Using Salesforce native features to replace Form Assembly, JetFormBuilder & Zapier
In today’s digital-first business environment, organisations are constantly looking for ways to streamline operations, enhance user experiences, and reduce costs. Salesforce, as a leading customer relationship management (CRM) platform, provides a range of tools to help achieve these goals.
Two powerful features within Salesforce—Experience Sites (formerly Salesforce Communities) and Screen Flows—can be used together to replace third-party platforms like Form Assembly, JetFormBuilder, and Zapier, offering businesses a consolidated, cost-effective solution.
Organisations can take advantage of Salesforce’s built-in tools to simplify their workflows, consolidate data, and reduce the need for costly external solutions.
Understanding Salesforce Experience Sites
Salesforce Experience Sites enable businesses to create customisable web portals that allow customers, partners, and employees to interact with their Salesforce data directly. These sites are highly configurable and allow external users to submit information, manage accounts, or resolve issues without ever needing to leave the platform.
One of the most powerful features of Experience Sites is the ability to build complex, interactive forms entirely within Salesforce, eliminating the need for external form-building tools. Experience Sites allow for seamless interaction between users and Salesforce data, creating a smooth user experience that is fully integrated with your existing CRM workflows.
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The Power of Salesforce Screen Flows
Screen Flows, a feature within Salesforce’s Flow Builder, allow administrators to guide users through multi-step processes by displaying a series of interactive screens for input.
Screen Flows are a perfect tool to replace form-building platforms like JetFormBuilder and Form Assembly, providing a way to collect and process user data directly within Salesforce.
Screen Flows provide
Conditional Logic Display different screens or fields based on the user’s previous inputs.
Multi-step Forms Break down data collection into multiple screens for a smoother user experience.
Real-time Data Integration Automatically update Salesforce records (e.g., leads, contacts, or custom objects) as data is submitted and completely eliminate the need for any bulk data loads.
Built-in Validation Validate user input at each step to ensure data accuracy before submission, reducing errors, enhancing data quality and dynamically performing any data conversions.
PDF Creation Create pdfs to save to a record or simply send via email through the use of the native tools of Salesforce integrated with screen flows.
By using Salesforce Screen Flows within Experience Sites, organisations can replicate the core functionality of tools like JetFormBuilder without the need for external plugins, making Salesforce a one-stop solution for interactive forms.
Replacing JetFormBuilder and Form Assembly: Custom Form Creation and Data Collection
JetFormBuilder is a WordPress plugin that enables users to build forms on their WordPress sites.
Form Assembly is a popular tool for building and managing forms, particularly when integration with Salesforce or other platforms is required.
While these tools offer powerful form-building capabilities, they also come with costs and dependencies on external systems. Salesforce Experience Sites and Screen Flows can fully replace these tools by allowing organisations to create custom forms within their Salesforce environment, removing the need for separate platforms.
Use Case: Client Registration and Onboarding
Consider a business that uses JetFormBuilder or Form Assembly to handle client registrations. This process could involve collecting customer information, confirming subscription preferences, and guiding users through a series of onboarding questions.
Instead of relying on JetFormBuilder (which is a WordPress plugin and thus limited to that ecosystem), organisations using Salesforce can leverage Experience Sites and Screen Flows to provide the same functionality
Form Creation Experience Sites allow organisations to build multi-step forms for clients to fill out, with data validated and stored directly within Salesforce. This reduces the need for third-party plugins and ensures that all customer data resides in a single system.
Conditional Logic Salesforce Screen Flows support conditional logic, allowing the form to adapt based on user inputs. For example, if a client indicates they are interested in a specific service, additional questions can appear dynamically.
Data Integration Unlike these tools, where you may need connectors to sync data with your CRM, Salesforce forms created with Screen Flows are natively integrated with Salesforce data objects. Submitted information updates records in real-time, ensuring that your sales, marketing, or service teams always have the most up-to-date information without manual syncing.
This approach eliminates the need for JetFormBuilder and Form Assembly, offering the same (if not better) functionality directly within Salesforce.
Replacing Zapier: Automating Workflows and Integrations
Use Case: Triggering Automated Workflows Based on Form Submissions
Suppose you currently use JetFormBuilder or Form Assembly to collect data, and then use Zapier to trigger actions—such as sending a confirmation email, creating a task for a sales rep, or notifying a team member in Slack.
Salesforce can handle this automation natively:
Email Automation After a user submits a form through an Experience Site (powered by Screen Flows), Salesforce can automatically send a confirmation email to the user.
Task Assignment Salesforce can also create tasks for the appropriate team members based on the submitted information. For instance, when a lead is created via a form, an automated task can be assigned to the sales team to follow up.
Custom Notifications Salesforce allows internal notifications to be sent via email or Chatter (Salesforce’s collaboration tool) to keep team members informed without needing Zapier to handle these automations.
By leveraging Salesforce's built-in tools, companies can replace Zapier entirely, reducing costs and the complexity of managing external integrations.
Simplifying Infrastructure and Reducing Costs
The cost-saving potential of using Salesforce’s native tools is substantial. For both non-profit and for-profit organisations, relying on external tools like JetFormBuilder, Form Assembly, and Zapier can add up quickly. By using Salesforce Experience Sites and Screen Flows, organisations can reduce or eliminate these additional costs.
For example:
Form Assembly: £100 per month.
Zapier: £60 per month.
JetFormBuilder (premium version): £40 per month.
That’s a potential total of £200 per month or £2,400 per year. By using Salesforce Experience Sites and Screen Flows, these costs can be entirely eliminated, as these features are included in the Salesforce subscription.
This is especially beneficial for non-profit organisations with limited budgets, as well as for-profit businesses looking to maximise efficiency.
Key Benefits of Using Salesforce Experience Sites and Screen Flows
1. Complete Integration with Salesforce CRM
With Salesforce's native tools, data flows directly into your CRM. There’s no need to manage data syncs or worry about potential delays or failures in external systems. Every interaction is stored and managed within Salesforce, providing greater control and insight.
2. Customisation and Flexibility
Salesforce Experience Sites and Screen Flows offer unparalleled customisation. Whether you need to build a simple form or a complex, multi-step registration process with conditional logic, Salesforce provides all the tools you need without the limitations or additional costs of third-party platforms like JetFormBuilder.
3. Enhanced Security and Compliance
Salesforce is renowned for its robust security infrastructure. By consolidating all of your workflows into Salesforce, you can take advantage of Salesforce’s built-in security features, ensuring that your forms and customer data are protected.
4. Zero Additional Costs
Unlike JetFormBuilder, Form Assembly, and Zapier, Experience Sites and Screen Flows are included in your existing Salesforce subscription, meaning no additional costs to your business.
Summary
Salesforce Experience Sites and Screen Flows provide a powerful, cost-effective alternative to third-party tools like Form Assembly, JetFormBuilder, and Zapier. By leveraging these built-in features, non-profit and for-profit organisations can streamline data collection, automate workflows, and reduce costs, all while consolidating their processes within the Salesforce ecosystem.
By consolidating your applications and processes into the Salesforce ecosystem, you not only save on costs but also reduce complexity, improve security, and provide a better overall experience for your users.
Whether you're looking to replace JetFormBuilder’s WordPress-based forms or automate integrations traditionally handled by Zapier, Salesforce Experience Sites and Screen Flows have everything you need, all under one platform.