: The workflow creates the contact record, assigns it to the onboarding team, and sends a welcome email.

Capturing Event Registrations

Scenario: Attendee information from event registration forms needs to be recorded in the CRM for tracking and communication.

Action Setup:

  • Action: Create Contact.
  • Fields: Full Name, Email, Event Name (Custom Field).

Outcome: The workflow creates contact records for all attendees and tags them with the event name for future engagement.

Frequently Asked Questions

Q. What happens if the contact already exists?

The Create Contact action updates the existing record with new information, ensuring data consistency and avoiding duplicates.

Q. Can I use this action with custom fields?

Yes, the action supports both standard and custom fields, allowing you to tailor contact records to your specific requirements.

Q. How can I prevent duplicate records?

The action uses matching criteria, such as email or phone number, to identify existing contacts and update their records instead of creating new ones.

Q. Can this action be combined with other workflow actions?

Absolutely. The Create Contact action integrates seamlessly with actions like “Send Email” or “Assign Task” to build comprehensive workflows.

Q. Is it possible to notify teams when a contact is created or updated?

Yes, you can add a notification action within the same workflow to inform relevant teams about the new or updated contact.

Q. What triggers can we use with 'Create Contact' action?

We recommend using it along with Inbound Webhook/Marketplace app Triggers.


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