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Email Automation Example

Learn how to automatically send emails when events happen in your system. This is one of the most popular uses of CiraIQ!

Use Case: Form Submission Notification

Section titled “Use Case: Form Submission Notification”

Scenario: You have a contact form on your website. Every time someone submits it, you want to:

  1. Send them a thank-you email
  2. Notify yourself about the new lead
🖼️
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Complete Workflow - Show the full workflow in the builder

Workflow Overview

Section titled “Workflow Overview”

📊 Trigger: Google Sheets

When a new row is added to your form responses sheet

↓

📧 Action: Email to Customer

Send personalized thank-you email to the person who submitted

↓

📧 Action: Email to You

Send notification to yourself with the submission details

Step-by-Step Setup

Section titled “Step-by-Step Setup”

Step 1: Add Google Sheets Trigger

Section titled “Step 1: Add Google Sheets Trigger”
  1. Drag a “Google Sheets Trigger” onto the canvas
  2. Configure it with:
    • Spreadsheet ID: Your form responses spreadsheet
    • Sheet Name: Usually “Form Responses 1”
    • Check Interval: 60 seconds
⚙️
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Google Sheets Configuration - Show the settings panel
📝 Note: You'll need to connect your Google account first. CiraIQ will guide you through this process.

Step 2: Add First Email Action (To Customer)

Section titled “Step 2: Add First Email Action (To Customer)”

  1. Drag an “Email” action onto the canvas

  2. Connect it to the Google Sheets trigger

  3. Configure:

    • To: {{data.row.B}} (assuming email is in column B)

    • Subject: “Thanks for contacting us!”

    • Message:

      Hi {{data.row.A}},
      

      Thank you for reaching out! We received your message and will get back to you within 24 hours.
      

      Best regards,
      Your Team
✉️
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Email Configuration - Show customer email settings
💡 Using Variables:
- `{{data.row.A}}` = Column A (Name) - `{{data.row.B}}` = Column B (Email) - `{{data.row.C}}` = Column C (Message)

Step 3: Add Second Email Action (To You)

Section titled “Step 3: Add Second Email Action (To You)”

  1. Drag another “Email” action

  2. Connect it to the first email action

  3. Configure:

    • To: your@email.com

    • Subject: “New Contact Form Submission”

    • Message:

      New form submission received!
      

      Name: {{data.row.A}}
      Email: {{data.row.B}}
      Message: {{data.row.C}}
      

      Submitted at: {{data.timestamp}}
📬
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Notification Email - Show internal notification settings

Step 4: Save and Activate

Section titled “Step 4: Save and Activate”
  1. Click “Save” to save your workflow
  2. Toggle the workflow to Active
  3. Your automation is now running!

Testing Your Workflow

Section titled “Testing Your Workflow”

Before activating, test it:

  1. Use the “Test” button
  2. Manually add a row to your Google Sheet
  3. Wait 60 seconds (the check interval)
  4. Check if both emails arrived
⚠️ Testing Tip: Use your own email address for testing. Don't test with customer emails!

What Happens Now?

Section titled “What Happens Now?”

Every time someone submits your contact form:

  1. ⏱️ Within 60 seconds, CiraIQ detects the new row
  2. 📧 Customer receives thank-you email immediately
  3. 📬 You get notified about the new lead
  4. ✅ All automatic - no manual work required!
📊
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Execution History - Show successful workflow runs

Customization Ideas

Section titled “Customization Ideas”

Make this workflow even better:

Add Priority Routing

Section titled “Add Priority Routing”

Send urgent inquiries to Slack:

[Google Sheets] → [Check if urgent?]
                    ├─ Yes → [Slack Alert]
                    └─ No → [Regular Email]

Add Follow-Up Sequence

Section titled “Add Follow-Up Sequence”

Send multiple emails over time:

[Initial Email] → [Wait 2 days] → [Follow-up Email]

Add Data Validation

Section titled “Add Data Validation”

Check if required fields are filled:

[Google Sheets] → [Has email?]
                   ├─ Yes → [Send Email]
                   └─ No → [Log Error]
🌟
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Advanced Variations - Show enhanced workflow options

Troubleshooting

Section titled “Troubleshooting”

Emails not sending?

  • Check spam folder
  • Verify email addresses are correct
  • Check execution logs for errors

Google Sheets not triggering?

  • Verify spreadsheet ID is correct
  • Check Google account is connected
  • Ensure check interval has passed

Variables not working?

  • Make sure column letters match your sheet
  • Check spelling: {{data.row.A}} not {{data.A}}
Section titled “Related Examples”

Ready to build this workflow? Head to your dashboard and create a new workflow!