How to get custom chat notifications for new form submissions or emails

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This article was provided by Zapier.

When you’re responsible for following up with a new contact, customer, or lead, every second truly does count. A fast response is an easy way to show your new prospect that you care about their needs and are ready to work with them right away. But when you work on a big team or manage a lot of different moving parts in your job, it’s easy to lose new contacts through the cracks of your different tech platforms or your overflowing email inbox.

Keep track of it all by getting special, customized notifications when a new contact gets in touch with you. You can use Zapier to get a notification on your team chat app when someone fills out a form on your website—or even when someone emails you with a certain phrase in the subject line!

Nobody can possibly keep track of all the information coming into your organization every day, so a little automation can help you stay on top of your work and give your new contacts a great experience with your team.

Get notified when a new lead fills out a form or sends an email

With Zapier, you can automate recurring tasks—giving you back valuable time to focus on higher priority items. The workflows you build in Zapier—we call them Zaps—can automate many common tasks, such as getting alerts when new leads fill out your forms.

Every Zap follows the same structure: When this happens, do that.

A Zap always consists of two parts:

  • The trigger: an event that starts a Zap, like when a new lead fills out a form on your website.

  • The action: an event a Zap performs after it’s triggered, like sending a message on your team communications app letting everyone know that contact sent in their information.

To help you get started, we collected a few popular Zaps that send notifications to you or your team when new leads fill out your form. Just click on the Use this Zap button below in the feedback section to get started.

You’ll need a Zapier account to use the workflows in this piece. If you don’t have an account yet, it’s free to get started.

If you want to create a custom notification between platforms, but want to use other apps or add additional steps, you can create your own by following these steps:

Step 1:Create a new Zap in your Zapier account. From your dashboard, click the Create Zap button.

Step 2: Select the platform you use for forms, like Typeform or Jotform, or where you receive email, as your trigger app. Then, choose the Trigger Event that corresponds with a new form submission or email received. Look for phrases like “new submission,” “new entry,” or “new email.”

Step 3: Select your team chat platform, like Discord or Slack, and choose the Action Event that matches what you’d like Zapier to do for you in your app. Look for phrases like “send channel message” or “send notification.”

Step 4: At this point, you’ll need to complete the action set-up, mapping information from your form or email into the notification you’ll send. You can use these fields to tell Zapier what information to send where. You’re also able to type information in, which might be how you designate a specific channel or person to alert in your chat program.

Step 5: Test your Zap, and if all looks good, turn it on and never miss an incoming lead again (unless you’re in vacation mode, of course).

If you’d like to add another action to your Zap, repeat steps three and four before testing and turning it on.

Note: When you turn on your Zap, it will send new form submissions to your team chat platform, so we recommend letting your team know you’ll be setting this up in case they get notified a few times while you’re testing the Zap. You might also want to create a private channel for testing before turning it on.

Automation makes for easy notifications and fast follow-up

Stay on top of incoming leads with timely notifications on the chat apps you use most so you can get in touch with new contacts quickly while coordinating with your whole team. You’ll make the most of every incoming interaction when you’re in control of how you get alerted, and the people getting in touch with you will appreciate your quick response time.

New to Zapier? It’s a tool that helps anyone connect apps and automate workflows—without any complicated code. Sign up for free.

Related reading

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