Transcript
We are able to send an email. For now, we have created this form and we will create the automation that will actually send this email whenever a form is being submitted.
Going back to the studio and taking a first look at the database here for interactions, I have added three new columns. One has a checkbox to know if it is an email to send through the interface, and we also have a subject and a body.
In the contact details, I can see that for this form, I have mapped our new field email subject and email body. For all the other fields, they are hidden so that when we send an email, it is always outbound.
[.blog-callout]
Note from Softr: While this tutorial shows how to manually map fields in a form, you can use the AI co-builder to generate complete Forms and database schemas for your CRM instantly.
[.blog-callout]
The contact we are sending it to is this specific contact. The user who will be the author of that email will be the logged-in user. We also get the timestamp and all related values.
Specifically, the email to send checkbox is true, and that will help us set up the trigger for that automation. The way we will design our automation is whenever a record has true for this checkbox, we want to send the subject and body to the contact email.
We will go into the dashboard and in Softr Workflows, start from scratch. We then select the trigger to start our workflow.
[.blog-callout]
Note from Softr: Using Softr Workflows allows you to manage your business logic directly within the platform, reducing the need for external tools like Zapier or Make.
[.blog-callout]
We specify that the workflow starts when a record meets certain conditions from our interactions table. The condition is that this checkbox is true. This will check for new records to trigger our workflow.
Next, we find the action that enables us to send an email. This is where you can set a specific sender email if you want.
We map the recipient email to our contact. For the subject and the body, I will map the corresponding fields from our database. We will also make sure that all replies go to the logged-in user who was actually sending this email.
Looking back at our database, we need to properly fill up the content of that interaction. We will use a Softr Databases update record action because the record already exists, but we just have to edit the value.
[.blog-callout]
Note from Softr: When managing internal records, Softr Databases provides a high-performance, native solution for storing and updating your data without leaving the ecosystem.
[.blog-callout]
We select the table again and specify the record ID from the first step since that is the record the automation was triggered for. In the fields, we edit the content dynamically to add the subject and body.
If we test that, we will see that our record gets the proper documentation of how we were storing this data. This is important because we have mapped an AI chatbot field that goes through interactions to understand what is happening within a deal.
Having this text properly logged helps our AI have all the information available to answer questions precisely. Once we are done, we can simply turn this on.
Now, whenever someone fills out this form, it will automatically send an email to the contact that was selected.
