Introduction​

In an earlier blog we learnt about the use cases for sending Conditional Email Notifications. In this blog lets look at a concrete use case on how to use one of the advanced conditions.

Use case description​

You run a business in Multiple locations (Let's say Newyork , Washington and Sanfrancisco). You have a google form set up to accept Customer feedback and you have a question asking about the location to understand more about your feedback. You want to forward the Email to one Email Id if the Location is either Newyork or Washington and to another Email Id if the location is Sanfrancisco .

Setting up Processor​

In your First Processor condition you can add a condition for Location based question and use "any of" as the condition/expression type . In the values field provide Newyork,Washington (comma separated list of the possible locations the user may answer). If this condition satisfies you can route the Email to a different Email id now.

In the Second Processor condition you can add a condition for Location based question and use "any of" as the condition/expression type . In the values field provide Sanfrancisco. If this condition satisfies you can route the Email to a different Email id now. For this particular usecase you may also be able to use equal condition since there is just one location at this poiny . However if the number of locations grow in future "any of" would be the right condition to use.

This is how "any of" condition can be used to route Emails to different Email Ids based on Form Answers. Please check the supported conditions you can use for each question type to know more about each question type and conditions.

Introduction​

There are time when you want to send an attachment depending upon the response in the google form .Lets look at some of those use cases.

Use Cases for Sending Different Attachments Based on Google Form Responses​

Course Enrollment with Different Study Materials​

Scenario: A Google Form collects enrollments for different courses.Logic:

• If a user selects "Python Programming", send Python study material (PDF).

• If a user selects "Web Development", send HTML, CSS, and JavaScript guides (ZIP file).

• If a user selects "Data Science", send Data Science eBook (PDF).

Customer Support with Product Manuals​

Scenario: A form collects customer issues for different products.Logic:

• If a customer selects "Laptop Model A", send Laptop A User Manual (PDF).

• If a customer selects "Smartphone Model X", send Smartphone X Quick Start Guide (PDF).

• If a customer selects "Smartwatch Y", send Smartwatch Y Setup Guide (PDF).

Job Application with Position-Specific Documents​

Scenario: A company collects applications for different job roles.Logic:

• If an applicant selects "Software Engineer", send Coding Challenge (PDF).

• If an applicant selects "Marketing Manager", send Marketing Case Study Assignment (DOCX).

• If an applicant selects "Graphic Designer", send Design Portfolio Guidelines (PDF).

How to send attachments in Email Notifications based on Form Answers​

You can achieve this by using the Form Notify -Email Notifications on Google Forms add-on.

• After installing the add-on Create a New Processor
• Opt for "HTML Editor" for Email body customization while setting up the Processor.
• Different Attachments can be sent using the logical constructs Form Notify supports.
• Here is a sample Logical construct to attach a Google Drive file based on Form Answers

{%codeblock%} 
{%condition%} 
var x = '{{Topic}}'; 
if(x == 'Python Programming') return true ;else return false;
{%endcondition%} 
{%result%}
<p><i><b>You have opted for Python Study Material .</b></i></p>
https://drive.google.com/file/d/1q9e00TiahpUrwxqGfVRwFncFCAAhdoNp/view?usp=drive_link
{%endresult%} 
{%endcodeblock%}

Introduction​

Google Forms is a powerful tool for collecting responses, but sending the same email to every respondent or admin might not always be ideal. Conditional email notifications ensure that only the relevant recipients receive specific emails based on form responses.

Why Use Conditional Email Notifications?​

• Personalized Responses: Send different emails based on user selections.
• Workflow Automation: Alert specific teams or individuals based on the type of submission.
• Improved Efficiency: Avoid unnecessary emails while ensuring timely communication.

Use Cases​

1. Job Application Submissions​

When an applicant submits a form:

• If they apply for a marketing role, notify the marketing manager.
• If they apply for a development role, notify the engineering team.
• Send an automated confirmation email to the applicant.

2. Customer Support Requests​

For a support form:

• High-priority issues notify the support lead immediately.
• Billing issues route to the finance team.
• General inquiries get a standard response.

3. Event Registrations​

• VIP registrants receive a special confirmation email with exclusive details.
• Regular attendees receive a general confirmation email.
• Organizers get a notification only if a certain threshold of attendees is met.

4. Internal HR Requests​

For leave applications:

• Requests over 5 days go to HR for approval.
• Shorter leave requests notify the direct manager.
• An automatic acknowledgment email is sent to the employee.

5. E-commerce Order Inquiries​

• If a customer selects "Order not received," escalate to logistics.
• If they select "Refund request," notify the finance team.
• If they select "Product support," forward the request to customer service.

6. Membership Access to Secret Codes​

• Only certain users who purchase specific memberships receive an email with a secret code to access complementary material.

7. Exclusive Discounts for Product Upgrades​

• Customers who purchased the previous version of a product and left their data receive a discount code for the new version.

8. Student-Only Downloads for Public Exhibitions​

• While the exhibition is open to the public, only registered students in a class receive an email with a link to download exclusive material.

9. Medical Consultation Discounts for Returning Patients​

• Historical patients who fill out a form receive a discount link for their next consultation.

How to Send Conditional Email Notifications​

You can use Form Notify - Email Notifications for Google Forms ad-on to send automated conditional emails . Please follow the instructions at Send Conditional Emails

Conclusion​

Using conditional email notifications in Google Forms enhances communication by ensuring the right people receive relevant information. With Google Apps Script, you can automate and customize email responses to improve efficiency.

Introduction​

Google Forms is a powerful tool for collecting responses, but ensuring valid email input requires proper validation. This guide covers how to enforce email format restrictions using regular expression.

Using Regular Expressions for Advanced Email Validation​

Google Forms allows regex-based validation for granular email validation:

1. Enable Regex Validation:
   • Click on the question field.
   • Open the three-dot menu (⋮) and select Response Validation.
   • Choose Regular Expression → Matches.
2. Use a Regex Pattern:
   • Example regex for email validation:

     ^[a-zA-Z0-9._%+-]+@[a-zA-Z0-9.-]+\.[a-zA-Z]{2,}$
     
   • This ensures the email follows a valid format.
3. Customize Error Message: Provide a clear message like "Enter a valid email address (e.g., user@example.com)."

When some one responds to your google form you want to know who responded and what response was submitted. For this you have to open the form and click on Responses tab as shown below to see the responses.

If you want to be automatically notified of the responses by Email then you can enable this with below instructions.

• Go to the Responses Tab .
• Click on the Three dots
• Click on "Get email notifications for new responses".

After you enable email notifications you receive an email as shown below whenever someone submits your google form.

Limitations​

As you can see this has several limitations .

• The email doesn't display the response content
• You have to click on the link to read the response.
• If you want others in your team to be notified you have to add them as collaborators on the form and they have to turn on email notifications.
• If you want to examine the response and send notification to different people based on different form response you can not do that.

How to send personalized Emails to Google form owners, respondents and team members based on conditions​

You can overcome the above limitations by using an add-on such as Email Notifications on Google Forms.

Please follow the Install and Launch instructions and Getting Started instructions to continue further.