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Creating or Updating a Form in HubSpot

Before making a Form in Hubspot: CHECK THAT ONE DOES NOT ALREADY EXIST. Many guides already exist and will have existing forms associated.

Creating a Form: Via Legacy Editor Interface

STEP 1: Make the form

  1. Log into HubSpot.

  2. From the top menu, click Marketing, then Forms.

  3. You can either Clone an existing form from here, or click Create form in the top right.

    1. If making from scratch: Choose the Legacy Form Editor interface, click Next.

    2. Select Blank template.

STEP 2: Build the form

  1. Drag and drop fields from the left sidebar into your form layout.

    1. Use standard fields or create custom ones as needed (be careful, these will exist forever).

    2. Click on each field to edit its label, options, and required status.
  2. Click the Style & Preview tab to check how your form will appear on different devices.

  3. Click the Options tab at the top to edit:

    1. The thank you message that shows once the form is submitted, or redirect URL.

    2. Form submission notifications: This list of email addresses is who receives an email alert when a form submission is received.

^ If someone needs to be alerted when a form is submitted, this is where you add them.


STEP 3: Set up a simple workflow to make tasks and assign to writer

  1. Click Automation tab, and select "Create your own simple workflow" and follow the prompts to set up your workflow.
  2. Rename the workflow to the same as your Form Title
  3. Scroll down in the workflow window, and click the + button below the first box.
  4. A sidebar will appear on the left. 'Search actions' for 'task'. Choose 'Create task'.
  5. Click on the Task step that has appeared in the workflow and set a Task Title.
    1. The task title should be descriptive and include a data token to show the related company or contact.
    2. For example for guide submission forms, the Task Title should be like: "Guide Submission: 2025 Bastille Day Guide Submission - Company Name"
  6. Set the task's due date. This should be either:
    1. The date this guide is scheduled to be published in Notion.
    2. If there is no scheduled publish date yet, set for a number of days after the submission date (e.g. "3 days after form submission").
  7. You can add specific notes or instructions in the Task Description section if necessary.
  8. Click on "Choose records to associate" and scroll down to the section on Tickets until you see an option for "With Label", here you can choose "Primary Contact".
    1. This means the task will be added to any Ticket that the contact is a primary contact on.
  9. Add the task to the appropriate Queue.
    1. All tasks NEED a queue, so we can properly filter tasks.
    2. Guide Submission Form tasks should go in the "Guide" queue.
  10. The Priority field is optional.
  11. Assign the task to whichever writer is listed to write this specific guide in Notion.
  12. Click "Save".
  13. Toggle the switch at the top of the workflow window to "ON".
  14. Click Update in the top right corner once everything is set, then click Publish.
  15. After publishing, go to the Share Link tab on the pop up that appears and copy the form url. From here, you can put the link to your new form anywhere you like!

 

 

Creating a Form: Via Form Editor Interface

    1. Log into HubSpot.

    2. From the top menu, click Marketing, then Forms.

    3. You can either Clone an existing form from here, or click Create form in the top right.

      1. If making from scratch: Choose the Form Editor interface, then click Next.

      2. Select Blank template.

    4. Rename your form at the top of the page, and use the lefthand sidebar to build your form.
    5. Use the Add panel to drag and drop fields, properties, and other media like images and headings.

      1. You can use standard fields or create custom ones as needed.

      2. Click on each field to edit its label, options, and required status.

    6. Use the Contents panel to navigate through the form.
    7. Use the Logic panel to create conditional logic for how the user will navigate the form.
    8. Use the Styling panel to customise the look of the form.
    9. Ignore the Optimize tab unless you feel like learning what it does.
    10. Click on the Automation tab and select "Create your own simple workflow" then follow the prompts to set up your workflow.
    11. Rename the workflow to the same as your Form Title, then scroll down to click the + button.
    12. Click on the Task step that has appeared in the workflow and set a Task Title.
      1. The task title should be descriptive and include a data variable to make it unique and identifiable as originating from a certain company or contact.
      2. For example for guide submission forms, the Task Title should be: "Guide Submission: 2025 Bastille Day Guide Submission - {{enrolled_object.company}} "
    13. Set the Due date to a number of days after the submission date (e.g. "3 days after form submission").
    14. You can add specific notes or instructions in the Task Description section if necessary.
    15. Click on "Choose records to associate" and scroll down to the section on Tickets. Directly beneath, you will see an option for "With Label", here you can choose "Primary Contact".
      1. This means the task will automatically become associated to any Ticket on which the submitting Contact is marked a Primary Contact.
      2. Feel free to choose different association rules that best fit the needs and purpose of your form.
    16. Add the task to the appropriate Queue. All tasks should have a queue, as this enables us to find and filter tasks effectively. Guide Submission Form tasks should go in the guide queue.
    17. The Priority field is optional.
    18. You can either Assign the task to the existing owner of the submitting Contact, or to a specific person. Generally we will select whichever writer is listed to write this specific guide in Notion.
    19. Click the Settings tab and click Submission Settings.
    20. Here you can set email notification settings. Tick the checkbox labeled "Send to other users" then select the email addresses for staff that should receive an email alert whenever a submission is received on this form.
    21. Click Review and update in the top right corner, then click Update.
    22. After publishing, go to the Copy a share link tab on the pop up that appears and copy the form url. From here, you can put the link to your new form anywhere you like!