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Workflow reminder emails

When you create a workflow in Snapforms, you can set up multiple email notifications for each workflow step. 

Email notifications are generally used to notify workflow participants about a pending workflow step; however, you can also use them to remind participants to action a task or follow up at a later time. 

For example, you may want to send four reminder emails sequentially at 1 day, 4 days, 7 days, and 14 days. These emails may be sent to a different participant each time or to multiple participants.

Set up a reminder email

  1. On the relevant workflow step, under Workflow recipients, click Add recipient.
  2. Enter the email address of the person who needs to complete this workflow step. If there are multiple people, enter each email address separated by a comma.
    Tip: The email address can be dynamically populated from an Email field on your form. To do this, click the Insert form answers link and copy/paste the short-code for the Email field. Short-codes can also be used to personalise content in the email subject and body.
  3. Enter the email subject that you want to appear as the ‘Subject:’ on the email, e.g. {{first name}} {{last name}} is due for their 6-month review. 
  4. In the email body, customise the message using the rich-text editor toolbar. In most cases, the ‘Workflow Link’ should be included to enable recipients to easily access the form and complete the workflow step.

  5. (Optional) Enable response attachment options if required.
  6. Tick Delay sending email after form completion instead of sending immediately.
  7. Enter the delay period, e.g. 7 days, 3 weeks, 6 months, etc.
  8. (Optional) If this email should only be sent when conditions are met in other fields on the form, tick Enable conditional logic for this recipient and add the appropriate rules.
  9. Repeat the above steps for each reminder email required.
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