Make email alerts from form submission fall under the same conversation in the email

I have created a jotform for submissions, this then links into the workflow I have created.

https://form.jotform.com/littleannie1/influencers-report

BUT what is happening is the influencers are submitting and then I am approving according to my workflow BUT it is replying separately and they don't know which assignment I have accepted, declined or requested further work to be done.

Am I missing a trick here, where I can reply to their submission with the workflow or will it always be separate?

I've done some testing and it looks like the received submission email is sent nestled together. I would like to reply to each of those submissions so that they know if that particular submission is accepted.

At the moment, they approval email is sent as individual emails like this

So you can see there that the bottom read email is the submission received emails nestled together and then when I approve the submissions they come separately and with no reference to the submission.

Please let me know if this makes sense, if I can change it or if you can help.

Thanks muchly

Hello Anna,

I believe I understood the issue. You would like all the emails sent from your approval flow to show up in the same conversation thread in Gmail when the submitter receives them?

From my understanding they only get grouped together if the subject line is the same. (Not counting "RE:" "FWD:" and similar prefixes)

Even adding something to the subject line can be enough for Gmail to consider it a new conversation.

So going from "Influencer Report" to "Influencer Report - Round 1 Complete" could be enough to break the grouping.

The way I would do it, I would have one "main name" for the subject line, and then add the current status as the first text in the email. As the first text in the email is included in the preview on most email clients.

So as I received my emails, they got grouped together, and as I receive each one I could see the "update" in the preview text.

I hope something like this could work for you.

Best regards,
Lars

Hey there,

I tried both of those options and neither worked. Is there anything else I can do, do you think?

I'm not sure there are other workarounds available other than what my colleague has suggested since emails will only fall under the same conversation if the email subject of the emails is the same.

Would adding a unique code in the content of the email that your respondents can easily see and search in their email work for you? The emails will not be nested under a single conversation but the unique code can be used to search all emails for the same submission.