topic Use workflow to send internal email when contact email address changes? in Lead Capture Tools

Use workflow to send internal email when contact email address changes?

MRobinson1 — Wed, 23 Feb 2022 17:41:56 GMT

Is there a way to set up a workflow to email an internal user whenever a contact fills out a form and the email address is different? We'd like to have our forms pre-populate with known fields but since our marketing emails are frequently forwarded, it can get pretty messy. I'm trying to find a workaround that would notify me when a cookie overwrites an existing contact with someone else's info, and I thought the best way to do that would be to use a workflow to send an internal email if a form is filled out and certain criteria are met. However I don't see any options that would help, like setting the trigger for if an email address has never been known.

Right now it looks like my only options are to check every single form submission as they come in, or export all of our contacts every week to check which contacts have more than one email address. Any help would be greatly appreciated.

Re: Use workflow to send internal email when contact email address changes?

karstenkoehler — Wed, 23 Feb 2022 18:57:11 GMT

Hi @MRobinson1,

Yes, this can be achieved with a contact-based workflow, requiring a Professional subscription. The workflow could look like this.

Make sure to enable re-enrollment. HubSpot interprets "is known" as "has changed". The notification itself could look like this:

When you switch the workflow on, choose this option:

Without workflows, this is not possible and I'm not aware of any workarounds.

Hope this helps!

Re: Use workflow to send internal email when contact email address changes?

MRobinson1 — Wed, 23 Feb 2022 19:08:10 GMT

Thank you!

I want to make sure I'm understanding this correctly. If I create this workflow as outlined above with email address being the trigger:

1. a contact with the email 123@456.com fills out a form using their existing email address, nothing will happen.

2. If contact with the email 123@456.com forwards their marketing email to someone with the email address 456@789.com, and this new person fills out a form using their 456@789.com email address, the workflow will alert me?

Thanks again for your help!

Re: Use workflow to send internal email when contact email address changes?

karstenkoehler — Fri, 25 Feb 2022 10:01:06 GMT

Hi @MRobinson1,

My apologies, I had misread your original request. If you enroll contacts based on "Email address is known" (including re-enrollment), then yes, the workflow would notify you when the email address of a contact changes. That could be a valid change or due to forwarding an an "incorrect" form submission.

Another option would be checking this option in the Settings tab of your forms:

Best regards!