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Workflow Action - Create Contact

Discover how the "Create Contact" workflow action in Stack can streamline your CRM processes by automating the creation and updating of contact records. This guide will walk you through what the action does, its benefits, configuration steps, practical use cases, and answer some common questions.

What is the Create Contact Workflow Action?​

The Create Contact workflow action allows you to automatically generate or update contact records based on specific criteria. This ensures that your contact information is accurate and up-to-date, facilitating smooth communication and efficient data management. It's essential for automating tasks like customer onboarding and lead management.

Key Benefits​

  • Improved Data Accuracy: Keeps contact records current, minimizing errors and duplicates.
  • Streamlined Processes: Saves time by automating the manual entry of contact details.
  • Enhanced Communication: Supports timely and personalized interactions by maintaining precise contact information.
  • Customizable Fields: Offers flexibility with standard and custom fields to meet your business needs.
  • Seamless Integration: Works well with other workflow actions and triggers, enabling robust automation.

Configuring the Create Contact Workflow Action​

Access Workflow Settings​

  1. Navigate to the workflow builder within the automation section of your Stack CRM.
  2. Create a new workflow or select an existing one where you want to add the "Create Contact" action.

Add a New Action​

  • Click the "+" icon and choose Create Contact from the dropdown menu.

Name Your Action​

  • Give your action a descriptive name, such as “Create Contact from Web Form.”

Select Fields​

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

  • Standard Fields: Examples include First Name, Last Name, Email, Phone, and Address.
  • Custom Fields: Add fields specific to your organization, like “Membership ID” or “Referral Source.”

Save the Configuration​

  • Click "Save" to confirm your setup.

Test and Publish​

  • Validate your workflow with test data to ensure it operates correctly. Once verified, toggle the Publish option to activate the workflow.

Use Cases​

Automating Contact Creation from Web Forms​

Scenario: Capture customer information from web form submissions to create or update contact records automatically.

  • Action Setup:
    • Action: Create Contact
    • Fields: First Name, Last Name, Email, Phone, City, Country
  • Outcome: The workflow updates contact records in the CRM and notifies the sales team for follow-ups.

Updating Contact Records After Purchases​

Scenario: Update a customer's CRM profile with transaction details after a purchase.

  • 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: Import leads from a third-party platform into the CRM, creating or updating records automatically.

  • Action Setup:
    • Action: Create Contact
    • Fields: Business Name, Contact Source, Phone, Email
  • Outcome: Ensures 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: Record attendee information from event registration forms in the CRM for tracking and communication.

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