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.



    • 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

    • [Free Webinar] AI Agents in Zoho Creator - Creator Tech Connect

      Hello Everyone! We welcome you all to the upcoming free webinar on the Creator Tech Connect Series. The Creator Tech Connect series is a free monthly webinar that runs for around 45 minutes. It comprises technical sessions in which we delve deep into

    • Download All Attached Files

      It would be extremely useful to have "download-all" functionality for downloading files attached to a task, subtask, comment, forum post or hosted in the "Documents" section etc. We've instructed our users to zip multiple files prior to uploading, but of course they forget all the time. Having to download lots of files one-at-a-time off a comment or task wastes a lot of time.

    • Ship via Carrier Not Working Since Commerce Update

      Since the recent update to the Commerce platform, I can no longer use the ship via carrier function. It will take me to the address screen and let me verify them but when I go to save and move tot he next screen it will not do anything. This is happening

    • automations: Can I execute a step on a specific date?

      I have created a form in Zoho forms, and created a contacts list. I have also begun setting up an automation with the intention of sending the form to the contact list on a specific date every month (via email) for the entire year (essentially sending

    • Zoho Expense - The ability to add detail to a Trip during booking

      As an admin, I would like the ability to add more detail to the approved Trips. At present a requestor can add flights, accommodation details and suggest their preferences. It would be great if the exact details of the trip could be added either by the

    • Adding Folders in Android App

      Is it possible to create a new email folder within the Zoho Mail Android app?  Or can this only be done from the desktop version of Zoho Mail? Cheers!

    • Schedule Exports for Regular Project Updates

      Tracking project data often means exporting data at regular intervals. Instead of manually exporting data every time, users can schedule exports for Phases, Tasks, and Tasks in Zoho Projects. These exports can be set to run once, daily, weekly, or monthly

    • Question about custom fields using Pivot Tables.

      I have created a pivot table showing annual revenue of a client and how much payment that client is paying my company. Is there a way using pivot table to add an additional field that subtracts those to fields / shows me a percentage of that difference?

    • Request for Light/Dark Mode

      Would love the ability to switch between Light and Dark mode similar to Zoho CRM. https://help.zoho.com/portal/en/community/topic/introducing-dark-mode-light-mode-a-new-look-for-your-crm

    • Journey Email - Ignored Contacts

      I have a journey setup which simply sends a string of emails over time. For some reason I am getting large amounts of the contacts who enter the first email being ignored and I can't find anywhere in reports or audit logs why these contacts are not

    • Involved account types are not applicable when create journals

      { "journal_date": "2016-01-31", "reference_number": "20160131", "notes": "SimplePay Payroll", "line_items": [{ "account_id": "538624000000035003", "description": "Net Pay", "amount": 26690.09, "debit_or_credit": "credit" }, { "account_id": "538624000000000403", "description": "Gross", "amount": 32000, "debit_or_credit": "debit" }, { "account_id": "538624000000000427", "description": "CPP", "amount": 1295.64, "debit_or_credit": "debit" }, { "account_id": "538624000000000376", "description":

    • Zoho Books - Include Payment Terms as a Custom View filter

      It would be great if you could created a custom view based on Payment Terms. This would be really handy for seeing a list of customers who have credit terms. A workaround is not required. I could do something with a creditor checkbox, but it would be

    • How to update changed purchase account of item in invoice

      I have selected the wrong purchase account for various articles and created invoices. I had to adjust the purchase account in the article afterwards, but the old purchase account is still posted in the transaction-journal of the invoice. To adjust the

    • Help - Zoho CRM notification on mobile (IOS/Android)

      Hello Community! Can I get the IOS/Andoid CRM app to notify me of events, calls, etc. due as I can with MANY other apps?   I am running the free Zoho I would like this to be native to the Zoho CRM app. I do not want to write a sep. mobile app

    • Zoho Books Idea - Include another field in Bank Details for Address

      Hi Books team, Currently use the Description field in the Bank Details to store the bank's address. This works fine but it would be great if you could add another field for Bank Address, so that other notes about the bank account could be stored in the

    • a question about the COQL API v8

      When I specify eight or more values in a WHERE IN clause and execute it, an error occurs. Is there a limit to the number of values that can be specified in a WHERE IN clause? ↓Error select * FROM Vendors WHERE (id in (1, 2, 3, 4, 5, 6, 7, 8, 9)) ↓Success

    • Zoho Books Idea - Bank Details Button on Banking

      Hi Books team, Sometimes I'm asked to share bank details with a customer or a colleague. So I go to the Banking Module, find the correct bank account, click Setting > Edit, then copy and paste the bank details. Wouldn't it be great if there was a button

    • JS SDK 8.0 – TypeError: Cannot read properties of undefined (reading 'getCacheStore') with sample code

      Hello Zoho Support Team, I’m integrating the Zoho CRM JavaScript SDK v8.0 and I’m getting the error below when running your official sample. I tested directly from: https://github.com/zoho/zohocrm-javascript-sdk-8.0/blob/main/samples/create_records_sample/create_records.js

    • Function #55: Convert multiple quotes to single SO using Custom Button

      Hello everyone, and welcome back to our series! In Zoho Books, after a quote is accepted by your customer, it can be converted into a sales order or an invoice. Often, a customer might have multiple quotes, and for easier billing or upon the customer's

    • Time based workflow without edit/action

      Hello I need help solving this problem if possible. We have Deals come into the CRM via Live Transfer which have the field properties: Stage = New Channel = Inbound Some of them don't get answered so we want these to automatically go into our Outbound

    • What's New - August 2025 | Zoho Backstage

      Every month, Zoho Backstage grows with you. These updates aren't just features and fixes, they're about making your workday smoother, your events more impactful, and your attendees happier. We’ve listened, learned, and shaped this release to keep things

    • prevent selling expired items

      Hello. I need to make a constraint on expired batch items not to be sold. Is it possible in Zoho Inventory? if so, then how? Thanks for further help.

    • Product details removed during update from other system

      We maintain our product details in an other system. These details are synchronized with Zoho at the end of each day, through an API. This has worked perfectly sofar. But last Monday, all product codes and some other product data have been wiped during

    • Client Customer

      I purchased a customer user license, but we cannot see the project I added in the customer account. I would like to ask for support on what we should do.

    • Add Ability to Use Zoho Finance Tags

      For Zoho Finance (Books and Inventory), the current actions do not allow us to affect the tags associated with the entities in question (customers, vendors, items, etc.). Please consider adding this functionality into the actions.

    • Embeded Signing doesn't work on Safari Browser

      We have implemented Zoho Sign in our website by using embeded signing, It works perfectly on Chrome. But it fails on Safari, We get stuck on Zoho Sign Page during redirection from Zoho Sign to our website after signing the document, Please let us know

    • Dataprep Webhook Limits and Cannot update column with Dataprep

      I have two problems : 1 - I am using Airflow to trigger my pipeline, and when I tested it, it worked fine a couple of times. However, after that, I received an error: {"code":429,"message":"Request rate limited"}. I didn’t send too many requests — maybe

    • New in Zoho Forms: Google reCAPTCHA v3 for smarter spam protection

      Hello form builders, Spam submissions are one of the biggest challenges when you share your forms online. They not only clutter your data but can also waste valuable time. To help you combat this without making life harder for genuine respondents, we’re

    • Project Management Bulletin: August, 2025

      We’ve touched a grand 19 years since we started pioneering project management solutions with Zoho Projects. What started as a simple one-page interface is now a suite of products with Zoho BugTracker, Zoho Sprints, and our new debut Zoho Projects Plus,

    • Zoho Sign and Zoho Workdrive Integration

      Hello, there. I want to know if it's possible to save a signed document from Zoho Sign in an specific folder for each signer in Zoho Workdrive.  For example: If John Doe signs the document in Zoho Sign I want to save it automatically in a folder named

    • How do you list multiple contacts for a lead?

      My sales team wants to be able to add additional contacts for leads, how do we do that? Is there a different way we should be using the lead / contact functionality? Moderation update (9th September 2025): Our developers have built an extension to achieve

    • Modifying Three Dot Menu Options

      Is there a way to modify the three dot menu options that display in a Report header? They currently display: Show As (List, Calendar, Timeline), Print, Import, Export. I'd like to remove the Show As and Print options, since they aren't applicable for

    • Field Not Updating in FSM Script - Service and Parts module.

      Dear Team, I am reaching out regarding a script I have implemented in Zoho FSM to automate the calculation of the End of Service date based on the End of Sale date in the Service and Parts module. Overview of the script: Fetches the End_of_Sale__C and

    • Zadarma + Zoho CRM Integration – Missed Calls Saved as Contacts Instead of Leads

      Hello everyone, I’m looking for input from anyone with experience using the Zadarma + Zoho CRM integration. Currently, I’m seeing that missed calls are automatically being created as Contacts instead of Leads. From a CRM perspective, this doesn’t make

    • How to update Multiple Users field in Quote Module from Deal Module

      Scenario : Deal Module having Multiple User Field (Presales Engineer) which having more than 1 User and through Deluge Script I need to get that Users Details and need to put into Multiple User Field (Presales Engineer) of Quote Module. Note: Both Module

    • Clone a Module??

      I am giong to repurpose the Vendors module but would like to have a separate but very similar module for another group of contacts called Buyers. I have already repurposed Contacts to Sellers. Is it possible to clone (make a duplicate) module of Vendors

    • How to change the text in WhatsApp Zobot integrated to Zoho Booking?

      I have integrated Zoho Bookings into Zoho SalesIQ, I want to change the text in WhatsApp when creating a booking in Zobot how to change those text?

    • Updating Subform Record from other Form

      Just wanted to ask how to properly approach this. I have 2 forms and would like to trigger an auto update on the subform once record submitted. block below only updates 1 row for each recordRow in input.AV_System { AssetRecord = Site_Asset_Services[SOR_No

    • Zoho Books - Hide Convert to Sales Order if it can't be used.

      Hi Books team, I noticed that it is not possible to convert a Quote to a Sales Order when a Quote is not yet marked as accepted. My idea is to not show the Convert to Sales Order button when it is not possible to use it, or show it in a grey inactive

    • Cross-Data Center Collaboration and / Or allowing users to choose DC

      Dear Zoho Cliq Support Team, We are writing to request a significant enhancement to Zoho Cliq that would greatly benefit our geographically dispersed development team. Current Challenge: Currently, Zoho Cliq automatically routes users to specific data

    • Next Page