Rules 101: Practical Tips & Best Practices that Drive Results


by 123FormBuilder

Forms are a very important part of any website. Even though they might not always come straightforward, you will find them present on every site out there. Regardless if you are selling a physical product or providing a service, you’re going to need a specific flow for your clients and potential customers.

A smart sales workflow will always be as personal as possible. You can send your prospects  through the most relevant path for them, based on the information you can collect. This will not only increase your sale rates, but also your customers’ satisfaction. Then, how can you collect information based on your clients’ choices to provide an offer that fits them best? We’re introducing you here to the world of Rules.

In this blog post, you’ll learn everything you need to know about rules, you’ll get practical tips and our recommendations for best practices.

Different Types of Rules

Let’s go a little bit beyond. In the Rules section of your form you will see 3 different tabs: Field Rules, Autoresponder Rules and Form Rules. Following our example of a sales workflow, let’s say you have a Travel Agency and you are using a Trip Planning Form:

Use Field Rules when you want to show or a hide a specific field, depending on what a user selected or wrote on the form. E.g. show only the questions related to summer destinations after your visitor selected “Beach” as their main interest for their next trip.

Use Form Rules when you want to send your users to specific pages after submission, based on their selections on the form. E.g. after they complete your form, send them to the specific section of your website related to summer holidays, so that they can browse themselves the site until you get back to them with a quote).

Finally, use Autoresponder Rules, if you want to send a different email to your users depending on the form they are filling in. E.g. send an autoresponder to those asking for a quote in your Trip Planning Form, and a different one to those who filled your customer satisfaction survey.

This way, you gather precious information about your potential customers, you can automate your sales flow and provide them custom offers and more relevant form interaction.

To set up rules:

➤ Go to the Settings → Rules section of your form

➤ Click the type of rule you want to add on your form

➤ Whether you want to use field rules, autoresponder rules or form rules, make sure you tick the box under the rules type tab to enable those specific rules for the web form.

123FormBuilder rules settings

➤ Click on the Add Rule button to create a rule, setting the conditions you want.

➤ If you need to edit a rule, hover over a condition and click the Edit button, or Delete if you want to eliminate it.

➤ Click the Subrule button if you want to create a subrule within that particular condition. If you want to delete a subrule, click on the red cross from the top right side of the subrule layout.
rules settings

➤ Hover over the layout of the rule and tick the checkbox on the top right if you want to delete it. On top right you’ll see that you can deselect the selected rules, duplicate or delete the rules.

123FormBuilder rules settings

Advanced Tip: These are simple rules examples, but you can create complex rules with multiple conditions and outcomes.

How Rules Help you Improve your Workflows 

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Summing up, rules will allow you create a dynamic and more engaging experience for your visitors. Field rules improve the length, quality and relevance of your form, by only keeping the relevant form fields. They
 will help you avoid form abandonment and increase the completion rate of your web forms.

With autoresponders rules you can create a unique and tailored user experience process, sending customized replies to your visitors via email after they fill in your form. Also, you can choose not to send any autoresponder (just tick the option Do not send autoresponder from the dropdown).

Since we talked about the need of providing users with personalized information, make sure you redirect them to a page that gives them specific information related to their interests using form rules. Or you can use form rules to direct your clients to the next step of the process in a multi-step flow (e.g. after completing the Trip Planning form, redirect them to the Booking form).

In the end, rules will allow you to create a custom experience for your visitors, increase your sales and improve your workflows. Now that you’ve seen the benefits rules can bring and how you can set them up, you can go ahead and create your own! And remember, we’re here to help if you need assistance. Simply contact our Support Team at or comment below. What are you gonna use rules for?

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  1. Presently discovering 123 ContactForms and really having fun at it.
    The software is really easy to work with.
    I am still switching English to French and vice-versa from time to time
    to understand terms and their use, saying to myself that I am a newbie in all this.
    Gaining useful and practical software knowledge by the hour.

    Looking deep into the software to apply a specific method using
    mainly Quizzes/Surveys/polls and that succeeds in almost any niche
    (25/25 so far). That particular method is a bit complex to catch at first,
    but when mastered, I can easily understand why I would be authentically sought by
    my prospects. I will know in advance the prospect’s needs and desires before offering
    exactly that.

    Keep up the good work and thank you for being around!

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