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.
Step1: 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 the app store and choose Custom email from the 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 on the right-side menu:
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.
💡 Pro Tip:
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 the dashboard, open the desired form in the Editor.
Go to the Notify Tab.
Enable Send email to respondents and Receive email notifications.
Click on Add New Template from the menu on the right.
Once enabled, you can select Send and Receive email options, and then create and customize your email templates directly from the form editor.
Step 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!".
📝 Additional insights:
To see how you can pipe your form's data, read the following article:
Learn more about "How to use form fields in custom email templates". This article will guide you through using form responses dynamically in your email templates, making your communication more personalized and efficient.
Step 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:
Step 4: 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.
📝 Additional insights:
To learn how to set up custom SMTP for your custom emails, check out the following article:
How to set up custom SMTP for your custom emails. This guide will help you configure your own SMTP settings to send custom emails directly from your preferred email server.
Open your dashboard and click your profile icon. Then open integrations and Custom 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.
📝 Additional insights:
To learn how to send and receive conditional email notifications based on user responses, check out the following article:
How to send and receive conditional email notifications. This guide will walk you through setting up conditional email rules for both respondents and admins, making your email notifications more dynamic and tailored to your form submissions.