Tip of the fortnight 5 - Autoresponder emails to improve customer engagement
Hello fellow form builders,
Is it raining form submissions? Congratulations! But it doesn't end there. It's time to figure out a way to acknowledge that pile of submissions and possibly convert them into potentials.
Instead of sending emails to a mailing list, why not build your own email service to reach customers and make it a part of your lead-nurturing efforts? In this three-part series, we will show you how to use Email Notifications inside Zoho Forms. Today we'll walk you through autoresponder emails .
Autoresponders fire emails automatically to the configured To recipients when a form is submitted/updated without any need for a manual trigger. The benefit? It's quite obvious: these email notifications are extremely helpful in interacting with prospects who filled out a form. If you're looking to build stronger customer communication, this can help in following and nourishing leads, allowing you to be constantly proactive in your customer engagement.
First, outline the sequence
Email notifications can be tailored to fit the workflow you want with your form.
Create templates
and configure them as "ADDED" to trigger emails when a new form is entered or configure them as "UPDATED" templates to trigger emails when an
existing form
is edited.
The email can be personalized to fit your requirements. You can set the
To
recipients as yourself, your team, users, or
non-users
of your organization. To send the email to the customer who fills out the form, use an email address field as the
To
recipient (remember to add this field prior in your form). Take a look at the email template examples for a
Registration
Invite
configured for the form respondent and a
New
Registration
for the team. This contextual flow with a distinct template setup will deliver emails to the respective people.
Remember, your email reflects your brand
Besides a personalized message, the body of the email can reassure customers when it includes their form answer. To do this, use the icon next to Field Labels link. The text will get replaced with the form answers when the email is sent. You can personalize it further to render as a design card by inserting your company's logo or any relevant images with information they need to know. It should look something like this:
Provide useful information
If the data collected with your forms is your first point of contact with your new leads, send them relevant URLs or links like the product's homepage, other web pages, etc.
For a workflow that needs to reveal the entered data, you can include the entire form submission in the email's body or even include the attachment of the submitted form as a PDF. If your workflow involves a document created using the form answers, you can also include that as an attachment (read the full post
The scope of the autoresponder emails is vast: Bring in a way to generate a Welcome message, Subscription Success message, Order Confirmation message, Thank You ecard, and more. What are the email practices for your businesses? Comment below—we'd love to hear from you.
Until next fortnight,
Prasana
Access your files securely from anywhere
New to Zoho Recruit?
Zoho Developer Community
New to Zoho LandingPage?
Zoho LandingPage Resources
New to Zoho Survey?
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho CRM Plus?
Deliver unforgettable customer experiences
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Zoho Marketing Plus?
Everything you need to run your marketing
New to Bigin?
Topic Participants
Prasana Lakshmi
Sticky Posts
Tip #10: Automatically add tags to Zoho CRM records using form responses
You may be using tags to filter records, create reports based on specific tags, or let your sales team to know which clients to give priority to. Don't skip tagging for the crm records added via forms. The tags can be set to be automatically captured during the form submission. How it works When you set up a configuration to push form entries into CRM, you can add a tag to them automatically. The tag value can vary based on the respondent's input (captured using form fields), or you can include aTip #2: Prefill forms automatically with existing Zoho CRM data
How to automatically prefill a form with existing Zoho CRM data? Prefilled forms can be useful when you want your prospects to view and confirm their data, and in a wide range of other situations. In Zoho Forms, we prefill the fields with the values from Zoho CRM using the Zoho CRM field. What is a Zoho CRM field? A Zoho CRM field acts as a two-way communication channel, by sending data to Zoho CRM from forms and fetching information from CRM into Forms. The field will look up data from your CRMTip #8: Pass Adwords data (GCLID) and UTM parameters to Zoho CRM using forms
When you are using forms to capture leads, you may wonder: " How did they find me? Which marketing campaign worked best?" You can answer this question by capturing the Google Adwords data (GCLID) or the UTM parameter details in your CRM using forms. This can be a great way to gauge the effectiveness of your campaigns and identify the most effective ways to capture leads. Capturing GCLID parameters How it works If a person finds your form by clicking an ad, a GCLID gets created. When they fill outZUG (Zoho User Group) In-person Meetups - Maximize Data Efficiency with Zoho Forms & Beyond
Hello Zoho Community, Join us for our upcoming meetups in ANZ, where we'll dive into seamless data handling and maximizing efficiency through Zoho Forms and beyond. Explore the potential of Zoho Forms customization and integration, from mastering theTip #9: Modify deal properties in Zoho CRM using form responses
How to modify deal properties of Zoho CRM records using form responses? Deal properties in Zoho CRM records are constantly modified based on the status of the deal. You can automatically modify deal properties (like the deal closing date, or deal name) and even update the deal stage, using form inputs. This can drastically reduce the work your team would otherwise do to search and change individual record details manually. How it works This works by integrating the form with the Deals module of Zoho
New to Zoho TeamInbox?
Zoho TeamInbox Resources
Zoho CRM Plus Resources
Zoho Books Resources
Zoho Subscriptions Resources
Zoho Projects Resources
Zoho Sprints Resources
Qntrl Resources
Zoho Creator Resources
Zoho CRM Resources
Design. Discuss. Deliver.
Zoho Show Resources
Get Started. Write Away!
Writer is a powerful online word processor, designed for collaborative work.
Zoho CRM コンテンツ
-
オンラインヘルプ
-
Webセミナー
-
機能活用動画
-
よくある質問
-
Ebook
-
-
Zoho Campaigns
- Zoho サービスのWebセミナー
その他のサービス コンテンツ
Nederlandse Hulpbronnen
ご検討中の方
Recent Topics
Email login error
Login successfully but email page errorShared Mailboxes Disappeared
Zoho Mail users in our company haven't been able to see their Shared Mailboxes for the past few hours. I've checked with App and Web Access, but they can't access them. When I send emails to their addresses, I get no error messages. They're still visibleRemote Server is misconfigured
Dear Team, I am unable to use email id as remote server is misconfigured. It would be really great if you could help on this and get this resolved. Thanks & Regard Rohit Guptawhy cant i access my email account. it keeps asking me for reverifiying my account by entering my password.
I cant access my account. it keeps asking me for reverifcaton by entering my password. once its entered it asks for it over and over.Free webinar alert on October 16 - Less Complexity, More Security: Workplace + Directory
Hello Zoho Workplace Community! Security and productivity shouldn't be at odds—and with Zoho, they're not. Discover how Zoho Workplace + Directory delivers seamless collaboration with enterprise-grade security, all in one integrated ecosystem. Join ourEmail Recall Feature In Zoho Mail Which Should Also Work For Outside Organisation Members
Add a feature to recall or undo sending an email within a configurable short time window (e.g., 30 seconds to 2 minutes) after hitting send, similar to Gmail’s undo send. Currently the sent email can not be recall If the recipient is not from within yourWorkdrive and ChatGPT Team Synced Connectors
Hi, we want to be able to integrate Zoho Workdrive with OpenAI’s ChatGPT Team plan. Google Drive and OneDrive both offer this, zoho please catch up asap. We dont want to have to put our company files in google drive, we want to allow chatgpt Team editionAlias Name (on items) use case in Zoho inventory
Hey, Hope everyone is well. Wondering if anyone can shed some light on the use case of Alias Names on Products in Zoho Inventory? Cheers, ChrisUpdating an Invoice Line Item's Discount Account via API Call / Deluge Custom Function
I need help updating an invoice line item's discount account via API. Below is a screenshot of the line item field I am referring to. Now the field to the left of the highlighted field (discount account) is the sales income account. I am able to modifySend e-mail with attachments
Dear Zoho, How is that possible in Zoho Flow to send an e-mail with attachment? Just a simple example: Zoho Flow checks my Zoho mails and if the conditions starts the trigger then I would like to send an email with the original email's attachment. Any idea? BR, AdamHow to I get checkboxes on a subform to update via deluge
Hello, would someone be able to tell me what I'm doing wrong here? I am trying to take the contents of a Deals subform and add them to an invoice then update the checkbox on each row so that 'add to invoice' is unticked and 'invoiced' is ticked. The outputYour bot just got smarter: AI-Powered routing that reads between the lines
What if your bot could tell the difference? Between a visitor who just needs a quick answer, someone actively comparing options, and a frustrated customer one click away from leaving? Most bots can't. They deliver the same response to everyone, missingUrgent Security Feature Request – Add MFA to Zoho Projects Client Portal Hello Zoho Projects Team,
Hello Zoho Projects Team, We hope you are doing well. We would like to submit an urgent security enhancement request regarding the Zoho Projects Client Portal. At this time, as far as we are aware, there is no Multi-Factor Authentication (MFA) availableUnified customer portal login
As I'm a Zoho One subscriber I can provide my customers with portal access to many of the Zoho apps. However, the customer must have a separate login for each app, which may be difficult for them to manage and frustrating as all they understand is thatZoho Projects - Task Owner filter at Project level
Hi Projects Team, The feature requests I would like to raise is the ability to create a custom view at the project level for projects with tasks owned by a user or users. For example "Ashley's Projects" custom view might contain a list of project in whichCadences
I have just started using Cadences for follow-up up email pipeline. Is it just me or do you find the functionality very basic? For example, it will tell me (if I go looking for it) if someone has replied to a follow-up and been unenrolled; but it won'tCustom Fonts in Zoho CRM Template Builder
Hi, I am currently creating a new template for our quotes using the Zoho CRM template builder. However, I noticed that there is no option to add custom fonts to the template builder. It would greatly enhance the flexibility and branding capabilities ifWould be really awesome to have Created Time and Modified Time showing for custom functions list
It would be SO HELPFUL to be able to sort custom functions by created time/ modified time. Also seeing a created by/ modified by with the little profile picture would be supremely helpful as well. Just really hard sometimes to find a function you wereTicket Export Does Not Include Ticket Threads
Dear Zoho Desk Support Team, I hope you’re doing well. I would like to report an issue regarding the ticket export functionality in Zoho Desk. Currently, when exporting tickets, the ticket threads or conversation history are not included — only the ticketPayments made notification
This is a really wonderful feature but we can only use it for about 50% of payments made & have to revert to sending statements which is a real chore. Credits applied to the bills paid in the notification aren't included & this causes great confusion in the accounts receivable departments. Please, please add this required feature asap ! .....Ability to add VAT to Retainer Invoices
Hello, I've had a telephone conversation a month ago with Dinesh on this topic and my request to allow for the addition of VAT on Retainer Invoices. It's currently not possible to add VAT to Retainer Invoices and it was mutually agreed that there is absolutely no reason why there shouldn't be, especially as TAX LAW makes VAT mandatory on each invoice in Europe! So basically, what i'm saying is that if you don't allow us to add VAT to Retainer Invoices, than the whole Retainer Invoices becomesZOHO DESK link with Power BI
HI, I am using ZOHO Desk for last two years and now my client is asking to integrate ZOHO desk data to Power BI so that they can use Data for reporting. Kindly guide in details so that i can give access to ZOHO desk export data for more visibility.URLs being masked despite disabling tracking
Hey, We had disabled click tracking from an email update we are sharing with our users. Despite this, the URL the end user is receiving is masked, and looks like "https://qksyl-cmpzourl.maillist-manage.net/click/1d8e72714515cda6/1d8e72714515ca70" insteadDashboard Autorefesh
Good day, I am a dashboard that displays the number of tickets based on "Product Name". This dashboard is displayed on a big TV for the team to monitor. Can the dashboard auto-refresh every few minutes to display the new values? Currently, we have closedDeferred/ Unearned revenue
Dear Zoho Team, Just in case you have missed out my query posted few days ago: We issue invoices relating to 12-month web hosting service. When we issue the invoice, we should record the entire amount of the invoice as DEFERRED/UNEARNED REVENUE (ie. $10Report Hover Setting
Would be great if we will able to show information to the user while hovering a record in a report.Bigin Android app update: Zoho Books integration
Hello everyone! We’re excited to introduce Zoho Books integration on the latest version(v1.8.5) Bigin Android app. Once the integration is completed in the web(bigin.zoho.com), the Zoho Books tab will be visible in detail View of Contacts, Companies,Audit Log enhancements: Increased retention period, better user visibility, and more
Hello everyone, The Audit Log brings in the following enhancements which improve the overall ability to manage data. Why did we make these updates? Extended Data Retention: Audit data can now be filtered and exported for a 60-day period, doubling theQuestion Regarding Managing Sale Items in Zoho Books
Good day, I was wondering about something. Right now, Zoho Books doesn’t seem to have a way to flag certain items as being on sale. For example, if I want a list of specific items to be on sale from October 1 to October 12, the user would have to export[WEBINAR] Smooth year-end closure with Zoho Books (KENYA)
Hello there, This webinar is for all Kenyan businesses looking to wrap up their financial year smoothly! Join our free session to learn how Zoho Books can simplify your year-end process. What to expect from this webinar: - All the latest updates in ZohoSystem flaws and lack of response from Zoho
I have had to go on here as no-one is replying to my emails regarding my problem (been 10 days and no email reply) and your chat facility online through your Zoho Books software opens and closes immediately, so not functioning properly. I actually calledCustomer Grouping
Hi, how can I group multiple customers into single group. So that I can have idea of accounts receivables of all the customers in single group. Like if there are multiple subsidiaries of same company we have having a business with, and want to view theTwo currencies
More and more I am finding that internattional payments' fees are unpredictable. I would like, on my invoices that are in a foreign currency (eg. USD$ or EUR€) for there to be a GBP£ TOTAL display alongside the invoice's currency total. This would makeZoho Books | Product updates | September 2025
Hello users, We’ve rolled out new features and enhancements in Zoho Books. From PayNow payment method to applying journal credits to invoices and bills in other locations, explore the updates designed to enhance your bookkeeping experience. IntegrateGST Slabs Redefined: Stay Compliant Using Zoho Books!
Hello Everyone! The Government of India is rolling out new GST rates, a major reform aimed at simplifying the current tax structure starting 22 September 2025. GST will move from four slabs (5%, 12%, 18%, 28%) to two main slabs (5% and 18%), plus a specialZoho Books | Product updates | October 2025
Hello users, We’ve rolled out new features and enhancements in Zoho Books. From iOS 26 updates to viewing reports as charts, explore the updates designed to enhance your bookkeeping experience. Zoho Books Updates for Apple Devices At WWDC 2025, AppleNeed Inactive accounts to be visible in Reports in Zoho Books
I N=need Inactive accounts to be visible in Reports in Zoho Books to do recons of the accounts but when i see the same they are not visible in the Accountant - Account Transactions reportEdit item custom fields
Getting this error : Transactions have been created with the custom field. Hence it cannot be deleted. Not trying to delete it, just trying to change which modules to show in or to not show at all in transactions !Zoho Books - How to Invoke a Custom Function in Schedulers
We have multiple schedulers that send emails to customers in batches. Currently, we are maintaining the same code across several schedulers. Is it possible to use a custom function inside a scheduler script? If yes, how can we invoke the custom functionUse Zoho Books to bill for work done in Zoho Desk??
I'm trying to see if something is possible (and if yes, how). We use Zoho One to manage our business. We have a lot of clients that will put in a ticket (via portal) to have work done. Out techs will pick up the ticket, do the work, and then log the timeNext Page