Sending an email to a specific contact with the data from the submitted HS form

Marketing & Content Hub Lead Capture Tools
1

Hi There,

Is it possible to set up such automation or other solution?

So that after submission some specific HS form , an email customized with the data from this form is sent to another specific contact(not HS user) from the contacts database.

Thanks,

2

Hi @VRakitski,

Yes, this is possible with a contact-based workflow and the workflow action “Send internal marketing mail”. This would be an automated marketing email in which you can place personalization tokens corresponding to the form fields.

In the workflow action settings you can specify that this email should be sent to an email address. This email address does not have to be the one of the enrolled contact. When it’s another email address, HubSpot will still reference the information of the enrolled contact.

It would solve what you’re asking for but requires a Marketing Hub Professional subscription.

Best regards!

3

Hi Karesten,

I hope you’re doing well. I have a question that builds upon the previous one you answered.

  1. In our IT company, we’re looking to set up a workflow where our Service Desk Engineers can fill out a

form

on behalf of the client. Once the form is completed, we want it to trigger an automated email to the client. The email should utilize the information provided in the form, specifically the “New Starter Email” field entered by the engineer to send the email to that email address.

  1. I also want to include the client’s name and company name from the form in the personalized sections of the automated email. It would greatly enhance the email’s personalization. Would both be possible to do this in Workflows?

Thank you.
Best regards,
Jenine

4

Hey @JPieters HubSpot uses personalization tokens in emails to populate dynamic personalised data in content.

This is fed from the object records themselves, not the form submissions (although form submissions do add data to an object). So as long as the data exists in your contact record, it will populate the email as long as the personalization tokens exist in it.

For example, if I filled out a form for a custom and said something like:

Email: Tom@tom.com

Name: Tom

Company: HubSpark

Then this triggered a workflow to send an email, and the email had the personalization tokens for “Hi Name, How is all at Company?” it would show “Hi Tom, How is all at HubSpark?” when sent to that contact. It doesn’t matter who filled the information in, as long as it exists on the contact record.

Just as a quick FYI, if internal employees are filling out a HubSpot form, you want to ensure “always create contacts for new email addresses” on your form is enabled, otherwise each submission will always overwrite the same contact record.