Prerequisites
- What Happens When Someone Submits a Form — The submission sequence this sits in
How Form Answers Become a Contact
From submitted answers to a usable record
What It Is
Form answers are not stored as a pile of responses for somebody to read later. Each submission creates or updates a contact — the record everything else in Zyntro works from.
What ends up on that record is partly what you decided, field by field, and partly what Zyntro works out from reading the submission as a whole.
How It Works
Matching an existing person
Zyntro looks for somebody it already knows, in this order: a contact id the form was given, then the email address, then the phone number.
A match means the existing contact is updated, not duplicated. They also keep their current owner, and team members added to them by hand stay put. A repeat submitter does not get reassigned to whoever owns this form.
No match means a new contact is created, owned by whoever the form's allocation decided.
Writing the answers
Each answer goes where its Map Data To setting says. Answers mapped to a CRM field land in that named field. Answers mapped to Contact Notes or Profile Data are gathered into a readable note. Answers set to Do Not Map stay with the completion and go no further.
Custom fields are split by what they belong to: a custom field defined against the contact goes on the contact, one defined against the entity goes on the linked organisation.
What Zyntro adds by itself
The source. Every contact from a form records the form's name as where they came from, so you can always tell which form produced which contact.
Verification flags. Supplying an email address or phone number through a form marks that detail as verified, with a note of how it was verified. Somebody typing their own address is better evidence than most sources.
A written profile. Zyntro reads the whole submission and produces a profile record — a summary, the problems the person appears to have, what they seem to want, and angles worth raising. This is what Segmentation Intelligence reasons over.
Signals. Where the answers indicate something meaningful, a signal is recorded, and a strong enough signal can move the contact along your pipeline.
Attachments. Uploaded files are attached to the contact.
Then everything else runs
Once the contact exists, the form's actions run and the people you nominated are told. A workflow trigger also fires, so anything subscribed to this form picks it up.
Why It Matters
What you ask shapes what Zyntro can do later. A contact with a name and an email supports very little. A contact whose answers described their situation, their timeline and what they are trying to solve supports a great deal — because every follow-up decision is made from that context.
Where you send an answer decides what you can do with it. An answer in a named CRM field can be filtered, segmented and reported on. The same answer in a note can be read, and informs Zyntro's reasoning, but you cannot build a list from it. That distinction is the single most consequential choice in the form builder.
Mapping is not an afterthought. It is far quicker to set each field's destination while you are adding it than to revisit twenty fields later — and answers already collected under the wrong setting are not re-filed retrospectively.
Important: Contact Notes and Profile Data both end up in the same place: the contact's note. Zyntro reads the whole submission and writes one note in readable prose, and answers mapped to either of these two options are gathered into it. Neither puts an answer into a named, filterable field — that is what CRM Field is for. Choose either of them when you want an answer kept as readable context, and CRM Field when you want to filter, segment or report on it.
Warning: Zyntro also fills in CRM fields nobody asked about. When a contact or custom field exists but the form did not collect it, Zyntro infers a value from the rest of the answers where it reasonably can — working out a country from a phone number, for example. This fills records out usefully, but it means a field can hold an inferred value rather than something the person actually told you. Treat anything business-critical as needing an explicit question rather than relying on inference.
