Workflow email recipient

[CMiller9]

I have a landing page with a form. On the form, there is a field for an email address for the person completing the form and a field for a recipient email address. I’ve created a workflow where an email is sent when the form is submitted. The email is sent to the person completing the form, not the recipient email address. How do I change this so the email goes to recipient email address field?

[DeliveryByJess]

Hello @CMiller9 ,

What's the purpose of the form, and what kind of email are you trying to send the alternate contact (sales or marketing)?

HubSpot requires that contacts peronsally provide their email address and permission to be eligable for use in marketing email sends from HubSpot, including marketing sends created with workflows. Be sure that you are keeping your brand's sender reputation healthy and stay aligend with the Acceptable Use Policy by only sending marketing emails to contacts who have provided their email address to your brand directly.  Contacts refferred by another indivdual couldn't be used for marketing email sends as consent can only be provided by the owner of the email address. 

[CMiller9]

It works like a send to a friend/share with a friend. Does that sound compliant? If not, is there a different way to do it?

[karstenkoehler · Accepted solution]

Hi @CMiller9,

This is currently not possible in HubSpot, forms can only create contact records (which are the basis for email communication) from the "official" email field. There currently isn't a native way to reference another property for email sending. There might be ways to accomplish this with integrations or custom code in Operations Hub Professional, but – as @DeliveryByJess explained – there is also a legal aspect to this.

The person submitting the form cannot express consent on behalf on someone else. There needs to be a legal basis for processing a contact's data and a legal basis for sending marketing/sales communication to that contact – and it would be hard to argue that this legal basis is given for a referred contact. GDPR is pretty strict on this. The friend can't be enrolled by action of someone else, they must themselves take action. While the requirement for the legal basis leaves some room for interpretation, the best option is to have them fill out a form including a consent and privacy notice.

If you want to find a solution here, you'd have to approach this from a different angle. The first person could share information with their friend instead of submitting their email address. After submitting the form, you could send them a confirmation email that includes instructions on how to share this with a friend. This can for example be achieved with a mail-to-link generator.

Hope this helps!