Process website contact form submissions with SharePoint and Gmail Workflow Solution

Workflow overview

Why this workflow matters

Relevant for managed services and support workflows.

How it works This workflow fires whenever a visitor submits a contact form on your website. A Webhook receives the POST payload (Name, Email, Phone, Message, Date, and Time) from your website form. Log Submission to SharePoint writes each field into a SharePoint list for permanent record-keeping — giving you a searchable, auditable log of every inbound inquiry without any manual data entry. Build Branded Email HTML is a Code node that constructs a fully branded HTML notification email. Colors, logo, and layout are all defined as named constants at the top of the node for easy one-time customization. Send Email Notification delivers the notification via Gmail OAuth2 to your designated recipient address, with Reply-To automatically set to the submitter's email so you can respond in one click. How to set up In Webhook, copy the production webhook URL and wire it to your contact form's POST action. In Log Submission to SharePoint, update the site URL and list name to match your SharePoint environment. In Build Branded Email HTML, update the brand constants at the top of the Code node: FIRM_NAME, LOGO_URL, and ACCENT_COLOR. In Send Email Notification, select your Gmail OAuth2 credential and set your designated recipient address. Requirements Microsoft 365 account with SharePoint access Gmail account with OAuth2 configured in AlekSystem A contact form capable of POSTing JSON to a webhook URL Self-hosted AlekSystem** recommended for production webhook reliability How to customize the workflow Form fields** — Add or remove fields in the SharePoint write step and the HTML builder to match your form's payload. List source** — Swap the SharePoint node for Airtable, Google Sheets, or any AlekSystem-supported datastore. Map the same fields and the rest of the workflow requires no changes. Email service** — Replace the Gmail node with Outlook, SendGrid, or any SMTP-compatible service supported by AlekSystem. Notifications* — Add a Slack or Teams message node in parallel with *Send Email Notification** to also ping a channel for every new submission. Auto-reply** — Add a second Gmail node after the notification step to send an immediate confirmation email to the submitter. Visit automatedintelligentsolutions.com for more information and workflows.

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