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Email Notifications

Send automatic email notifications when forms are submitted. Notify your team, confirm with submitters, or trigger email workflows.

Types of Notifications​

Admin Notifications​

Notify your team of new submissions:

  • Send to multiple recipients
  • Include submission details
  • Customizable content

Respondent Confirmations​

Confirm receipt to form submitters:

  • Auto-send to email field
  • Personalized thank you message
  • Include submission summary

Conditional Notifications​

Send based on form values:

  • Different recipients based on selection
  • Priority notifications
  • Escalation workflows

Configuration​

Recipients​

Static Recipients​

Fixed email addresses:

admin@company.com, support@company.com

Dynamic Recipients​

From form field:

{{email}}

Conditional Recipients​

Based on form values:

If department == "Sales": sales@company.com
If department == "Support": support@company.com

Subject Line​

Email subject with variables:

New submission from {{name}} - {{formName}}

Email Body​

HTML or plain text content:

<h2>New Form Submission</h2>
<p>You have received a new submission from {{name}}.</p>

<h3>Details:</h3>
<ul>
  <li><strong>Name:</strong> {{name}}</li>
  <li><strong>Email:</strong> {{email}}</li>
  <li><strong>Message:</strong> {{message}}</li>
</ul>

<p>Submitted at: {{submittedAt}}</p>

Available Variables​

Form Fields​

Use any form field:

{{fieldName}}
{{nested.field.path}}

Metadata​

System information:

  • {{formId}} - Form identifier
  • {{formName}} - Form display name
  • {{responseId}} - Submission ID
  • {{submittedAt}} - Submission timestamp

Formatting​

Format values:

{{date | formatDate:"MMMM D, YYYY"}}
{{amount | currency:"USD"}}

Email Templates​

Simple Notification​

Subject: New {{formName}} submission

You have received a new submission.

Name: {{name}}
Email: {{email}}

View details: {{responseUrl}}

Rich HTML Template​

<!DOCTYPE html>
<html>
<head>
  <style>
    body { font-family: Arial, sans-serif; }
    .header { background: #3b82f6; color: white; padding: 20px; }
    .content { padding: 20px; }
    .field { margin-bottom: 15px; }
    .label { font-weight: bold; }
  </style>
</head>
<body>
  <div class="header">
    <h1>New Form Submission</h1>
  </div>
  <div class="content">
    <div class="field">
      <span class="label">Name:</span> {{name}}
    </div>
    <div class="field">
      <span class="label">Email:</span> {{email}}
    </div>
    <div class="field">
      <span class="label">Message:</span>
      <p>{{message}}</p>
    </div>
  </div>
</body>
</html>

Respondent Confirmation​

Subject: Thank you for your submission, {{name}}!

Dear {{name}},

Thank you for contacting us. We have received your message and will respond within 24 hours.

Your reference number is: {{responseId}}

What you submitted:
- Name: {{name}}
- Email: {{email}}
- Message: {{message}}

Best regards,
The Team

Conditional Logic​

Based on Field Values​

Send to: sales@company.com
When: inquiryType == "Sales"

Multiple Conditions​

Send to: urgent@company.com
When: priority == "High" AND department == "Support"

Different Templates​

Use different templates based on conditions:

  • Welcome email for new customers
  • Support ticket confirmation
  • Order confirmation

Reply-To Configuration​

Set reply address:

Static Reply-To​

Fixed address:

Reply-To: support@company.com

Dynamic Reply-To​

From form field:

Reply-To: {{email}}

Allows direct replies to submitter.

Attachments​

Include attachments:

File Upload Fields​

Attach uploaded files:

  • Include in notification
  • As attachment or link
  • Size limits apply

Generated Documents​

Attach generated files:

  • PDF summary
  • CSV data export
tip

Be careful with file attachments. Large files may cause delivery issues. Consider linking to files instead of attaching.

Delivery Settings​

Send Timing​

When to send:

  • Immediately - On submission
  • Delayed - After specified time
  • Scheduled - At specific time

Rate Limiting​

Prevent email flooding:

  • Maximum per hour
  • Batch notifications
  • Digest option

Testing​

Send Test Email​

Test your notification:

  1. Configure notification
  2. Click Send Test
  3. Enter test recipient
  4. Review received email

Preview​

Preview email content:

  • See formatted HTML
  • Check variable substitution
  • Verify layout

Troubleshooting​

Email Not Received​

  • Check spam folder
  • Verify recipient address
  • Check notification logs
  • Confirm notification enabled

Variables Not Replaced​

  • Check field names match
  • Verify syntax ({{fieldName}})
  • Ensure field has value

Formatting Issues​

  • Test across email clients
  • Use inline CSS
  • Keep HTML simple

Best Practices​

  1. Clear subject lines - Include form name and key info
  2. Mobile-friendly - Many read on phones
  3. Test thoroughly - Check different scenarios
  4. Don't over-notify - Avoid email fatigue
  5. Include unsubscribe - For marketing emails

Next Steps​