It's easy to imagine situations where you may already have information about someone interacting with your Launchcloud forms. Perhaps you're hosting a marketing event and you want to check whether or not someone is on your mailing list already — if they are, they can enter immediately, otherwise they need to give you some basic contact information. Or maybe you want to add a sales lead to your CRM, but aren't sure if they're already in the databse.
Launchcloud's data search feature can help clear the air in situations like this. Not only does data search allow you to search your Launchcloud database for user information, but it can even search external applications like Google Drive, Dropbox, or Base CRM. If a match is found, Launchcloud will auto-populate the form with their information, saving time for you and your clients.
In this article, we’ll explain how to:
- search external applications
- search the Launchcloud database
- search a CSV file
- update information in a database from within a Launchcloud form
Before moving on, we recommend you first understand the basics of our integrations, which we explain here.
The data search feature can be found at the bottom of the "Text Input" tab in the Form Builder Toolbox.
Immediately after adding a data search option to your form, the Search Data Link menu will appear. Here you'll see three search locations to choose from: external integrations, the Launchcloud database, or a CSV file. We'll take a closer look at the three different types of data search options below.
The first data search options refers to external databases, such as Dropbox or Evernote. When you open the "Integrations" tab, you'll see a list of applications that you've connected to your Launchcloud account.
Data search for integrations works in one of two ways:
1) For CRMs like Base or Salesforce, Launchcloud will search the entire database for a match.
2) For cloud storage services like Google Drive, Dropbox, or Evernote, Launchcloud will search within a specific spreadsheet.
When searching a CRM, you'll be given the option of updating the database's information based on the user's response. For example, if a user searches for Bob Smith and finds a match, but they change Bob's email and phone number before submitting the form, that change will be reflected in the CRM as well.
Additionally, users can also choose to attach responses to the CRM. If Bob Smith uploads a photo and Excel file to Launchcloud, those files will be stored in his page on the CRM. By clicking the PDF option, users can also have a carbon copy of the completed Launchcloud form saved to the CRM.
Searching Cloud Storage Services
When searching a cloud storage service, you'll first be asked to choose from all the spreadsheets saved on that application's database. This will be the spreadsheet Launchcloud searches within.
Next, you'll see the titles of each of the columns in the selected form. Choose which of these columns you'd like to pull into your Launchcloud form, and a new field will be created for each.
Alternatively, you can also search information already saved in your Launchcloud account. This process works similarly to searching an external cloud storage app.
First, you'll be asked to select the form you'd like to search from.
Next, choose the fields that you'd like to appear in your new form.
The form will now have a search field to look within your chosen form, and all results will be reflected in the fields you selected.
Searching a CSV
Finally, Launchcloud can search for data within a CSV or Excel file. Again, this is similar to how it searches a cloud storage service.
First, upload your spreadsheet to Launchcloud.
Then, as before, select any fields that you'd like to pull into your Launchcloud form. You can also select for Launchcloud to update the CSV based on new information it receives. This will only change the information in Launchcloud's copy of your CSV; it will not update the file saved locally on your computer.
Two-way sync opens the doors for numerous use cases. For example, companies can create sign-up forms to capture sales leads at conferences and networking events, offering a two-in-one solution that can both capture new contact information as well as update existing members. Simply tie the form to your prefered CRM or email software and have contacts search for themselves. If their data appears, they can update it on the spot, and if they’re missing from the system they can sign up.
Data search also provides a great way to track attendees at public events, or add subscribers to a mailing list. In the days leading up to an event, direct your audience to an online sign up. On the day of the event, use the form to search their name as they arrive. If the search yields no results, use this as an opportunity to capture their information before they enter.
As you can see, data search and two-way sync provide a variety of ways to augment your existing workflows and boost productivity. Incorporate Data Search into your own forms, and feel free to reach out to our expert support team.
Data search is available to all users, but only Launchcloud Standard or Pro customers can connect their account to external applications. To make use of this feature, upgrade your account now!