The Custom Auto Replies feature is a powerful and easy-to-use tool to automatically send personalized email responses to your users after they have clicked through your heyflow.
These follow-up emails are a great way to remind the lead or applicant of their response, share further information, or inform them of next steps.
This article covers:
❗ Note: In order to send automatic replies to your users, you will need to set up the email address (and other needed values such as first name) as variables. Learn here how to set this up.
Setup
In order to set up your Custom Auto Replies in your flow, follow the following steps:
Go to the Integrate tab and navigate to Custom Auto Replies.
In the Recipient section, you can adjust the following:
Sender name (Business plan only)
The recipient's email ("To" field): this is where the variables will get important. Make sure that you collect the email address in your flow in order to send automatic confirmation emails to your users. Follow this guideline to set up your variable for email addresses (@email for example)
Lastly, you can also CC or BCC someone.
Before clicking on Connect, make sure to adjust the content of your message.
Content settings
You can edit the content of the email very detailed and customize it to your needs. In order to adjust the content of your Custom Auto Replies in your flow, follow the following steps:
Switch to the Content tab in the Email reply
Here you can adjust:
The logo
The language
The subject line, preheader and headline
The footer (Business plan only)
To adjust the content of your message, you need to keep two things in mind
If you want to use a line break, you need to use the HTML command <br>
If you'd like to include variables such as first name, you need to write {{variable}} instead of @variable.
As a last step, you can switch on the toggle at the bottom in case you want to include your user's answers in the email reply (as shown in our example below)
Once you finalized your content and recipients, click "Connect" to set your automatic response live. Now, users will receive an automatic response to the email address they provided.
Examples
The most common HTML tags
Find the most common HTML tags to use in your email below:
HTML tag | Description | Example |
| Makes text bold | We want to emphasize <b>something</b> in bold. |
| Makes text italic | We want to emphasize <i>something</i> in italic. |
| Underlines text | We want to emphasize <u>something</u> by underlining it. |
| Inserts line break | <br> |
| Inserts a line separator | <hr> |
| Inserts hyperlink | <a href="https://heyflow.app/">Heyflow</a> |
| Inserts image |
|
Email template
The following email template can help you start quicker with your reply. This is how it looks like:
And this is the HTML code you would need to use to achieve it:
Hello {{firstname}},
<br> <br>
Thank you for reaching out to us! We appreciate your interest in our services.
<br><br>
We have received your inquiry and will get back to you as soon as possible.
<br><br>
In the meantime, feel free to explore more about our offerings: Click <a href="https://go.heyflow.app/">here</a> for more information.
<br><br>
If you have any urgent questions or need immediate assistance, please don't hesitate to contact us directly at <a href="mailto:[email protected]">[email protected]</a>.
<br><br>
We look forward to the opportunity to assist you further.
<br><br>
Best regards,
<br> [Your Name]
<br> [Your Company Contact Information]
<br> <br>
<img src="yourimagelink" height="100" width="100" alt="YourName" align="left">
Next steps: Own email address
Connect your email to Heyflow via SMTP to send Custom Auto Replies from a custom email address.
You can find more information on the SMTP information for common email server providers such as Gmail, IONOS or Microsoft Outlook or Office 365 here.
Troubleshooting
InvalidParameterValue: Missing required header 'To'
There may be various reasons for this error message. First of all, make sure that the variable for the email is correctly inserted, both in the input field and in the email reply function.
If this is the case, take a look at the email to which the automatic reply should be sent. If there is a space at the end, or it does not correspond to the standard e-mail scheme in general, an error message may appear.
💬 If you need further assistance, please contact our support team directly via the chat bubble or alternatively via [email protected].