Automated email responses upon inquiry submission

Purpose

1.1. Instantly acknowledge receipt of adoption inquiry submissions, providing next steps and reassurance to prospective clients.
1.2. Automate communication to streamline intake, reduce staff workload, and increase professionalism in client relations.
1.3. Ensure all inquiries are documented and a consistent, branded message is sent, complying with privacy and regulatory standards.
1.4. Support multilingual responses and file attachments for informational material relevant to the adoption process.
1.5. Route inquiries internally based on context (location, program type) for optimized follow-up and case assignment.

Trigger Conditions

2.1. Web form on agency website is submitted.
2.2. Inquiry received via connected email address, chat widget, or API-integrated portal.
2.3. Entry added to CRM or case management system via API, zap, or webhook.
2.4. Message with adoption-specific keywords submitted via social messaging platforms.

Platform Variants

3.1. Microsoft Power Automate
• Flow: "When a response is submitted" (Microsoft Forms trigger) + "Send an email (V2)" (Outlook Connector).
3.2. Zapier
• Trigger: "New Form Submission" (Typeform or Google Forms) → Action: "Send Outbound Email" (Zapier Email).
3.3. Make (Integromat)
• Scenario: "Watch Responses" (JotForm module) → "Send an Email" (SMTP module).
3.4. Salesforce
• Automation: "Process Builder" (on Case/Lead creation) + "Send Email Alert" (Email Template).
3.5. HubSpot
• Workflow: "Enrollment trigger" (Form submission) + "Send Email" (Marketing/Transactional Email).
3.6. Google Workspace (Apps Script)
• Script: Trigger on Google Form submit → MailApp.sendEmail() function.
3.7. SendGrid
• Event: API v3 Mail Send endpoint post on inquiry; configure dynamic templates per language.
3.8. Amazon SES (Simple Email Service)
• Trigger: Lambda function (form submit event) executes SendEmail API; configure identity and template.
3.9. Twilio SendGrid
• Feature: API-triggered "Dynamic Transactional Email" from workflow triggered by form software.
3.10. Mailgun
• Webhook: Form software posts to Mailgun API sending auto-reply with recipient-specific details.
3.11. Mailchimp Transactional
• API: Mandrill send-message endpoint called on intake form submission.
3.12. Intercom
• Trigger: "New conversation" via Messenger → Automated Reply Rule/Outbound Message.
3.13. Zoho CRM
• Automation: Workflow Rule "On Lead Creation" → "Send Email" action with merge fields.
3.14. Freshdesk
• Scenario: "New Ticket" (via email/portal) → "Dispatch’r" auto-acknowledgement email.
3.15. Trello
• Power-Up: Butler trigger on card (inquiry) added → Send Email (via email integration).
3.16. Monday.com
• Automation: "When item created" → "Send email" with Email Integration.
3.17. Pipedrive
• Workflow: "On new deal/person" → Send templated email via Smart Email BCC.
3.18. ActiveCampaign
• Automation: "Form action trigger" → "Send email" with contact personalization.
3.19. Smartsheet
• Automation: Rule on row added (inquiry) → "Alert someone" (Email Notification).
3.20. Slack
• Workflow Builder: Form submission posts to Slack → Slack workflow sends pre-configured email to submitter via Email App.
3.21. Auth0 Actions
• Post-Registration Action: Trigger email via third-party provider using sendEmail() in JavaScript function.

Benefits

4.1. Immediate, reliable communication enhances prospective client confidence and trust.
4.2. Reduces manual workload and risk of overlooked or delayed responses by staff.
4.3. Ensures compliance, accuracy, and privacy by automating standard messaging.
4.4. Easily scalable to handle volume spikes or multiple languages/locations.
4.5. Frees case managers to focus on more complex, high-value client interactions.