Enabling email notifications and auto replies

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This guide is intended to help you get started enabling notification emails to be sent to you when a form response is received and also how to send an email auto reply confirming the submission to the people filling in your forms.

Notifications can be used as a part of your internal workflows or simply to let you know as soon as someone has filled in one of your forms.

Email auto replies can contain any content you need and are fully HTML capable allowing you to really personalise, thank or send extra information to the people filling in your forms.

Enabling email notifications and replies

1. First you will need to have created a Snapform or create a new one. You can view a guide on how to get started with your first form here.
2. Click on “Edit” for the form you would like to enable emails for.

3. Click the “Next” button at the bottom right of your form builder to navigate to the second page.
4. On the second page of the form editor you can turn on both notification emails (1) as well as auto reply emails (2) by ticking them on as seen in the image below

Notification Emails

There are a number of options available to you to configure your email notifications:

1. Your Email: This is the email address that the notification will be sent to.
2. Email Subject: This is the subject of the notification email that is sent.
3. Email Body: You can customise the body of notification email in this window. This WYSIWYG editor allows you to design the email exactly as you need it (banner images, tables etc.).
4. Do not include a copy of responses at the bottom of the notification email: By default we will add a list of fields and their response details at the bottom of the notification email. You can turn this off by checking this box.
5. Include a PDF copy of responses in the notification email (beta): Snapforms allows the ability to save a form submission as a PDF. This will be a snapshot of the form (how it appears to the user) with the details of the submission in each of the relevant fields. This can be useful in saving documents that you may need to refer to, store individually or print later.
6. Enable conditional logic for this email: You can enable conditional logic on whether this email gets sent or not, more on how to configure this below.
7. Add another notification email: You can add in multiple notifications by clicking this button. This is particularly useful in conjunction with conditional logic allowing you to setup the relevant workflows. For example you may have a drop down field on your form for “approver” and then based on which approver was chosen, the email would then go to them.

Conditional Logic

Conditional logic can be applied to control whether an email notification you have setup is sent or not. This can be applied in a number of different ways to enable you to manage your internal form workflows, but in the example below we will send this email to bob@company.com if the user selects “Bob” in the “Approver” field on the form. It is important to note that conditional logic is case and character (spaces) sensitive.

Auto Reply Emails

Auto replies have similar options to notification emails, but offer the ability to email those filling in your forms from an email address of your choosing.

1. Email Sender Name: This is name of the sender for the auto reply email
2. Email Sender Email: This is the email address that the auto reply will come from. You will need to verify your email if you have not done this before. You can do this by clicking the “Verify Email” button. Once you have clicked this button it should look like below:

You will then receive an email from “no-reply-aws@amazon.com” with a URL that you will need to click to verify. Be sure to check all your email folders. Once you have clicked the verify URL you were emailed, you can then click the “Verify Email” button again and it should look like below:

3. Email Subject: This is the subject of the email auto reply
4. Email Body: You can customise the body of notification email in this window. This WYSIWYG editor allows you to design the email exactly as you need it (banner images, tables etc.).
5. Include a copy of responses at the bottom of the confirmation email: By ticking this you are able add a list of fields and their response details at the bottom of the auto reply email.
6. Include a PDF copy of responses in the confirmation email: Snapforms allows the ability to save a form submission as a PDF. This will be a snapshot of the form (how it appears to the user) with the details of the submission in each of the relevant fields. This will provided to the person submitting the form as a link at the bottom of the email to click to download a PDF copy.
7. Enable conditional logic for this email: You can also enable conditional logic on auto replies to control whether the email gets sent or not. An example of how this could be used on an auto reply might be a check box for “Please send me more information” on your form.

Emails are a powerful way to engage with the people filling in your forms. If you need any help while setting these up you can send us an email to contact@snapforms.com.au

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