Tip of the fortnight 5 - Autoresponder emails to improve customer engagement

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
on merged documents here ).



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 

    • 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

    • Recent Topics

    • Marketing Tip #17: Add credibility to your online store with Review Widgets

      One of the fastest ways to build trust in an online store is to show real customer feedback right where people are deciding to buy. Third-party widgets let you embed things like Google Reviews, Instagram feeds, or even a WhatsApp chat button. These add

    • adding several team members to an Opportunity

      How can we add several team members to one opportunity for collaboration? I have researched and only found something called Deal Team which I cannot find in my CRM to configure.

    • PDF Annotation is here - Mark Up PDFs Your Way!

      Reviewing PDFs just got a whole lot easier. You can now annotate PDFs directly in Zoho Notebook. Highlight important sections, add text, insert images, apply watermarks, and mark up documents in detail without leaving your notes. No app switching. No

    • Bulk update Profile Permissions

      Dears, What should we do if we add new forms or reports and need to update more than 20 permissions? Updating them one by one feels pretty harsh, doesn’t it?

    • Filter in fields from Jira extension

      We have installed the Jira extension so we can maken Jira issues from Zoho desk. In Zoho desk I can also see the Jira issue status for example but I can not filter on this field. I would like to setup an filter showing me the closed Jira issues. How can

    • text length in list report mobile/tablet

      Is there a way to make the full text of a text field appear in the list report on mobile and tablet? With custom layouts, the text is always truncated after a certain number of characters.

    • Zoho Creator customer portal limitation | Zoho One

      I'm asking you all for any feedback as to the logic or reasoning behind drastically limiting portal users when Zoho already meters based on number of records. I'm a single-seat, Zoho One Enterprise license holder. If my portal users are going to add records, wouldn't that increase revenue for Zoho as that is how Creator is monetized? Why limit my customer portal to only THREE external users when more users would equate to more records being entered into the database?!? (See help ticket reply below.)

    • Link Contacts to Billed Accounts

      Hello, I want to do a survey on all my customers of 2025. For that I want to select all contacts linked to accounts who where billed in 2025. How to I create this link to I can then use Zoho Survey with this database of contacts?

    • Export all of our manuals from Zoho Learn in one go

      Hi, I know there's a way to export manuals in Zoho Learn, but I want to export everything in one go so it won't take so long. I can't see a way to do this, can I get some assistance or is this a feature in the pipeline? Thanks, Hannah

    • Historical Sales Info - Blend with Finance Invoice Line Items, Access in CRM and Desk

      My company has been using Zoho One since 2021, with sales data going back through 2020. However, we have been in business much longer, and we have historical sales information that we want to have at our fingertips when talking with customers (usually

    • Pre-Zoho Sales Info - Best Way to Add to Desk / CRM

      My company has been using Zoho One since 2021, with sales data going back through 2020. However, we have been in business much longer, and we have historical sales information that we want to have at our fingertips when talking with customers (usually

    • Shift-Centric View for Assigning and Managing Shifts in Zoho People

      Hello Zoho People Product Team, Greetings and hope you are doing well. This feature request is related to Zoho People - please don't move it to zoho one! We would like to submit a feature request regarding the shift assignment and management view in Zoho

    • CRM function REST API response format

      Is there a way to control the JSON response returned by the CRM function REST API? If I call a function using either OAuth or an API key it returns a 200 OK response with a string in the format shown below. I am using a particular feature of an external

    • Using MPN across multiple SKUs and inventory tracking

      I have several different SKU's that share a common MPN and would like to track inventory by MPN. SKU1 has MPN1 assigned SKU2 has MPN1 assigned Here is an example If I start with 5 of MPN 1 in stock I want each SKU1 and SKU2 to show as 5 in stock, If I

    • Unable to Access Application:

      Whenever I try to access my application from the desktop, say I am editing it and want to test something in the desktop environment I get: An error has occurred. An internal error has occurred. Please check the URL , or try refreshing the page I can edit

    • Cannot see Application from Lookup field

      Hi all, I am trying to access data for an application on our account via a lookup field; however, the application doesn't appear in the dropdown at all. Can anyone shed any light on this, please? I have asked Zoho support; however, they're just as confused,

    • Cannot see correct DNS config for mail after moving domain to another provider

      I have moved my domain from one provider to another and after that zoho mail stopped working (expected). Problem is, zoho mail admin panel still shows (10 hours after move) that all records are correct while I haven't changed anything in my domain DNS

    • Zoho CRM Meetings Module Issues

      We have a use-case that is very common in today's world, but won't work in Zoho CRM. We have an SDR (Sales Development Rep) who makes many calls per day to Leads and Contacts, and schedules meetings for our primary Sales Reps. He does this by logging

    • Zoho Books integration sync from Zoho CRM does not work

      Hi Zoho Community & Zoho Support We just tried to get a sync some products into Zoho Books from CRM using the native sync and we're getting an error: "It looks like some mandatory fields you're trying to map are empty. Please provide valid field names

    • P & L Sub-categorized accounts

      How can I show sub-categorized Income and Expense accounts on the P & L report?

    • Report showing Bill Details with Project and Sales Invoice Number

      Hi There, I am hoping that someone can help, I am looking for report that can show the bill and expense details along with project its as assigned to and the invoice number that the sales has been raised in. The goal is I can filter a customer/project

    • Advanced Payment for Inventory Items with serial numbers

      Hello, We sell equipment that we track the unique serial numbers on using Sales Orders. We can charge the customers an advanced payment, then the balance on delivery. We cannot figure out a way to do this in Books/Inventory: - Cannot part invoice a SO

    • Is it possible to restrict ZCRM user to see only custom views created by administrator

      I have segmented data in my CRM and I want to allow different users to be able to see only parts of it based on some criteria. I've tried to create and share a custom view, but then there is always an option for user to see all open lead for example.

    • Issues Logging into ZOHO

      Hello, one of my coworkers is having issues logging into ZOHO, she has requested a code when entering and the email is correct but she has not received the code. can you help us with this?

    • Google Fonts Integration in Pagesense Popup Editor

      Hello Zoho Pagesense Team, We hope you're doing well. We’d like to submit a feature request to enhance Zoho Pagesense’s popup editor with Google Fonts support. Current Limitation: Currently, Pagesense offers a limited set of default fonts. Google Fonts

    • Add Popup Rejection Metrics to Reports

      Hello Zoho PageSense Team, We would like to request improved reporting for popup interactions. Current Limitation: PageSense currently provides conversion data, but there is no clear visibility into: Popup rejections Popup closes (✕ button clicks) Dismissals

    • Ability to Reset / Reinitialize Popup Cookies

      Hello Zoho PageSense Team, We would like to request the ability to manually reset popup cookies. Current Limitation: At the moment, it is not possible to initiate a new popup cookie from the our side. Visitors who rejected or closed a popup will not see

    • Control Popup Cookie Expiration Duration

      Hello Zoho PageSense Team, We would like to request an enhancement related to popup cookie management. Current Limitation: Currently, PageSense popup cookies remain active for 365 days, and this duration cannot be modified by us. If a visitor closes or

    • Clone / Export Popup Design Across PageSense Projects

      Hello Zoho PageSense Team, We hope you’re doing well. We would like to request an enhancement that allows popup designs to be reused across different PageSense projects. Problem Statement: Currently, Zoho PageSense allows popups to be duplicated only

    • Are there settings for hyperlinks?

      Clicking a hyperlinked cell in Sheet creates this little pop-up with the actual hyperlink inside. Is it possible to have a 1-click link where if you click the cell it opens the link directly with no pop-up?

    • Automatically include all ticket attachments in the ticket resolution email

      Hello Zoho Community, We are implementing Zoho Desk in a real customer-facing production environment and have run into a limitation that is becoming a blocking requirement for our clients. The problem When a ticket is closed or resolved, Zoho Desk sends

    • Finding text within a ticket: Expand All or Search this Ticket

      The auto-collapse feature within a ticket is nice for screen scrolling, however it makes it difficult to find text within the ticket if the email is collapsed. In fact you cannot find text if it is collapsed. I would like to propose a feature that allows

    • Books & Desk. Client mapping

      Hi, I’ve been using Zoho Books for several years and am now looking to improve my customer service. I'm experimenting with Zoho Desk and want to sync and map my client data from Zoho Books. However, it seems that mapping requires both contacts to have

    • String handling

      If I cut a currency string from a quote and try and paste it into the Deal "Amount", it will fail unless I manually delete any commas. Dollar signs are no problem, but comma's seem to fail. Please correct this Input Validation error.

    • Feature Request - Allow Customers To Pick Meeting Duration

      Hi Bookings Team, It would be great if there was an option to allow customers to pick a duration based on a max and minimum amount of time defined by me and in increments defined by me. For example, I have some slots which are available for customers

    • YouTube Live streaming? how to? Zoom has this feature, built-in. Can't find it on zoho meetings.

      YouTube Live streaming? how to? Zoom has this feature, built-in. Can't find it on zoho meetings.

    • Feature Request - A Way To Search Item Groups

      Hi Inventory Team, I can't find any way to filter or search by fields of Item Groups. It would be great to see that functionality added. I have a use case where a single product might come from 5 or more suppliers and each supplier's item is an Item in

    • Feature Reqeust - Include MPN In Selectable FIelds

      I have noticed that the MPN is not available to show in the list view of Items. Please consider adding it as EAN, UPC and ISBN are all available, so it doesn't make much sense to exclude this similar option. Thanks for considering my feedback.

    • Feature Request - Option To Hide Default System Fields on Items

      Hi Zoho Inventory Team, As far as I know it is not possible to hid some of the defult system fields on Items, such as UPC, MPN, EAN, ISBN. A good use case is that in many cases ISBN is not relevant and it would be an improved user experience if we could

    • Making an email campaign into a Template

      I used a Zoho Campaign Template to create an email. Now I want to use this email and make it a new template, but this seems to be not possible. Am I missing something?

    • Next Page