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, 

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

    Zoho Marketing Automation

          • Sticky Posts

          • Add your brand logo to your forms

            What's in a logo?  Everything. Imagine you're getting home after a tiring day at work, absolutely famished. Then you see the warm yellow glow of the golden arches in the distance, waiting to envelop you in its warmth. What else do you do but pull up at the drive-thru?  A brand is something familiar. It should give customers a sense of homecoming every time they decide to come back to it. With that in mind, a logo is the face of your brand. It solidifies your brand's presence with its potential to
          • Tip #6: Add images, files and, signatures captured in forms to Zoho CRM

            How to add images, files and signatures captured using forms to Zoho CRM?  Attachments in Zoho CRM can help give a deeper perspective into a particular record. When form entries are pushed into CRM, you can automatically send the attachments captured in the forms along with them. How it works  You can do this whether you are using the form entries to create new records in CRM or update existing records. The files captured with form fields will be added to the Zoho CRM record as attachments. You can
          • 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 #4: Add related lists to Zoho CRM records using form responses

            How to add a related list to new or existing CRM records using forms? Related lists in CRM ensures that all the data that is related is connected and easily accessible. For example a contact may have notes, attachments, activities, products, and other items associated with it. These make up a related list.   You can set up an integration to get this data using forms and automatically add it to the related list for a CRM record. There are two broad scenarios when you may need to do this: Adding a
          • 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

          Zoho Pagesense Resources

            Zoho SalesIQ Resources

                  Zoho TeamInbox Resources

                    Zoho DataPrep Resources

                      Zoho CRM Plus Resources

                        Zoho Books Resources

                          Zoho Subscriptions Resources

                            Zoho Desk Resources

                              Zoho Projects Resources

                                Zoho Sprints Resources

                                  Qntrl Resources

                                    Zoho Creator Resources

                                      Zoho WorkDrive Resources

                                          Zoho Campaigns Resources

                                            Zoho CRM Resources

                                                    Design. Discuss. Deliver.

                                                    Create visually engaging stories with Zoho Show.

                                                    Get Started Now