Create custom email notifications

Custom email notifications enable you to send emails when new entries are submitted or updated. Since emails are triggered by actions taken on your form, you can use emails to send confirmations for entry submissions, notify someone of a form’s status change, share a workflow link, and more. Email notification content can be customized and include details such as entry data, payment information or uploaded files.

Organizations on the Pro, Team, and Enterprise plans can create multiple emails per action.

Send emails

When setting up email notifications, you’ll first want to consider which form action you’d like to set up a notification for. For example, you may want to send a confirmation email to a form user once they click Submit on your form.

You can send multiple email notifications for the same form action with Workflow. For example, not only can a confirmation email send when someone clicks Submit, but a second email can also send to notify a manager that their approval is needed.

To create an email notification for an existing action from the Build Page of your form:

  1. Click Workflow (found in the green bar at the bottom of the Build Page).
  2. Open the Action Settings for the relevant action.
  3. To edit an existing email notification, click on the email icon under Send Emails. To add a new email notification, click + Add Email.
    sendemails.png
  4. Customize the email in the dialog that pops up (see below for customization help).
  5. Repeat these steps for each action on your form that you would like to trigger an email notification.

To delete an email notification, click the trashcan icon next to the email notification.

Customize emails

Quick Tip

Set up a verified email domain to send email notifications on behalf of your website domain. Otherwise, email notifications are sent from notifications@cognitoforms.com.

You can customize each email notification’s content, optionally include entry details and attachments, and even conditionally determine when each email should be sent.

Email for Submit Action dialog.

From

The left side of this field defaults to your organization’s name and represents the display name the email is to be from. The right side defaults to your organization’s reply-to email address as the email to be sent from. You can input another static email, or click into the field to use the Insert Field option to populate an email from a field on your form.

To

Input the email address to send the email notification to. You can use the Insert Field option to prefill an email address from your form, or you can manually enter an email. Separate multiple email addresses using a semi-colon (up to 8 email addresses total).

Subject

Create a subject line for your email. You can click into the Subject field to populate data from the form’s entry using the Insert Field option, such as Name or Date.

Message

Create the body of the email. Click into the Message field to access formatting options, include images or links, or to include entry data using the Insert Field option.

Customize your email message.

Include

Check the box next to Entry Details to include form entry data in the email notification. Entry data will display to reflect the role selected in included workflow link. Where no workflow link is selected, entry details will reflect the Public role.

Quick Tip

We do not recommend this option if your form is capturing sensitive data.

To populate your organization and form name as a header within the email notification, check the box next to Org & Form Name.

Please note that including entry details will display fields based on the status of the entry at the time of viewing (or in other words, the next status in your workflow). For example, if an entry goes from Incomplete to Submitted, the confirmation message will display fields that are set to show when the status is Submitted.

Attach

Check the box next to Uploaded Files to include any files uploaded by form users as attachments to the email notification. Attachments will maintain their original file name and are limited to a total aggregated size of 17MB per email. (Please note this feature requires at least a Pro subscription; learn more about our plans and pricing.

Check the box next to Documents to attach your form’s entry data as either a Word or PDF document to your confirmation message. Checking this box will open up another field to select which document(s) to include. You can customize the format of these documents from the Manage Documents Templates dialog.

Send

Choose when to send the email.

Choose when this email notification is to be automatically sent.

  • Always – The email notification will be sent every time its related action is performed.

  • When – Select this option to open a conditional logic builder to set conditions for when the email will send. Emails notification will only be sent when specific conditions set become true when an action is performed. For example, if your logic includes =(Order.Choice= "Lunch"), the email won’t send each time the specified choice is Lunch; it will only send the first time this condition becomes true. When using statuses to trigger email notifications, it’s important to note that status changes triggered from an action will occur before an email notification is sent. This means you’ll want to set your conditions to send for the anticipated entry status associated with the action sending the email.

  • Never – The email notification will never be sent. Use this option to manually disable an email notification from being sent, either temporarily or permanently, and change it back at any time as needed.

Organizations on the Pro, Team and Enterprise plans have the ability to send workflow links.

If you’d like to include a link to a form’s entry within an email notification, you can add a role-based workflow link using the Share Workflow Link button located within the right side of the To field. Click this button to open the list of roles you’ve added to your form. The role you select will determine the role of the user when accessing the shared workflow link.

For example, you may want to include a Public workflow link within an email notification to the form user’s email address as a confirmation of their entry submission.

If the email notification for your action doesn’t need to include a workflow link, select the Not Shared option from the provided dropdown field to exclude any form entry data from being shared.

Add a workflow link to an email.

Resending emails

If you need to resend an email notification that was previously sent, you can do so from your form’s Entries page at any time. Learn how on our Sharing entries page.