Integrations Overview

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Available Integrations

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Communication & Notifications

• Send form submissions to Slack channels
• Real-time notifications
• Custom message formatting
• OAuth and webhook methods

• Post submissions to Discord channels
• Webhook-based integration
• Custom embed formatting
• Server and channel selection

• Send notifications to Teams channels
• Webhook integration
• Formatted card messages
• Team collaboration

• Send emails on form submission
• Customizable templates with variables
• Admin and respondent notifications
• SMTP support

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Data & Spreadsheets

• Automatically add rows to spreadsheets
• OAuth authentication
• Spreadsheet and worksheet selection
• Real-time data sync
• Organized columns by question

• Send submissions to Airtable bases
• API key authentication
• Base and table selection
• Structured record creation

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Project Management

• Create cards from submissions
• OAuth authentication
• Board and list selection
• Custom card formatting
• Add labels and due dates

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Payments

• Accept payments through forms
• Stripe Connect workspace integration
• Multiple currency support (140+)
• Test and live modes
• View Stripe Integration Guide

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Custom Integrations

• Send submission data to any URL
• JSON payload format
• HMAC signature verification
• Retry logic with exponential backoff
• View Webhooks Integration Guide

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Integration Features

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Common Features

• Easy Setup - Connect in minutes with step-by-step wizard
• Test Mode - Test integrations before going live
• Activity Logs - View integration history and debug issues
• Error Handling - Automatic retries and failure notifications
• Conditional Triggers - Send data based on form logic
• Field Mapping - Choose which form fields to send

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OAuth vs API Key vs Webhook

• More secure
• No need to copy/paste keys
• One-click authorization
• Can be revoked anytime

• Simple setup
• Copy API key from service
• Paste into TopFormBuilder
• Works immediately

• Create webhook URL in service
• Paste URL into TopFormBuilder
• Instant connection
• No authentication needed

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How Integrations Work

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Setup Process

1. Navigate to Integrations
   Copy

   Form Builder → Integrations Tab → Add Integration
   
2. Choose Service
   • Select from 8 available integrations
   • Click integration card to begin setup
3. Authenticate
   • OAuth: Click “Connect” and authorize
   • API Key: Paste your API key
   • Webhook: Paste webhook URL
4. Configure Settings
   • Choose destination (channel, sheet, board)
   • Map form fields
   • Customize message format
   • Set conditional triggers (optional)
5. Test Integration
   • Click “Send Test” button
   • Verify data appears correctly
   • Check formatting and field mapping
6. Activate
   • Toggle integration ON
   • New submissions automatically sent
   • View activity in integration logs

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Data Flow

User Submits Form
       ↓
Submission Saved
       ↓
Integration Triggered
       ↓
Data Formatted
       ↓
Sent to External Service
       ↓
Success/Failure Logged

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Conditional Integrations

IF priority = "High"
THEN send to Slack #urgent

IF department = "Sales"
THEN send to [email protected]
ELSE send to [email protected]

IF payment_received = "Yes"
THEN create Trello card in "Paid Orders"

IF country = "USA"
THEN send to Google Sheets "US Leads"
ELSE send to Google Sheets "International Leads"

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Integration Limits

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By Plan

• Email notifications only
• 1 webhook integration
• No OAuth integrations

• All 8 integrations
• Unlimited integrations per form
• OAuth support
• Conditional triggers
• Integration logs (30 days)

• Everything in Pro
• Priority support for integration issues
• Custom integration development
• Extended logs (90 days)
• Dedicated integration monitoring

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Rate Limits

• Slack: 1 message per second
• Discord: 5 messages per 5 seconds
• Google Sheets: 60 writes per minute
• Airtable: 5 requests per second
• Webhooks: No limit (depends on receiving server)
• Stripe: Per Stripe limits

• Automatic queueing
• Retry with backoff
• Error notifications if limit exceeded
• Resume automatically when available

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Integration Logs

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Accessing Logs

1. Go to Form Builder
2. Click Integrations tab
3. Select integration
4. Click “View Logs” button

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Log Information

• Timestamp - When integration triggered
• Status - Success, Failed, Pending
• Service - Which integration (Slack, Sheets, etc.)
• Response - Server response or error message
• Payload - Data sent (click to expand)
• Retry Count - Number of retry attempts

• ✅ Success - Data sent successfully
• ❌ Failed - Integration failed (see error)
• 🔄 Pending - Queued for sending
• ⏱️ Retrying - Automatic retry in progress

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Troubleshooting with Logs

Error: 401 Unauthorized
Solution: Reconnect integration (OAuth expired)

Error: 404 Not Found
Solution: Verify webhook URL is correct and active

Error: 429 Too Many Requests
Solution: Wait a few minutes, retries happen automatically

Error: Request timeout
Solution: Check external service status

Error: Validation failed
Solution: Check field mapping and data types

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Managing Integrations

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Edit Integration

1. Navigate to Integrations tab
2. Click integration card
3. Click “Edit” button
4. Update settings
5. Click “Save”

• Destination (channel, sheet, etc.)
• Field mapping
• Message format
• Conditional triggers
• Active/Inactive status

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Disconnect Integration

1. Open integration settings
2. Click “Disconnect” button
3. Confirm disconnection
4. Integration stops immediately
5. Logs are preserved

• No more data sent to service
• OAuth tokens revoked
• Historical logs remain visible
• Can reconnect anytime

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Duplicate Integration

• Slack #general for all submissions
• Slack #urgent for high-priority only
• Slack #sales for sales inquiries

1. Click “Add Integration”
2. Select same service (e.g., Slack)
3. Authenticate again (or use existing connection)
4. Choose different destination
5. Configure separately

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Security & Privacy

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Data Transmission

• HTTPS encryption for all integrations
• Webhook signature verification
• Secure OAuth token storage
• API keys encrypted in database
• No data stored in external logs

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OAuth Security

• Revoke access from service if unused
• Reconnect if account credentials change
• Use workspace-specific accounts
• Review connected apps regularly

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Webhook Security

const crypto = require('crypto');

const signature = req.headers['x-topformbuilder-signature'];
const payload = JSON.stringify(req.body);
const secret = 'your_webhook_secret';

const hash = crypto
  .createHmac('sha256', secret)
  .update(payload)
  .digest('hex');

if (signature === hash) {
  // Valid webhook
} else {
  // Invalid - reject
}

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Data Privacy

• Integration data follows form retention settings
• User can request data deletion
• Deleting form removes integration data
• External services follow their own retention

• Form responses only
• Submission metadata (time, ID)
• No user IP addresses (unless in form)
• No tracking cookies

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Integration Best Practices

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Do’s

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Don’ts

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Performance Tips

• Use webhooks for instant delivery
• Batch similar integrations when possible
• Avoid sending large file attachments via integrations
• Use conditional triggers to reduce volume
• Monitor rate limits

• Keep OAuth tokens refreshed
• Verify webhook URLs regularly
• Test field mapping with sample data
• Set up error notifications
• Use retry logic (enabled by default)

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Common Integration Workflows

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Lead Capture Workflow

Form Submission
    ↓
→ Google Sheets (append row)
→ Slack #sales (notify team)
→ Email (send to lead owner)
→ Airtable (CRM sync)

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Support Ticket Workflow

Form Submission
    ↓
IF priority = "High"
    → Slack #urgent
    → Email to manager
ELSE
    → Trello (create card)
    → Email auto-responder

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Event Registration Workflow

Form Submission
    ↓
→ Google Sheets (attendee list)
→ Email (confirmation + calendar invite)
→ Slack #events (team notification)
IF payment_required
    → Stripe (process payment)

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Customer Feedback Workflow

Form Submission
    ↓
→ Airtable (feedback database)
→ Email (thank you message)
IF rating < 3
    → Slack #support (urgent review)
ELSE
    → Teams #feedback (regular review)

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Troubleshooting

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Integration Not Triggering

1. Integration is toggled ON
2. Form has new submissions (after activation)
3. Conditional logic allows trigger
4. No errors in integration logs
5. External service is operational

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Data Not Appearing Correctly

1. Field mapping configuration
2. Data format compatibility
3. Required fields are mapped
4. Character limits not exceeded
5. Special characters handled properly

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Authentication Errors

1. Disconnect and reconnect integration
2. Verify credentials in external service
3. Check OAuth app permissions
4. Regenerate API keys if needed
5. Clear browser cache and retry

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Rate Limit Issues

1. Wait for rate limit window to reset
2. Reduce submission frequency
3. Use conditional triggers to filter
4. Contact service provider for higher limits
5. Implement queueing (automatic in TopFormBuilder)