How to send a (confirmation) email to your respondents (or yourself)

This page describes how to set up a confirmation email to your respondents. (Quick hint? It’s easy!)

Built-in email template to the respondent

The easiest way to have the respondent email notification is to use the built-in notification.

 You can enable it on the Connections & Notifications tab:

When enabled, a notification will be sent to the respondent if he answered on the email step type, if it is present in your bot.

If you need to customize from address and the subject, fill it here:

Built-in email to the organization

In order to receive the email notification for the bot responses as an organization member, you can choose the Organization (built-in) template type:

Custom template

Note: In this explanation, I assume you have created a bot in which you ask for the email address of the user. Here, the Contact template is used.

Basically, it comes down to the following two steps:

  1. Create aVariable that contains the email address supplied by the user
  2. Create aResponse Connection with the Email type(and set up some Conditions when it is being sent)

Step 1: Create a Variable.

As you already have a bot (Contact bot template is shown here), I have an Email question, but I still have to create a Variable for it. This is done by going to the Advanced tab and at the bottom add a new Variable

  • Add thename of the Variable, accompanied with {{ }} how you can use it in your bot or in your Response Connections. So in this case that would be {{Email}}
  • Select the connectedStep which decides what value of the Variable will be . In the case of the Contact bot template, it’s Step 5 “Via Email”, because in that question the user’s email address is requested.
  • Variable type can be left untouched (with the Steps icon you configure a bot Step).

Step 2: Create a Response Connection

We have the variable, we now only need to create a Response Connection, which can be found on the Notification tab and on the bottom click Add new Response action

  • Simply add the createdVariable to the TO-address(that’s where you want to send the email to)
  • Add some text (it accepts HTML) to thebody of that email and if you pressed save everyone will receive a confirmation email!
  • If you look closely at the image above you see that it has aCondition setup. This is because you only want to send an email when the contact method that was chosen is “Via Email” [Step 3: Contact method] equals Via e-mail]

  • If you want to customize the email From address:

  • In theemail connection, turn to customize email From address and select your From address from the dropdown list.

    Making a better impression by sending a better-looking (confirmation) email?

As mentioned above, the Text (body) of the email accepts HTML, so you could simply copy-paste your HTML email template to that form and off you go (don’t forget to add (or replace) the Variables!). A better solution is to add that email address straight to a list or group or segment in your email campaigning tool, like MailChimp or Hugo. Read more about that here or contact us for connecting to Hugo!

How about an email template I can copy-paste? Sure, here you go!

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See also