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.
Follow these steps to set up conditional emails:
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: Head of Marketing, Head of Sales, Software Engineer
Email field to collect respondents' email addresses.
Step 2: Enable email notifications for respondents and admins
1. Enable email for respondents
After creating your form, go to the Notify tab and enable the Send email to respondents option.
This will allow the respondents to receive the conditional emails based on their answers.
2. Enable email for admins
In the Notify tab, also enable the option to Receive email notifications.
Based on the form responses, this will send notifications to the admin when the conditions are met.
Step 3: 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 App Store and choose Custom Email from the apps.
Click + Add New Template, and it will open a window where you can customize your email template.
Name your template for easy reference.
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 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 4: 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 Thank You email to candidates who applied for the Head of Marketing position.
💡Note:
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.
The "On Submitting the Form" 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 Head of Marketing, send a Thank You email.
Steps:
On the right-hand sidebar, go to Logic and scroll down to Advanced Logic.
Under "On Submitting the Form," click Add Rule to create conditions.
Create a condition like:
If "Which position did you apply for?" is Head of Marketing
Then Send email Using the Thank You for Applying template.
You can add more conditions to send different emails based on user responses, like sending different emails to applicants for other positions.
Step 5: 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.
Example:
Let’s say you want to send an email to the Marketing Department Manager when someone applies for the Head of Marketing position.
Steps:
In the Logic section, create a rule:
If "Which position did you apply for?" is Head of Marketing
Then Send email Using the Marketing Department Manager template.
You can specify the recipient's email by filling in the "To" field with the Marketing Manager's email in the logic page, as seen in the screenshot.
You can create different email templates for each position (e.g., Head of Marketing, Head of Sales, Software Engineer) and use logic to send the related email template to the relevant person for reviewing the submission.
For example, if the applicant applies for the Head of Sales position, use the Sales Department Manager template and send the email to the Sales Manager.
For a clearer example, assume we want to send an email to the marketing manager if the applicant applies for the Head of Marketing position.
The email will contain the applicant's name and email, allowing the marketing manager to review the applicant's details.
💡Pro tip:
You can create different email templates for each position (e.g., Head of Marketing, Head of Sales, Software Engineer) and use logic to send the related email template to the relevant person for reviewing the submission.
For example, if the applicant applies for the Head of Sales position, use the Sales Department Manager template and send the email to the Sales Manager.
Step 6: 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.
📝 Additional insights:
For more information on creating and sending custom emails, check out the following tutorials:
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.