Webforms and Lead Sources Process

Last updated: October 19, 2026

Purpose: This document is intended to provide an overview of how lead recruiters create webforms, publish them, connect them to lead sources, and configure how incoming leads are routed in the PRM.

Overview

Webforms and Lead Sources work together. Webforms collect patient submissions. Lead Sources define where a lead comes from and what the PRM should do when that lead is received.

Webforms

Creating a Webform

  1. Open Webforms.

  2. Select Create Webform.

  3. Enter an internal name, the Title (shown to leads), and an optional Description.

  4. Add form fields and save changes.

Webform Configuration

Field Setup

  • Add fields using the form field tools.

  • Reorder fields as needed.

  • Remove fields that should not appear on the final form.

  • Review contact fields carefully so the correct primary contact information is collected.

  • Open a field to set options such as Require a valid US ZIP code or Block if under 18.

Eligibility

  • Choose how eligibility works: Off (no eligibility check), Per Study (each study's own eligibility questionnaire), or Shared (one set of rules on this webform).

  • Configure eligibility rules for the webform fields.

  • Clean up eligibility rules whenever fields are added, removed, or renamed.

Publishing a Webform

  • Save the webform before publishing.

  • Select Publish when the webform is ready to receive submissions. You can click on the  external link icon to see how leads will see the form

  • If the webform is being published for the first time, a shortcut button will appear to create a Lead Source. This prepopulates the name and selects the webform.

  • After publishing, select Embed code to copy the embed code and paste it into your web pages. The form will be embedded on the site

  • To match your brand, an Admin can set the brand color, background, font, and light or dark color scheme on the Theme page in organization settings. A live preview shows how the webform will look.

Webform Maintenance

  • Use the Webforms list to review draft vs published status.

  • Use Submissions to review incoming form responses.

  • Duplicate a webform when a new version is needed without changing the original.

Lead Sources

Lead Sources determine how incoming leads should be handled after submission.

Creating a Lead Source

  1. Open Lead Sources.

  1. Select Create Lead Source.

  1. Choose the Provider: FORM for a Delfa webform or INBOUND for inbound phone calls.

  1. Complete the trigger setup on the left side.

  1. Complete the automation outcome setup on the right side.

  1. Save the lead source.

Lead Source Providers

Webform

  • Use when leads are coming from a published PRM webform.

  • Select the published webform that should create leads.

  • Under When the patient hits Submit, choose Show a confirmation message, Start Webform Chat (select the Webform Chat Agent; ineligible patients see the confirmation message), or Redirect to another page.

Inbound

  • Use when leads come from phone calls. Select the phone numbers whose calls should become leads, and the agent that answers them.

Meta

NOTE: The Meta provider is available only if it is enabled for your organization, and it first requires setting up an automation on our end.

  • Use when leads are coming from a Meta page and lead form.

  • Enter or select the Meta Page and Meta Lead Form.

Lead Source Outcome Setup

Sites

  • Select the site or sites that should be assigned when a lead arrives.

  • Set Assignment Method to Manual to use the sites you select, or Auto to assign each lead to the nearest sites. With Auto, set the Maximum Distance in miles and the Maximum Number of Sites.

Studies

  • Select the study or studies that should be assigned when a lead arrives.

Cadence

  • Select a cadence if Delfa should automatically start a cadence for new leads from that source.

  • For webform lead sources with manual site assignment, you can set a Qualified Cadence for eligible leads and a Disqualified Cadence for ineligible leads.

Default Contact Consent

  • Set default SMS, email, and call consent values based on how that lead source should be handled operationally.

Lead Source Maintenance

  • Edit lead source name, sites, studies, cadence, and default consent settings when routing changes.

  • Enable or disable a lead source without deleting it when intake should be paused temporarily.

  • Delete a lead source only when it should no longer capture new leads.

Lead Event Review

  • Open a lead source detail page to review lead events.

  • Review event status, eligibility result, patient link, cadence link, and raw submission data when troubleshooting or confirming intake behavior.

  • If leads were received but not processed, select Reprocess and confirm to process them again.

When to Use Webforms and Lead Sources Together

  • Build and publish the webform first.

  • Then create or update the lead source so submissions route to the correct site, study, and cadence.

  • Review the first live submissions after launch to confirm the workflow is behaving as expected.

Best Practices

  • Publish webforms only after field order, eligibility rules, and wording have been reviewed.

  • Connect each production webform to the correct lead source before sharing it publicly.

  • Keep site, study, and cadence routing current in the lead source configuration.

  • Review lead events after setup changes to confirm leads are being processed correctly.

  • Use duplication when creating a variant of an existing webform rather than editing a live form without review.