This article explains how to use the Form Submission Requested trigger together with the Send Email Action Reminder action to automatically follow up when a recipient has not yet responded to an email that asked them to submit a form.
Prerequisites
- A separate workflow (referred to in this article as Workflow A) that includes a Send Email action with a choice whose Type is set to Request form submission, pointing to the HappyFox Form you want to follow up on. See how to configure the Send Email action if you have not set this up yet.
- Workflow A must have already sent at least one such email. The trigger needs at least one real event to fetch as sample data before you can finish configuring the workflow described below — Workflow A does not need to remain enabled afterward.
- The HappyFox Form referenced by Workflow A's email action must already exist in your account.
Note: In Workflow A's Send Email action, this choice is configured under Choices, by clicking + to add one. It has a Name field (the choice label the recipient sees), a Type dropdown set to Request form submission, and a Form dropdown that selects which HappyFox Form the request points to.
Setting up the reminder workflow
- Click Create Workflow and name the new workflow.
- Click the trigger step, search for Form Submission Requested, and select it.
- Under Select the Form, choose the form that Workflow A's Send Email action requests submission for.
Note: The Form Submission Requested trigger fires when a request to submit this form is sent from any workflow's Send Email action — not when the recipient actually submits the form. This is why the trigger is named "requested," and it is what makes the trigger suitable for follow-up reminders on a still-pending request.
- In the Received Trigger Information panel, click Refresh to fetch a real event, then select one from the list to map the trigger data.
Note: If the panel shows No Trigger Received, no workflow has sent a form-submission-request email yet. Trigger Workflow A once — so it sends the original email — then click Refresh again.
- Optional: to give the recipient time to respond before nudging them, add a Delay action here. Enter a number in Value and choose Days or Hours from the Unit dropdown — the total delay cannot exceed 30 days.
Note: While a workflow is paused by a Delay action, its status in Run History shows as Waiting until the delay period ends.
- Click Add Action and search for Send Email Action Reminder. Select it.
- In the Email Action field, click Insert Merge Fields, choose Email Action Id from the Form Submission Requested step, and insert it.
Note: This is what ties the reminder to the exact pending email action it should reference — it identifies which original request the reminder is following up on.
Note: The Send Email Action Reminder action only sends if the form has not yet been submitted. If the recipient already submitted the form — including during a preceding Delay step — the action does not send and the workflow stops at this step, so no duplicate reminder goes out.
- Enter the From Name for the reminder email.
- Set the To field. You can insert the To merge field from the Form Submission Requested trigger to reuse the original recipient, or enter a specific address.
- Optionally, set Cc and Bcc.
- Enter the Subject.
- Write the Message body, then use Insert Merge Fields to add the original choice content from the Form Submission Requested trigger (for example, the merge fields corresponding to each choice, such as a "Submit CSAT" or "Later" option). This reproduces the original response links in the reminder so the recipient can still act on them.
- Click Save and Test to confirm the reminder renders as expected, then click Save.
- Enable the workflow.
Your reminder workflow now resends the original form submission request whenever it fires, using the same response links as the original email. Next, learn how to use merge fields and dynamic variables in HappyFox Workflows to control what data the reminder pulls in.