With logic-based notifications, you can automate email responses based on form submissions, helping you personalize communication and streamline your workflow.
Follow these steps to set up conditional emails:
Step 1: Create your form
You can start by creating a form. For this tutorial, we'll use a feedback form as an example:
Create a feedback form with a question like:
“How would you rate the event?”
Response options: Excellent, Good, Fair, Poor.
Add an email field to collect respondents' email addresses.
Go to the form’s Notify tab and enable the "Send email to respondents" option. This will allow respondents to receive the conditional emails you set up based on their answers.
Step 2: Create your email templates
Before setting up conditional notifications, prepare the email templates that will be triggered based on responses.
You have 2 options to create a new email template.
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 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.
Create an email template from the form editor
From your dashboard, choose the form/survey for which you'd like to customize an email template. Then go to the editor of the chosen formaloo by clicking on the edit form.
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.
📝 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.
Let's continue with our example:
For our feedback form, we can add two email templates:
Thank you email for attendees who rated an event as “Excellent” or “Good.”
Improvement suggestions email for attendees who rated the event as “Fair” or “Poor.”
Step 3: Open the form's editor
Select the form you want to use and open it in the editor.
Click on the rating question field (e.g., “How would you rate the event?”).
Step 4: Set up conditional email rules
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.
Rule 1: If the answer to "How would you rate the event?" is “Excellent” or “Good,” then send the Thank you email template.
Rule 2: If the answer is “Fair” or “Poor,” then send the Improvement suggestions email template.
You can create multiple rules based on your needs to cover all conditions.
Step 5: Test your logic
After setting up the rules, test the form by submitting sample responses.
Check if the correct email is triggered based on the answers to ensure everything works smoothly.
Using conditional email logic automates follow-ups, saves time, and ensures personalized communication with your audience.
By tailoring messages based on responses, you can boost engagement and improve customer experience.