When a new form submission is received in HeyForm, send an email via Gmail
When someone submits a HeyForm form, this workflow sends an email from your Gmail account, using the answers they gave. Use it to confirm entries to respondents or to alert your team.
HeyForm
Gmail2 steps Setup ~5 min Used on 1.2k sites Free to import
What this workflow does
HeyForm collects the answers, but the follow-up email is up to you. Whether that is a thank-you to the person who filled in the form or a heads-up to a colleague, writing it by hand for each entry is slow. This workflow sends it from Gmail as soon as the submission arrives.
The HeyForm trigger fires whenever a new entry is submitted on the form, and every answer becomes data you can use. The next step runs the Send Email action in Gmail. You decide who it goes to, either the email address from the form or a fixed address of your own, and you write the subject and body with answers placed wherever you need them.
Because the message goes out through your connected Gmail account, it appears in your Sent folder and replies come back to your inbox. Each submission sends one email, with no Filter in between. Task History shows every run, including the response Gmail returned.
Thank-you note after a survey
Respondents to a HeyForm customer survey get an email from your Gmail address thanking them and saying what you will do with their feedback.
Team alert for a new enquiry
Send the email to a shared team address instead of the respondent, with all the answers in the body, so whoever is on duty can reply to the enquiry.
Confirmation for a workshop sign-up
People who register through a HeyForm form receive a Gmail message repeating the date and place, which they can reply to with questions.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
HeyForm New Form SubmissionRuns whenever a new entry is submitted on your HeyForm form. All answers, including any email address field, are passed on for use in the Gmail message.
- Gmail Send Email
Delivers one message through the Gmail account you link. Set the recipient to the respondent's email answer or to your own address, then write the subject and body using values from the submission.
What you need
- FlowMatticCore
- HeyForm 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 HeyForm if the message goes to the respondent. A submission without an address has nowhere to send to, and Task History shows the error.
- Add a Filter after the trigger to email only some respondents, for example those who ticked a box asking for a reply.
- Want both a confirmation and a team alert? Add a second Gmail Send Email step after the first, addressed to your team, with the full answers in the body.
Questions about this workflow
Who receives the email sent from Gmail?
The address you put in the Gmail step's recipient. Map the respondent's email answer to reply to them, or type a fixed address to notify yourself or your team.
Does every HeyForm submission send an email?
Yes, as imported. There is no Filter, so each new entry triggers one Gmail message.
Will the email show in my Gmail Sent folder?
Yes. The step sends through the Gmail account you connect, so the message is sent from that address and saved like any email you send yourself.
Does HeyForm still keep the submission?
Yes. The workflow receives the new entry from HeyForm and sends the email. It doesn't remove or change anything in your HeyForm results.
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