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i have two forms 

Employee Depts Form -

https://form.jotform.com/221135086135044

Event Form 

https://form.jotform.com/221135592953357

the employee depts form contains an employees name departments/roles and their email address

the event form contains event details with the option to select the departments/roles that are needed for the event.

 

once the event details form is submitted I would like an email to be sent to all those from the employee dept form that have matching dept about the event.

how would you recommend doing this?

 

Hi @sp2222 

Good question.

Should individual emails be sent or 1 email with everyone as the TO?

Probably individual emails in the BCC as using a group might cause duplicate emails e.g. if someone was in the Waiter and bartender group.

@sp2222 

Where are all the form responses being saved? (e.g. in GSheets)

 

FYI: Many Zap email apps require a TO email address, but will depend on what email app you are trying to use.

 

 

Not currently saved anywhere but likely to be Excel but can choose to something better/different if recommended.

@sp2222

I’d recommend using an Airtable Base: https://zapier.com/apps/airtable/integrations#triggers-and-actions

Then you can link records to Employee records to Department records.

You can use a Rollup field to get all the emails for 1 Department.

That way all you have to do is lookup the Department and you’ll get all the linked Employee emails.

Then you can use that data to send the emails.

@sp2222 were you able to accomplish your workflow by setting things up in Airtable? Let us know how you’re doing - we want to make sure you’re good to go here!

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