Ninja Forms is a versatile WordPress form builder plugin that allows users to easily create, customize, and manage forms without coding. It supports a wide range of use cases—from simple contact and feedback forms to advanced business workflows—making it suitable for beginners, developers, and large-scale applications alike.
Step 1: Create a new form using Ninja Forms
Under Contact Forms, click on Add New.
Create your form using the template provided by Ninja Forms.
Step 2: Create a new automation and add the ‘Form Submitted’ event.
After that, go to the Automation tab and select the Ninja Forms trigger.
You will see the automation workflow. Click on the trigger to set the trigger settings.
After selecting the form type, choose the form you created in Ninja Forms from the Form ID dropdown menu.
Contact Field Mapping
Map the following required fields:
- First Name—Maps to contact’s first name
- Last Name—Maps to contact’s last name
- Email – Maps to contact’s email address (required)
For each field, you can either:
- Enter a static value
- Use merge tags by clicking the # icon
- Select from dropdown options
Email Field Options
For the Email field, select the appropriate mapping from the dropdown:
- Email Address – Standard email field
Other Fields
You can add additional custom fields by:
- Click + Add Field button
- Select the Field Label from the dropdown
- Enter the Field Value or select a field/custom value
- Use the # icon for merge tags
- Click the trash icon to remove a field
Contact Settings
Configure how contacts are handled:
Lists
- Select which list(s) new contacts should be added to
- Choose from your existing contact lists
Tags
- Assign tags to contacts submitted through this form
- Helps with segmentation and automation
Update Options
Toggle these settings as needed:
- Update existing contact—Updates contact information if email already exists
- Update blank fields—only fills in empty fields on existing contacts
- Mark as Subscribed – Automatically subscribes contacts to your email list
Conditions
There is one condition that you get with your form submission event: Form Field.
Hit the Add New Condition button and click on the form builder when setting up conditions.
So, we will use the “How did the link reach you?” dropdown field and set a condition based on the selected option. If the option is “LinkedIn,” the condition will apply.
like this.
Merge Tags
Here are some common merge tags available for your form-based automations in QuillCRM Automations:
- Form ID—Pulls the Form ID
- Form Title—Gives the title of the form
- And other fields—you create from your form.
You can use these merge tags to fetch and post the dynamic data entered on forms.
To fetch any field of your form, click on the copy icon next to the form field merge tag.
After that, go to the Ninja Forms plugin and submit the Contact Form to trigger the automation.
Copy the link and paste it into your browser.
Fill in these fields, and after that, an email will be sent if you select “LinkedIn” for “How did the link reach you?”
Your automation is live and running.
Now when any user signs up to your form and selects one of the product categories, it’ll send the particular email you assigned to them.
Well done! You’ve successfully set up an automation using Ninja Forms in QuillCRM Automations.