topic Re: Sending your contacts a Form Submission using Workflows + Marketing Email in Lead Capture Tools

Sending your contacts a Form Submission using Workflows + Marketing Email

ngottron — Thu, 02 Apr 2020 03:05:20 GMT

Looking to send a copy of a form submission to your contacts when they fill out a form?

Note: The following requires access to Marketing Emails and Marketing Workflow automation which is part of the Marketing Professional Hub Subscription.

Step 1: Create the form

Create a form by heading to Marketing > Lead Capture > Forms. From there go ahead and create your form and add a checkbox (Custom property) at the end of the form to ask your contacts if they would like a copy of their form submission. The checkbox will come in handy later to determine if you send your contact a copy of their form submission.

Step 2: Create the Automated Email with Personalization Tokens

Next, create an automated email (Create automated emails to use in workflows) with all the fields you have in your form and type them out: “Field Name: {{add in personalization token}}”, and so on. After you’re done > Review and save the email > Save for Automation!

Step 3: Create the workflow

Finally, create a new Contact-based workflow. The enrollment trigger will be “Form submission “has filled out Name of the form on Any page.”

You will also want to turn on Re-enrollment triggers for “has filled out Name of the form on Any page” so that your contacts will receive a copy of their form submission every time they submit a form.

Next, add in an If/then branch for when your contacts choose the checkbox for “Send me a copy of my form submission” by finding the property under your Contact properties.

If your contacts have selected the checkbox, the value will be “Yes”, and if they have not selected the checkbox, the value will be “No”. You would then add “Send” for “Yes” and “Do Not Send” for “No”.

Following this, under the “Send” path, go ahead and add in the action “Send email”, and select the automated email you just created.

Finally go ahead and review your workflow and turn it on and you’re good to go!

Re: Sending your contacts a Form Submission using Workflows + Marketing Email

natsumimori — Mon, 30 Mar 2020 05:40:31 GMT

Thanks for sharing @ngottron!

Re: Sending your contacts a Form Submission using Workflows + Marketing Email

CP-BWG — Thu, 22 Jul 2021 21:38:40 GMT

I've gotta say, this seems like a very tough workaround - is there no simpler way to append all form data in an automaiton to an email??

Re: Sending your contacts a Form Submission using Workflows + Marketing Email

CrisitnaLucas — Thu, 20 Jan 2022 18:13:04 GMT

I got excited, and then realized this won't solve my current issue of cross-object properties. You'll still be limited to either contact or form/ticket properties in the body of the email.

Re: Sending your contacts a Form Submission using Workflows + Marketing Email

ianjacob — Tue, 08 Feb 2022 06:53:50 GMT

I agree especially if you have larger forms with data

Re: Sending your contacts a Form Submission using Workflows + Marketing Email

CBlaber — Thu, 24 Feb 2022 19:32:15 GMT

Unless you set all fields to required, a contact will receive in their email, old data that they provided the first time they filled out the form but left blank the second. Is there any way to email a contact just the new values that they provided?

Re: Sending your contacts a Form Submission using Workflows + Marketing Email

DWhyte — Tue, 05 Sep 2023 22:26:52 GMT

If you're open to using an external form tool, the Fillout Hubspot Form builder has a guide on how to send form submissions as PDFs here

Re: Sending your contacts a Form Submission using Workflows + Marketing Email

KHanna0 — Fri, 06 Jun 2025 17:06:38 GMT

thanks for shairng

Re: Sending your contacts a Form Submission using Workflows + Marketing Email

KMiller5 — Fri, 27 Feb 2026 10:31:25 GMT

You’re right HubSpot pulls the current contact property values, not just the values from that specific submission. So older stored data can still appear in the email.

If you're using an external form (like Contact Form 7), one option is to send the submission data directly to HubSpot via API at the time of submission using a plugin like Contact Form to Any API . That way you can control exactly what gets sent and trigger workflows based on fresh submission data.

Otherwise, natively in HubSpot, there isn’t a built-in way to email only the “new” values without structuring properties or workflows carefully.

Re: Sending your contacts a Form Submission using Workflows + Marketing Email

BrianBaker — Mon, 06 Apr 2026 10:42:51 GMT

Yeah, this does feel like a complex workaround. If you're using Contact Form 7, a simpler approach is to send all form data directly to your CRM or API using a tool like Contact Form to API. Once the data is structured properly at the source, it becomes much easier to use it in automations and emails without extra steps.