How to Send Conditional Email Notifications Using Pabbly Connect with Google Forms and Gmail

Learn how to send conditional email notifications from Google Forms to Gmail using Pabbly Connect. Follow this detailed guide for seamless automation. Develop expertise in application integration and learn how to design streamlined automation workflows using proven, simplified approaches.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Google Forms and Gmail

To send conditional email notifications using Pabbly Connect, first, access your Pabbly Connect account. If you’re not a user yet, create a free account on Pabbly Connect.

Once logged in, navigate to the dashboard and click on the ‘Create Workflow’ button. Assign a name to your workflow, such as ‘Automatically Reply to Form Submitters Based on Form Responses.’ Click on ‘Create’ to proceed.

2. Configuring Trigger Event in Pabbly Connect

In this section, configure the trigger event in Pabbly Connect. Select Google Forms as the application and choose the trigger event as ‘New Response Received.’ This event will initiate the workflow whenever a form submission is made.

After selecting the trigger, you will receive a webhook URL. Copy this URL and head back to your Google Form. Open the associated Google Sheets linked to your form submission.

• Open the Google Sheets associated with your form.
• Install the Pabbly Connect Webhook add-on from the Extensions menu.
• Paste the webhook URL in the initial setup dialog box of the add-on.

Once the setup is complete, Pabbly Connect will be ready to capture form submissions and process them accordingly.

3. Setting Up Conditional Emails in Pabbly Connect

Now that you have set up the trigger, it’s time to configure the conditional email responses using Pabbly Connect. You will need to create different scenarios based on the responses from the Google Form. For instance, if a user selects ‘Kerala,’ you will send them specific information related to that destination.

To do this, add a router step in your workflow. This feature allows you to define multiple conditions. For each destination (Kerala, Manali, Northeast), create a separate route. Rename each route accordingly to keep track of them.

• Add a router step after the trigger.
• Define conditions for each destination based on the user’s selection.
• Ensure that the spelling matches exactly with the form responses.

This setup ensures that whenever a form is submitted, the appropriate email is sent based on the user’s choice.

4. Configuring Gmail Action for Email Notifications

After setting up the conditional routes, the next step is to configure the Gmail action in Pabbly Connect. For each route you created, you will need to connect Gmail and specify the email details.

Select Gmail as the action application and choose the action event as ‘Send Email.’ You will need to map the recipient’s email address from the form submission data. This allows the email to be sent directly to the user who submitted the form.

Fill in the necessary fields such as sender name, subject, and email content. You can personalize the email by mapping the user’s name and including the relevant brochure link based on their selection.

5. Testing Your Automation with Pabbly Connect

Once all configurations are complete, it’s crucial to test your automation. Submit a test response through your Google Form and check if the email is sent as expected. This ensures that the entire workflow is functioning correctly.

If everything is set up properly, you should receive an email in your Gmail account corresponding to the selection made in the form. The email will include the necessary details and attachments based on the user’s choice.

With Pabbly Connect, you can now automate the sending of conditional emails seamlessly. This setup not only saves time but also enhances user experience by providing immediate responses based on their input.

Conclusion

In conclusion, using Pabbly Connect to send conditional email notifications from Google Forms to Gmail is a powerful way to automate responses. By following the steps outlined, you can streamline communication and improve engagement with your users.