Send an automated email reply to each new Fillout respondent via Gmail

Each new Fillout submission triggers an email from your Gmail account to the person who filled in the form, with the subject and message you write and any of their answers you insert.

Fillout

Gmail

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2 steps Setup ~5 min Used on 3.4k sites Free to import

The Send an automated email reply to each new Fillout respondent via Gmail workflow on the FlowMattic canvas, with 2 steps across Fillout, Gmail — The workflow as it appears in the builder after import. Each step opens for editing.

What this workflow does

When someone fills in a form, a quick reply from a real inbox tells them it arrived and what happens next. Writing those replies by hand means delays, and the people who submit on a weekend wait the longest. This workflow sends the reply from Gmail as soon as Fillout passes the submission on.

The Fillout trigger fires when a form receives a new submission, and every answer becomes available to map. Next, the Gmail step's Send Email action writes to the respondent from your linked account. Map the respondent's email answer as the recipient, then write the subject and body, adding answers such as their first name or the option they chose.

The email goes out from your own Gmail address, so a reply from the respondent comes back to your inbox. Your form needs an email question for this to work. Task History records each run along with what Gmail returned.

Confirming a consultation request

A coach's Fillout booking form sends each applicant a Gmail reply that confirms the request and says when to expect a call.

Sending next steps after an application

Applicants to a programme get an email straight after they apply, naming the track they picked and what the review involves.

Thanking survey respondents

People who complete a customer survey in Fillout receive a short thank-you email from your Gmail address, addressed by the name they entered.

How this workflow runs

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

Step 1Trigger
Fillout New Submission
Starts a run for every new response to the Fillout form you pick. Select it and send a test response so the email answer and the other fields can be mapped.
Step 2Action
Gmail Send Email
Emails the respondent through Gmail. Map the respondent's email answer as the recipient, then write the subject and message and insert any Fillout answers you want.

What you need

FlowMatticCore
Fillout AccountAccount
Gmail 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 email question required in your Fillout form, so every run has an address to send to.
Different replies for different answers? Replace the Gmail step with a Router whose routes check an answer such as the service chosen, each with its own Send Email step.
Send a test response to an address you own and read the email as the respondent will see it, then adjust the wording before turning the workflow on.

Questions about this workflow

Does my Fillout form need an email question?

Yes. The Gmail step needs a recipient, and the only place it can get the respondent's address is an answer in the form.

What happens if someone leaves the email answer blank?

The Gmail step has no recipient, so the email can't be sent for that run. Task History shows the error on the Gmail step. Making the question required avoids this.

Which Gmail address does the reply come from?

Whichever Gmail inbox you link on this template's Send Email step. Replies from respondents arrive in that inbox.

Can the email include the respondent's Fillout answers?

Yes. Insert any captured answer into the subject or body, such as their name or a choice they made.