CiviCRM

CiviCRM for WordPress and the Ninja Forms CiviCRM add-on needs to be installed and activated to see the features mentioned in this documentation.

Syncing Ninja Forms with your CiviCRM account

Once the Ninja Forms CiviCRM add-on is installed and activated to a site running the core CiviCRM plugin, it will connect automatically. The connection can be verified under Ninja Forms > Settings > CiviCRM.

Clicking the Verify Connection button will display the status of the connection. Other buttons will will display the CiviCRM Events, Tags, etc seen by the plugin.

Connecting a form with CiviCRM

Any form, new or existing, can be set up to connect with your CiviCRM account. The add-on currently supports the following interactions with your CiviCRM account:

• Create contact
• Match, update contact (see Advanced section below)
• Create activity associated with contact

Those interactions can be set up in your form using the Add CiviCRM Contact action. To add this action to your form, open your form and click on the Emails & Actions tab. Next, click the blue (+) icon in the bottom right of your screen. This will open the actions window with the Add CiviCRM Contact form action:

These actions are described in detail in the sections below.

Add CiviCRM Contact form action

The Add CiviCRM Contact action will allow you to:

• Create contact
• Match, update contact (see Advanced section below)
• Create activity associated with contact

Each contact, new or existing, can have field data from the form mapped to populate or update CiviCRM account data for that contact. These options are described below.

Field Mapping for Contact

Basic information about the contact can be mapped to from Ninja Forms fields to CiviCRM account fields here.

1. Click the merge tag icon to open the list of fields on the form. Select the Ninja Forms field that you want to map.
2. Set the CiviCRM account field that you want this form field to map to.
3. Click (+) Add New to add additional fields.

Contact Type and Subtype

Here you can set the Contact Type and Contact Subtypes from your CiviCRM account that you want to associate with this contact.

Create Emails Linked to Contact

Here you set the email address(es) collected in the form to the contact, along with information about the email type.

1. Click the merge tag icon to open the list of fields on the form. Select the Ninja Forms field that you want to map.
2. Set the location name descriptor; e.g. Billing, Home, etc that describes the email address in your CiviCRM account.
3. Click (+) Add New to add additional fields.

Create Phone Linked to Contact

Here you set the phone number(s) collected in the form to the contact, along with information about the line type.

1. Click the merge tag icon to open the list of fields on the form. Select the Ninja Forms field that you want to map.
2. Set the location name descriptor; e.g. Billing, Home, etc that describes the phone number in your CiviCRM account.
3. Click (+) Add New to add additional fields.

Create IM Linked to Contact

Here you set the Instant Message (IM) info collected in the form to the contact, along with information about the IM type.

1. Click the merge tag icon to open the list of fields on the form. Select the Ninja Forms field that you want to map.
2. Set the location name descriptor; e.g. Billing, Home, etc that describes the IM type in your CiviCRM account.
3. Click (+) Add New to add additional fields.

Create Website Linked to Contact

Here you set the website info collected in the form to the contact, along with information about the website type.

1. Click the merge tag icon to open the list of fields on the form. Select the Ninja Forms field that you want to map.
2. Set the location name descriptor; e.g. Billing, Home, etc that describes the website type in your CiviCRM account.
3. Click (+) Add New to add additional fields.

Create Addresses Linked to Contact

Here you set the address(es) info collected in the form to the contact, along with information describing the address(es). If you don’t need a field, just leave it blank.

1. Click the merge tag icons to open the list of fields on the form. Select the Ninja Forms field that you want to map to the respective address meta.
2. Set the information describing the address information collected to send to CiviCRM
3. Click (+) Add New to add an additional set(s) of address data to map if collecting more than one address for this contact.

IMPORTANT! A note on mapping a Country field:

When mapping an Address, CiviCRM expects the 2-letter country code.

Ex: United States = US

Ninja Forms has a “Country” field you can add to your form where the 2-letter codes are automatically set as the Value.  If you are using a different field-type, such as a Select field, enable Developer Mode and ensure that the Value of each option is the 2-letter country code.

Create a Single Activity Linked to Contact

Here you can add fields that will map to your CiviCRM account’s Activity data for this contact.

1. Click the merge tag icon to open the list of fields on the form. Select the Ninja Forms field that you want to map.
2. Choose the Activity type or status from your CiviCRM account that you want this field mapped to
3. Click (+) to add a new field describing the Activity

Subscribe Contact to Group

Here you define which group or groups a contact will be added to. You can also set logic that will dictate if, or which, group a new contact is added to.

1. Choose the group from your CiviCRM account here.
2. If you want the contact to be added to this group only if a specific condition is met from a field on the form, select that field here.
3. If you have set a field in 2 above, set the value of the field here that you want to match for the condition to be met. You can manually enter a value, or select another field on the form via merge tag.
4. Click the blue (+) to add another group.

Tag Entity

Here you define tags for an entity.

1. Choose the tag from your CiviCRM account here.
2. If you want the tag added only if a specific condition is met from a field on the form, select that field here.
3. If you have set a field in 2 above, set the value of the field here that you want to match for the condition to be met. You can manually enter a value, or select another field on the form via merge tag.
4. Click the blue (+) to add another tag.

Register Contact as Participant to an Event ID

Use this setting if the contact will be added to an event. Supports manual entry or using the value of a field via merge tag.

Add Note to Entity

Adds a note to an entity.

1. Set the subject and the note itself manually, or use the value of a field on the form via the merge tag icon.
2. Select the entity type from your CiviCRM account
3. Add a new set of note fields for multiple notes

Advanced Settings

Use Dedupe Rule Group

Tells the form how to handle the contact data passed into CiviCRM. Uses the CiviCRM Dedupe Rule Group function to determine if there is a match between submitted data and existing data in your CiviCRM account. There are three options:

1. Do Not Use Dedupe Rule Group – default
   • Each contact will be added to CiviCRM as a new record, and will not look for an existing contact that matches the submitted data.
2. Name and Email
   • If both the name and email address entered by the contact matches an existing contact, that contact will be updated instead of creating a new contact
3. Email
   • If the email address entered by the contact matches an existing contact, that contact will be updated instead of creating a new contact
4. Name and Address
   • If both the name and address entered by the contact matches an existing contact, that contact will be updated instead of creating a new contact

Disable Storing Submission Diagnostic Data

The Ninja Forms CiviCRM add-on stores data locally from form submissions that can be used in troubleshooting the plugin if errors occur. This diagnostic data is only stored locally and never transmitted off your server. However, in the interest of giving you every tool possible for maximum control of how data is stored and handled, this feature can be turned off. Green = OFF.