Tip of the fortnight 6 - Conditional emails based on form inputs

Tip of the fortnight 6 - Conditional emails based on form inputs

Hello fellow form builders,

If you're looking to craft hyper-personalized emails based on your customer's form input, this is the guide for you!

Here's a common scenario: " I need to fire different email content to a large number of customers. Do I do this manually, analysing their form inputs and then toiling away sending them emails with different content? " Nope, not necessary. A simple, rule-based email setup can provide the solution.



Email notifications in Form Rules lets you create conditions and deliver emails with custom content when the chosen/entered form answer satisfies that condition. Also, when a particular answer is not entered for a field or when it is left empty, the email can be set to trigger as well. This saves a ton of time. You can sit back and watch the conditional emails fire automatically upon form submissions, allowing you to concentrate on the other services that matter for your business.

Emails based on answer choices 

A form that involves the customer's opinion/decision as they pick the choices you provide needs to be promptly acknowledged. In Form Rules, choose a condition for a field and set a value the field needs to satisfy. Then, from the below dropdown, choose Send Email and configure the email template as desired. 

To help provide a clear picture, I've put together a few examples:

  • If the query is related to tax declaration, trigger an email to HR
  • If the payment amount is greater than 100, trigger an email to the customer offering a discount code for the next purchase.
  • If the feedback field is not empty , trigger an email to the support team.



Emails based on ranges (date and numbers)

It's possible to deliver emails based on a date that falls between a specific range, say for an event, meeting, or an order. All you need to do is to set condition as Between and then choose the date range. Also, when dealing with numbers, use the same procedure as above. For example, an email requesting a meeting can be sent to a student's parent when the student's grade falls between 40-80. 


 


Emails based on a confirmation 

Confirmation is decisive. Creating conditions can acknowledge it and deliver timely emails. For example, a simple True state of a decision box can trigger the delivery of a free e-book to their inbox, or adding gift wrapping to an order can be addressed to the concerned with an email.



Multiple conditions for a single email

If validating a single condition won't be enough to trigger a specific email, you can add multiple conditions for the same email. Add the group of conditions and set if all of those or any one of them needs to be satisfied in order to trigger the email. For example, if both (choose the state as ALL ) the Country field is United States and the Query field comes under Plan Upgrade/Downgrade , then an email is set to be triggered to the support team.



Try setting up conditional emails and comment below with your thoughts. How do emails play a part in your business? Let us know—we'd love to hear from you! ( This is the second post of the email notification series. If you missed the previous post on autoresponders, read it here.) 

Until next fortnight, 
Prasana


To get updated every fortnight on useful form tips, click follow under our community learning series.



    Access your files securely from anywhere

        MCP Tool Guide MCP Changelog
            What's new
            Blogs
            Community
            Zia
            API resources
            Pricing
            Integrations
            Town Hall
            Custom Apps


            All-in-one knowledge management and training platform for your employees and customers.






                                  Zoho Developer Community



                                      Bootcamp
                                      Community
                                      Pricing
                                      Webinars
                                      What's New
                                      Integrations
                                      Contact Support
                                      Contact Sales
                                        Zoho Survey Resources
                                          Features
                                          Survey Templates
                                          Integrations
                                          Community
                                          iOS Mobile Surveys
                                          Pricing
                                          Android Mobile Surveys
                                          Insurvey Blogs
                                          Insight Blogs
                                          Tips & Tricks





                                                      Latest Feature Updates

                                                        • Desk Community Learning Series


                                                        • Digest


                                                        • Functions


                                                        • Meetups


                                                        • Kbase


                                                        • Resources


                                                        • Glossary


                                                        • Desk Marketplace


                                                        • MVP Corner


                                                        • Word of the Day


                                                        • Ask the Experts




                                                            Zoho SalesIQ Resources

                                                                  • 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 a

                                                                  • Tip #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 CRM

                                                                  • Tip #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 out

                                                                  • ZUG (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 the

                                                                  • Tip #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


                                                                  Manage your brands on social media
                                                                  Access Zoho Social

                                                                    Zoho Pagesense Resources


                                                                        Zoho TeamInbox Resources

                                                                          Zoho DataPrep 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

                                                                                            • CRM Community Learning Series

                                                                                              CRM Community Learning Series


                                                                                            • Kaizen

                                                                                              Kaizen

                                                                                            • Functions

                                                                                              Functions

                                                                                            • Meetups

                                                                                              Meetups

                                                                                            • Kbase

                                                                                              Kbase

                                                                                            • Resources

                                                                                              Resources

                                                                                            • Digest

                                                                                              Digest

                                                                                            • CRM Marketplace

                                                                                              CRM Marketplace

                                                                                            • MVP Corner

                                                                                              MVP Corner









                                                                                                Design. Discuss. Deliver.

                                                                                                Create visually engaging stories with Zoho Show.

                                                                                                Get Started Now


                                                                                                  Zoho Show Resources

                                                                                                    Zoho Writer

                                                                                                    Get Started. Write Away!

                                                                                                    Writer is a powerful online word processor, designed for collaborative work.

                                                                                                      Zoho CRM コンテンツ




                                                                                                        Nederlandse Hulpbronnen


                                                                                                            ご検討中の方





                                                                                                                      • Recent Topics

                                                                                                                      • Zia Agents looks promising, but I still cannot deploy my first agent or connect WhatsApp after weeks of support tickets

                                                                                                                        Hi Everyone, I am posting here because I am stuck and need practical help from someone who has successfully deployed a Zia Agent with WhatsApp. Zia Agents looks like a very promising product. I have watched the platform expand quickly, and I have noticed

                                                                                                                      • Valid characters for use in email addresses using Zoho's apps/APIs

                                                                                                                        We have found an issue with the + sign character in zoho subs - we are allowed to create a customer with an email address that has a plus sign but the API doesn't allow the + so the billing portal is not created. We are going to prevent users from using

                                                                                                                      • Why cant i see the Campaigns module in my Zoho app

                                                                                                                        I am on the ZOHO CRM Standard edition. I can clearly see and use the Campaign module when viewing the ZOHO CRM desktop. When I switch to my phone, the Campaign Module does not show. I have gone through all the settings I can think of, but I still can't

                                                                                                                      • Feature Request – Per-Channel Pre-Chat Form Controls

                                                                                                                        We'd like the ability to enable/disable the pre-chat form on a per-channel basis, rather than having a single global setting. On the website widget, asking for name and email before chat starts makes sense. On WhatsApp, however, email isn't necessary

                                                                                                                      • Remove the mandatory Name Card buttons (or at least make them optional)

                                                                                                                        Please remove the mandatory Name Card buttons (or at least make them optional) A recent change to the Name Card in Zoho SalesIQ (currently affecting WhatsApp) introduced mandatory buttons before a visitor can provide their name. I believe this change

                                                                                                                      • Copy + Paste in Notes: Text color and text background are not retained

                                                                                                                        I've recently started using Zoho Notebook as an Evernote replacement. When copying and pasting text within Zoho Notes, I notice that the formatting of the text (text color and background color) is not retained when pasting. Only the attributes "Bold"

                                                                                                                      • Need to show discount before total after subtotal

                                                                                                                        Need to show discount before total after subtotal on my estimate template (see attachment)

                                                                                                                      • Google Ads Data is Publicly available in Zoho CRM

                                                                                                                        We recently discovered that ALL of the following Google Ads fields are visible to all users in our CRM that have access to either Leads or Contacts modules. Not only is this troubling and inconvenient, it should be unacceptable. It also creates a mess

                                                                                                                      • Zoho Books bill pay option not available with zoho one

                                                                                                                        Why isn't Zoho Books bill pay add-on not available for Zoho one customers not even as a purchasable option. I think this is very inconvenient for companies wanting to use this feature all in one system

                                                                                                                      • Bounce rates

                                                                                                                        Where can I see my bounce rates for: 1. Each email I send out, and 2. in total?

                                                                                                                      • Zoho Mail Does Not Integrate with Analytics

                                                                                                                        Hello everyone, Just wanted to make a quick post about the problem with zoho mail. Currently it does not connect to Zoho Analytics, which I think is crazy considering both of these applications have existed for a long period of time. Even zoho voice a

                                                                                                                      • ¿Puedo migrar mi sitio desde WordPress a Zoho? ¿Zoho admite herramientas con código personalizado?

                                                                                                                        ¡Hola comunidad! Estoy evaluando la posibilidad de migrar mi sitio web https://calculadoradenotas.cl/ desde WordPress a una solución Zoho, y tengo algunas dudas técnicas que espero puedan aclararme. Mi sitio no es solo informativo: es una herramienta

                                                                                                                      • Add a Parameter to the ZOHO CRM Deluge sendmail to denote priority (defaulting to normal if unspecified)

                                                                                                                        Hello! There is a similar thread for Creator out there that is 2 years old, but I'd like to raise it in the ZOHO CRM category as well. Would you kindly update the existing Deluge sendmail function to allow a priority parameter? The parameter should allow

                                                                                                                      • Set Custom Icon for Custom Modules in new Zoho CRM UI

                                                                                                                      • Email outbox is now available in the sandbox

                                                                                                                        Hello all! Testing emails without visibility has always been a blind spot in the sandbox. With the new Outbox, that gap is closed. You can now view and verify every email triggered from your sandbox, whether it’s through workflows, approvals, or mass

                                                                                                                      • Transform your line of items into line items: ICR can now record your table values as subform values

                                                                                                                        Enhancement in Zoho CRM Dear Customers, We hope you're well! Zia Vision’s ICR capability can now recognize, extract, and store tabulated values in your subforms. An ideal example is a university application form. It has printed fields and handwritten

                                                                                                                      • is it possible to add more than one Whatsapp Phone Number to be integrated to Zoho CRM?

                                                                                                                        so I have successfully added one Whatsapp number like this from this User Interface it seems I can't add a new Whatsapp Number. I need to add a new Whatsapp Number so I can control the lead assignment if a chat sent to Whatsapp Phone Number 1 then assign

                                                                                                                      • Add the ability to Hide Pages in Page Rules

                                                                                                                        Hi, We have Field Rules to show and hide fields and we have page Rules, but we can't hide a page in Page Rules so it isn't completed before the previous page (And then have the Deny Rules to prevent submitting without both pages completed), we can only

                                                                                                                      • Data Export is forcing Creation/Modified date just like reports

                                                                                                                        The data export now forces you to select a created or modified date. There is not an All-Time option. This severely cripples the whole function of data export for audit purposes. If the data export (or reports for that matter), requires a date, there

                                                                                                                      • Calendar Year View?

                                                                                                                        Is there a way I can view the calendar in year view? Maybe create a page with a view like this?

                                                                                                                      • Automation Series: Auto-update Project End Date When a Task is Rescheduled

                                                                                                                        When a project is planned, tasks are scheduled within the projects timeline. Any delay in the predecessor tasks can delay dependent tasks, which can in turn impact the project timeline. Unless the project is manually rescheduled, the end date might not

                                                                                                                      • What is a realistic turnaround time for account review for ZeptoMail?

                                                                                                                        On signing up it said 2-3 business days. I am on business-day 6 and have had zero contact of any kind. No follow-up questions, no approval or decline. Attempts to "leave a message" or use the "Contact Us" form have just vanished without a trace. It still

                                                                                                                      • Zoho Social | Instagram Integration in Zoho Desk

                                                                                                                        Good day Zoho team! I have a question. If we link the Instagram business account to our Facebook page, and we integrate the Facebook to Social in Zoho Desk, the "Messages" from Facebook will be converted into Ticket right? Does it also convert the Instagram

                                                                                                                      • Cliq iOS can't see shared screen

                                                                                                                        Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? Regards

                                                                                                                      • Rich-text fields in Zoho CRM

                                                                                                                        Moderation Update: During the initial release of Rich Text fields, it was supported only in the Enterprise and Ultimate editions. We have gradually extended Rich Text fields to all the paid editions of Zoho CRM. Hello everyone, We're thrilled to announce

                                                                                                                      • Tip #52: Practical uses of Zia Search in Zoho Sprints

                                                                                                                        If your agile team uses multiple Zoho apps, your team members might often find themselves switching between those apps looking for related information. When the data you're looking for is spread across different workspaces within Zoho environment, rely

                                                                                                                      • New field in Zoho Forms: Validate structured data with the Regex field

                                                                                                                        Have you ever received form submissions where the information looked almost correct but wasn't quite in the format you expected? Maybe an employee ID was missing a character. A PAN number was entered in lowercase. A license number had an extra space.

                                                                                                                      • Import Excel from email into CRM

                                                                                                                        I receive a daily Excel file by email and I would like to have it automatically imported into a custom Zoho CRM module. Do you think there's anything that can be done? My first idea was searching for a native option in CRM, such as "send an email to a

                                                                                                                      • Approve records efficiently: Useful enhancements to My Jobs module and Approval process in Zoho CRM

                                                                                                                        Dear Customers, As you might know, approval process is a process automation tool that allows you to automate approvals in your organization and My Jobs is where you approve requests from a single point of view. Here's how you'd go about it: You’d add

                                                                                                                      • Zoho Connect is now even smarter and more personalized

                                                                                                                        Hello everyone, We’re excited to introduce new features and enhancements to help you personalize the employee experience, connect workplace knowledge with AI, and create more engaging dashboards. Deliver relevant dashboards with Audience With Audience,

                                                                                                                      • Stop Zoho Projects From Automatically Adding Client Users

                                                                                                                        I have a custom function that creates a Zoho Project for every Quote attached to a Deal when it moves to Closed Won. Everything works fine, except for the fact that connecting a Zoho Project to the CRM automatically takes the Contact associated with the

                                                                                                                      • Global "Search" in FSM

                                                                                                                        I'm missing the global Search function like in CRM. This should save us a lot of time. We don't now upfront if the customer is a Contact or a Company. So now we have to guess in what module to start a search/filter. Also looking up an address, phone number,

                                                                                                                      • Canvas not working

                                                                                                                        I have a canvas running. I selected it as the default for all options, but mainly want it for Portals. It isn't working. I selected Assign Canvas in both the Dtailed View and in the module itself. Nothing has happened. Any help?

                                                                                                                      • LinkedIn RSC is now live in Zoho Recruit

                                                                                                                        LinkedIn Recruiter System Connect (RSC) is here. Your Zoho Recruit data (candidates, jobs, notes, stage updates, resume attachments, and more) now syncs with LinkedIn in real time. Note: LinkedIn RSC is included with your LinkedIn Recruiter Corporate

                                                                                                                      • Add the Zoom Option to the Camera

                                                                                                                        Hi, I use the ZOHO Forms Camera so I can manage metadata, compression, etc. but this doesnt have the zoom parameter activated, so when we have photos in a tight space and want to use 0.5 for example, we can't, can this be enabled please. Thanks Dan

                                                                                                                      • The Social Wall: July 2026

                                                                                                                        Hello everyone! We're halfway through the year, and we bring to you three new updates designed to help you experiment with your content, discover your top-performing posts, and automate your engagement workflow. Instagram Trial Reels Instagram trial reels

                                                                                                                      • What's New in Zoho Invoice | April – June 2026

                                                                                                                        Hello everyone! We're back with the latest updates and enhancements we've rolled out in Zoho Invoice from April to June 2026. Here's what's new this quarter: Connect Zoho Invoice to AI Using Zoho MCP Customize Accessibility Preferences Attach Annexure

                                                                                                                      • Help with SEO

                                                                                                                        Hi There, I have recently published a site and added some Keywords in the SEO settings. Searching Google I currently don't find my site though. When do these settings take effect? In the SEO settings there is also a section "Sitemap" I can change settings for "frequency" and "Priority" What do these settings do? Kind regards

                                                                                                                      • All new Address Field in Zoho CRM: maintain structured and accurate address inputs

                                                                                                                        Availability Update: 29 September 2025: It's currently available for all new sign-ups and for existing Zoho CRM orgs which are in the Professional edition exclusively for IN DC users. 2 March 2026: Available to users in all DCs except US and EU DC. 24

                                                                                                                      • HR Helpdesk Cases

                                                                                                                        We have Zoho One Enterprise. I'm trying to find HR Helpdesk Cases, but my UI does not match the documentation. I'm not sure how to move forward.

                                                                                                                      • Next Page