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How to send custom email templates
How to send custom email templates

Create custom email templates to notify submitters & team on form submissions. Personalize emails with form data.

Updated over a week ago

By setting up custom email templates, you can customize the emails sent to you, your team, and your form submitters.

In this article, you'll learn how to set up custom email templates and custom SMTP.

⭐ Pro tip:

You can also use the data your audience submits in your forms and surveys to automate your notification emails.

1. Create a new email template

You have 2 options to create a new email template.

Option 1: Create from the dashboard

Open your dashboard and click your profile icon. Go to integrations and choose email from apps.

From here, you can click on "+ Add New Template" and it will open a window from where you can customize your email template. Make sure to add a template name as it is how it will be saved and if needed later chosen for different forms.

Each email template has the following fields:

  • Template name: This would make it easier to find the template when assigning it on the forms' notification settings.

  • From name: Who is this email sent from? You can include the email address or ID of the sender. However, note that only one ID can be added.

  • Email subject: Write the subject of the email here.

  • Reply-to email: When the user wants to reply to the email, which email address should it be addressed to? You can put the email address or the ID of the sender. You can make it one of the supported fields on your form. This only works when you have set up your custom SMTP. Check the last section of this article to learn more about custom SMTP.

  • Email server: You have 2 options, Formaloo Server (System Default) or your own SMTP Server.

Formaloo Server VS Your SMTP Server

If you choose the Formaloo server option, your emails will be handled by Formaloo Email Servers. This method guarantees email delivery.

Your transactional emails are subject to an initial hourly quota of 50 emails per hour which are automatically adjusted according to the reputation of your emails and the reactions of the recipients. Your reputation can quickly be impacted by negative reactions, as transactional emails are supposed to have high delivery and open rates.

The metrics that will have a negative impact on your quota are:

  • Hard bounces

  • Unsubscribes

  • Complaints

  • Very low open rate

  • Sending spam emails

As soon as you reach your hourly quota (or if it drops to zero), your emails will be queued in your backlog. These emails will then be sent as soon as your quota is renewed within an hour or restored.

Using this server is "free of charge" during the beta program. By using this option, you agree that you will never send spam or unwanted emails to any contact.

For choosing your own SMTP server, you can set up and connect your own Email server via your own SMTP settings here. In this method, all emails of this template will directly be sent via your connected SMTP server.

As this is directly connected, we can not guarantee email delivery or show any reports.

Please make sure your SMTP settings work before putting them here.

This method is always free of charge and there's no limit on the number of emails and frequency. You will be bound by the configuration of your own SMTP server.

Option 2: Create from the form editor

From your dashboard, choose the form/survey you'd like to customize an email template for. Then go to the editor of the chosen formaloo by clicking on edit base.

To access email template customization, click on the notify tab. According to your decision on whether to send the email to the submitter, receive a notification yourself once the form is submitted, or both - you have to enable those buttons.

You can add a template either from the email template shown under the admin email template. From here, click on "+ Add new templates".

It will open up the same window from where you can create a new email template.

🗄️ Old dashboard:

Open your dashboard and click your profile icon. Then open the Email Templates page. Enable the email templates option, and create your first template.

When you click on "Create Template", you'll see a default email template start with. Feel free to customize it and change any part you want.

2. Customize the emails using your form's data

You can pipe and show the values of your form's data into your email template. This way, when someone submits the form, they'll receive a personalized email with their own submitted data.

For example, let's say the 2nd field on your form is asking for the user's name. In the custom email, you can write: Hi, {{field_2_value}}. This way, if the user enters "Jane" as their name in the second field, they'll receive an email that says "Hi Jane!".

To see how you can pipe your form's data, read the following article:

3. Assign the created email templates to your form

Once you create an email template with all appropriate content, you can assign them to specific forms from the notify tab and choose your template below the default one.

For example, if you create a template called Template 101, it will show up accordingly:

🗄️ Old dashboard:

You can choose which email template to use for notifying your team or the form submitters by setting it in the Notifications tab of your formaloo editor.

Pro tip: Customize SMTP settings

To send emails from your custom email address, you should set up your SMTP settings. For this, you need a working SMTP server for your emails.

Open your dashboard and click your profile icon. Then open integrations and Email. From here click on the SMTP setting and it will open up the tab from where you can enter your SMTP server info.

Having your custom SMTP, you can change the Reply-to email address field to send the notification emails from your custom email address.

🗄️ Old dashboard:

Open your dashboard and click your profile icon. Then open the Email Templates page. From the right side of the page, click the SMTP Settings button. There, you can enter your SMTP server info.

Having your custom SMTP, you can change the Reply-to email address field to send the notification emails from your custom email address.

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