With logic-based notifications, you can automate email responses based on form submissions, helping you personalize communication and streamline your workflow.
This article guides you through sending email notifications to both form respondents and admins based on user answers.
ℹ️️ To learn more about setting up general, non-conditional email notifications – to get notified on any new submissions, or to send a confirmation/submission copy to the respondent – check out the guide below:
Step 1: Create your form
First, create a form that will collect the necessary information. For this tutorial, we'll use a Job application form as an example:
Question: "Which position did you apply for?"
Response options: Digital Marketing Manager, Account Manager, Software Engineer
Email field to collect respondents' email addresses.
Step 2: Create your email templates
Before setting up conditional notifications, you must prepare the email templates that will be triggered based on the responses.
1. Create an email template from the dashboard
Open your dashboard and click your profile icon,
Go to the Apps & Integrations → Email templates,
Click + Add new template, and it will open a window where you can customize your email template:
Each email template includes the following fields:
Template Name: Name the template for easy access later.
From Name: Specify the sender’s name or ID.
Email Subject: Write the subject of the email.
Reply-to Email: Choose the email address for responses (can be the form submitter’s email).
Email Server: Choose Formaloo’s server or your own SMTP.
2. Create an email template from the form editor
From the dashboard, open the desired form in the Editor,
Go to the Notify tab,
Enable Receive email notifications or Receive email notifications,
Click Add new template at the very bottom of the Email template dropdown.
Once created, you can use your new custom email templates in non-conditional notifications enabled in the Notify tab, under both Receive email notifications and Receive email notifications.
Step 3: Set up conditional email rules for respondents
Logic allows you to automate the flow of your form by setting up conditions and actions based on user responses.
Check out our basic logic guide to learn more about how logic works.
Let’s say you want to send a personalized email to candidates who applied for the Digital Marketing Manager position.
ℹ️️ If you want the respondents to receive an email, make sure you add an Email field to the form so that their email address is collected and used for sending the email.
ℹ️️ The On Submit section is located at the bottom of the logic page. Be sure to scroll down to access this area.
Example:
Condition: If the answer to the question “Which position did you apply for?” is Digital Marketing Manager, send a Thank you for applying for the Digital Marketing Manager position! email.
Steps:
On the right-hand sidebar, go to Logic → Advanced Logic.
Under On Submit, click Add rule, and create a condition like:
IF Which position did you apply for? IS Head of Marketing
THEN Send email USING the Thank you for applying for the Digital Marketing Manager position! template TO
select the Email field from your form.
You can add more conditions to send different emails based on user responses and selections, like sending different emails to applicants for other positions.
Step 4: Set up conditional email rules for admins
In addition to sending emails to respondents, you can also send emails to admins based on the responses.
ℹ️️ By admin, we mean the form owner, creator, or any team member who has access to create and edit the form. Admins will receive notifications when someone submits the form.
Example:
Condition: You want to send an email to the Head of Marketing when someone applies for the Digital Marketing Manager position.
Steps:
On the right-hand sidebar, go to Logic → Advanced Logic.
Under On Submit, click Add rule, and create a condition like:
IF Which position did you apply for? IS Digital Marketing Manager
THEN Send email USING the Marketing Department | New application template TO
type in the email address.
You can specify the recipient's email by filling in the "To" field with the Head of Marketing's email in the logic page:
You can create different email templates for each position (e.g., Digital Marketing Manager, Account Manager, Software Engineer) and use logic to send the related email template to the relevant department head for reviewing the submission.
Step 5: Test your logic
After setting up the rules, test your form by submitting sample responses. Make sure the correct emails are triggered based on the answers.
Test for each condition by submitting answers for Head of Marketing, Head of Sales, and Software Engineer to ensure the correct email templates are sent to both the respondent and the admin.
💡 For more information on creating and sending custom emails, check out the following guides:
How to send custom email templates: Discover how to set up and send tailored email templates to your respondents, enhancing your communication strategy.
How to use form fields in custom email templates: Learn how to dynamically insert form responses into your email templates for a personalized touch.
These guides will help you further customize your email notifications and improve user engagement.