topic Re: Customizing From Submission Notification Emails in Lead Capture Tools

Customizing From Submission Notification Emails

Twigsmore — Thu, 03 Feb 2022 15:22:16 GMT

Hello! Has anyone figured out how to customize form submission emails? I'd like to have them come into my inbox with out all the HubSpot branding so I can just forward/reply to the contact and include their submission information in my reply to them.

Re: Customizing From Submission Notification Emails

karstenkoehler — Thu, 03 Feb 2022 15:34:32 GMT

Hi @Twigsmore,

As far as I know the default notification cannot be edited or changed. With a Professional subscription, however, you can create a simple contact-based workflow, enrolling contacts who submitted any form, and send an internal notification and fill it with the personalization tokens you're interested in. This internal notification can be an internal marketing email with all design options you usually have in a marketing email.

The personalization tokens you probably want to include are:

First name, last name
Email address
Company name
Recent conversion

You can also generate a link to the contact record by following this syntax: https://app.hubspot.com/contacts/your_portal_id/contact/personalization_token_for_contact_ID/

Replace your_portal_id with, em, your portal ID, and add the personalization token for "Contact ID" at the end of the link. HubSpot will automatically create the full link.

In summary: Not possible in free and Starter, custom notifications require workflows.

Hope this helps!

Re: Customizing From Submission Notification Emails

Twigsmore — Thu, 03 Feb 2022 15:36:38 GMT

Thanks Karsten. That's the exactly conclusion I had come to as well but I was hoping someone had crafted a new solution to make it happen 😀

Re: Customizing From Submission Notification Emails

karstenkoehler — Thu, 03 Feb 2022 15:43:02 GMT

There's an open request here but the product team is currently not planning to work on this.

If you consider your original question answered, you can help other community members (and me 🙂 ) by accepting my earlier post as a solution. I'd appreciate.

Have a great day!

Re: Customizing From Submission Notification Emails

vaibhavyadav — Thu, 17 Mar 2022 20:14:31 GMT

I had a similar query, the scenario is as follows:

When our marketing campaign runs, the form submission that takes place on our website (for which we use hubspot form), sends an email to the configured list of receipients. The problem that we want to solve is that all the emails that come become part of a single email thread, is there a way that all the emails that come for form submission, come with different email subject so that they don't become a email thread? We would prefer to have the lets say 10 emails that come in, come in as 10 separate emails/threads instead of 1 email thread with 10 emails one after the other. Any tips for this? We are in the Free usage tier, we evaluated the paid version but turns out, there wasn't enough need to get a paid version. Any help appreciated!

Re: Customizing From Submission Notification Emails

apbright — Fri, 31 May 2024 03:48:00 GMT

I see, so this seems to be the solution for all general submissions. However, I am looking to customize the emails that are sent internally that follow the WorkFlow I have setup.

Currently, I have rules setup that depending on a dropdown selection thats made, a specific user is emailed. That's where I am running into the issue of what that email contains as it seems it's just a button to view the submission on HubSpot. Does that make sense?

It's easier for their work if all of the submission information is within that email, eliminating their need of opening HubSpot and logging in.

Re: Customizing From Submission Notification Emails

Twigsmore — Fri, 31 May 2024 13:50:08 GMT

You might want to use an if/then branch to split those out into separate emails if they're going to be different content. Swapping the email content based on the form submissions in a single email can get a bit sloppy (depending on your timing and what fields you're pulling there can be a delay and it won't send the info you want).

Re: Customizing From Submission Notification Emails

apbright — Fri, 31 May 2024 13:53:30 GMT

So that is what I'm using, if/then. I just want the emails that are sent from that to be in form answer format rahter than a button that asks the receiver to click it and log into HubSpot. Is that not possible?

Re: Customizing From Submission Notification Emails

karstenkoehler — Fri, 31 May 2024 13:56:08 GMT

@apbright I explained in the other thread how to do that: https://community.hubspot.com/t5/Tips-Tricks-Best-Practices/Workflow-Based-on-Submissions-Send-form-data-rather-than-a-link/td-p/984810

When you edit the notification body, you can add personalization tokens to your notification. You need to pick the ones the correspond to your form fields. That way, they're displayed directly in the email notification and you don't have to click through.

Please click through the link and check the screenshot I included.

Re: Customizing From Submission Notification Emails

apbright — Fri, 31 May 2024 14:00:00 GMT

Aha! If you can't tell I'm currrently in the learning phase, so that's new to me. Thank you!

Re: Customizing From Submission Notification Emails

MBashua — Mon, 09 Sep 2024 15:25:03 GMT

Hello...please i'll like to know if this worked out for you...Thanks

Re: Customizing From Submission Notification Emails

JBunodière — Mon, 24 Feb 2025 17:16:54 GMT

Hi Krasten,

I can create the workflow using zapier and html email, but the problem is I can't fetch data such as page submitted on. Do you know how I could achieve this?

Thank you