Set up email templates to notify yourself, your team and your respondents. These emails will be triggered when a form submission is received or when a submitted record is updated.
Table of Contents
- Set up an email template
- Change the From address
- Add a From Name
- Add cc recipients
- Add Reply-To address
- Send confirmation emails to your respondents
- Trigger emails based on form answers
- Send email notifications to non-organization users
- Send attachments along with the email
- Add links inside the email body
You can create email templates to notify when a form response is added or updated.
To set up an email template:
- Navigate to Settings > Email Notifications and click Configure.
In the pop-up menu, choose Added or Updated.
Added - When you choose Added, an email notification will be triggered when a new form submission is received. You can configure two email templates here - one template to notify yourself and one for the respondent.
Updated - When you choose Updated, an email notification will be triggered when a submitted record is updated. Two email templates can be configured here as well.
Give this email template a name and click Create.
Choose a From address.
There is also an option to configure a From Name below the From address.
To send emails to your org. users, search for their email address in the To section. To send emails to your respondents, click the icon and select the email field from your form. You can send emails to non-Zoho Forms users as well by entering their email address here.
If you'd like to copy your team or people who don't use Zoho Forms in the email thread, click Add CC and enter their email addresses.
Enter a subject line and draft your message.
You can merge form responses in your subject line and email content too. Click the icon and choose the required fields from the dropdown list. On selecting a particular field, a field label will be inserted. The respondent’s answer will appear in place of this label in your email.
Note: You can send emails to non-Zoho Forms users only if you are subscribed to our paid plan.
After you're done composing the email, you can choose the following options:
- Include form submission in the body of the email.
The entire form submission will be included as a summary in the body of the email.
- Attach form submission as a PDF.
The submitted live form will be converted into a PDF document as such and added as an attachment in your email. Read more
- Include a link to allow respondents to edit their form responses.
A link to edit a submitted response will be sent to the respondent in the email. Read more
- Attach merged document.
Merged documents will be included as attachments in your emails. You can send confirmation letters, brochures, receipts, etc. as attachments. Read more
- Notify form respondent.
Org users who fill forms shared with them will receive an email when they submit or update a record in Zoho Forms.
By default, the From address will be the form owner's email address. You can change it to email@example.com, add a secondary email address, or use the email address of another user in your Zoho Forms organization as the sender address.
Using the email address of another user:
To use the email address of another user in your Zoho Forms organization as the From Address, you must first request permission from the concerned user. Click here to learn more.
Adding a secondary email address:
To add a secondary email address,
Click on your profile image present at the top right corner of the page. Choose My Account option.
Click the Profile tab and select the Email address from the left menu.
- Click Add EmailAddress button.
- In the pop-up menu, enter the secondary email address, and click Add. Enter the OTP that has been sent to your added email address, and click Verify.
Note: The secondary email address should not have been used to access any of the other Zoho services.
If you would like to display a From Name while sending emails, you can configure it by clicking Add From Name below the From address section.
To copy people to your email, click on the Add Cc link provided below the To field. Enter their email addresses in the text box. You can even add your respondents' email address as Cc. These emails can be sent to people who are not a part of your Zoho forms' organization as well.
You can include up to 50 emails in the To and cc fields. Collectively, you can send emails to a maximum of 70 recipients including To and cc addresses.
Adding a Reply-To email address
If you would like to route your responses to a different email address instead of your From address, you can add a Reply-To email address while configuring the email template.
- You can include up to 20 recipients in the Reply-To field.
- If the From address is firstname.lastname@example.org, then the Reply-To address will be the form owner's email address and it cannot be changed.
Send emails to each of your respondents as soon as they fill out your form. You can personalize these emails with their answers, include merged documents and PDFs as attachments, and more. Use this feature to make a good first impression and set the tone for future communication.
To do so:
- Include an Email field in your form to obtain your respondent's email address.
Set the Email field as the To address by clicking the icon under Settings > Email & Notifications.
Enter a suitable subject line and draft your email.
- You can deliver personalized messages to your respondents by including their form responses in the email.
You can set up rules to trigger emails when certain conditions are met. This way, you can send out different emails for different form answers, notify team members automatically, and set up workflows.
You can use this option to:
Send personalized emails to each of your respondents; The email will be sent based on the answers your respondents provide.
Route emails to the right team member; Notify select members of your organization based on the respondents' input.
To do so:
Click on Rules > Form rules > Configure Now.
Specify the conditions and choose Send email as the action to be performed.
Compose the email and click Save.
You can send email notifications to users who are not a part of your organization.
To do this:
- Navigate to Settings > Email & Notifications and click Configure.
- Set the From address as the form owner's email address.
- In the To address or under CC, enter the email address of the non-org user.
- Configure the rest of your email and click Save.
Note: If you choose email@example.com as the From address, you can add only your organization's users as recipients.
You can include the following attachments with your email.
Include the submitted form as a PDF attachment.
Attach a merged document along with your email using the Document Merge option. This can be used to create custom reports, brochures and documents.
Attach an image or document to the email using the icon from the toolbar on top of the message box.
Note: If you are in our free plan, you will be able to configure only one template to notify yourself.
Adding relevant links improves the quality of the emails. You can choose to insert links inside the body of your emails to instantly take your users to other forms, websites or to send emails to specific email addresses.
To do so,
Click the icon in the toolbar of the email editor.
- Choose the type of link and configure it accordingly.
Adding URLs of webpages inside your email takes your users to wherever you want them to land. You can link to certain webpages to reveal more about your business or any other useful links.
Linking a text to an email allows your users to quickly send emails to the desired. The example that is shown below addresses a situation where a user can get in touch with the support team for any queries related to the product. By clicking the text Reach out for enquiries here link, they are led to an email where the To address and the Subject is prefilled with the desired values.
Linking a different form's link inside your email provides your users with direct access to the form where they can fill it quickly. Check the Prefill field values in redirected form box to automatically fill this redirected form with answers collected from the form which they just finished filling out.