When a new response is created in Heyflow, send an email via Gmail
Each new Heyflow response sends an email from your Gmail account, to the respondent or to your team, with the answers you map, so nobody waits for someone to check the Heyflow dashboard.
Heyflow
Gmail2 steps Setup ~5 min Used on 906 sites Free to import
What this workflow does
Heyflow funnels collect answers step by step, and the person who finished one usually expects a reply. You might want to send them a summary of what they chose, or alert a teammate to a new lead. This workflow sends a Gmail message for every response, and you decide who receives it.
The Heyflow trigger, New Response, fires when a new response is created. FlowMattic then runs Gmail's Send Email action from the account you connect. Map the respondent's email as the recipient to answer them, or type your own address to get a notification. The subject and body can include any answer from the flow.
One response sends one email. Every flow on the connected Heyflow account can start a run, so check which responses reach the workflow during testing.
Quote funnel follow-up
A visitor completes a Heyflow quote funnel, and a Gmail message thanks them and repeats the options they picked.
Lead alert for a sales rep
Each response emails the rep's Gmail inbox with the lead's answers, so they can call while the interest is fresh.
Application acknowledgment
Applicants who finish a Heyflow job application get an email confirming it arrived and what happens next.
How this workflow runs
What happens at each step once the workflow is on, and what you need before you import it.
Heyflow New ResponseFires when a new response is created in Heyflow. The answers from that response are passed on to fill the Gmail message.
- Gmail Send Email
Sends an email from the Gmail account you link. Choose the recipient, either the respondent's email from Heyflow or your own address, and write the subject and body using the answers.
What you need
- FlowMatticCore
- Heyflow 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.
- Submit a test response after import so FlowMattic captures Heyflow's answer fields, then build the email from them.
- Make the email question required in your flow if you want to reply to respondents; without it, the step has no recipient.
- Add a Filter on the flow name or a key answer, so only the responses you care about send an email.
Questions about this workflow
Can the Gmail email go to the person who filled in the Heyflow?
Yes, if your flow asks for an email. Map that answer as the recipient in the Send Email step.
Which Heyflow flows start this workflow?
Responses from the connected account can start it. Send a test from each flow and check Task History to see which ones arrive.
Does this change anything in Heyflow?
No. Heyflow keeps the response as usual. The workflow only reads it and sends the email.
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Import this workflow into your WordPress site
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