Skip to main content

2 posts tagged with "Conditional Email Notifications"

View All Tags

· 2 min read

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.

· 3 min read

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.