Send Different Email Content Based on Form Responses

With Convert Forms, you can personalize email content and send different email messages based on your users’ form responses. Using either the Conditional Content shortcode or Task Conditional Logic, you can customize email messages to show tailored instructions, links, coupon codes, or any other content depending on what users select in dropdowns, radio buttons, checkboxes, or other fields.

This feature is ideal if you want to send personalized emails, display conditional content, or automate targeted follow-up messages for each submission. It ensures that the right message is delivered to the right user, improving engagement and streamlining your workflow.

Method 1: Conditional Content Shortcode

This method allows you to personalize email content inside a single Email Task using the Conditional Content shortcode.

Step 1: Add Fields to Your Form

For example, create a dropdown field named Department with these options: Sales, Support and Billing

Step 2: Create an Email Task

1. Go to your form’s Submissions → Tasks.
2. Add a new Email Task.
3. In the email body, insert the conditional content shortcode to customize messages:

Thank you for contacting us. Please follow the instructions below:  

{if field.department = Sales}
  Our Sales team will contact you shortly at [email protected]
{/if}  

{if field.department = Support}
  For technical support, please use our helpdesk at support.example.com
{/if}  

{if field.department = Billing}
  Our Billing team will reach out to you within 24 hours.
{/if}

Method 2: Task Conditional Logic

Every task in Convert Forms, including the Email Task, supports Task Conditional Logic, which allows you to send different emails by defining rules based on field values. For example, you could create separate Email Tasks for each option in a dropdown. One task would be set to send only when the Department field equals Sales, another task would send only when the Department field equals Support, and a third task would send only when the Department field equals Billing.

This approach makes it easy to configure personalized emails using the visual interface, without needing to write any shortcodes. The main drawback is that you need to create as many separate Email Tasks as there are options in your dropdown field, so it can become more complex if you have many choices.

Notes on Sending Conditional Emails

• Choose the method that best fits your workflow. For forms with many options, Method 1 (Conditional Content shortcode) is usually easier.
• Both methods support all field types: dropdowns, radio buttons, checkboxes, and more.
• You can combine both methods in the same form if needed.
• Make sure the field alias matches the field used in your conditions.