Step 2: Connect SinergiaCRM and Look Up Existing Contacts

Next, the workflow checks SinergiaCRM for an existing contact by NIF and prepares CRM data for downstream logic.

1. Open Lookup Contact by NIF and confirm Module is set to Contacts.
2. In the filter, set Field to stic_identification_number_c and Value to {{ $json['Identification number (NIF)'] }}.
3. Credential Required: Connect your SinergiaCRMCredentials credentials in Lookup Contact by NIF.
4. Open Combine CRM Records and set Mode to combine, Advanced to true, and Join Mode to enrichInput2.
5. In Combine CRM Records, set Merge By Fields to map attributes.stic_identification_number_c with NIF.

Step 3: Set Up Field Mapping and Contact Validation

This step standardizes incoming fields and checks whether a contact already exists.

1. In Map Form Fields, add assignments for: First name = {{ $json['First name'] }}, Last name = {{ $json['Last name'] }}, NIF = {{ $json['Identification number (NIF)'] }}, Email = {{ $json.Email }}, and id = {{ $json.id }}.
2. In Validate Contact Presence, set the condition to String → Not Empty with Left Value {{ $json.id }}.

Step 4: Configure CRM Creation and Relationship Linking

Depending on whether a contact exists, the workflow either links the volunteer to an existing contact or creates a new one before linking.

1. In Create CRM Contact, set Module to Contacts and Operation to create.
2. Set Data in Create CRM Contact to { "first_name": "{{ $json['First name'] }}", "last_name": "{{ $json['Last name'] }}", "email1": "{{ $json.Email }}", "stic_identification_type_c": "nif", "stic_identification_number_c": "{{ $json.NIF }}" }.
3. Credential Required: Connect your SinergiaCRMCredentials credentials in Create CRM Contact.
4. In Link Volunteer to Contact, set Module to stic_Contacts_Relationships and Operation to create.
5. Set Data in Link Volunteer to Contact to { "start_date": "{{ ('0' + new Date().getDate()).slice(-2) + '/' + ('0' + (new Date().getMonth() + 1)).slice(-2) + '/' + new Date().getFullYear() }}", "relationship_type": "volunteer", "stic_contacts_relationships_contactscontacts_ida": "{{ $json.id }}", "assigned_user_id": "2" }.
6. Credential Required: Connect your SinergiaCRMCredentials credentials in Link Volunteer to Contact.
7. In Attach Volunteer Relation, confirm Module is stic_Contacts_Relationships, Operation is create, and the Data field matches the same volunteer relationship payload.
8. Credential Required: Connect your SinergiaCRMCredentials credentials in Attach Volunteer Relation.

Step 5: Configure the Email Notification Output

This step sends a confirmation alert to your team when a volunteer is registered.

1. Open Send Team Email Alert and set Send To to [YOUR_EMAIL].
2. Set Subject to 🎉 New Volunteer Just Joined!.
3. Set Message to the HTML payload provided, ensuring the expressions reference {{ $('Volunteer Form Intake').item.json['First name'] }}, {{ $('Volunteer Form Intake').item.json['Last name'] }}, {{ $('Volunteer Form Intake').item.json.Email }}, and {{ $('Volunteer Form Intake').item.json['Identification number (NIF)'] }}.
4. Credential Required: Connect your gmailOAuth2 credentials in Send Team Email Alert.

Step 6: Test and Activate Your Workflow

Verify your form intake, CRM updates, and email alerts before enabling the workflow.

1. Click Execute Workflow and submit a test entry in Volunteer Form Intake.
2. Confirm that an existing contact is linked via Link Volunteer to Contact or a new contact is created via Create CRM Contact and then linked by Attach Volunteer Relation.
3. Check that Send Team Email Alert sends the notification to [YOUR_EMAIL] with the correct form data.
4. Once verified, toggle the workflow to Active for production use.