Email in integration with QForm: how to set up the receipt of applications

When a client fills out a form on the website, it is important not only to save the data, but also to inform the person who should work with them. Email is the most universal notification method.: It's familiar, suitable for teamwork, and easy to set up even without technical skills.

QForm allows you to receive applications from forms directly to the mail quickly and in the desired format. We'll tell you how to enable email notifications, when to use SMTP, and what features are available during configuration.

When email notifications are especially useful

Today, businesses have many communication channels — messengers, chats, CRM. But email is still convenient and relevant, especially if:

  1. Do you work in a corporate environment where emails are the main working tool?;
  2. Applications should be forwarded to the Helpdesk system or CRM via email integration.;
  3. The form is used by different employees, and notifications need to be centralized.;
  4. you keep an archive of applications in the email client, with the ability to search and filter;
  5. It is important that the notifications look formal (with a signature, corporate address, and headers).

Email also works well in the B2B segment, where the corporate format is more important than the speed of response in the messenger.

How it works in QForm

When the user fills out the form, QForm sends an email to the specified address. The letter contains the contents of the application: all fields, date, time, contact information. Emails arrive instantly, and the application history is always available in the personal account of QForm, where they can be filtered, commented and exported.

You can specify one or more email addresses of the recipients, as well as configure on whose behalf the notification is sent. To do this, it is enough to activate the SMTP function.

How to set up email notifications: step by step

The setup process is simple and takes a couple of minutes.:

  1. Open the list of forms in your personal QForm account.

    Find the required form, click the icon to the right of the name and select "Notifications".

  2. Go to the email settings.

    On the page that opens, select the "Basic Settings" Email item in the side menu or click the gear icon in the Email block in the center.

  3. Add the recipient's address.

    In the "Recipient" field, specify the email address to which the applications should be sent. If necessary, add several addresses separated by a comma.

  4. Do you want the application to be sent to the sender of the form?

Use a template: specify the name of the email field specified in your form in double square brackets, for example: . Then the notification will be sent to the email entered by the user himself.

When should I use SMTP?

SMTP is a way to send notifications from your own mail server. It is needed if:

  1. do you want your corporate address to be displayed in emails?;
  2. emails without SMTP end up in spam or look "technical";
  3. your IT policy requires control over all outgoing emails.

Setting up SMTP in QForm is simple:

  1. Go to the SMTP Settings section in your merchant profile.
  2. Specify the parameters of your mail server (address, port, login, password).
  3. Go back to the form settings and enable the "Use your SMTP settings" checkbox.
  4. Click "Update" and you're done.

Now emails will be sent from your address (for example, noreply@company.ru ), and the recipient will immediately recognize the sender.

Additional features and tips

  1. You can specify several addresses, for example: manager@company.ru , sales@company.ru . A notification will be sent to everyone.
  2. Dynamic recipients via the template are convenient to use if the address is set by the user himself.
  3. Email settings are available for each form separately. You can use different recipients depending on the subject of the form.
  4. If the emails are not getting through, check the Spam folder and SMTP settings. Also make sure that the recipient's address is correct.

Conclusions

The integration of email notifications into QForm is a simple and effective way to receive applications directly in the mail. It connects in a couple of minutes, works stably and is suitable for both small businesses and corporate teams.

If it is important for you not to miss requests, it is convenient to store, forward or organize them, start by setting up email notifications. And if you need full control, connect SMTP and manage emails according to your own rules.

Did you like the article? Share it!!