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Form Email using Mail360

1. In a nutshell

This page will guide you through using Zoho Creator's Form Email feature using Zoho Mail360 integration. Learn how to configure Mail360 mailbox and set up unique email addresses for your forms, manage email submissions, and automatically convert incoming email submissions into records.

2. Availability

  • This new Form Email flow is available in C6 accounts only.
  • For all the new signups in EU and US data centers
  • For all the users in DCs except EU and US
Notes
Note: If you're an existing user signed-up before {release date} in EU and ES, follow this link.

3. Setting up Form Email

In Zoho Creator, for new users, the Form Email feature leverages the integration with Zoho Mail360 to allow users to submit data to forms directly via email.

This involves configuring a mailbox in Mail360 and creating a unique email domain for your organization. This acts as the backend to handle incoming emails and map them to corresponding forms.

How it works?
Mailbox Configuration: Super Admins set up the Mail360 mailbox, which is a one-time process.
Create Form Email: Create a unique email address for each form and set permissions for email submissions.
Email Submission: Users submit data in the form template to the form's unique email address.
Form Record: The email content is automatically converted into records and stored in the form.


3.1. Flow chart


3.2. See how to configure

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3.3. How to configure mail360 mailbox

Note: Only the super admin has the permission to configure Mail360 integration and create the mailbox.
To begin using the form email feature, a mailbox in Mail360 must be created first. This mailbox, used to receive emails from users, requires a one-time setup and must be unique (e.g., incorporating the organization name) across Zoho Creator. You can set this up from the Form Email page or the System Integrations page within the Operations module.
Info
Info: A mailbox once created cannot be edited later
3.3.1. Via Form Email

1. Navigate to Operations on the left pane and select Form Email under Applications.
 


2. Click Configure Mail360. The Configure Mailbox pop up will appear.


3. Enter a Mailbox Name in the pop up to create a custom email domain for your organization, such as <mailbox name>.zohocreatorapp.com. For instance, 'zylker' would generate the domain zylker.zohocreatorapp.com. 

4. Click Save to complete the setup.


Notes
Note: If the mailbox is already set up, navigating to the feature via the Operations module will redirect you to the page listing all created form emails, enabling direct configuration.
3.3.2. Via System integrations

1. Navigate to Operations on the left pane and select System Integrations under Applications. You will see a list of other Zoho in-house services to integrate with.

2. Click on Zoho Mail360 from the list.


2. Click Create in the Zoho Mail360 feature screen.

3. Enter mailbox name and click configure in the Configure Mailbox section to complete the configuration.

3.4. Steps to create Form Email

Once Mail360 is set up, if you're creating an Email Form for the first time, follow the below steps to get started.

1. Navigate to the Email Form page and Click Create Form DataEmail Form Data pop up will appear.

2. In the popup, select the application and form from the dropdown for which you want to enable email submissions.


3. Enter a unique email address for the form and specify submission permissions.
  1. To allow submission from all users, click Allow from everyone.
  2. To allow submission from app users only, click Allow only from application users


4. Click Create to generate a new Email Form, which will then appear in the Email Form list.
Notes
Note
  1. Once the form email is created, you may share the form email ID and form template with users who need to submit data via email as needed.
  2. To add or create more email forms, click the +Add Form Email button at the top right corner of the list and follow the steps above.
3.4.1. Manage Form Emails

Once the email form is set up, you can manage it for effective operations. 

View email address & form template:

1. Click on the required email from the list,  'Update Email Form' slider will appear.


2. The Form Email Address and form Template are displayed here. Click  icon at the top right corner of each header to copy and share it with the users for email-based submissions.


3. From Permission, select either Allow from everyone or Allow only from app users to define who can submit data via email, then click Update to save.


Disable Form Email:

  • To disable a Form Email, toggle the enable button for the selected record. 
  • To enable the Form Email again, toggle the disable button. 


Delete Form Email:

  • If you no longer need an Form Email, you can delete it from the list.
  • Hover on the required Form Email, click on the  icon.


4. Points to note

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Updated: 19 days ago
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