Send an Email including Form Submission Data

[KLR]

Can I send an email that includes the actual form submission data of a contact, rather than the contact property data?

I have tried personalization tokens, but there are instances when the contact property data differs from the form submission data.

The form submission notification won't be sufficient for this either.

[karstenkoehler · Accepted solution]

Hi @KLR,

No, this is not possible. Email personalization always refers to the values in properties on the contact record. You cannot reference form inputs directly.

There should however not be any instances where the contact property value is different to what is submitted in the form - as that information is saved directly to the contact record. If you have an example of this, I can share my assessment.

Something that can happen, yes, is that a property already holds a value and the form field is not filled. This means that the contact property value won't be updated but in the email it will look like it came through the last form submission, despite being an older value.

Best regards

[KLR]

If a contact has submitted a form previously and we have recorded the location they're interested in as location A (using multiple checkbox) and then at a future date they submit a form again with an interest in location B, the contact property now has two locations selected.

The most recent form submission (location B) will differ from the contact property record (location A and location B). Therefore using the personalization token is not accurate.

There really should be a way to access the data for the most recent form submission. 

[karstenkoehler]

I don't disagree @KLR, I'm just saying it's currently not possible. 

As for the multiple checkboxes, I haven't tested this in a while, but expected behavior is that a subsequent submission replaces a previous submission, it does not append the new checkboxes. Appending values to checkboxes properties is not a forms feature.

[franksteiner79]

Hi @KLR 

Adding to @karstenkoehler - can you explain why the form submissions notification is not sufficient? That would be the only way to get the actual form submission data and can be sent to any registered user in you HubSpot portal.

Frank

[ronkinkade]

In my scenario, we have a form that asks a qualifying question with radio button options. I'd like to take some of those replies and send an automated email, with others I'd like the form submission notification to go to our sales team.

I can do this with a workflow, custom email, and lots of personalization - but that is an excessive amount of work. Plus, the form submission has a button that goes directly to the contact record. I can't dynamically create a button with personaliztion to include the record id, so I have to provide a full url in my email to sales.

If I could send the form submission notification based on if/then it would save a ton of time.

[KLR]

The email needs to be fully customisable with our branding and we need the ability to track the email has been opened.

[AnnieRECIPE]

Hey @KLR ! 

What specific form submission data are you wanting to bring onto the email?