How to Send Emails When You Receive New Form Submissions in HubSpot CRM Using Pabbly Connect

Learn how to automate sending emails for new HubSpot form submissions using Pabbly Connect. Follow our step-by-step guide to streamline your workflow. Navigate the automation landscape confidently with clear, structured guidance suitable for professionals regardless of prior technical experience.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for HubSpot CRM Integration

To send emails when you receive new form submissions in HubSpot CRM, start by accessing Pabbly Connect. Log in to your Pabbly Connect account and click on the ‘Access Now’ button under the Pabbly Connect section. This will direct you to the Pabbly Connect dashboard.

Once on the dashboard, locate the big blue button labeled ‘Create Workflow’. Click on it and name your workflow appropriately, such as ‘Send email via Gmail for new form submissions in HubSpot’. After naming your workflow, click on ‘Create’ to proceed to the next step where you can set up your trigger and action.

2. Configuring HubSpot as the Trigger Application

In this step, you will configure HubSpot as the trigger application in Pabbly Connect. Select HubSpot from the list of applications and choose the event as ‘New Form Submission’. This event will trigger the workflow whenever there is a new submission on your HubSpot form.

• Select ‘New Form Submission’ from the event dropdown.
• Copy the provided webhook URL.
• Follow the instructions to set up this webhook in your HubSpot account.

To complete the trigger setup, go to your HubSpot account, navigate to ‘Automation’, and then ‘Workflows’. Click on ‘Create a Workflow’ and select ‘From Scratch’. Set the trigger to ‘Contact Enrollment Trigger’ and select ‘Form Submission’. This ensures that every time a form is submitted, the trigger in Pabbly Connect will activate.

3. Setting Up Gmail as the Action Application

After configuring HubSpot as the trigger, the next step is to set up Gmail as the action application in Pabbly Connect. Choose Gmail from the list of applications and select the action event as ‘Send Email’. This will allow you to automate the email confirmation process.

To connect your Gmail account, click on ‘Add New Connection’. You will be prompted to log in to your Google account. After logging in, grant Pabbly Connect the necessary permissions to send emails on your behalf. This connection will enable the automation to send confirmation emails to the users who submit the HubSpot form.

4. Mapping Data for the Confirmation Email

Now that you have set up the Gmail action, it’s time to map the data for the email. In the email setup section, you will need to fill in several fields such as the recipient’s email address, sender name, subject, and email body. This is where Pabbly Connect allows you to dynamically insert data from the HubSpot form submission.

• Recipient’s Email: Map the email address from the HubSpot submission.
• Sender Name: Set as HubSpot.
• Email Subject: Use a relevant subject like ‘Complaint Form Submission’.

For the email content, you can personalize it by addressing the recipient by name and confirming receipt of their complaint. The mapping feature in Pabbly Connect allows you to pull the recipient’s name directly from the form submission, enhancing the personalization of your automated emails.

5. Testing and Publishing Your Workflow

After setting up the email content, it’s crucial to test the workflow to ensure everything functions correctly. In Pabbly Connect, click on ‘Save and Send Test Request’ to simulate a form submission. This will send a test email to the mapped recipient address, allowing you to verify that the email is sent successfully.

Once the test is successful, return to your HubSpot workflow and turn it on. Make sure to select the option to only enroll contacts who meet the trigger criteria. This ensures that only relevant submissions will trigger the email automation through Pabbly Connect.

Finally, after turning on the workflow in HubSpot, fill out the form to see the entire process in action. You should receive a confirmation email shortly after submitting the form, demonstrating that the integration between HubSpot and Gmail via Pabbly Connect is working seamlessly.

Conclusion

In this tutorial, we explored how to automate sending confirmation emails for new form submissions in HubSpot CRM using Pabbly Connect. By integrating HubSpot and Gmail, we streamlined the process, ensuring timely communication with users. This automation not only saves time but also enhances user experience.