When new form submission is received in FormCrafts, send template message in WhatsApp using WhatsApp Cloud API

When someone submits your FormCrafts form, this workflow sends them a pre-approved WhatsApp template message through the WhatsApp Cloud API, using the phone number they entered.

FormCrafts

WhatsApp Cloud API

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2 steps Setup ~5 min Used on 2.4k sites Free to import

The When new form submission is received in FormCrafts, send template message in WhatsApp using WhatsApp Cloud API workflow on the FlowMattic canvas, with 2 steps across FormCrafts, WhatsApp Cloud API — The workflow as it appears in the builder after import. Each step opens for editing.

What this workflow does

People who fill in a form often check WhatsApp before email. A message there confirms you received their request and gives them a thread to reply in. Because WhatsApp only lets businesses start a conversation with an approved template, this workflow uses a template message rather than free text.

The FormCrafts trigger fires when a new submission is received. FlowMattic sends the submission data to the WhatsApp Cloud API step, Send Template Message. You choose the template and map in the recipient's number from the form, along with any values the template's placeholders need, such as the person's first name.

The message can only go out if the form collects a phone number in a format WhatsApp accepts, usually with the country code. If the number is missing or wrong, the step returns an error that you can see in Task History. Templates must be approved in your Meta business account before they can be sent.

Confirming a quote request

A builder's website form collects job details and a mobile number. The customer gets a WhatsApp template saying the request arrived and when to expect a reply.

Event registration confirmation

A workshop sign-up form on FormCrafts triggers a template with the event name and date, so registrants have the details in their chat.

Starting a sales conversation

A product enquiry form sends a template that invites the lead to reply on WhatsApp, and your team picks up the thread from there.

How this workflow runs

What happens at each step once the workflow is on, and what you need before you import it.

Step 1Trigger
FormCrafts New Submission Received
Fires when a new submission is received on your FormCrafts form. All submitted answers, including the phone number, can be mapped into the WhatsApp step.
Step 2Action
WhatsApp Cloud API Send Template Message
Delivers your chosen, Meta-approved template from your WhatsApp Cloud API number to the person who filled in the FormCrafts form. Map the submitter's phone number as the recipient and fill the template's variables from form answers.

What you need

FlowMatticCore
FormCrafts AccountAccount
WhatsApp Cloud API AccountAccount

After importing, map your own data. To keep the template universal, not every step is pre-filled. Open each step in the builder and connect your accounts and fields (channels, lists, sheets, recipients) before you switch the workflow on.

Make it yours

Changes worth making after you import it.

Make the phone field required in FormCrafts and ask for the country code, so every submission has a number the WhatsApp step can use.
Add a Filter after the trigger on a consent checkbox, so only people who agreed to be contacted on WhatsApp receive the template.
Submit the form once after import with your own number. You'll see the captured fields and get the template on your phone to check how it reads.

Questions about this workflow

Why a template message instead of a normal WhatsApp text?

Free-form WhatsApp text only arrives if the person has messaged your business number in the last 24 hours. A new FormCrafts submitter usually hasn't done that, so the template is what gets through.

What if the FormCrafts submission has no phone number?

The WhatsApp step has no recipient and returns an error, which shows on that step in Task History. A required phone field in FormCrafts prevents most of these failures.

Is a Meta account needed to send these FormCrafts follow-ups?

Yes. The Cloud API runs through Meta, where you set up your business number and get templates approved before connecting the account in FlowMattic.

Can I send a PDF or image after a FormCrafts submission instead?

Swap the step for the WhatsApp Cloud API's Send Document Message or Send Image Message action. The same rules about who can receive business messages apply.